Copyright: Copyright 2004, Symmetric Software
Citation: Copyright 2004, Symmetric Software


Table Of Contents

Welcome! to the AuctionRPM help system.

Press F1 for AuctionRPM help at any time

Click here to learn how to use this help file

Getting Started

Principles Of Backing Up Your Data

A Guide To Network Installations

A Quick Tour Around The Main Menu

Technical Support

To get help on a specific area of the program, click on that area below.


How to use this help file

How To Use This Help System

AuctionRPM is the most powerful auction management software in the industry today, however the biggest strength of AuctionRPM is that even though it does so much, it is so easy to use. It would follow then that the help system that comes with AuctionRPM is also easy to use.

To begin with, lets get a little familiar with how the help system is laid out.

First of all, you just came to this screen from the table of contents. You did that by clicking on a link just like this one. When you click on one of these links, you will be taken to a popup window that will overlay the screen you are viewing, and at other times you will be taken to completely different screen.

If you look at the top of this window you will see a few buttons that you can use to help you navigate through the help system. These buttons are listed below.

Contents	This button will return you to the main table of contents of this help file.

Index	This button will present a list of words and phrases that you can search through in order to find the specific help you are searching for.

Back	This button will return you to the previous screen you were viewing before you came to the current screen. This option is useful when you click on a link that takes you to a different screen. Once you are done reading the help on that different screen, you can press the Back button to return to where you were before.

Print	Pretty self explanatory. This button will print the page you are currently viewing.

<<	Sometimes you will be inside of a series of help screens that are linked together, one right after the other. This button moves you back one screen in that series of linked help screens.

>> 	This option moves you forward one screen in a series of linked help screens. (See Above)

Depending on the screen that you are currently viewing, these buttons may or may not be enabled. The help system intelligently makes certain options available depending on where in the help system you are.


Very Good
Very Good! This is an example of a popup help window. Sometimes you will be taken to a popup help screen like this one, and at others times you will be taken to a completely different screen


Getting Started

Before getting started with using AuctionRPM, it will be necessary to become familiar with some basic concepts in the program. These concepts fall into 3 major categories.

•	Data Organization

•	Data Entry Principles

•	Auto-Locator windows

To read any of the above articles, please click on the link above and you will be shown the appropriate help in that area. Once you become familiar with these concepts, you will then be ready to start using the program to it's fullest potential!

Getting Started - Identifying Your Type Of Auction Business

The way you will take to get started with AuctionRPM depends entirely on how you do business. Basically there are XX basic types of auction businesses. Look in the list below to see which of these types your company falls into.

Scenario #1

Warehouse Based With Inventory Pre-Entry	This type of auction business is one that is located at a fixed base of operation. This type accepts pieces of inventory from the public, however this inventory is not assigned to a lot in an auction, since it is not immediately clear which upcoming auction will contain the item. Later when it does become clear, the items are assigned to a lot in an auction and is tagged with that lot number. Typically this type of auction business will pre-print catalogs that are handed out on the actual day of the auction and the catalog may even be placed on an internet web site.

Scenario #2

Warehouse or Remote Based, No Inventory Pre-Entry,

Items Are Pre-Lotted Before Auction	This type of auction business is also warehouse based, however when accepting inventory to be sold, the lot number that the item will be sold under is immediately assigned to the item and the item is tagged with that lot number. Typically this type of auction business will pre-print catalogs that are handed out on the actual day of the auction and the catalog may even be placed on the internet web site.

Scenario #3

Warehouse Or Remote Based, No Inventory Pre-Entry,

Items are NOT Pre-Lotted Before Auction	This type of auction business and these types of auctions are often called Non-Lotted auctions. This is where the auctioneer doesn't know what is being sold until the actual time of the sale. No catalogs are pre-printed.

Depending on the scenario that applies to your auction business, there are slightly different approaches to be taken as described below.

Scenario #1

As stated above scenario number one is where you operate a where house based auction facility and where it is your normal practice to make the computer aware of the items that are to be sold prior to the auction. This approach is commonly referred to as a pre-lotted auction. Since you do not know what lot number this item will have when you are entering information about this item into the computer, then you will first need to create an inventory item record in the inventory master section of AuctionRPM. Doing so will create an inventory item record however this record will not be assigned (at that time) to a lot in a auction. The item will simply be on record and will be awaiting assignment to an auction.

The inventory master screen can be found under the preparation tab of the auctions menu on the main menu. For more information on how to enter information into the inventory master screen, please click HERE

Once you have entered an inventory item record into the inventory master screen than this record will be displayed on the left hand side of the add/edit lots screen as shown below:

The left hand side of the add/edit lots screen contains a listing of all inventory items that are not currently assigned to a future auction and that are not marked as sold. Depending on a few settings in the settings and default system, it is possible to see in this list inventory that has never been assigned to an auction as well as inventory that may have been assigned to an auction in the past but was not sold.

At any rate, once you have determined the lot number that a particular inventory item is to be assigned to, then enter into the add/edit lots screen and select that item on the left hand side of the screen. Next, set the current lot number to the lot number that you wish to assign to this inventory item. Finally, press the button with the blue arrow entitled "Add Selected Item To Current Lot Number". Doing so will transfer this item from the general inventory list on the left hand side of the add/edit lot screen into the listing of lots for the currently selected auction on the right hand side of the add/edit lot screen. Repeating this operation for each an every item that is to be sold in the selected auction will cause you to created a listing of lots for that particular auction.

Scenario #2

In some situations the auctioneer may know what the lot number that a particular item is going to be well before that item is entered into the computer. In this situation you have the ability to bypass the steps outlined in the previous scenario and proceed directly to the add/edit lot screen.

The add/edit lot screen is set up with two panels - one on the left and one on the right. The panel on the left is entitled "General Inventory" and this panel represents a listing of all inventory that is currently waiting to be assigned to an auction. The panel on the right is entitled "Items In This Auction" and it lists lots that are already assigned to the selected auction. You'll notice that in the middle of the screen, at the top, there is an auction selector. Before you can proceed with editing or adding lots to an auction, you must first select an auction here.

Next you will see on the right all lots that have been assigned to that auction. If you wish to create inventory in the AuctionRPM system and you know the lot number that each inventory item will have in this particular auction you are working on, then you will make use of the button in the center of the screen with the red book icon entitled "Add New Item To Current Lot Number". Pressing this button will allow you to create a new item in the AuctionRPM system that is associated with the currently selected auction. This item that you create will immediately be assigned to the current lot number. You will notice immediately below the auction selector in the add/edit lot screen an area where you can set exactly what the current lot number is. Once you have set the current lot number, press the 'Add New Item To Current Lot Number' button. You will be presented with a screen entitled inventory quick add. The inventory quick add screen contains all of the same fields that the inventory master screen contains. Once you have completed all pertinent information regarding this inventory item, press the save button below. Doing so will record this inventory record and will immediately associate it with the current lot number.

In the event that you choose to perform a pre-lotted auction, You will then want to make use of the Pre-Lotted Auction Bid Entry screen in order to enter winning bids. Please click HERE for more information on entering bids in this way.

Scenario #3

Scenario number three deals with the type of auction business where the inventory that is to be sold at auction is not pre-lotted into the computer. This is basically where the auctioneer does not know what is going to be sold until the day of the auction and perhaps the actual moment of the time of sale. In this situation catalogs are not pre-printed nor are they produced for your website. This type of auction also known as a non-lotted auction and must be handled differently than in the case of a pre-lotted auction. Obviously in the case of a pre-lotted auction the computer already knows what inventory is going to be sold on the day of the auction. However, with a non-lotted auction all information regarding the piece of inventory being sold must be added into the computer at the time that the item is being sold, and this information must be entered rather quickly in order to keep up with the pace of the auction.

In this situation there is a screen in AuctionRPM designed specifically for this operation. To view this screen, click on Auctions on the left hand side of the main men then under day of auction tab click on non-lotted auction-bid entry. After selecting the auction number, at the top left hand side of the screen, you will be presented with the listing of lots that may have already been entered into the computer for this auction and you will be given the ability, using the fields below, to enter in new lots into this auction.

The information that can be entered for each item include, potentially, company item number, lot number, description, deposit, quantity, consigner code, bid amount, and bidder number. The company item number and deposit amount fields are optional and maybe removed from this screen through settings in the Settings & Defaults system of AuctionRPM. The lot number field maybe left blank during the time of bid entry if in fact the lot number is not of material importance to your auction business. In this situation when you record a winning bid without a lot number AuctionRPM will automatically record the new lot in the auction and will automatically assign a new lot number to that lot. If you decide to make use of the deposits field in this screen, then any deposits that are entered will be made available in the invoicing screen and those deposits can be applied toward a future invoice for this buyer.

