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closing out auction items

 

1. SET UP WINNING BIDDER EMAIL FOR SHIPPABLE ITEMS

From the BiddingForGood site, go to CLOSE OUT/GET READY/WINNING BIDDER EMAIL), and set the Winning Bidder Email to say something like the following:

NOTE: You MUST add
tags to this when you insert it at BFG so that it will format clearly and not be a big jumble.

OPTIONAL TEXT BOX:
Thank you for making the online auction such a success for the Academy for New Musical Theatre.

ADDITIONAL TEXT BOX:
****DO NOT REPLY TO THIS EMAIL - NO ONE WILL SEE IT! REPLY TO ADMIN@NMI.ORG*****
If you would like us to ship your item(s) to you, you do not need to do anything further. We will add the shipping charge listed (includes shipping, handling, and certification) above to the cost of your item and take care of sending it to you by certified postal service, so we know you have received it.
NOTE: If you have won multiple items, we will consolidate shipping charges when we process your credit card.

NOTE: If the shipping charge above is shown as $0.00, this means either that the donor will be shipping the item free of charge, or your item will be delivered to you via an emailed gift certificate which will be arriving shortly.

If the shipping charge is greater than $0.00, and you would like to avoid this shipping charge, please let us know by Tue, Dec 10 at 10:00 am that you would like to pick up your item at New Musicals Inc. We are at 5628 Vineland in North Hollywood.
Auction items can be picked up from NMI during the following times:
          Thu, Dec 12 from 2:00 pm to 10:00 pm
          Fri, Dec 13 from 11:00 am to 7:00 pm
          Sat, Dec 14 from 10:00 am to 6:00 pm

Or call us at 818.506.8500 or email us at admin@nmi.org to coordinate a time which is convenient for you.

We will go ahead and ship your item(s) to you if we have not heard to the contrary from you by Tue, Dec 10 at 10:00 am.

Thanks.
2. AWARD SHIPPABLE ITEMS

Next, go to CLOSE OUT/AWARD ITEMS, and use the report below to AWARD the items with SHIPPING charges. (It will help if you order the list by LOT NUMBER ASCENDING.)

(If any of the items below have a shipping amount of $1000 - it means the item CANNOT BE SHIPPED - so change the shipping email accordingly.)

 

 

5031$25 Gift Card for Art’s DelicatessenNMI8.00
5036Musical WindchimeDONOR15.00
50442 Tickets to SHE LOVES ME at South Coast RepNMI8.00
50492 Tickets to the Rubicon TheatreNMI8.00
50832 Tickets to Matthew Bourne’s SWAN LAKE at the Ahmanson TheatreNMI8.00
5108$50 Gift Card for Casa Guadalajara Restaurant in Old Town San DiegoNMI8.00
60322 Tickets to THREE LA Theatre Works PerformancesNMI8.00
6035Christmas CD CollectionNMI15.00
6123Sealy Posturepedic Luxury Queen-sized Feather BedNMI1000.00
6156Coach WalletNMI12.00
6164Kate Spade clear as crystal short floral necklaceNMI10.00
61972 tickets at the Geffen PlayhouseNMI8.00
6211Go Puck 3X 4400 mAh Mobile Power Device GO5301NMI10.00
6226$50 Gift Certificate for the Tam O’ShanterNMI8.00
6236BOOKS: Four Stephen King NovelsNMI25.00
6256Books: A set of five children’s picture books by Susan ChodakiewitzDONOR10.00
6257Book: SALT FAT ACID HEAT by Samin NosratNMI10.00
6259Naxa NDC-404 12MP Waterproof 1080p Action Camera with Wi-Fi, Shiny BlackNMI15.00
6265Christopher Radko HIGH ROLLER SNOWGLOBE (Archive – RARE)NMI20.00
6267Land’s End Women’s 3/4 Sleeve Supima Cotton Sweater Size XL (18)NMI15.00
6271Vera Bradley Campus Backpack in Nomadic FloralNMI30.00
6272Swarovski Crystallized Innocent Ring Silver ShadeNMI10.00
6276COACH TOTE IN RANCH FLORAL PRINT NYLONNMI20.00
6277FLOYD’S GROOMING PACKAGENMI10.00
6278House of Marley Liberate On-Ear Headphones (Saddle) With Mindy Project Season 2 on side of headphonesNMI15.00
6279Family Game NightNMI15.00
6284Fine Jewelry Designer Sebastian, 30” Italian SterlingNMI10.00
6285Morganite Solitaire EarringsNMI10.00
6288Ruby EarringsNMI10.00
6290DVD – THE DRESSMAKERDONOR10.00
62912 Tickets to ONCE ON THIS ISLAND at the Ahmanson Theatre + 2 complimentary drink ticketsNMI8.00
62922 Tickets to 1776 at the Ahmanson TheatreNMI8.00
6294Chair DollyNMI1000.00
6295Godin Flat Five X hollowbody guitar.NMI1000.00
6297Framed Art: Penguin Photograph 2NMI20.00
6299Rare Limited Edition LITTLE PRINCE WatchNMI15.00
6301Coffee Bean and Tea Leaf Gift BasketNMI1000.00
6303DVDs: SUSPENSE package of 4NMI10.00
6304DVDs: Two by ShyamalanNMI10.00
6305DVDs – For the KidsNMI10.00
3. REVISE WINNING BIDDER EMAIL FOR PDF ITEMS

