closing out auction 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.

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.)

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!.

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

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.

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.)

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

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″