As you can see this scenario is one where the computer has no prior knowledge of the inventory that is to be sold and is perhaps one of the most expedient types of auctions, in terms of set up and execution.

Day Of Auction

Once the auction has been set up, then it is time to actually register bidders and take bids. If you are an auction business that has decided to utilize the pre-lotted auction capabilities of AuctionRPM then all necessary information will have already been entered into the program as noted in the scenarios above. On the actual day of the auction you will need to register bidders and after the bids have been entered you will then proceed to the invoice creation screens. Invoices can not be created unless those bidders have actually been registered into the AuctionRPM system.  It is possible however (through the use of various settings in the Settings & Defaults system of AuctionRPM) to enter winning bids into AuctionRPM without the RPM system knowing in advance the identity of that bidder. Some auctioneers enjoy this capability; other auctioneers abhor it. In either event, you may set the computer to operate in this fashion, if you desire.

Once the bidders have been registered into AuctionRPM, and the bids have been entered using either the "Pre-Lotted Auction Bid Entry" screen or the "Non-Lotted Auction Bid Entry" screen, then the create invoice button underneath the accounting menu on the main menu will be utilized to create invoices for check out. The create invoice screen is a screen where you identify the auction and the bidder number for which you wish to create an invoice. Once you have initially reviewed the items which are to be checked out on this invoice, and once you have pressed the process invoice button, then payments and buyer premiums can be applied to the invoice and the invoice can be finalized at that time. For more information on creating invoices, please click HERE.

You will notice that the main menu (under the auction category) has a tab entitled 'After Auction'. The after auction tab contains a listing of several reports that are commonly requested after each auction. These reports are reports such as the auction analysis and summary, consignor fees due, and the buyers invoice journal. You may chose to use all or none of these reports or you may chose your own set of reports that you wish to pull after the auction has been completed (from the reports menu on the main menu).


Data Organization

Data in AuctionRPM is organized in a manner that follows the typical way auction companies do business. There are probably several capabilities that AuctionRPM gives you that you may not use in your business, however you will probably find that AuctionRPM is flexible enough to be configured to the way you do business.

In general, AuctionRPM is made in such a way that there is MASTER DATA, and there is ACTUAL DATA.

Master Data, which can be found by choosing Tools on the main menu, is the data that supports the day to day operation of AuctionRPM. Below you will find a list of each master data table and a description of what that table is for.

Buyer Premium Code Master	The Buyer Premium Code Master table is where you will define the codes that make up your buyer premiums. As you enter your buyers into AuctionRPM, each buyer can have a Buyer Premium code associated with him/her. Typically you would have your standard cash and credit buyer premium codes defined here, but you may also have buyer premium records that contain better than average percentages which would be reserved for your best customers. If you wish, each buyer premium record allows you to define a sliding scale of buyer premium percentages depending on the selling price of an item. For more information on how to enter data into this master table, please see "Entering Master Data - Buyer Premium Code Master".

Buyer Master	The Buyer Master table is a list of all buyers that have ever done business with your company. Typically, these buyers are recorded into the buyer master, then on the day of the auction, they are registered for that auction. Some of the information that is entered for each buyer is name and address information, telephone contact information, buyer premium settings, and auction merchandise codes that this buyer is interested in. For more information on how to enter data into this master table, please see "Entering Master Data - Buyer Master".

Consigner Master	The Consigner Master table is a list of all parties who consign inventory to your establishment for auction or sale. When the inventory is entered into the inventory master, one of the pieces of information that can be entered for that item is the consigner code that is to be associated with this inventory item.

NOTE: If you identify a consigner on the inventory record for a piece of inventory, then you will also be required to identify a consignment fee code. (see below)

For more information on how to enter data into this master table, please see "Entering Master Data - Consignor Master".

Consignment Fee Codes Master	The Consignment Fee Codes Master table is a list of all the possible fees that will be charged to your consignors. Typically you will have three records in this table (although you aren't limited to three records by any means). First you will have a record in this table called "Standard Fees" which is the code that is reserved for the typical consigner. You will also have another code for your best consignors which will contain better-than-typical fees, and another code for your worst consignors which contain worse-than-typical fees. For more information on how to enter data into this master table, please see "Entering Master Data - Consignment Fee Codes Master".

Custom Field Master	The Custom Field Master is perhaps one of the more exciting features of AuctionRPM. It gives you the ability to adapt the program to your specific needs. Lets say for instance that you are a livestock auctioneer and that you need to keep track of whether or not the specific animal has been inoculated against a particular disease. Then you could define a custom field here, and when the inventory record is entered for this animal, the computer will then ask you whether the animal has been inoculated. These custom field codes are associated with the inventory categories that are assigned to your inventory items. This allows different custom information to be tracked depending upon what category of inventory this item falls under. For more information on how to enter data into this master table, please see "Entering Master Data - Custom Fields".

Defect Codes Master	The Defect Codes Master table is a table where you define all possible defects that your inventory may have. Possible entries here are "Smudged", "Chipped", "Scratched", etc. These codes will then be used later when entering inventory into AuctionRPM. It will allow you to identify the quality of the item. For more information on how to enter data into this master table, please see "Entering Master Data - Defect Codes Master".

Employee Master	As you can probably figure out, the Employee Master table is a list of employees. Entering data into this table will probably be one of the first tasks you will want to complete. Each time AuctionRPM starts, the program will ask you for a user name. The user name that is entered in the login screen must conform to a user name that is in this list of employees. You will notice that by default there is already a user by the name of "ADMIN" entered in this table. This user allows you to enter into the program the first time.

If you choose to have security turned on (which is an option that is made available to you in the Settings and Defaults screen) then you must enter passwords into each employee record in this table. These passwords are highly encrypted and stored for later when the user logs into the system. For more information on how to enter data into this master table, please see "Entering Master Data - Employee Master".

Expense Type  Master	The Expense Type Master is a table where you define the different types of expenses that are to be charged. Keep in mind that there are five different kinds of expenses that can be associated with an auction however only one of them (General Auction Expense) is a true expense from the standpoint of the auctioneer. The other four kinds of expenses are actually income to the auctioneer. For more information on this table please see "Entering Master Data - Expense Type Master".

Inventory Categories Master	The Inventory Categories Master table is a list of categories that are assigned to each individual inventory item. While it is entirely feasible and workable to have inventory categories that are exactly the same as the categories listed in the Auction Merchandise Codes master, you may want to think about being a little more detailed here. The biggest place where these categories come to the forefront is when you are printing the auction catalog later. The auction catalog has two basic sections. The first section lists all lots in the selected auction in numeric order (assumably it is the order that the auctioneer will follow during the auction). The second section list the inventory categorized according to this inventory category code. For more information on how to enter data into this master table, please see "Entering Master Data - Inventory Category Master".

Inventory Item Condition  Master	The Inventory Item Condition Master is a table that defines Item condition codes that can be associated with an inventory item. These codes are typically used with an auto auction, and each code has both a displayable description, and a printable description. The printable description is what is printed on the invoice. For more information on this table, please see "Entering Master Data - Inventory Item Condition Master".

Inventory Source Master	Are you interested in keeping track of profitability based on the places where you get your inventory? The Inventory Source Master is where you will define the sources where you obtain inventory for auction/sale to the public. Obviously if this inventory item was consigned to you, then you already know where the inventory item came from. However if you regularly obtain your inventory from specific locations, then those locations can be entered here. The code associated with that inventory source is then entered along with other information in the inventory item record. This information is later used for certain reports that are based on the inventory source code. For more information on how to enter data into this master table, please see "Entering Master Data - Inventory Source Code Master".

Referral Source Master	The Referral Source Master is a table where you record the different referral sources that are responsible for driving buyers to your auctions. These referral sources can include signage, word of mouth, newspapers, flyers, etc. When scheduling an auction, you indicate which referral sources were used for this auction. Later when registering buyers for the auction, you can indicate which of these referral sources is responsible for this buyer hearing about this auction. After the auction is done, you have the ability to pull a report showing how the different referral sources performed for you, showing you whether or not you are getting the best advertising bang for your buck. For more information on this table, please see "Entering Master Data - Referral Source Master".

State Master	The State Master table is simply a place where all 51 states (includes Washington D.C.) are recorded. This table is consulted when the State Auto Locator is displayed. For more information on how to enter data into this master table, please see "Entering Master Data - State Master".

Tax Master	The Tax Master table is where you define the tax codes that are associated with a specific auction. When scheduling and auction, on eof the pieces of information you will enter is the tax codes that will be used for all invoices in this auction. Of course, the usage of this tax code is subject to whether this buyer is taxable. For more information on how to enter data into this master table, please see "Entering Master Data - Tax Master".

