Chinese Auction Documentation

Raffle/Auction Module

The raffle/auction module allows for quick and efficient tracking of raffle or Chinese auction campaigns.

Raffle/Auction Setup

Campaigns >> Set up >> Raffle/Auction Setup

• Prize Package Set up 
  • Set up the available prize packages
    • Ex. $100 Package, $75 Package…
  • New >> Choose the correct occasion from the drop down and enter the package name, description, and price.
• Prize Level Set up
  • Set up the different prize levels
    • Ex. Grand Prize, $5, $10…
  • New >> Enter the prize level name, description and price.
    • The ‘Only in Prize Package’ option limits the prize level to only be available in a package (cannot be purchased separately)
• Package Value Set up
  • Set up a separate package value for each item included in the package.
    • Ex. $100 package – 2 package values – $150 value for tickets and $25 value for Grand Prize
  • Set up a separate package value for each type of package
    • Ex. Early Bird special
  • New>> Choose the prize package from the drop down and enter the package value (the amount the package is worth) and description.
    • If the package value is dependent on dates, check off the ‘Use Dates’ checkbox and enter the dates within which the package value is valid.
      • Ex. Early Bird Special
    • If the package value should be determined based on the amount given check off the ‘Direct Value’ checkbox.
      • Ex. $100 package – value is $200. If the value should always be double the amount given ($150 = $300) use the ‘Direct Value’ checkbox
• Package Configuration Set up
  • Set up which prize levels can be selected for each specific package value
    • Ex. Grand Prize can only be selected in the $100 package and up
  • New >> Choose a prize level from the drop down and select the appropriate package values
• Prizes Set up
  • Set up the prizes offered in the raffle/auction
    • Ex. Grand Prize, Grand Décor, Sleep in Splendor…
  • New >> Choose the occasion name from the drop down and enter the prize name and description. Choose the prize’s prize level from the drop down.
    • Use the ‘Limit Quantity’ check box to limit the quantity of the prize
    • Use the ‘Use Dates’ checkbox to choose the date range within which this prize is available.
    • An image of the prize can be imported by hitting the ‘Load’ button and browsing for the correct image.

Raffle/Auction Entry

Events >> Raffle (If the Chinese Auction is your default campaign you can just click on raffle, if not select the appropriate campaign from the dropdown and then click raffle.)

• Entering a new purchase
  • If you know the Donor’s Account ID enter it next to
  • Otherwise Click on Account ID to bring up the search screen to search for the appropriate account.
    • (If you wish to open the account click on )
  • Click on New and Select a package from the dropdown.
  • If the donor will be paying an amount different than the preset amount, enter it in the field next to the package selected.
  • Select the donor’s prize choices
  • If the donor is doing Quick Pick, click on the up arrow automatically adds one to all the prizes in that section. The down arrow removes one from all the prizes in that section.
  • Click Save
• Entering the pledge and/or payment
  • Subtotal- reflects the total of the raffle
  • Adjustments- can be used to adjust the subtotal amount.

• At this point, the Raffle can be applied to a New Pledge, Current Pledge or Paid Now
  • Create Pledge: Creates a new pledge with the raffle total. Click on the to open Advanced Pledge options. You can change the pledge date, pledge amount and select a statement letter for the pledge.
    
    The pledge can be paid in spreads (ie- Installments).
    
    
  • 2. Existing Pledge: Select a current pledge from the Pledge ID drop down list. This will apply the raffle to the existing pledge.
    
    
  • 3. Pay Now: Create a new pledge and mark as paid now. Click on the to open Advanced Payment options. You can change the payment date, payment amount and select a Receipt letter for this payment. For check or credit card, enter the appropriate information in the tab in the Advanced Payment options window. For other payment methods (ie-cash), select from the Method drop down list.

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    • To create installments for the pledge to be "Paid Now", click on the below Method to open Advanced Pay Now options.
  • Check "Flag Prompt" to link the pledge to an Association. This will open the association list for the occasion.
  • Click "Process" to save the pledges/payments.
• Package Information
  • Package information gives you the details as to how much they spent, what they have available and how much they went over. You can see the break down for each package amount.
    • The selection in yellow is your current package
    • The cell highlighted in red is the amount they went over
• Editing a previous order
  • If you know the Donor’s Account ID enter it next to
  • Otherwise Click on Account ID to bring up the search screen to search for the appropriate account.
  • (If you wish to open the account click on )
  • Select the order / package you wish to edit from the list
  • Click on Edit
  • Make the changes you wish to make
  • Click on Save