Printable Quick Reference Cards
When adding or editing a donation, the donation fields are used to identify, value, classify, and track donations. In addition to the required fields, optional fields are available to enhance your contact records and reports. Some of these fields are only available after purchasing the Bidsheet Plus or higher level packages.
| Donation Field Options | ||
|---|---|---|
| Field | Description | Notes |
| Donation title | Title of new donation | Required field. A short description of the donation; used as the default Auction Item title if the donation is not bundled (combined) with another donation. |
| Details | A detailed description of the donation | Required field. The details are printed on the bid sheet and can be formatted using HTML tags. See Formatting with HTML for more information. |
| Restrictions | Any restrictions that apply to this donation | An optional field. Restrictions appear as small, italicized text below the description on the bid sheet. For example, "Not valid on weekends and holidays." |
| Donation notes | Private notes associated with the donation | Optional notes that appear on the Auctioneer Info Sheet and Donation Status Report for Live Auction item types only. For example, "This donation cost the group $500. Do not sell it for less!" |
| Website | Web link | Used to augment the donation description; especially useful for vacations, dining, and adventure donations. |
| Donation tag | Drop-down list | A tag or label to associate the donation (and thus the proceeds) with a sub-group, such as a school sports team. See Donation Tags for more information. |
| Category | Drop-down list | Required field. A way of categorizing donations and auction items. See Item Categories for more information. |
| Photo | Browse button | Upload a photo of the donation for the online bidding pages and online program guide. |
| Donated by reference | Drop-down list | Controls how the donor's information appears on the item's bid sheet and online bidding page. The reference can be by name only, name and company, company only, or anonymous. Reference by name is the default selection. For example, Donated by: Joe Schmoe. |
| Show on public donations list page: | Yes|No radio button | Bidsheet Pro™ and Mobile Pro™ feature: If set to Yes the donation is displayed on the public donations list page. The link that can be made available to the public appears in the menu option. |
| Dollar value | Numeric value | Required field. The retail value, or nearest approximation of value, of the donation. |
| Cost to group | Numeric value | The amount, if any, that your group paid for the item. In some cases donors will discount an item for significantly less than retail value but still want to make some money on the donation. If there is a cost to the group, the minimum bid is not set at less than the stated cost. |
| Reserve | Numeric value (minimum bid) | A donor may ask that you not sell an item for less than a specified dollar amount, called a reserve. A reserve does not constitute a cost to the group, but is simply the lowest fixed price that the item can sell for. If a reserve amount is specified, the software will calculate the minimum bid to be no less than the reserve. |
| Item status | Drop-down list | Required field. The item status aids in tracking the whereabouts of a donation, such as:
|
| Number donated | Numeric value | Required field when adding a new donation, defaults to 1. If the donor has donated more than one of the same item, six large pizzas for example, enter the donation title as 1 (one) Large Pizza and then set the number donated value to 6. This assigns a unique donation number to each pizza and allows them to be auctioned individually or to be bundled with other donations. If you enter a single donation titled Six Pizzas (not recommended) with the number donated as 1, all six pizzas are assigned a single donation number. They are essentially pre-bundled and the six pizzas must be auctioned together as one item. |
| Gift certificate | Yes|No radio button | If the donation is represented by a gift certificate, click . The Donations Status Report found under the lists these items in the Gift Certificate column. This helps you track inventory on your donations to distinguish between physical items and those represented by gift certificates (usually services). Marking an item as a Gift Certificate also changes the Taxable Item status to "No." In general, merchants will charge tax against the purchase by the gift certificate at the time it is redeemed. |
| Taxable item | Yes|No radio button | Used to indicate if tax should be charged on an item or not. In general, physical items are taxable and gift certificates are not. Please check with your accountant or local taxing authority to find out what items, if any, are taxable. See Setting the Tax Rate for more information. |