Next, REVISE the automatic email (CLOSE OUT/GET READY/WINNING BIDDER EMAIL) to delete all info about shipping, and instead say something like the following:

(again - remember to add
for formatting)

OPTIONAL TEXT BOX:
Thank you for making the online auction such a success for the Academy for New Musical Theatre.

ADDITIONAL TEXT BOX:
****DO NOT REPLY TO THIS EMAIL - NO ONE WILL SEE IT! REPLY TO ADMIN@NMI.ORG*****
This item will be delivered to you in the form of an emailed gift certificate which will include instructions for redeeming your item.

If you have not received this email within 48 hours, please call us at 818.506.8500 or email us at admin@nmi.org so we can make sure we have your correct email address.

Thanks for your support!.

4. AWARD PDF ITEMS

Go to BFG’s CLOSE OUT/AWARD ITEMS and AWARD all of the PDF items from the chart below.

 

 

6126$50 Gift Card for BARNEY’S BEANERYPDF0
6127$50 Gift Card for BARNEY’S BEANERYPDF0
50271 Hour of Entertainment Law Advice from Michael BlahaPDF0
506118 Hours of Studio Time at 36 Degrees Sound StudiosPDF0.00
51122 Season Tickets to the Sacred Fools Theatre CompanyPDF0.00
62752 Tickets to ARSENIC AND OLD LACE at La Mirada Theatre for the Performing ArtsPDF
50452 Tickets to East West PlayersPDF0
50172 Tickets to ESCAPE TO MARGARITAVILLE at the Dolby TheatrePDF
51242 Tickets to FROZEN at the Pantages TheatrePDF
61892 Tickets to LA Kings Game – December 23PDF8.00
51142 Tickets to LA Kings Game – February 20PDF8.00
63072 Tickets to LA Kings Game – March 9PDF8.00
50822 Tickets to Musical Theatre WestPDF
62452 Tickets to the Pasadena PlayhousePDF0
50012 Tickets to THE SPONGEBOB MUSICAL at the Dolby TheatrePDF
50282 VIP Tickets to a Live Taping of ConanPDF0.00
50292 VIP Tickets to a Live Taping of ConanPDF0.00
50054 Songwriting Lessons (30 minutes each) by Harriet SchockPDF0.00
5021ANMT Script/Score Formatting GuidelinesPDF0.00
6308Brass Tack OrganizationPDF0
5013Dodgers TicketsPDF0.00
1001Finding Your Voice: with Evelyn HalusPDF0
102One Hour Massage TherapyPDF
101One Hour Massage TherapyPDF
5030One Hour of Private Coaching with Joshua FinkelPDF0.00
6309Puppetry Lesson with Stacey WeingartenPDF
5032Script EvaluationPDF0.00
5034Singing Lessons – 5 hours of lessons with Terri Weiss (Terri Baker)PDF0.00
5109VIP Warner Brothers Studio TourPDF0
5. CLOSE OUT UNSOLD ITEMS

Go to the Auction Admin Page and locate the items that are marked as UNSOLD at BFG.

Click to EDIT those items, and mark them as UNSOLD (which will trigger an email to the donor.)

Also mark each item in the CATEGORY for the current year. (The first time you do this, you will need to create the new category.) ****NOT SURE ABOUT THIS - if the current year category is already made, it will be harder to move everything all at once from CURRENT to the new year. Perhaps these should go to a category called UNSOLD?)

Finally, at BFG - AWARD each Unsold item to get them off the list.

6. PROCESS PDF ONLY

At BFG - go to CLOSE OUT and click on WINNING BIDDER EMAIL and now set it to NOT send a winning bidder email. (Now that you will be processing payments - you might have to re-award items if the shipping amount changes - and you don’t want to re-send a winning bidder email just because of that.)

THEN - go to CLOSE OUT and click on PROCESS PAYMENTS.

For each person, click to VIEW their items. If they ONLY have items with NO SHIPPING - you can go ahead and PROCESS their payment.

(If they have any shipping charges listed, then you need to wait until the Shipping Deadline to know if they want to have their item shipped or not.)

7. EXPORT/IMPORT AWARDED ITEMS DETAIL

At BFG - go to REPORTS and click on AWARDED ITEMS.