Vehicle Color Master	The Vehicle Color Master table is where you can record the different colors that vehicles come in. This table of available colors is then made available as an option when entering a vehicle into the inventory master record. For more information on this table, please see "Entering Master Data - Vehicle Color Master".

Vehicle Make Master	The Vehicle Make Master table is where you can record the different vehicle makes in existence. This table  is then made available as an option when entering a vehicle into the inventory master record. For more information on this table, please see "Entering Master Data - Vehicle Make Master".

Vehicle Model Master	The Vehicle Model Master table is where you can record the different models that are available for the vehicle makes that have been recorded in the above table. As with the other related vehicle master tables, this table of available models is then made available as an option when entering a vehicle into the inventory master record. For more information on this table, please see "Entering Master Data - Vehicle Model Master".

Vehicle Options Master	The Vehicle Options Master table is where you can record all the different options that vehicles come in. This list of possible options that can come on a vehicle is then made available as a list of checkable items in the inventory master record. For more information on this table, please see "Entering Master Data - Vehicle Options Master".

Vehicle Type Master	The Vehicle Type Master table is where you can record the different types of vehicles (SUV, Coupe, Luxury sedan, etc) that vehicles come in. This table of available types is then made available as an option when entering a vehicle into the inventory master record. For more information on this table, please see "Entering Master Data - Vehicle Type Master".

Zip Code Master	The Zip Code Master table is where you enter information regarding zip code as well as associated State and city information, When AuctionRPM is first installed, you will automatically have around 43,000 records in this table. This data of course grows as time goes on and you will need to augment this data on an as needed basis. For more information on how to enter data into this master table, please see "Entering Master Data - Zip Code Master".


Data Entry Principles

When you first start using AuctionRPM, you will first need to teach it how your business operates. For many programs this can be a time consuming task and you are required to invest large amounts of time at the beginning of it's use before you can even start to see the benefits of using the program in your business. Instead of making your life easier, it makes it harder!

NOT SO!!! .... WITH AuctionRPM!

AuctionRPM is designed so that you can get to work, and start using it in a meaningful and cost effective way from the first day you own it.

Starting to use a program you have never used before can be a challenging task and can be a little intimidating at first. This section is designed to be read before you start entering data into the program. Once you become familiar with the concepts outlined here, you will be equipped with the skills necessary to enter and maintain data into AuctionRPM in a quick and efficient manner and you will be off and running with no further help whatsoever. Remember though, this help file will be here waiting for you like a safety net any time you need it!

First ... Relax!

If you are new to computers, or if you are new to using programs in Windows, it is a common worry that you might do something to really mess up the computer since you are so new at it. AuctionRPM is designed with this in mind. Generally the best thing to remember when working with a computer is that the only way you can mess things up in a computer is if you know how to mess it up. If you are a novice, then you are probably quite safe from doing any lasting damage to the system

First things first though. Now is the time to set up a schedule of backups of your data. If you have not already done so, please review the section in this help file on Principles Of Backing Up Your Data.

Once you have set up a schedule of backing up your data, Then it is time to see how information is entered into the program. A good place to do this is in the Master Data section of the program. From the main menu of the program, select the tools category on the left side of the program and then select Master Data from the General tab. You will be taken to the Master Data entry screen. You will notice that there are several master data tables listed on the upper left of the screen. Each of these tables contain data that is "supportive" in nature to the overall operation of AuctionRPM. For instance, before you can enter addresses into AuctionRPM, you must make sure that all states are listed in the state master table, etc, etc.

Fortunately, there are a few tables that already have data in them and it would be a good idea to at least take a look at one of them. Lets start with the State Master table. Click on "State Master" in the Master Table List. When you click on this, you will see the screen transform before your eyes into a screen that gives you the ability to not only examine existing data (in this case the states in the union) but also to change that data. You will notice that a full list of all records in the State Master table is listed at the bottom of the screen. If you wish, you can grab the scroll bar at the side of the screen and scroll through all 51 states.

Auto Locator Fields

You will notice that the first record in the list is highlighted and the details for that record is shown in the details section of the master tables screen. An example of the details section is shown below.

Try selecting a different state in the list at the bottom. When you do, you will see that the details in the details section is changed to the details for the record that is now highlighted. selecting records in this list is how you will navigate between the records in any table of information in AuctionRPM.

This principle of using the list at the bottom of the screen to select what details you want to see above it is carried throughout the entire program. Try clicking on a different master table in the Master Table List. When you do, you will see that the master data for that table, if any is present,  is listed in the list below and the details for the currently highlighted record is shown above it. When you are done looking at any data that is in the Master Data tables, please return to the State Master table.

Just above the list of records and to the left you will see a field wherein you can type letters and numbers. This field is called the Auto-Locator field and it is what you will use to attempt to look for records when there is a long list. This field works in conjunction with the sort icon shown in the head of one of the columns in the list. The sort icon is an arrow head that is either pointing up or down.

The Auto-Locator field works on whatever column you currently have sorted with the sort icon.

With the sort icon in the State Code column, click in the Auto-Locator field and press an "M" (without the quotes). When you do you will see that the list changes and the first record that is listed is the first "State Code" that starts with the letter M.

Now type the letter "O". This narrows down the search to only those state codes that start with the letters MO. Usually, it is only necessary to type the first few characters in order to find the actual record you are looking for.

Lets try a different exercise. Lets suppose that you wanted to know the true city and state listing for a given zip code. First, click on "Zip Code Master" in the master table list. When you do, you will be shown the list of zip codes that are already in the system. Since there are almost 43,000 records in this table is isn't realistic to just scroll down through the list to find the one you are looking for. Instead make sure your sort icon is in the "Code" column and type the zip code of the city where you live. As soon as you do, the list will change and it will show you the city and state associated with that zip code.

Take notice now of the options that are made available just above the list and to the right. These options specify the "Auto Locate Type". These types are described below.

Exclusionary	This means that when the list changes in order to conform to the search criteria you have entered into the Auto-Locate field, ONLY the records that conform to the criteria are listed. Any records that do not conform to the criteria are not listed.

Find First	This means that when the list changes in order to conform to the search criteria you have entered into the Auto-Locate field, the list will show ALL records in the list beginning with the first record that conforms to the criteria.

You will notice that as you type characters in the Auto-Locator field, the records that are shown in the list conform to the selection in the Auto Locate Type box.

Data Entry

Data entry principles that are found in the master data entry screen are the same principles that are followed throughout. One of the strengths of AuctionRPM is that you don't have to learn how to enter a record in one way in one part of the program, then learn a different way in another part of the program. Before we discuss how entry of records into AuctionRPM is done, there are three modes that need to be explained These modes are:

Add mode	This mode is one where you are adding a new record into the current table. In this mode, the record list at the bottom of the screen is not active and the details section at the top of the screen is active.

Edit mode	This mode is one where you editing an existing record in the current table. In this mode, the record list at the bottom of the screen is not active and the details section at the top of the screen is active.

Preview mode	This mode means that you are just examining the records that are already in the table. This is the mode where the record list at the bottom of the screen is active an the details pane at the top of the screen is not active.

To illustrate this, lets enter a tax master record. If you are not already in the master data entry screen, from the main menu, choose the Tools category on the left side of you screen, then select Master Data. Once you arrive at the master data entry screen, choose the tax master table on the left side of the screen.

Whenever you choose a master table on the left side of the screen, you will notice that the records that are already in that table (if any) are listed in the list at the bottom of the screen, and the details for the currently highlighted record is shown in the upper portion of the screen. This arrangement of data is followed everywhere in the program when you are entering inventory, scheduling an auction, or entering a buyer.

You will also notice that just below the section that is displaying the details for the currently highlighted record, there are two buttons that read Edit and New. These button govern the entry and/or update of records in the current table. You will notice that the fields and controls that are in the details area of the screen are not active, and the list and Auto-Locator controls that at the bottom of the screen ARE active.

Press the new button.

Pressing the new button tells AuctionRPM that you want to enter a new record into the table that is currently highlighted in the master table list. After pressing New, you will notice that the controls that are in the details section of the screen are now active, and the controls at the bottom of the screen are now longer usable. This is because you are now in the Add  mode (as described above) of this screen. This mode is one where you will be able to add a new record into the table.

While you are in the Add New Records mode, you will also notice that the Edit/New buttons have changed and they now read Save and Done. The role of these buttons have now changed as well and they are there waiting for you to finish entering data into the fields and controls that are in the details section of the this screen. The function of these buttons are described below.

