Making a change to online auction item in Auction Tracker

 If an auction item, fund-a-need level, or non-catalog item for sale has already received bids, pledges, or purchases, do not attempt any of the following, simply contact MaxGiving or wait until after your auction to make any changes, to maintain the integrity of your auction's data. So that Auction Tracker and the online auction "stay on the same page" with the details of your items, it is not easy to change the catalog number of items that have been sent over to the online auction site, or marked for the online auction site in Auction Tracker. Additionally, it's best to make sure that both Auction Tracker and your website have the exact same information for an item's name, fair market value, starting bid, bid raise, and guaranteed bid values before you send them over.

Thus, if you want to change one of those values for an item that's already been sent over to the online auction website, or even marked to be sent over in the  Online Auction Item Selection Screen, but not yet sent over, then follow the instructions below.

This article explains how to address these situations.

1)  In Auction Tracker's Online Auction Item Selection screen, remove the item from the online auction

***You cannot do the following if bids, pledges, or purchases have already been placed on an item. If you need to make modifications in such a situation, please contact MaxGiving.***

The following process will remove images that were uploaded to the online auction website. After completing the following steps, please be ready to re-upload the images.

Select the arrow to the right of Community>Auction Tracker Live>Online Auction Item Selection

Select the item itself

Select the  minus sign icon. 

When you hover over it, the words " Delete Selected Item" will pop up. You are not really deleting the item, you're simply removing it from the online auction.  So go ahead and "delete" the item. When you do, it will move the item from the upper list (purple brace) to  to the lower list (red brace). See screenshot below.

Select Yes

This will remove the item from the website, but leave it in Auction Tracker.

The higher list is the list of all items that Auction Tracker has designated for the online auction. Because the item was in the higher list, designated for the online auction (and quite possibly already on the online auction website) Auction Tracker did not previously allow you to modify some values such as the catalog number.

However, now that you've removed it from the online auction site, and removed it from the upper list, the list of items designated for the online auction, Auction Tracker will now allow you to change some of the values of the item and then send the item back to the online auction website.

Select Continue to leave this box

Now you can go back and select Auction Items, open up the item, and change its catalog number.

2) Change the item in Auction Tracker

Select the arrow to the right of  Auction Items 

Open the item

Changes may include:

  • name
  • catalog number
  • starting bid
  • bid raise
  • guaranteed bid
  • fair market value

3) Upload the item from Auction Tracker back to the online auction 

A) Designate the items for the online auction i.e. tell Auction Tracker that the item will be sent to the website.

Select  Community > Auction Tracker Live > Online Auction Item Selection

Items in the upper box (red arrow) are those designated for the online auction.

Items in the lower box (green arrow) are all the items in Auction Tracker that have a catalog number but have not yet been labeled as items that will be sent.

Double-click on the items in the lower box in order to move them to the upper box.

For each item, a dialog box will appear. Check the bid amounts and select OK.

B) Transfer the items to the online auction

Select  Community > Auction Tracker Live > Transfer to Online Auction

Select  Prepare Upload

Select  Upload 

4) Re-upload the images for the item

Open the online auction website

Select  Dashboard > Auction Items

Find the item whose catalog number you changed, as above

Select  Edit

Select  Upload

Scroll to the bottom of the page

Select  Update 

There are a few rules when using Auction Tracker with a MaxGiving Site:

  • ALL guest and sponsorship sales must be either within Auction Tracker OR on the MaxGiving site. You can not do both. If you log guests in Auction Tracker that also buy tickets online, this will create duplicates records for that guest when it is sent back to Auction Tracker.
  • IF you choose to do your guests/sposnsorship sales in Auction Tracker and you have us transfer the guests over from Auction Tracker WITH bid numbers already assigned, then you can not change those bid numbers once transfer to the MaxGiving site.
  • You may not change the catalog numbers of Auction Items sent from Auction Tracker. They MUST remain the same you can not change them once they have been sent to the online site.
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