Great Tools For the Day of Your Event
No matter how good your volunteers, planning, and venue are, the day of your event is likely to be a hectic one.  AuctionBase helps things run smoothly with simple and intuitive tools you can use at Event Registration, Data Entry, and Checkout to keep your lines short and your guests happy.
 
The form below is used at both Registration and Checkout.  At Registration, it is simply used to mark someone as having checked in.  At Checkout, it is used to view past purchase receipts (in case they had previously checked out), and to create receipts for unpaid purchases.  The list can be sorted by Guest Name or Bidder Number by simply clicking the appropriate column heading.  In addition, the list is searchable by name and number.  If you wish, you can also batch print all guest receipts from here.

AuctionBase streamlines data entry by providing a single form for recording the sales of all auction packages and one for all game and raffle items.  The auction package sales entry form is shown below.  Your data entry people have only to select the sale they wish to record winning bids for, and all the items for that sale will be listed.  All the items are in order by package number, and the list is searchable.  For silent auction items that used pre-defined bids, the amounts are available in the "Winning Sale Amount" box.  The winning bidder is then simply selected from a list by clicking the Add button.
 
The form below shows bidders being added as participants of Beaver Creek School's Special Appeal.  Each new bidder added is charged the amount in the Winning Sale Amount box.  If this package was not a Special Appeal, AuctionBase would automatically split the winning sale amount between the bidders added, making it simple for purchasers to go in together on an item.

In addition, if a popular package is re-donated at the event for a second sale, your data entry person simply selects the original item, and clicks the Duplicate button.  A new, identical copy of the package will be added to the database, and the sale can be recorded as though the duplicated item had always been there.  AuctionBase will also ask if donation receipts should be printed for the underlying donations supporting the duplicated item.  In this way, you can provide the donation receipts to the donor right at the event.
 
To check a guest out, select the guest's name from the list in the Check In / Check Out form above, and click "Check Out."  If the guest has unpaid purchases, the form below will be displayed.  This shows a summary of the guest's charges.  To view or print a detailed purchase receipt, just click "View Receipt."  Note that the charges include unpaid event tickets.  If the guest is owed a credit by your organization, it can be applied to the charges as well. 

Up to three different payment types can be accepted from each guest, in case they wish to split their charges.  Once the payments are recorded, just click "Check Out," and a paid receipt, like the one below, will be displayed.
 
All game purchases, raffle tickets, and auction wins are listed, with their descriptions and costs.  In this example, the raffle purchases are grouped together as a single line item.  This option can make the receipt much easier to read when many game purchases were made.
 
Items that come with a gift certificate are clearly marked, to aid item pickup.  The receipt also lists "star" items.  These are items for which the purchaser paid more than the donor stated fair market value for the item.  Depending on the item, and the advice of a tax professional, these items may qualify the purchaser for a tax deduction.

 
If you want to announce how much you've raised at your event, you can view your event balance in the form below.  Your sales are shown broken out by Package Sales, Special Appeals pledges, and Raffle & Game sales.  A total is also given.  Finally, the balance of your finance register is shown, and your event balance added to that amount.  You'll know exactly how much your cause has made, right at your event!

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