Save	If you are in Add mode, pressing the Save button tells AuctionRPM that you are finished with entering data for this record and that you want AuctionRPM to save the record. After the record is saved, you want the fields to be cleared and you want to be given the opportunity to enter another new record. If you are in Edit mode, pressing the save button will simply save the record you are editing and you will be returned to Preview mode.

Done	Pressing the done button performs the same function whether you are in Add mode or Edit mode. Pressing this button tells that you are finished changing the data in this record and that you want to return to preview mode. Before you are returned to Preview mode though, you will be asked whether or not you want to save the changes that were made to the fields in the details section (if any).

As to the specifics of what the individual fields mean in each table, please see the help screen for that table.

For an overview of the roles that each master data table plays in the normal functioning of AuctionRPM, please see Data Organization.


Auto-Locator windows

Throughout the program you have made available to you screens that are designed to help you look up information with a minimal amount of work. These screens are called Auto-Locator windows. An example of an Auto-Locator screen being used while scheduling an auction is shown below:

As you can see, an Auto-Locator screen is presented to you in the form of a list of records. You will notice the familiar Auto-Locator field (please see Auto-Locator Field in Data Entry Principles) at the top of the screen as well as the Auto Locate Type. These fields and controls can be used here the same way you learned how to use them in the master data entry screen.

The general principle behind using an Auto-Locator is this; Master data records are usually stored in AuctionRPM using a code. These codes by themselves are not very easy to remember especially when you may be dealing tens, hundreds or even thousands of records. Auto-Locators help you in that they give you the ability to find a particular master data record by typing the first few letters of the name or description in the record. After it searches the table for all records that fit into the criteria you have entered, then you will be shown those records and you can then select a record from the list. The code and description is then brought back to the original calling screen and the job is done.

The tell tale sign of a field that has an associated Auto-Locator is where you see a field that has a button right next to it. An example is shown below:

As you can see in the example, there is a button to the immediate left of the state field and another one to the left of the zip code.

When you are editing or adding a record, all that is necessary to call up the Auto-Locator for it's associated field is to press the Auto-Locator button positioned to the left of the field. To illustrate this, from the main menu choose the tools category on the left side of your screen, then select Master Data. Once you arrive at the master data entry screen, choose the buyer master table on the left side of the screen.

Depending on whether you have already added buyers to the system, you will see a list of buyers at the bottom of the screen, and in the upper right portion of the screen you will see the details for the currently highlighted record at the bottom of the screen.

Press New. When you do you will be placed into Add mode and the fields will be cleared and made ready for you to add new data into the record.

After pressing new you will be put into Add Mode where you can add a new record. After entering the buyer name you will notice that there is a button next to the State field. Press that button. When you do, you will be shown a list of all states in the union. At this point click on one of those states and press the "SELECT button". This will take that state code back to the calling screen (in this case the Buyer Master table) and you will also see the long state name right after the code.

Different Auto-Locators bring back different information. A good example of this is the Zip Code Auto-Locator. This Auto-Locator is designed to not only bring back the zip code to the calling form, but also to bring back the city and state associated with that zip code. This makes entering address data very quick.


Principles Of Backing Up Your Data

One of the most important steps you take in the management of information in your computer is the backing up of your data. As much as manufacturers hate to admit it, no computer or computer program is infallible and sometimes things will break down. Usually these breakdowns don't cause any loss of data, but sometimes they do and so a comprehensive system of backing up your data is necessary to ensure that you don't lose anything but perhaps a minimal amount of data in the event of a breakdown.

During the installation of AuctionRPM, you were given the ability to choose where you wanted to the database to be installed. On single user systems the default location where the database is stored is:

C:\Program Files\Symmetric Software\Database

If you have a multi-user system then the actual database where AuctionRPM data is stored may be on a different computer on your network. Please see your network administrator about where the AuctionRPM database was placed.

In this directory, you will find a file named AuctionRPM.mdb. This file is an Microsoft Access compatible database that can be directly viewed using Microsoft. This, however, is NOT RECCOMMENDED since Symmetric Software makes no warrant as the accuracy and viability of data that is accessed externally.

It is this MDB file that will need to be backed up. The method of backup you choose is varied and is dependent on the type of backup device you choose to use. It is not recommended that you use floppy disks, since several of these floppy disks would be necessary to back up the AuctionRPM database, and it is very easy to have a bad sector  creep up on a floppy disk. This would not only render the floppy useless, but would also destroy any possibility of retrieving your data from that backup.

When backing up your data, it is best to have 10 complete backup sets. These ten sets of backups comprise a cyclic set of backups that are only re-used every two weeks. For example....

Week 1, Monday 	- Use Backup #1

Week 1, Tuesday 	- Use Backup #2

Week 1, Wednesday 	- Use Backup #3

Week 1, Thursday 	- Use Backup #4

Week 1, Friday	 	- Use Backup #5

Week 2, Monday 	- Use Backup #6

Week 2, Tuesday 	- Use Backup #7

Week 2, Wednesday 	- Use Backup #8

Week 2, Thursday 	- Use Backup #9

Week 2, Friday	 	- Use Backup #10

Only at the beginning of week #3, would you use backup #1 again.

The main reason why it is best to keep this many sets of backup data is because if there is an error in the data, and if that error isn't discovered until several days after it appears, then with this many backups, you have available to you the option of going back to a backup that was done before the error in the data appeared.

Also, it is also important that the unused backups that are made are not kept at the same site as the computer system. The reason? Suppose that your building burned down. This of course would destroy the computers as well as any data that was in these computers. If the backups were also at that site, then you would lose all data that you have accumulated and you would have no way of recovering that data. If, however, you kept your backups off site, then you would always be able to restore from the most recent backup that you were keeping off site.

As to what ways are the best to backup your data, there are a myriad of methods that are available to you. You could write your data to a CD if you have a CD burner. You could write your data to a ZIP disk if your computer has a ZIP drive. You could use a tape backup system. The best thing to do when deciding on how to back up your data is to talk to a computer professional about the best method for you.


A Guide To Network Installations

The real place where AuctionRPM shines is when it is used in a network. When using AuctionRPM on several computers at the same time, you have the ability to simultaneously use several features that are designed to interact with each other. For instance, while the auctioneer is using his/her screen to determine the next item up for auction and to set what the current lot is, the winning bid clerk is using his/her screen to enter winning bids. Also, at the same time other clerks may be registering new bidders, or printing invoices for departing bidders, or printing reports. Then of course there is the audience lot view screen that is designed to display to the audience the number of the current lot and the description of the inventory in that lot.

In order for this all to happen, AuctionRPM must be installed on multiple computers. Each of these computers must have the complete installation of AuctionRPM from the CD performed on it.

MAKE SURE NOT TO JUST COPY THE SYMMETRIC SOFTWARE FILES FROM ONE COMPUTER TO ANTOHER. Doing so will not make necessary modifications to the rest of the system that is necessary for AuctionRPM to work correctly.

The above of course assumes you have purchased a multi user license. If you have only purchased a single user license from Symmetric Software, then only one computer at a time may use AuctionRPM, and any further computers trying to use the program using the same database will not work.

Generally it is advisable for the configuration of a network to be done by a computing professional. Since there are hundreds of different possible network configurations, it is not possible for this help file to lay out how to accomplish installation on each one. The following however are some guidelines that can be followed when configuring AuctionRPM to run on a network.

The Database

If it is your desire to use AuctionRPM on a network, then it is first necessary to determine where the main database will be stored. When AuctionRPM is installed on a computer, that installation will by default receive it's own copy of the AuctionRPM database. This database is blank except for some system files and information in it. Generally, unless a different location was selected during installation, the database will be installed in the following directory:

C:\Program Files\Symmetric Software\Database.

In this directory you will find the AuctionRPM database.

If you were leave each computer alone and not hook these computers together with a network, then each computer would store it's own copy of the data in it's own copy of the database. This, however wouldn't make wise use of the powerful networking features made available to you by AuctionRPM. The best course of action is to choose one computer that will have the main copy of the database, then configure all other computers to look to that main computer for the body of auctionRPM data.

The way this is done is by using a feature that was installed on your computer called the ODBC Data Sources manager. ODBC stands for Open DataBase Connectivity, and it is the vehicle that is used by AuctionRPM in determining where the database is located. (Actually there is a lot more to ODBC than that, but for now it is enough to say that ODBC acts like a bridge between AuctionRPM and it's database.

In order to configure a computer to look at a location other than it's local copy of the AuctionRPM database, follow the following steps:

For Windows 95, 98

•	Press the START button on your taskbar, and choose settings, then control panel

For Windows 2000

•	 Press the START button on your taskbar, then choose programs, Administrative Tools

Then ....

