How To Add Lots
Once an auction has been created you will want to add lots to the catalogue. To do this navigate to the auction details screen and click on Lots on the left hand menu. You will now be on the lots page which will be empty if this is the first time you are entering lots to the catalogue.
Adding Single Lots
To add a single lot click on the New Lot button and select Individual Lot. The new lot screen will pop up.
The next step is to enter a Short Description for the lot. This is a required field and cannot exceed 250 characters. There is a character counter to the top right of the short description text box that will help you keep track of how many remaining characters are left. Once the character counter has decreased to 0, you can still enter text but will not be able to save the lot. This prevents the short description text from being suddenly cut off and allows you to edit the description so it fits within the 250 character limit. You also have the option to provide a Full Description if more characters are required to describe the lot. There is a 4000 character limit on the full description. Please note that this character limit will include any kind of HTML formatting within the text, and the formatting may not always be visible when typing text into the full description text box, so this will need to be taken into consideration when adding full descriptions with a lot of HTML formatting.
The opening price, estimates, quantity and reserve can also be entered on this screen. A category can also be selected; setting the category here will overwrite the category given to the lot at the auction level.
If you want to add an image from here, then an image can be dragged into the section of the window for images. Click on Save and Close to return to the lots screen or Save and New to create another new lot, once all the information for the lot has been entered.
Upload Multiple Lots
If you want to add multiple lots you can do through uploading a file containing all the information for each lot. To do this you will first need to create the upload file. The upload file can have the following headings, however the Number and ShortDescription is always required:
- Number (Lot number)
- Sale Tax/VAT
- AtgCommission (This is for ATG Support users only)
- AtgCommissionCeiling (This is for ATG Support users only)
Example Import File Formats
Here is an example of a tab delimited file that creates 3 lots:
|1||A short description1||100|
|2||A short description2||150|
|3||A short description3||120|
Here is a comma delimited version of the above example:
1,A short description1,100
2,A short description2,150
3,A short description3,120
Importing Bidmaster Catalogue Exports
It is also possible to import a Bidmaster catalogue export, note that when importing into GAP from Bidmaster the following rules will be applied to the VAT rate column:
- If the VAT Rate column in the Bidmaster import contains a value of “Margin”, “zero” or “inclus” then this will be imported as 0 for the VAT rate for lots with these values.
- If the VAT Rate column in the Bidmaster import contains a value of “Yes” then this will be imported as 20 for the VAT rate for lots with this value.
Multiple Lots Button
Once the file has been created, go to the lots screen, click on the arrow on the right of the "New Lot" button and select "Multiple Lots". Browse for the file and select it once located, then click next and select how your uploaded file is delimited, you can choose between a tab delimited or comma delimited file, if the first row of the file contains headers as in the example above, then check the box and then click next again. The next screen will ask you to set the column mappings, there will be a series of dropdowns on the top row, here you should select the value from the dropdown that matches the lot information in that column; here is an example:
Once complete, click next, if the file has been created correctly the lots will be imported and once complete these will be listed on the lots screen.
Setting End Times
For Timed Auctions you will need to enter an end time for each lot. By default the lots will have an end time that matches the end time of the auction that was set when the auction was created. Each time a new lot is created or deleted you will be asked if you want to set end times for all the lots. If you click yes a pop up window will appear. From here you can select all lots or a range to have the same end time that can be set or staggered end times, where the staggered time can be set for each. Saving these changes will update the end times for the lots.
To set end times manually:
- Navigate to an auction and click on Lots on the left hand menu.
- From here click on Actions>Set End Times, if changes are being made during an auction and the lots have bids on them you will get a warning message saying there are bids on the lots.
- Click OK to proceed and the Set end times window will be displayed. You can choose to set the end time for all lots or just a range, and then set the end times for the lots selected. Also you can choose whether to stagger end times. Not staggering end times will close all selected lots at the same time. If you choose to stagger you will be presented with minutes and seconds a field which is where you define the stagger between two lots closing. For example, if the first lot closes at 4pm and you set the stagger to 10 minutes then the second lot will close at 4.10pm.
- Clicking save will update the end times for the lots you selected. You must set the end times of lots before the catalogue can be published.
Once lots have been added to an auction, the list of lots can be viewed by clicking on the Lots link in the menu on the left of the screen. By default, this will show a catalogue grid view listing all the lots have been added to the auction event. The Lots catalogue view contains details on the lot such as short description, end times, opening price, reserve price and Wish List Count, which will track the number of users who have added the lot to their wish lists.
Clicking the edit button in the Actions column will allow you to make changes to the details of the lot. It is also possible to change the table view to show “Results” and “Disputes and Edits”, see the Grid Views section for more details.
Clicking on the lot number will take you to the Lot Details screen. Here you can see the details entered for the lot, such as the lot category, lot increment, short description and full description. From the Lot Details screen you can easily navigate between lots in the auction by clicking on the next and previous arrows in the top right of the screen.
The Lot Details screen will display an additional 3 links in the left hand menu:
- Audit Trail
The Bids link shows a history of bids that have been placed on that lot The Audit Trail tracks details on when the lot was created, updates and a history of maximum and current bids placed in a timed auction.
Editing Single Lots
Lots can be edited by clicking on Edit next to the desired lot.
Editing Lots That Already Have Bids
The following information on editing lots that already have bids can be downloaded as a PDF here: Editing Lots with Bids
When updating catalogues with new text files through the bulk update method, only assigned fields are overwritten.
If an opening bid is off increment:
- The off increment opening/minimum bid can be placed
- Anything other than that opening price will be on increment
- All subsequent bids will be on increment
If an opening bid is defined after a bid has already been placed:
- The original bid (below the new opening price) will still stand
- The next minimum bid will be equal to the new opening price
Defining the opening bid from the start is crucial if auctioneers want to avoid bids of £1 on a valuable lot.
If a reserve is added or edited while a maximum bid is in place:
- The current bid will automatically increase or decrease to the new reserve
- The bidder is emailed automatically with their new current bid
- The bidder is emailed automatically if they no longer meet reserve
The increment table is in use when:
- Increments have not been set in the upload process
- When the increment field has been set to '0'
A bid can only be a multiple of the stated increment
- The next minimum bid is never [previous bid]+[increment] regardless of the opening or previous edits to the lot.
To delete lots, check the check box to the left of the lot(s) you want to delete, then click the Actions button and select Delete Lots. To delete all lots, simply click on the Actions button and select Delete All Lots. It is also possible to delete individual lots from the Lot Details screen by clicking on the Actions button and then the Delete button. Once an auction has been ended lots can no longer be deleted.
By clicking on the Actions button and then Export the user can export a full set of information on all lots in that auction, the export is available in the in the following formats:
- Comma Separated File
- Excel 2007/2010
- Excel 2003
- Bidmaster File Format
Lots, inventory or winners that are exported into the Bidmaster file format can subsequently be imported into Bidmaster.