Click the EXCEL button on the report to download the Awarded Items Report.

OPEN the Excel file and replace the column headers and contents as follows:

Close Date = csv_post_type (and change all entries to auction-winner)
Item Name = csv_post_title
Lot = wpcf-auction-lot-number (and then format column as number with no decimals)
Cost = csv_ctax_auction-category (and then replace whole column with “,CURRENT”)
Purchase Method = wpcf-auction-item-delivery-status (and then replace whole column with “NONE”)
Amount = wpcf-auction-item-winning-bid (and then format column as number with no decimals)
Shipping = wpcf-auction-item-shipping-charged (and then format column as number with no decimals)
Total = wpcf-auction-item-total (and then format column as number with no decimals)
Bidder Number = wpcf-auction-bidder-number (and then format column as number with no decimals)
First Name = wpcf-first-name
Last Name = wpcf-last-name
Email = wpcf-contact-email
Phone = wpcf-contact-phone
Mailing Line1 = wpcf-contact-address1
Mailing Line2 = wpcf-contact-address2
Mailing City = wpcf-contact-city
Mailing State/Province = wpcf-contact-state
Mailing ZIP/Postal Code = wpcf-contact-zip
Mailing Country = wpcf-contact-country
Card Type = wpcf-auction-item-card-type

NEXT : go through these columns and make sure they aren’t initial lower case or all caps

NEXT: delete the items at the end that are “NOT SOLD”

NEXT: SAVE THE FILE AS A CSV

NEXT: IMPORT into NMI using Tools/CSV Importer Improved

8. COLLECT ITEMS NOT CURRENTLY AT NMI
The following is a list of people who have donated items that are not currently at NMI. Send an email to each donor to request that they get the item to NMI at some point this week.

NOTE: This won't work properly unless you have finished Step #7 above.

ALSO NOTE: Check to see if there are multiples for one person so you can group them into one email if possible.


=====================================================================================================

elise@nmi.org

NMI Auction Donation Item Request

Dear Elise Dewsberry,

We have good news - an item that you donated to our online auction has sold!

Since the item is still in your possession, we now need to make arrangements for you to get the following item either to NMI or to the winning bidder as soon as possible:

ITEM: Musical Windchime

Please email us at admin@nmi.org, or give us a call at 818-506-8500 to make arrangements for this item. (Also note that we will be available for you to drop off items at NMI on Tuesday morning and Wednesday afternoon.)

Thanks again for your support!

New Musicals Inc.
5628 Vineland Avenue
North Hollywood, CA 91601
www.nmi.org
818-506-8500



=====================================================================================================

mendivelesy1@gmail.com

NMI Auction Donation Item Request

Dear Yolanda Mendiveles,

We have good news - an item that you donated to our online auction has sold!

Since the item is still in your possession, we now need to make arrangements for you to get the following item either to NMI or to the winning bidder as soon as possible:

ITEM: DVD – THE DRESSMAKER

Please email us at admin@nmi.org, or give us a call at 818-506-8500 to make arrangements for this item. (Also note that we will be available for you to drop off items at NMI on Tuesday morning and Wednesday afternoon.)

Thanks again for your support!

New Musicals Inc.
5628 Vineland Avenue
North Hollywood, CA 91601
www.nmi.org
818-506-8500



=====================================================================================================

susanchodak@gmail.com

NMI Auction Donation Item Request

Dear Susan Chodakiewitz,

We have good news - an item that you donated to our online auction has sold!

Since the item is still in your possession, we now need to make arrangements for you to get the following item either to NMI or to the winning bidder as soon as possible:

ITEM: Books: A set of five children’s picture books by Susan Chodakiewitz

Please email us at admin@nmi.org, or give us a call at 818-506-8500 to make arrangements for this item. (Also note that we will be available for you to drop off items at NMI on Tuesday morning and Wednesday afternoon.)

Thanks again for your support!

New Musicals Inc.
5628 Vineland Avenue
North Hollywood, CA 91601
www.nmi.org
818-506-8500



9. ATTEMPT TO PREDICT SHIPPING CHARGES/PLAN BOXES

In 2016 I was told “if shipping within CA, do NOT use Priority Flat Rate boxes”

In 2017 - a regular letter with the green CERTIFICATION runs about $3.84 (could easily charge $5 instead of $8)

Small Flat Rate Box – $7.15
8 11/16″ x 5 7/16″ x 1 3/4″

Medium Flat Rate Box – (top-loading) – $13.60
11″ x 8 1/2″ x 5 1/2″

Medium Flat Rate Box – (side-loading) – $13.60
13 5/8″ x 11 7/8″ x 3 3/8″

Large Flat Rate Box – $18.85
12″ x 12″ x 5 1/2″

 

 

THERE ARE NO REMAINING ITEMS IN THIS CATEGORY