Choose ODBC Data Sources. This will bring up the ODBC Data Source Administrator as shown below:

On the list that you now see, you will notice that there is an AuctionRPM entry. Highlight that entry and press the Configure button. This will bring up a configuration screen for the AuctionRPM Data Source as shown below:

On the this screen, you will see a "SELECT" button in the middle of the screen. Just above that select button, this screen will tell you where AuctionRPM is currently looking to find it's data. (In the example, AuctionRPM is looking for the data on the "F" drive)

If you wish to point this data source to another location (such as on a different computer that will contain the main body of AuctionRPM data) then press the "SELECT" button. This will present to you another window as shown below:

This screen will allow you to navigate around your network in order to connect to a new database. You will notice that there is a button in the lower right of this window labeled. You may need to use this button in order to create a mapped drive to another computer where the main AuctionRPm data is located. If you are unsure as to how this is done, then it may be wise to contact a computer professional to accomplish this task.

Once the data source has been pointed to the main body of data on another computer, then that computer and this one will now be using the same database, and the data entered on one computer will immediately be available to the other, and vice versa.


What Do I Do If An Error Occurs

So you're having difficulty? The first thing to remember is  DON'T PANIC!

As with any program, even programs from software companies with thousands of employees, errors can happen from time to time. This isn't the end of the world, and your data is probably just fine.

Throughout AuctionRPM, there are literally thousands of safety nets built in so that if there is an error condition, the safety net will do the following:

•	 Allow you to return to a safe place of execution of the program.

•	 Allow you to shut off the program.

•	 Takes measured steps to insure the integrity of your data.

•	 Records pertinent programming information that Symmetric Software will use to correct the problem.

After Symmetric Software personnel has analyzed the problem and corrected the problem, You will receive a new copy of the program free of charge with the fixes.

When an error occurs, you will see a screen similar to the one below.

This screen gives you several options that you can choose from. They are ...

Resume	Pressing this button will tell AuctionRPM to resume execution of the program at a place that is relatively safe from another error. It is common however to get the error screen several times when using the resume button.

Print Error	Using this button will cause AuctionRPM to print a hardcopy of this error. This is especially useful is you need to fax a copy of this error to Symmetric Software technical support.

End Program	This option will tell AuctionRPM that you want to end the program. Depending on the situation, this may be a better way to go rather than the Resume button above - especially if hitting resume is just continually causing the error screen to come back.

Help	Pressing this button brings up this help screen.

Depending on the nature of the error, you may or may not lose the changes you made on the last record. Normally, the rest of your data will be just fine.

In any event, you need to report this error to your customer care representative at Symmetric Software as soon as possible. Your customer care representative can be reached in 2 different ways.

Email:	support@symmetricsoftware.com

Telephone:	(209) 588-1232

Technical support is offered to our customers on a 24 hours a day, 7 days a week basis. We realize that errors probably won't respect your regular business hours, much less our own. During regular business hours (8:30AM - 5:30PM, PST) calling the phone number above will usually result in contacting a live person on the first call. If however you call after hours, then 24X7 support is available on an on-call basis. Our telephone voice mail system is programmed to take your call, record a message from you as to what the nature of the support question is, then it will page our customer care representatives that are on-call at that time. You can expect a call back within 5 minutes.


Master Data - Popup
Master Data

Master Data is a term that refers to the data that supports the day to day function of AuctionRPM. Generally this is data that doesn't change much over time. A good example is the data that comprises the list of states in the United States of America. Since it is very rare for this list to change, you generally won't be needing to perform maintenance to this master table.


Actual Data - Popup
Actual Data

ACTUAL DATA is a term that refers to the data that is entered on a day to day basis in AuctionRPM. Unlike MASTER DATA, Actual Data is very changeable and is the heart of the data that is entered into the program.

An example of Actual Data is the records of the inventory your company will holding for auction. Another example is the invoices or records of payment that are entered into the program on a daily basis.


Main Menu

The main menu is the first place where you will be taken when starting AuctionRPM From this single location you will be able to navigate to any option within the program. Below you will find a depiction of the main menu:

To begin with, notice that there are several major categories listed down the left side of the screen. These options are Auctions, Accounting, Reports, Tools, Appraisals, Help, and Exit. Except for Help and Exit, these buttons change the options that are presented to you. Notice that when you first start AuctionRPM, the Auctions category is selected and the options related to preparing, marketing and executing an auction are shown in the upper right.

Now try pressing the Accounting category button. When you do, you will notice that there are new options presented to you.

If you press the Auctions category again, you will notice that the options that are presented are categorized under four different sub categories. These sub categories are Preparation, Marketing, Day Of Auction and After Auction as shown below.

Try pressing these buttons. As you can see, each of these sub category buttons have options that are grouped under them having to do with that general area of auction management. for instance the Preparation section allows you to accomplish various operations that are typically done before the day of the auction such as scheduling an auction, entering new inventory, and pre-registering bidders. The Day Of Auction section on the other hand allows you to do things that are directly related to work that is normally done on the actual day of the auction. This includes an optional screen that the auctioneer uses during the auction, entering winning bids, monitoring absentee bids, and various quick look ups.

Take time now to look around the various options that are available to you.

User Configurable Menu Items

The user configurable menu items section of the main menu comprises a set of features that can make life a lot easier as time goes on. Essentially it is a set of buttons that you can assign to do whatever you want. Usually each person that uses AuctionRPM has various things that they do more regularly, and these things are different than the tasks that are done by someone else.

When you started AuctionRPM, you were required to enter a user name. The first time you ran the program you had to enter ADMIN as the login name. Hopefully you have entered employee records into the system so that each person who uses AuctionRPM will have his or her own login name. (For more information on how to enter employee records, please see "Entering Master Data - Employee Master")

This login name is used in conjunction with the user configurable menu. When you configure the User Configurable Menu Items, this configuration is attached to the name of the person who is currently logged in. This way, if a user named John configures his menu to have the "Create An Invoice" and "Bid Entry" options parked there, then each time John logs into the computer, his menu will be configured  with those options. On the other hand, if Jane configures her menu with the "Schedule An Auction", and the "Auction Worksheet Report" options parked there, then each time she logs in to AuctionRPM, the she will see those options, and not Johns options.

It is very easy to configure the User Configurable Menu Items. To do this, simply point at the menu option in the main menu that you want parked in your user configurable menu and then right click your mouse and hold it down. When you do, you notice that an outline of the button now surrounds the mouse pointer as shown below.

As you drag the mouse around, you will notice that the outline follows the mouse around wherever it goes - but only so long as you hold down the right mouse button.

Now, drag that outline over one of the user configurable menu buttons and release the right mouse button. When you do, you now see that menu option parked in your user configurable menu. Thats it! It's that simple!

If you later decide that you want to remove the options you have parked down there, just right click on the configurable menu button. When you do, there is an option there entitled "Clear Assignment" which will clear the button assignment for that button.

Languages

A very powerful feature of AuctionRPM is the fact that it can speak multiple languages! Under the Language menu, there may be one or more languages listed there other than English. If so then clicking on that language will cause AuctionRPM thereafter to speak that language. Thats all there is to it!

If a language you speak isn't listed there, please Symmetric Software for information on how to obtain a language update for your language.


Edit/New buttons - Popup
Edit/New buttons


Save/Done Buttons - Popup
Save/Done Buttons


Auctions

Auctions Menu

The auctions menu is where most of the operations that are accomplished on the actual day of the auction are performed. You will notice that the menu is divided up into four major sections. These sections are:

Preparation	This menu shows many of the operations that are typically done before the auction and in preparation of it. From here you can schedule the auction, pre-register bidders, enter in information about the items that are to be sold at the auction (in case the auction is a pre-lotted auction) and so forth. To see information about the items on this menu, please click HERE.

Marketing	One of the strengths of AuctionRPM is it's orientation toward marketing. This means that you can use AuctionRPM to help you get the word out about your auctions. Some of the ways you can do this is by sending email to the specific parties that would be interested in the items that you will be selling at your next auction, printing mailing labels and producing HTML web site catalogs for your upcoming pre-lotted sales. For more information about the features on this menu, please click HERE.

Day Of Auction	The Day Of Auction menu is where most of the work is done on the actual day of the auction. This screen contains several options that are designed to speed data entry and convenience for you when you need to optimize speed the most. There is a screen that can optionally be used by the auctioneer (this screen is even designed to be used with a touch screen!), another screen for bid entry (either pre-lotted or non-lotted bid entry), another screen for audience lot view (which is a screen that is designed for the audience to view during the auction and shows the current lot number, and even a slide show of the item being sold) and so forth. For more information on the items that appear on this menu, please click HERE.

After Auction	The After Auction menu consists of reports that are typically pulled after the auction is completed. You are given the option of printing just one of them, or printing them all. For more information on the options here, please click HERE.


