Item Template / Mass Upload Items

 

Item Template / Mass Upload Items

In the days before your event, you may wish to integrate your data from an external source. We have created a way to set up your items in a format that can be easily dragged and dropped into the admin. 

DOWNLOAD TEMPLATE

Navigate to Items > Manage Items, scroll down to the bottom of the page and click "Download a Template

NOTE: Each item name is required in the spreadsheet in order for the import to work correctly. Column Headers Name, Item Number, Description and Start and required to be shown in the template to upload.

 

Start adding items on line #4 of the item template.

• All spreadsheet items must have an item name.

• Fair Market Value will default to priceless if left blank. In the admin, there is an option to show FMV on the bidding interface.

  • $0 FMV (Besides Donation Items) will display on receipts as PRICELESS.

• Starting Bid and Bid increments for silent items will default to $1.00 if left blank. 

• Once complete, drag and drop the spreadsheet under Items > Manage Items > "Drop Files to Upload"

• Once the import is complete, edits can be done through the Manage Items page.

** The software only reads this SPECIFIC excel spreadsheet. Not all columns have to be filled out, but some (item name, item number, description, and start) column headers are required to be shown for upload.

** You can do more than one import, just start with a NEW spreadsheet. If you use the same spreadsheet, you may encounter duplicate items in your admin. 

Category Suggestions

Item Number/Categories - We recommend working the item number and the categories together. In the admin, you can do a sort order of how you would like them to appear on the bidding interface. To put them in a sort order go to Items> Categories & Ordering.

Example: 

(First) Sports 100's

(Second) Travel 200's

(Third) Entertainment 300's

(Fourth) For Her 400’s 

(Fifth) Baskets 500’s 

Item Type

It is important to give all items an item type in the spreadsheet. 

• Silent 

• Live 

• Donation 

• Quantity 

• Blind

• Credit 

• Info

Tables can't be imported directly. Please insert an image of your table which can be found here.

Explanation of Columns on the Spreadsheet

A. Name: Name of Item *Required for Upload

B. Number: Item Number 

C: Category: Category for your item. Ex: Electronics, Sports, Beauty. 

D. Description: Description of your item. 

E. Exceptions: Exceptions include black-out dates, expirations, and requirements. 

F. Table: Table that the physical item can be found at your event. 

G. Solicitor: Individual who has taken responsibility for the origin/donation/resource of that item. 

H. Solicitor Phone: phone number from the solicitor 

I.  Solicitor Email: email address of the solicitor. 

J. FMV: Fair Market Value of the item/package. 

K. Start: Starting Price of Item (if applicable)

L. Raise: Raise price or Increment of the item (if applicable) 

M. Closing: Closing time of the item. 

N. Taxable: Should this item be taxed? Yes or No. 

O. Tax Rate: Tax Rate if this item should be charged tax. 

P. Type: The type of item Ex: Silent, Live, Donation, Quantity, Blind, Credit or Info.

Q. Buy Now Price:  Buy now price is typically over market value (FMV), usually 150-200%. If a guest does not want to get into a bidding war they would have the option to buy it outright if you use this feature on some or all items.

R. Notes: These notes are for you. The bidders will not be able to see these. They will appear on the spreadsheet found under Items > Manage Items, the Admin Viewable Notes section under Items > Manage Items > Descriptions and Extras, as well as the Archives CSV.

S. Qty: This file is used with a Quantity Item Type only and is the quantity available. Selling 100 raffle tickets? Add 100 here to have the system only sell 100.

T. Limited: This column is used with a Quantity Item Type only. Enter Yes, if you have a limited number available and No if you have an unlimited amount available.

U. Consignment: The consignment amount is the amount that needs to be paid to the donor. This can be entered as a whole dollar or percentage. EX: 200 or .50 (for 50%).

V. Tags: These tags will be displayed on the item for easily filtering and reporting. 

W. Donor Name: Must be added through the admin, not the template. This information is pulled into thank you cards found under the items tab. To set up multiple donors, go to Items > Manage Items > Donor Information.

X. Donor Display Name: Only the Donor Display Name is shown to your guests on the mobile bidding site. One or more donors can be added through the template. Enter the Names(s) as you want them to be viewed by bidders on the bidding site. If there are multiple donors separate them by a comma. You can also enter in a Donor Display Name under each item on the manage items page and in the Items - Manage Donors tab. 

Y. Donor Address: 

Z. Donor Address 2 

AA. Donor City 

AB.  Donor State 

AC. Donor Zip 

AD. Donor Phone 

AE.  Donor Cell 

AF.  Donor Work 

AG.  Donor Email 

AH. Donated Item 

AI.  Donated Item FMV -  Do not use decimals or dollar signs for a successful upload

AJ. Donor Notes

Tables can't be imported directly. Please insert an image of your table which can be found here.

Tips & Notes

How to set up a silent item that you might have more than one of?

Our recommendation:  Add both items to the software each with its own item number. Set the second item to Live/Preview item type. Set status to Invisible. Offer the second item to the runner-up of the first item (this is the one that was available for bidding). In the item description, include that you will be choosing the top 2 highest bidders. You can find the bid history on the Butler under Remove a Bid/Bid History. Once the auction closes, use the Butler to enter in the second-highest winning bidder and winning bid amount. "Add A Bid"

Item Status