Campaign Auctions (Live Sites)

The auctions functionality in campaigns offers a streamlined way to generate bid sheets and process auction items. You can generate bid sheets for silent auctions and specify the starting bid and bid increments. You can also generate sheets to record live auction items.

Auctions can be added to any campaign. If you would like to generate an income statement that is limited to the auction items, create a new campaign that's used solely for the auction.

The auction functionality doesn't have an online component. It's purely to support bid sheet generation for silent and live auctions, and to record auction transactions.

Build the Auction

1. Create a campaign that has a fund.
   1. The fund should be the fund that will receive auction item proceeds. 
2. Click Add Auction in the left-side menu
3. Click Edit in the left-side menu.
4. Add the Revenue Account that will recognize the donation then click Save.
   
   
   
5. Click Add Item on the left-side menu.
6. Enter the item information, then click Create. Item Name and Item Description are required.
   • Item Name - Name of auction item.
   • Silent Item - If this is a silent auction item, check this box. 
     • If checked, when you generate sheets this will be a bid sheet. Otherwise it will generate a sheet to record a live auction item.
   • Item Value - The item's value. 
     • This is used to determine the donation amount. When you record the purchase, the donation amount will be the purchase price minus the item value.
   • Start Bid - The minimum bid.
   • Bid Increment - Enter the increment bidders should increase their bid by.
   • Item Description - Description of auction item.
     
     
     
7. Repeat step 6 until all items are added to the auction.

Generate Bid Sheets

After you've added all auction items, click Print Items on the left-side menu. This opens a new tab and generates a file with a page per item.

Silent Item

Live Item

Record Income

Once the item winner is determined and you're ready to record payment, return to the campaign, then click the auction ID.

Add Winners

1. Click [add winner].
   
   
   
2. Select the profile of the item winner and enter the Winning Bid Amount, then click Save. 
   • If the winner is not in the system, add their profile first. 
     
     
     
3. Repeat step 2 for additional items.

Process Payments

After winners are entered, process payments.

1. Click Checkout in the left-side menu. 
2. Click [pay].
   
   
   
3. Enter the payment information, then click Create.
   • Payment Method - Select the payment method.
   • Amount - This defaults to the full purchase price. If you are recording a portion of the income, you can override this amount.
   • Check Number - If payment method is Check, enter a check number.
   • Note - You can add additional information if needed.  
     
     
     
4. Click [create donation/invoice]. 
   • This generates a profile payment. The value of the item will be processed and posted as an invoice. Any amount over the item value will be processed and posted as a donation.
     
     
     
5. Repeat steps 2-4 for remaining auction items.  

Following step 4, a [tax receipt] option appears. 

You can click to generate a tax receipt for that item. The tax receipt will also be available in Unsent Tax Receipts for bulk processing.