Auctions-Preparation

Auctions - Preparation Menu

To see information on any of the items on this menu, please click on the option below.


Auctions-Preparation-Schedule An Auction

Schedule An Auction

The schedule an auction screen (pictured below) is where you tell AuctionRPM about the auction that is to be help, and is where you indicate several parameters that are to be used during marketing and invoicing this auction.

You will notice that this screen is divided up into five sections. These sections are "General Auction Information, Details, Marketing, Expenses, and Online Auction Service Settings". Each of these sections are discussed below.

General Auction Information

The General Auction Information section of the Schedule An Auction is where you create the basic information about the auction such as when and where it is to be held. Below you will find a depiction of the General Auction Information section of the Schedule An Auction screen as well as a description of the fields in this section.

Auction Name	This field is where you can identify a name for this auction. This can contain anything you use to uniquely identify this auction. Sample entries in this field can be "Jones Estate", "20040201" (indicating the date of the auction), or whatever else you wish to use as a name for this auction. This name is displayed in auction selectors throughout the program.

Auction Location	This field is where you will typically enter the address of where the auction is to be held.

Sales Target	This is where you can enter the monetary amount that you anticipate this auction will bring in. This amount is in turn used later of various reports and graphs.

Auction Date	This is where you can indicate the FROM and TO dates of this auction. The reason why you need to indicate a time frame (TO date and time) for the auction is because the system keeps track of when bids come in over the course of the auction, and can present to the auctioneer a line graph showing how well the auction is progressing toward sales targets over the time frame of the auction.

Inspection	This is where you can indicate the date and time when inspections will be allowed for this auction. You will notice that the time field is a free-form data entry field allowing you to descriptively enter the time frame when inspections will be allowed on the inspection date.

Details

The details section of this screen is where you can indicate the taxation and buyer premium parameters, among other things. Below you will find a depiction of the details tab of the Schedule An Auction screen as well as description of the items that appear on this tab.

Tax Code 1

Tax Code 2

Tax Code 3

Tax Code 4	The four tax code fields and associated auto locators on this screen allow you to select up to four taxes that will be charged at this auction. 99% of the time, only one tax is charged, but for those times when more is needed, then more can be indicated here. In order to select a tax code, simply depress the auto locator and select/edit/add a tax code to be used at this auction. For more information on how Auto-Locators work, please see the "Auto Locators" section in Data Entry Principles.

Buyer Premium

Code - Cash	The Buyer Premium Code - Cash field is where you can indicate the buyer premium that is to be charged on invoices for this auction in cases where the buyer pays for the items on the invoice with cash. Simply use the Auto-Locator button to select the buyer premium code to be used for cash only transactions. Please also take notice of the "Charge Buyer Premiums" checkbox to the right of this field. (described below).

Buyer Premium

Code - Credit	The Buyer Premium Code - Credit field is where you can indicate the buyer premium that is to be charged on invoices for this auction in cases where the buyer pays for the items on the invoice with a credit card. Simply use the Auto-Locator button to select the buyer premium code to be used for credit, or mixed credit/cash transactions. Please also take notice of the "Charge Buyer Premiums" checkbox to the right of this field. (described below).

Charge Buyer

Premium	This checkbox allows you to indicate overall whether or not buyer premiums are applicable to this auction. Buyer premiums WILL NOT be charged unless this checkbox is checked.

Buyer Premiums

Are Taxable	This checkbox allows you to indicate whether or not the buyer premiums that may be applied to an invoice are to be taxed. If you place a  in this checkbox, you will then be presented with two additional options as described below:

By Invoice Line

Item	This option allows you to indicate that you only want to tax the portion of the buyer premium that was derived from taxable line items. Since each item has the ability to be marked as taxable or not taxable, then it is possible that the calculated buyer premium will be calculated on both taxable and non taxable line items. Again, this option allows you to indicate that you only want to tax the portion of the buyer premium that was derived from taxable line items.

By Bid Total	This option means that you wish to tax the entire buyer premium.

Allow Buyer

Record Buyer

Premium

Override	The buyer record (under the purchasing tab) has two buyer premium fields where you can define Buyer Record Buyer Premium Override codes. This is typically used when you wish to give a buyer special buyer premium codes that will be used when that buyer invoices. An example would be where you wish to give an employee a discounted buyer premium, or if you wish to extend to a family member a zero buyer premium. If codes are recorded in the buyer record for alternate buyer premium codes, and if this checkbox in the Schedule An Auction screen is checked, then buyers that have alternate buyer premium codes defined in their buyer record will have those codes applied to their invoices at this auction, instead of the buyer premiums that everybody else gets as defined on this details tab of the schedule an auction screen.

Show This Auction

On Website	Since AuctionRPM has a built in website designer, you have the ability to define what your website will look like once, and from that point on, AuctionRPM will automatically maintain the website making sure the site contains the latest information on upcoming auctions. When you are comfortable with an auction and wish to have that auction automatically put on your website with by the AuctionRPM website designer, then place a checkmark in this checkbox.

Charity Auction	Placing a checkmark here indicates that this is a charity auction. The only effective change that this cuases is that the audience lot view screen will show a running total for the auction (which of course is only appropriate during charity auctions).

Marketing

The marketing section of the Schedule An Auction screen is where you can indicate different settings that affect your ability to market the auction and keep track of how well your methods of advertising are performing for you. Below you see a depiction of the marketing tab of the schedule an auction screen, as well as a complete discussion of the options found here.

Inventory

Category Codes	This is a list of all inventory categories that are going to be sold at this auction. This list is used for cross referencing purposes between this screen and the inventory categories on file with each buyer. Using these codes, you have the ability to ask AuctionRPM to cross reference the inventory categories and determine the specific buyers that would be directly interested in the items that are being sold at this auction. You can utilize the buttons to the right of this list to add and remove categories from this list.

Auto-Select	Pressing this button causes AuctionRPM to scan through the lots that have been recorded for this auction and cull out a list of inventory categories that should be added to the list on the left. Obviously, this option is typically run after all of the lots have been added to the auction.

Add	This option presents the inventory categories auto locator where you can select a category that you wish to have added to the list of categories on the left.

Delete	This option will dete the inventory category that is currently highlighted in the list on the left.

Referral Sources	This list is a list of all referral sources that have been entered into the referral source master table (Please see "Entering Master Data - Referral Source Master" for more information). If there are no referral sources listed here, then you will need to first add them to the referral source master table before they will appear here. The purpose of this list is to allow you to select the different ways that you have advertised this auction. On the actual day of the auction, the bidder registration screen will present to the registration clerk a list of all the referral sources you have checked here and the clerk will then indicate which of these ways is responsible for attracting each bidder to this auction. After the auction, you can then print a report listing the different ways of advertising this auction, and you will be shown how well the different forms of advertising performed for you.

Expenses

The expenses tab allows you to enter general auction expenses for this auction. While there are five different kinds of expenses that can be entered into AuctionRPM (they are General auction expenses, General buyer expenses, General consignor expenses, Item-specific buyer expenses, and Item-specific consginor expenses) expenses entered here are the only kind of expense that are true expenses from the standpoint of the auctioneer. The other four expenses are actually income to the auctioneer. Below you will see a depiction of the Expenses tab on the Schedule An Auction screen as well as a description of the options found therein.

Add	This option will cause the General Auction Expense entry screen to be presented to you. For more information on how this screen operates, please see "Accounting-Expenses-Add General Auction Expense".

Delete	This option will delete the expense that is curently highlighted in the list above.

Online Auction Service Settings

The Online Auction Service Settings tab on the Schedule An Auction screen is where you can identify the different settings that are needed for each supported online auction service. Currently there are three services listed here, however only one is implemented at this time. Below you will find a depiction of the Online Auction Service Settings tab as well as a description of the options found therein.

Live Auctioneers	This tab contains one field where you can record the live auctioneers catalog ID. This ID is used by live auctioneers to uniquely identify this auction.

As more online auction companies are supported, then this section of the help file will be updated.


Auctions-Preparation-Inventory Master

Inventory Master

The inventory master screen is a screen where you can directly view and manipulate records in the inventory master table. Part of the strength of AuctionRPM is that it gives you the ability to keep track of your inventory even though that inventory may not be directly associated with a specific auction. This is especially useful if you make a practice of accepting inventory at your place of business without knowing the specific auction where this inventory will be sold.

From the main menu go to the auctions categories and under preparation click on inventory master. The following is a depiction of the inventory master screen.

The inventory master screen has 7 tabs going across the top of each record as shown below:

These tabs segregate the data comprising the inventory master record into logical groupings. Each of these sections will be discussed below.

