Efficient Use of Information
With AuctionIT, you enter each piece of information just once, then use it for many purposes: Catalogue, Web Catalogue, Selling Sheets, Vendor Statements, Buyer Invoices, Management Reporting etc.
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Permanent Bidders
AuctionIT allows you to designate Permanent Bidders who are automatically assigned the same bidder number for each auction. This optional feature can be used for regular purchasers, and/or for your own staff.
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Multiple Auctions
AuctionIT allows you to work with as many auctions as you like, but it also allows you to designate one as the Current Auction
Use of the Current Auction feature means that many common tasks can be performed without having to select the correct auction. |
Web Catalogue
Create a Web Catalogue with the click of a button. Links to image files are included automatically, and a (optionally) a pdf version is also created.
View a sample web catalogue here.
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Marketing
AuctionIT supports both mail and email marketing. Customise your own Word templates, then generate letters using a range of selection criteria, then create mailing labels for each letter. Create new templates whenever you wish, or modify old ones. All at the click of a mouse button
Send email (with or without attachments) to buyers or vendors, using your normal email program.
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Registration Deposits
AuctionIT provides flexibile support for Registration Deposits. If you wish to charge a Registration Deposit, enter the amount when setting up a new auction. Deposits are automatically applied to Bidder Invoices, until the deposit is exhausted. When you wish to refund the deposit to those who did not bid (or spent less than the deposit) a report is available listing all refunds due.
You can also exempt bidders from the deposit if you wish, or vary the amount on a person by person basis.
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Photos
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AuctionIT makes it easy to include photos of items. Simply place the photo files in the folder for the right auction, and you can easily associate a photo with any item. Whenever you create an auction, AuctionIT automatically creates a subfolder for photos, and any other files associated with that auction. Photos are not included directly in the database, instead the path to the photo file is stored. Photos are automatically included in the web catalogue.
AuctionIT can be placed into Slide Show mode to project the product details and photo for the current item to everyone in your audience. When you move to the next item, its details and image are instantly displayed for everyone in your audience to see. This requires a data projector to be connected to the computer.
When you browse through the Catalogue in AuctionIT, the photo of the current item is displayed in the page header.
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Reports
AuctionIT provides an extensive reporting function, that can provide both detail and summary data about a specific auction, or looking back over all auctions within a time period. Reports can be viewed on screen, printed, or exported to Word or Excel.
For valuation purposes it is possible to search for items by keyword, or to look through sales data in a number of exploratory ways
In the Tree View
forms data is represented in hierachical trees, that can be expaned
as required to find an item. When an item is selected, full details
are dsiplayed in an adjacent panel.
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Stock
The Stock feature of AuctionIT allows items to be entered into the database, prior to lotting up, (or even prior to allocating the item to a particular auction.) Each stock item is allocated a unique stockcode, which can be used to recall the item when it is time to allocate a lot number. Unsold items can also be relisted for another auction without additional data entry.
Vendors can provide stocklists in advance, which can also be directly imported from Word or Excel files.
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AlphaNumeric Stock Numbers
AuctionIT allows Lot Numbers to be either plain numbers, or a number followed by a letter. In the event you need to add an item between two already numbered items, you can add a letter to the number. For example, you could choose to insert item 2A between 2 and 3 in order to maintain existing lot numbers.
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Lot Splitting
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Splitting lots is relevant to items where the quantity field has been used, and different bidders purchase part of the lot, perhaps with different bid prices. Click the Split Items button then enter each of the different bidders and prices, and the sub lots will be created automatically. When you return to the sales screen, the new sub lots will be displayed in the correct order.
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Custom Fields
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Custom Fields are can be used where you require additional information about items in a specific format for auctions. For example for an Art Auction you may want an Artist field in the catalogue. For an auction of Motor Vehicles you want Make and Model fields.
Two custom fields are provided for this purpose, and they can be configured on an auction by auction basis.
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Refunds
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The Refund function allows you to pay a refund to a bidder where you have accidentally overcharged for purchases. Refunds are applied to invoices to correct the mistake.
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Lot ReNumbering
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AuctionIT allows you to renumber your lots if you decide they are in the wrong order. Simply select an item and use the Move Up or Move Down buttons to reposition the item and have the Lot Numbers adjusted. This feature is disabled once the auction result is entered, and can also be completely turned off through Preferences.
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GST
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AuctionIT allows great flexibility in the treatment of GST. GST is automatically calculated on the Item Sale Price, Commission and Buyers Premium. Prices can be treated as Tax Inclusive or Tax Exclusive, and you can also indicate, (on an item by item basis if necessary), whether GST applies to items. Both Tax Invoices and Vendor Statements fully itemise all
GST amounts.
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Commission
AuctionIT also allows great flexibility with Commission. Each Vendor has a base commission rate, a discounted rate and and a threshold for the discount. In the Setup screen you set defaults for these, but they can be overridden on a vendor-by-vendor basis, or auction-by-auction basis. Commission is initially calculated using the Vendor's base rate, then a discount is calculated if the threshold is reached. The auctioneer can also override the calculated figures if so desired.
The amount of commission charged is itemised on the vendor statement.
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Buyers Premium
Each Auction has a mutlple rates of Buyers Premium , and each item has a rate that applies (* new in V3) to all buyers, but the calculated values can be overridden by the auctioneer if wished. All premium amounts are itemised on the Buyers' Tax Invoices.
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Adjustments
Adjustements can be added to Bidder Invoices and Vendor Statements. For Bidders , these can be used to add on additional charges for such things as storage or delivery. For Vendors, two adustments are provided: one reduces the payout by imposing a charge, perhaps for storage or cartage or advertising. Version 3 has introduced multiple charges to vendors. The other increases the payout by perhaps giving a discount on commission. All adjustments can be used however you wish, and remain at zero until used.
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