Post Event Data Transfer to Auction Tracker

Please complete this checklist before you request we start the data transfer.

1. Make sure all bidders have a bid number assigned.

2. Close out all credit card  payments on the balances due tab.

You will want to make sure you have completed all your credit card payments on the MaxGiving site. All that should be left on your balances due tab are guests with outstanding balances you are expecting payment for (checks, ect). Any payments after transfer you will need to resolve  manually in Auction Tracker. Posting a Payment Help Guide

3. Check to ensure there are no overpayments.

You will want to remove any incorrect purchases or refund any overages that you may have.  Processing a refund Help Guide 

4. Remove any “TBD’ types of payment (sending check, do not charge, ect.).

In Auction Tracker there is not an efficient way to remove these types of payments once they have been sent , to "delete" a payment in Auction Tracker a negative payment must first be posted then the actual payment can be posted. This means 3 payments would show on statement. It is best to remove them before the transfer so the guest shows outstanding, this way the payment can be easily recorded when it is received and any outstanding guest balance will not be forgotten. ***You can remove these payments in the All Payment Transaction page by clicking the trash can.

5. Merge duplicate records.

You will want to merge any duplicate guest records to keep your Auction Tracker Data clean. Merging Guest records Help Guide

6. Ensure that no sponsors/ticket sales have been entered in BOTH the MaxGiving site and Auction Tracker.

You will need to remove any duplicate sales, you will want to remove the one that a payment is not attached to.

- If the payment is recorded in Auction Tracker and sponsorship listed on MAxGiving only for recognition, you will want to remove the sponsorship level from the sponsor in MaxGiving. Removing a Sponsor Help Guide

- If the payment was made on the MaxGiving Site but the sponsorship has a placeholder in Auction Tracker, you will want to remove the sponsorship sale from Auction Tracker.  https://auction-tracker.helpscoutdocs.com/article/230-deleting-guest-records

7. Remove any fake data

No Data is better than fake data. If you had any kind of place holders, fake guests or anything that is not real data remove it before the transfer.

Once you have completed this checklist and are ready for the transfer, please send support@maxgiving.org an email including your backup (unless you are on the cloud) letting us know this is all complete and you are ready to transfer.