General information

Inventory Item Number	The inventory item number is a unique number that AuctionRPM assigns to each individual inventory master record this number is used in the internal operations of AuctionRPM and helps to keep track of this particular item as it is presented for sale in the different auctions that you may hold. Some office managers and auctioneers chose to keep track of this inventory item number and make use of it in there internal tracking else ware outside of AuctionRPM and that is why this number is made available on this screen. This however is not required and you may simply ignore this number if you chose.

Quantity 	The quantity field is the field that contains the number of individual items that this inventory master record represents. Normally each inventory master record would represent a quantity of one. If however you decide to sell several of a particular item as one lot than you could enter a particular quantity in this field. This quantity will be used later when entering in winning bids and printing out invoices and if the quantity is maintained and a non zero value than that bid will be treated as a " times the money" bid.

Short Description	The short description is a description that is limited to length of 80 characters. Typically this short description is what is printed in auction catalogs, web catalog, and invoices. You also have the option of printing the long description in the aforementioned printed materials.

Long Description	The long description is a field that allows you to enter in as much information as necessary in order to accurately describe the item that is being sold. The length of this field is not limited and as a result you have the option of being quite descriptive when describing the particular item you are entering. One of the setting in Settings & Defaults allows you to indicate weather or not you wish to print this long description on various catalogs that are printed by AuctionRPM. Some auctioneers also chose this long description to be a place where they can put their own notes about the item being sold. In this scenario the material that is entered into the long description is not typically printed in the auction catalog but is however displayed in the auctioneer active screen so that the auctioneer can see his or her notes on the day of the auction.

Category Code	The category field allows you to categorize the particular item that you are entering. You will notice that to the immediate left of the category code field is a button entitled category field this button is a auto locater and when depressed you will see a pop up auto locater screen allowing you to chose the inventory category that is most appropriate for the inventory item that you are entering. As with all auto locaters, if the inventory category you seek is not available then you may use the add/new button at the bottom right of this auto locater screen and in order to add a new inventory category.

Consigner Code	The consigner code field allows you to identify the owner that you are entering into the system Obviously the consigner is the person who has contracted with the auctioneer for the purpose of having the auctioneer sell this item one of the fields on this screen that is closely related to the consigner code that we are discussing here is the consignment fee code on the right hand side of the general information screen the consignment fee code is used by AuctionRPM to indicate exactly how much will be charged to the consigner ( entered into this consigner code field ) when this item is sold. To the immediate left of the consigner code field is a button with the caption 'consigner code' when depressed the consigner code button will display the consigner code auto locater screen the consigner code auto locater screen allows you to chose the specific consigner who is the owner of this item being entered. If the consigner that you seek is not available then as with all auto locaters you have the option of pressing the add/new button which is in the bottom right which will allow you to enter in a brand new consigner and than when saved this new consigner will be associated with item which you are currently entering into the inventory master screen.

Source Code 	The source code field is a field where the auctioneer can record the specific source where this inventory item was purchased typically this field is used when the auctioneer is selling items that the auctioneer that himself or herself specifically owns and thus is not an item that has a consigner code or consignment fee code this is not a rule though and it is possible to use the source code and the consigner code fields at the same time you will notice that to the immediate left of the source code field is a button 'source code' when depressed the source code button will display the source code auto locater screen wherein a inventory source code can be selected as with all auto locaters if the inventory source code that you seek is not available then you may press the add/new button in the bottom right and enter a new one doing so will record the new source code and will associate that new source code with the inventory master record currently being entered.

Serial Number-VIN	The serial number-VIN field is a field where a unique serial number or VIN number can be entered that is associated with this inventory master record if the item being entered is a vehicle than typically this field will contain the vehicle identification number associated with that vehicle if however the item being sold here is not a vehicle but however does have a unique serial number that must be recorded and maintained then again this same field can be used for both purposes.

Company Item ID	The company item ID field is only displayed on the inventory master screen when the appropriate setting in settings & defaults- miscellaneous is turned on the purpose of this field is to allow the auctioneer to record an item number that is unique to this item within the confines of the auctioneers company this company item ID is also displayed in the list below and using the arrow head and search found below inventory items can be found threw the use if entering in a company item ID into the search field these company item ID's can also be entered into the non-lotted auction bid entry screen and are also made available for printing on various catalog's and invoices.

Tax 1 Taxable

Tax 2 Taxable

Tax 3 Taxable

Tax 4 Taxable	The taxable check boxes found on the general information tab of the inventory master record allow you to indicate weather or not this item is subject to tax 1, tax 2, tax 3, or tax 4on the day of auction. As you will notice in the schedule and auction screen there are up to four taxes that can be identified or associated with this particular auction these check boxes indicate weather or not this item is subject to those particular taxes that will be charged when invoiced on the day of the auction.

Estimates 	The estimate fields allow you to indicate a low estimate and a high estimate associated with the inventory master record currently being entered these estimates can be later printed on various catalogs and printed materials in AuctionRPM.

Cost	Your inventory cost field is a field that allows you to identify how much this inventory item costs the auctioneer. You might expect this field is only used in connection with inventory that the auctioneer actually owns and not necessarily inventory that the auctioneer is selling for a consigner the only acceptation to this is when you are using a consignment fee code with an ignore amount that is mapped to the inventory cost field. For more information on this please see Data Entry Consignment Fee Code Master.

Insured Value	The insured value field allows you to identify an amount that this item is insured for. This amount is for information purposes only and is not used elsewhere in the program.

Reserve Price	The reserve price field is a field that allows you to identify how much of a reserve is identified with this particular inventory item if there is no reserve this field can be left at zero however if a reserve price is identified by the consigner than the reserve price would be entered here and this reserve price would than be displayed elsewhere in the program such as in the auctioneer active screen, ect.

Reserve Type	The reserve type field allows you to identify the type of reserve that has been entered into the reserve price field. This reserve type is there after used on various reports in the system the reserve types that are possible are STC,NR,S, and NETT.

Consignment Fee Code	The consignment fee code field is a field that allows you to identify exactly what kind of consignment fee is to be charged when this item is sold. This field is only used on inventory that has been consigned. You will notice to the immediate left of the consignment fee code field is a button with the caption 'consignment fee code' depressing this button will display the consignment fee code master auto locater and this auto locater will allow you to select the particular consignment fee code that is appropriate for this inventory master record as with all auto locators if the consignment fee code that you seek is not displayed than you may use the add/new button in the bottom right to add an new consignment fee code and after doing so the new consignment fee code will be associated with the inventory master record that you are entering.

Buy Back Fee Code	The buy back fee code field allows you to identify a fee that is charged in the event that the consigner buys back his or her own inventory. In this event then AuctionRPM will use the buy back fee code and the fees identified therein calculating consignment fees that are due.

Custom Field Data	The custom field data tab is a tab that is used for entry of customized data for the inventory master record. For more information on how to use custom field data please see data entry-inventory categories master.

Imaging

The imaging tab in the inventory master record allows you to associate images with the inventory master that is being edited. This screen has several controls that have to do with capturing enlarging and editing images associated with this inventory item. These controls are described as follows.

This button is used to display a full screen image of the item image that is currently displayed.

This button is used to rotate the currently displayed image 90 degrees to the left.

This button is used to rotate the currently displayed image 90 degrees to the right.

Capture Video Image	The capture video image button is only enabled when you have enabled video camera operations in setting & defaults-miscellaneous settings. This button allows you to utilize a connected computer video camera in order to capture still images of the inventory item currently being edited.

Capture Image	The capture image buttons used to actually navigate through your computer and to capture images that have been previously obtained through the use of a digital camera, or the like.

Clear Image	The clear image button is designed to clear or erase the item image that is currently displayed.

As you add images to the inventory master record that is currently being edited these images can be edited. To edit a image that is currently displayed in the inventory master screen double click on the displayed image doing so will display the image editing program the image editing program that AuctionRPM uses depends on what is set in settings & defaults. In the imaging section of settings and defaults you can select an external image-editing program or, if left blank, the RPM image editor will be used.

Expenses

The expense tab in the inventory master record allows you to identify items specific expenses for this inventory master record. Items specific expenses are expenses that are specific to an individual inventory item. An example of inventory items specific expenses could be pick up charges, delivery charges, or if it is a vehicle a charge in order to cover gasoline that was tendered to the vehicle. As you can see on this screen you are given the opportunity to add items specific buyer expenses or items specific consigner expenses. Item specific buyer expenses are expenses that are item specific and that will be charged to a buyer. When this type of item specific buyer expenses entered than this expense will appear on the invoice for the buyer that actually ends up purchasing this inventory item. If you enter in a item specific consigner expense than this consigner expense will be charged to the consigner and will be reflected on any consignment fees due reports printed for the consigner that owns this particular inventory item. The screens that handle the entry and editing of expenses that are used here are the same as the expenses entry screens found under the accounting menu for more information on how to enter item specific buyer expenses and item specific consigner expenses please see the accounting menu expenses tab.

