Users using an Auction Software type of Proxibid, BidSpotter, or Universal can process events spanning multiple days/ring using the Multi-Day/Multi-Ring feature. This article describes the process for creating multi-day events and then importing the bidder and sale data after the event is complete for other Auction Software types (ex. Invaluable).
This article contains the following sections:
About Multi-Day Events
For multi-day events, users will need to create both a "Day 1" event and a "Day 2" event in Wavebid and export both of those events to an appropriate bidding platform, such as Proxibid. (Corresponding Day 1 and Day 2 events will need to be created on the bidding platform as well).
When importing the sale data back from the bidding platform, the data will be divided amongst the two events in Wavebid, meaning that there will be two different sale and tax reports, and that bidders who purchased items on both days will receive two separate invoices.
Users who wish to combine multiple days into one event for reporting and invoicing purposes should create a "master" event. Once closing data is imported into the individual day events, that bidder and sale data can then be imported into the "master" event as well.
Preparations
When cataloging multi-day events, each auction workspace needs to have unique lot numbers. For example, Day 1 lots could be numbered 1000-1999, while Day 2 lots are numbered 2000-2999. If the auctions that are to be merged together contain lot numbers that are the same, errors will occur.
Each day auction workspace also needs to use different paddle numbers (bidder numbers). For example, Day 1 paddles could be numbered 1000-1999, while Day 2 paddles are numbered 2000-2999. If the same paddle number is assigned to more than one bidder, there will be overriding registrations causing invoicing issues once the data is imported into the "master" workspace.
Creating a Master Event
Users who wish to combine multiple sale days into one event for reporting and invoicing purposes should create a "master" event in Wavebid. This "master" event should be created in addition to the "Day 1" and "Day 2" events and should contain all of the lots from both the Day 1 and Day 2 events. For information on how to copy lots from the Day 1 and Day 2 events into the "master" event, see Move/Copy Lots to Another.
The master event should not be exported to a bidding platform.
Importing Bidder Data
After the Day 1 and Day 2 sales are complete, the bidder information and sales results can be automatically imported from the bidding platform into those corresponding sales in Wavebid, as they would be with a normal sale. Once both the Day 1 and Day 2 auctions have imported the corresponding bidder and sale data, the bidder data from both sales can be copied into the "master" event.
- Navigate to the "master" event on the Wavebid Dashboard, then select Accounting > Check-In.
- Click on the Copy Buyers from Another Auction button in the top right corner of the page. A pop-up window will open.
- Select the Day 1 auction from the drop-down and then click the Ok button. A message should appear at the top of the page indicating that the buyers have been copied.
- Click the Copy Buyers from Another Auction button in the top right corner of the page again.
- Select the Day 2 auction from the drop-down and then click the Ok button. Again, a message should appear at the top of the page indicating that the buyers have been copied.
- The "master" event should now contain all of the same bidders from the Day 1 and Day 2 events, and sale data can now be imported.
Importing Sale Data
- Navigate to the Day 1 auction from the Dashboard, then select Accounting > Reports > Priced Inventory Sheet.
- Click the Export button on the right side of the page and then select CSV.
- Highlight all of the lots on the spreadsheet and change the format type to "General".
- The Priced Inventory Sheet contains dollar signs ($) which must be removed before importing. Changing the format to "General" will remove those dollar signs.
- The Priced Inventory Sheet contains dollar signs ($) which must be removed before importing. Changing the format to "General" will remove those dollar signs.
- Save the .CSV file.
- Repeat steps 1-4 for the Day 2 event.
- Navigate to the "master" auction from the Dashboard, then select Import Sale Info.
- Click the Choose File button, select the Day 1 Priced Inventory Sheet report, and then click the Upload button.
- Map the Lot #, Bidder Number (paddle number), and Selling Price (Hammer Price) columns. The other columns do not need to be mapped.
- Click the Import button
- Repeat steps 6-9 with the Day 2 Priced Inventory Sheet report.
- Once both of the Priced Inventory Sheet reports and the bidder data have been imported into the "master" event, all of the sale data should be available in that event. At that point, the "master" event can be used for invoicing, seller settlements, reporting, etc.
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