Clerking

When you first open the Clerking section of the software you will see the Clerking Grid displayed. You will also see places to display an item's Reserve, Bidder#, and Bidder. The Reserve field will populate if the item you enter into the Clerking Grid has a reserve. The Bidder# and Bidder fields will only populate if this auction contained Pre-Bids. For example if this was an Absentee style auction, the system would display the Bidder# and Bidder name of the bidder who placed the max bid on the indicated lot. If you are holding a strictly live auction then the Bidder# and Bidder fields will never populate.

Clerking a Cataloged Auction

The following steps are for clerking an auction that was cataloged before the time of the sale. Clerking an On-The-Fly style auction instructions will follow. When navigating through the following fields your clerk can use the Tab key or the Enter key on your keyboard to move to the next field. This can save valuable time instead of using the mouse.

The first piece of information your clerk needs to enter is the Lot#.

Entering this will cause the Seller, Title, and Reserve information to populate.

The next pieces of information your clerk will enter is the Hammer Price, the winning bidder's bid card number, quantity, and status.

In a cataloged sale Your clerk generally will only need to enter the Hammer Price and the Bidder#. You will not that the bidder's name appears under the Bidder# field when their bidcard# is entered.

Quantity would only apply if the lot you are selling has multiple quantities AND you are selling them off as choice.

The status field allows your clerk to select if the item is Sold, Passed, Buy Back, or Hold.

If an item garners no bids or does not meet a reserve price you can choose to pass it. In this case your clerk would mark it Passed and clerk the item to a house number (such as 999) that does not belong to an actual bidder.

If a consignor chooses to Buy Back their own item your clerk would mark the item as a Buy Back and clerk the item to the consignor's bid card number.

The Hold status would be used in a scenario where an item may have reached a high bid close to it's reserve and the auctioneer wishes to wait until further confirmation with the seller before marking it as either Sold or Passed.

Once an item is clerked it will appear in the grid underneath the area your clerk is entering data into. This grid by default will display the Lot Number, Seller Code, Title, Hammer Price, x money, Bidder#, Quantity Sold, Status, and Timestamp.

You can modify which columns appear by clicking the gear button in the top right corner of the grid. This will display the Select Columns window which allows you to check or uncheck the columns you want to display.

At any time you can use the Search Bar above the grid to find a lot that has been clerked. You can remove your search parameters by clicking the green Clear Search button.

If your clerk needs to edit a lot that was already clerked there are two ways to do so.

First, they can click the pencil button to the left of the lot.

Second, they can enter the lot number into the clerking area and press the enter key on their keyboard.

Both options will yield the following error message. This message is to alert your clerk that they are attempting to adjust a lot that was already clerked.

Clicking the Close button will shut the error message and your clerk will see their indicated lot is now in the proper field.

They can now edit the price, bidder#, quantity, or status as needed. Clicking the Save button will save these changes.

Clerking an On-The-Fly Auction

In a Non-Cataloged auction your clerk will be required to enter more information than a cataloged auction. The clerk will need to enter the following:

Lot#: The number you wish this item to have.
Seller: Use this drop down menu to select the seller of the lot you're selling. You can also type directly into the field if your seller is not among the listed options.
Title: This field is for the Title or the Lead of the item being sold.
Hammer Price: This is the final sold price of the lot.
Checkbox for Times the Money: This box would be checked if your lot has multiple quantity and the bidding will be times the money.
Bidder#: This field is for the winning bidder's bid card number.
Quantity: This field will be edited only if the item you are selling has more than one quantity.
Status: This field allows your clerk to indicate if the item was marked as Sold, Passed, Buy Back, or Hold.