Step by step instructions and videos for closing your Online to Bid Sheet item auction.
1.) Confirm your Payment Processing Method and Billing Information.
Go to Close Out > Get Ready > Confirm Payment Processor. In this section you'll need to confirm your billing information and your payment processing method. Once you complete this step, you'll be able to proceed with the rest of Close Out.
2.) Edit Your Winning Bidder Email.
Go to Close Out > Get Ready > Winning Bidder Email: In this section you can set up the winning bidder email/purchase confirmation that goes out automatically when you award your items. Use the text boxes to customize the email. Be sure to save your work by clicking on the Save button at the bottom. The winning bidder email is sent out once the award button is clicked.
3.) Award Your Items.
Go to Close Out > Close Your Auction > Award Items. Click Select Winner for each item and use the Type of Winner pull down menu to select either:
- Online: If the item sold to the leading online bidder. Once you select them, their information and leading bid will automatically populate.
The credit card for each person will be automatically applied from their BFG Bidder account. The card can be viewed under payment and email details below the persons name for the item. You can also change the payment type here as well. (Example: cash or check.) If they wish to add a new card, please see this help article.
- Offline: If the item sold to an offline bidder at your Event. You will need enter the winner in the Enter Winner field. See this Help Article for more details.
- Sell Without Assigning: If you collected payment directly from the winner and you don't want to enter live event bidder information. Enter the amount the item sold for.
Then click Award.
Adding Shipping or Tax:
To calculate shipping for an online winner, use the Reports > registered users report. Find the person you wish to award the item to. There you will see all of their contact information. You can use this information to calculate the shipping cost for your items. Many sites such as Fedex and UPS can calculate a shipping cost on their website. Once you have the shipping cost, add the shipping cost in the shipping column before awarding the item.
Note: When clicking the award all ready items button, it will take a few moments to award everything. Please refresh the browser screen in Close Out > Close Your Auction > Award Items after a moment to make sure all has been moved to the process payments section.
Please note: If you've added your live event bidders under Manage Bidders or if the live event winner is registered online for the auction, you can also award the items to them by selecting Offline. The steps to award to an Offline Bidder are below.
4.) Process Your Payments.
Go to Close Out > Close Your Auction > Process Payments: All of the purchases will be bundled by winner (so if someone won 3 items, they'll be listed once with their total purchase). You can confirm the purchases individually by clicking Process next to each of them or you can process all at once by clicking Process All Purchases.
Note: When clicking the process all purchases button, it will take a few moments to process everything. Please refresh the browser screen in process payments after a few minutes to make sure all has processed.
To verify a purchase:
Run the credit card transactions report under Reports > credit card transaction report.
You'll be notified via email if any purchases failed.
You can also see if a card has failed by going to Close Out > Close Your Auction > Process Payments after a few minutes of processing. Any failed cards will be displayed.
What do I do if a card fails?
If you have any questions about how soon the funds will be deposited in your account, transaction fees, please contact your processor directly:
- Stripe: visit https://support.stripe.com/questions/how-long-does-it-take-for-payments-to-be-transferred-to-my-bank-account
- IATS: 888-955-5455 or email@example.com
- Greater Giving: 866-269-8151 or firstname.lastname@example.org