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1. Fundraising auctions for non profit institutions tend to rely almost completely on volunteer labor Auction dramatically reduces the number of volunteer hours required to manage and implement a fundraising auction This means volunteers can spend more time on critical auction functions soliciting generous donations and securing the participation of enthusiastic bidders Auction is easy to learn and use As with any powerful tool confident use comes with practice Please take time to experiment with the Sample V3 Pikes Peak SnowBall project You can try out program functions print sample reports and train other volunteers all without fear of mistakes How This Manual Is Organized The first chapters present an overview of Auction and its operation plus the basics of getting a project set up and ready for use Subsequent chapters cover specific tasks You do not need to read the manual cover to cover to begin using Auction successfully On the other hand reading through at least some of each chapter will help you understand how the different features work together to make your auction a successful and smooth running event A more thorough reading especially of Working with Other Programs and Auction which covers importing amp exporting data is recommended if you are planning to bring in data from another application Multi User and Network editions add increased capability and allow use of more than one computer for program2. operation Multi user and network edition customers should carefully read the sections on Backing up a Project and Merging Data Together in Auction Networking is primarily covered in later chapters Most tasks are identical in network and non network editions of the Auction V3 User Guide software Network setup and specific changes associated with the network edition are included in the networking chapter Using Auction in a Team Environment Network Edition Sections begin by showing the entire window associated with a feature Subsequent paragraphs guide you through the screen segment by segment with images zooming in on current content Step by step procedures are included for each task Key Words and Titles are shown in a bold typeface Many Tips Notes and Cautions are sprinkled throughout the manual to provide guidance and suggestions based on experience from many organizations These are also indexed Cross References are highlighted in Bold Italic text in the printed manual In the electronic copy these are clickable hyperlinks as well and are tinted to indicate that clicking a link will jump to the referenced section The user manual is available for download from our website The software CD ROM includes the option to install the user manual to your hard disk The manual is in Adobe Acrobat format also known as portable document format or pdf Most computers include the Adobe Acrobat Reader You may insta
3. Introduction Congratulations and welcome to Auction Version 3 Auction is an easy to use database program that automates your fundraising auction This manual will be your step by step guide to using Auction It will also provide valuable tips to help you make your auction a success Auctions are an extremely popular method of fundraising for many non profit organizations like yours including schools hospitals symphonies and foundations Depending on the generosity of donors and bidders non profits can raise 25 000 to 250 000 and more per auction For many non profits an auction is the primary annual fundraising event As you may know a successful fundraising auction requires many hours of time and attention to countless details Auction automates your administrative and bookkeeping tasks so you can concentrate on making your auction a successful event Auction can help you raise more money Features Since Auction was first introduced in 1993 it has been used by thousands of non profits This collective experience has been incorporated into the design of our latest features Plus Auction Version 3 is easier to use than ever Auction Version 3 features include Toolbar Buttons and Menus Auction has toolbar buttons at the top of the screen for frequently used functions tool tips to identify toolbar buttons and keyboard shortcuts for all menus and command buttons Menus are clear and consistent Unavailable
4. d purchaser table assignments volunteer contacts linked to donors and basket details Name and item reports can be printed for a range of names or item numbers or complete lists Review exceptions immediately prior to your auction event to ensure last minute details have been handled or check them during and after your event to make sure everything s complete Gift Certificates Print gift certificates for donated items directly from the item description and donor information Customize fonts spacing and type sizes to coordinate with your event theme Easily print them one at a time or all at once Import Export Most fields can be imported or exported Auction allows you to import and export data easily using on screen wizards Expenses Record amp track expenses Include these expenses on financial summary for event Selective Merge Select merge of Names only Name amp Items Names amp Transactions or all records Grid View Screen View all names or items on screen in a spreadsheet format so you can easily see all information related to any name or item Auctionpay With the Auctionpay linkage upgrade guests can swipe credit cards as they arrive at your event Invoices are marked for Quick Checkout your guests can pick up an itemized list of purchases and the items themselves and depart at the end of the evening Guests can bid longer and checkout is streamlined providing a better experience for everyone
5. ll Acrobat Reader from the Auction CD or download the reader for free from Adobe s website http www adobe com Table of contents and reference items indicated within the manual in bold italic font are keyed with invisible hyperlinks click on the topic name to jump to that topic Sample documents produced by Auction are included with your order Technical Support Technical support for one year is included with your purchase of Auction Version 3 by telephone fax e mail and through our web site Technical support is designed to handle problems where the software does not appear to perform as designed To learn the software first try using the software feature in the sample project and review this manual before contacting technical support Please let us know if you do not find the topics you need in this user guide Introduction If for any reason you believe your data has been damaged or corrupted or that it would be helpful for the technical support team to be reviewing the same data you re looking at make a backup see Backing up a Project and attach it to an e mail message You can find Hints and Tips and answers to Frequently Asked Questions FAQs on our web site http www auctionsystems com When you call please be at your computer with your project open Please have your manual handy this may reduce the need for note taking Please include the following information on all voice fax and e mail mes
6. relating to Auction software may be billable at a half hourly rate This will be determined on a case by case basis and your Auction representative will apprise you before any charges are incurred Examples of support not directly relating to Auction Designing mail merge documents Teaching MSWord Excel or Access Network configuration Detailed event advice Urgent on call event support is available on a contract basis Please contact Auction Systems Inc at least three weeks prior to your event to confirm availability and make arrangements Auction V3 User Guide
7. sages Name Name of the licensed organization and or account number Exact release of Auction Click Help About Auction for the complete version release number Date of your upcoming auction Task you are attempting to accomplish Problem or question If you are experiencing printing problems please also include your printer manufacturer and model Best times and means to contact you Please indicate if you need a response outside of normal business hours We will honor these requests when possible Telephone support is available during regular business hours 8 AM to 5 PM Mountain Time at 719 548 5055 After hours voice messaging is available e mail is your best choice outside regular business hours Send e mail to techsupport auctionsystems com or a fax to 719 520 3246 For after hours support e mail and fax are the preferred means of contact Please include the above information in your e mail or fax message In general you can expect a response to e mail no later than the next business day and usually within a few hours except during the middle of the night When using Auction with your word processor be sure to check your word processor s online help and users manual Your word processing application will provide specific techniques for mail merging data files like those exported by Auction See Post Event Wrap Up chapter for instructions and examples Telephone support not directly
8. toolbar and menu options are dimmed Recently used project files can be selected from the menu Hints Most screens have a Hint Button Just click on this button for help on the most common questions relating to this particular screen Introduction Item Categories Create your own categories for auction items Cash and Service Donations Track cash donations underwriting services and in kind donations with ease Cash donations may be categorized Taxable Items Flag taxable items with default settings Basket Items Easily group related items into baskets that enhance their appeal and simplify pricing and tracking The basket component item screen will show you basket placement for each component item Bid Numbers Automatically assign bid numbers to guests or all invitees Table Assignments Bidders can be easily assigned to specific tables to accommodate requests Auction tracks total guest count and guests per table Invoices indicate table and bid numbers Reservations Track the type of ticket purchased by each guest or corporate sponsor Enter the type of meal chosen by each guest or track the type of dish they ll be bringing to your potluck or covered dish dinner Catalog Create a customized event catalog that you print with your choice of layout and design The Auction catalog is designed to give your event a high quality image even when inexpensively photocopied You may choose to print all items or only Li
9. ve Items Print by item category or by item number control page breaks after each category Form Letters Use Auction and a standard word processing program like Microsoft Word to quickly create form letters invite potential bidders solicit donations properly acknowledge and thank donors Mailing Lists Easily keep track of donors and bidders Ensure that you solicit donations from previous donors invite previous bidders to your auction Automatically generate mailing labels for letter solicitations Bid Sheets Automatically print customized silent and live auction bid sheets that include everything from donor name and detailed item descriptions to an item s donor value Includes lines for entering the bid number and bid amount Sheets can be attached to items for the live auction preview You can print bid sheets with or without a column for the bidder s name Tent Cards Create signs or cards to showcase items on your silent auction tables or your live auction stage Print full page 8 x 11 for use as a placard or print folded tent cards Bidder Invoices Automatically generate invoices for winning bidders at the close of your event Printed bidder invoices give your auction a professional look and help ensure that all purchases are finalized before bidders depart Donor Receipts Print an itemized list of each donor s gifts as part of a thank you letter or separate enclosure Reports Print reports showing item an
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