Defects

One of the interesting features of AuctionRPM is that this program gives you the ability to identify standard defects that might be associated with this inventory item. When you define your inventory categories in AuctionRPM you have the ability to identify defects that might be appropriate for this type of inventory category. An example as to appropriate defects for one inventory category versus another inventory category would be the differences between glassware and vehicles. An appropriate defect for a vehicle might be a dent in the fender, whereas that is not an appropriate defect for glassware. However glassware might have a possible defect of chipped or cracked, and of course that would not be an appropriate defect for another type of inventory category. Being that the different inventory categories that are entered into AuctionRPM will each have their own set of specific defects that are appropriate for each of them, you are given the ability to identify defects, for each inventory category. Once this is done and once you have selected an inventory category on the inventory master record, then the defects tab on the inventory master record will display to you all of the possible defects that are appropriate for this inventory item. As the appropriate defect descriptions are listed in this list on the defects tab, there will be a check box next to each defect description listed. If a defect is appropriate for this particular inventory item than a check mark should be placed next to that defect description. When you save the master inventory record than those defects will be associated with that inventory master.

Vehicle Information

The vehicle information tab contains information that is specific to vehicles if in fact this inventory item is a vehicle. While it is certainly possible to hold an auction and create inventory item records that do not utilize the fields found in the vehicle information tab it may be desirable to use these field since it will allow the ability to search and select inventory items based upon the type of vehicle, vehicle make, model, color, and so forth.

Below you will find a depiction of the vehicle information tab as well as a detailed description of all fields found on this screen.

Type	The type field contains a code that allows you to identify the type of vehicle that is being entered. Different types of vehicles could be SUV, Sedan, Four Wheel Drive, and the like. To the left of the type field you will find a button with the caption "Type". Pressing the type button will display a pop up Auto-Locator linked to the vehicle type master. The vehicle type master is where a complete list of all vehicle types that have been used up to this point are listed. If the type of vehicle that you seek is not listed in the pop up vehicle type master Auto-Locator, then as with all Auto-Locator screens, you have the option of pressing the add/new button in the bottom right corner of the Auto-Locator screen. This will give you the ability to add a new type and once that new type is recorded then that type will now be associated will the current inventory item record being entered in the inventory master.

Year	The year field contains the date of manufacture of the vehicle.

Vehicle Make	The vehicle make field contains a code that describes the make of the vehicle currently being entered. To the right of the vehicle make field is a button with the caption "Vehicle Make". Pressing the vehicle make button will display the vehicle make master Auto-Locator screen, wherein all vehicle makes that have been identified up to this point are listed. If the vehicle make you seek is not listed, then as with all Auto-Locator screens, you have the option of using the add/new button at the bottom right corner of the vehicle make master Auto-Locator screen. If you choose to add a new vehicle make into the vehicle make master then, once this new record is saved it will thereafter be associated with the current inventory item being entered into the inventory master table.

Model	The model field contains identification as to the vehicle model that is currently being entered into the vehicle information tab of the inventory master record. Before you can identify a vehicle model, a vehicle make must be selected first (just above the model field). Immediately to the left of the vehicle model field is a button with the caption 'model'. Pressing this 'model' button will display the vehicle model master Auto-Locator screen, wherein all vehicle models (for the current vehicle make) are listed. At this point you have the option of selecting a vehicle model that is appropriate for the inventory item being entered, or you may choose to use the add new button at the bottom right hand corner of the vehicle model master Auto-Locator screen. After either selecting an existing vehicle model, or adding a new one, the vehicle model will now be associated with the vehicle currently being entered into the inventory master table.

Color	The color field contains identification as to the color of the vehicle currently being entered into the vehicle information tab on the inventory master record. To the immedicate left of the color field is a button with the caption 'color'. Pressing this button will display the vehicle color master Auto-Locator screen wherein all colors that have been identified up to this point are listed. At this point you may chose to either select a existing color, or press the add/new button in the bottom right corner of the vehicle color master Auto-Locator screen. Either way once a color has been selected of entered, this color will there after be associated with the vehicle currently being entered into the vehicle information tab of the inventory master screen.

Cylinders	The cylinders field is where you may chose to record the number of cylinder in the engine for the vehicle currently being entered into the inventory master record.

Meter Reading	The meter reading is the field where you may chose to record the current meter reading for the vehicle being entered into the inventory master record. This meter reading of course can be a typical odometer or hubometer reading, or even an hours meter reading depending on the vehicle currently being entered.

Meter Status	The meter status field is actually a drop down list of deferent statuses that may be associated with this vehicle. The different statuses that are available are actual, not actual, exempt, in excess, or no device.

Item condition	The item condition field allows you to identify a specific condition of this vehicle currently being entered into the inventory master record. An item condition code is a code that has both a screen displayable description as well as a printable description. Typical uses of an item condition code allows you to identify a green light vehicle, a yellow light vehicle, or a red light vehicle which are standard terms in the vehicle auction business identifying the current status of the liens and registrations for this vehicle. These item conditions can be defined either through entering a new item condition code using the Auto-Locator button with the caption 'item condition', or accessing the item condition master found under the tools menu on the main menu of AuctionRPM. To the immediate left of the item condition field is a button with the caption "Item Condition". Pressing this button will display the item condition master Auto-Locator screen, wherein all item conditions that have been previously defined are listed. You may either chose to select one of the item conditions that are listed on this screen or you may press the add/new button in the bottom right corner of the item condition master Auto-Locator screen. Doing so will give you the ability to enter a new item condition code. Whether you select an existing item condition code, or add a new one, you will thereafter be returned back to the vehicle information tab on the inventory master record and the selected item condition code will be associated with the current vehicle.

Doors	The doors field gives you the ability to record the number of doors associated with the vehicle currently being entered on the vehicle information tab of the inventory master record.

Options	The options list is a list of all options that is possible on a vehicle. These options must be previously defined in the master data screen found under the tools menu on the main menu. Once you have entered in all possible vehicle options into the vehicle options master then those options will be displayed in this list. Next to the description of each option you will find a check box and you are given the ability to check off the different options that are available on this particular vehicle currently being entered into the vehicle information tab of the inventory master record.

Item History and Disposition

The item history and disposition tab of the inventory master record gives the user the ability to view the history of the particular item currently being displayed. The history that can be obtained from this screen gives the user information such as when the inventory item record was created, when it was assigned to a lot number in a particular auction, whether or not it was scraped, whether or not it was invoiced, and if it was invoiced what invoice it appeared on and what bidder number won that bid. Simply highlighting the inventory item in the inventory master screen, and going to the history tab can obtain all this information.

The history tab on the inventory master record also has a final disposition field. As the screen indicates selecting a final deposition code here will cause this item to be removed from available inventory lists. The usage of a final disposition code is for the purpose of identifying a final disposition for a piece of inventory thus removing it from the available inventory that can possibly be assigned to a future auction. The typical usage for a final disposition code would be if the item was unable to sell and thus sent to a company such as the Salvation Army or a local thrift store. Another usage could be that the item was sold for scrap.


Auctions-Preparation-Bidder Registration

Bidder Registration

As evidenced by it's name, the bidder registration screen is a screen where all bidder registration activities occur. There are actually three different kinds of bidder registration screen that can be used in AuctionRPM. Look below, and click on the screen that matches the bidder registration screen for which you are seeking help.

Bidder Registration - Standard

 Bidder Registration - Video

 Bidder Registration - Quick Grid


Auctions-Preparation-Bidder Registration-Main

Bidder Registration

The normal and natural process for any auction is to allow the buyers to win bids on inventory that is being sold, then in a checkout process, collect the funds for the items that they purchased. Before all this occurs, it is necessary to have the bidder register with the auctioneering staff so that when it comes time to record the winning bids, the bids can be properly separated between one bidder and another.

This registration process ususally involves assigning a number to the buyer. The bidder registration screen has the task of assigning this number, however it also can allow your auction staff to accomplish several other tasks such as collecting and recording deposits that can thereafter be applied to an invoice. It can record how this buyer heard about this sale so that you can later determine if the money you are pouring into advertising is actually working for you. Utilizing another form of this screen, you can even take a picture of the person that is registering in case you have a problem with fraud and with bidders who run up bids, then leave saying they were never there.

Below you will see a depiction of the bidder registration screen along with a complete description of each feature.

Auction Number	The auction number field is a drop down selector where you can select the auction that you are currently working with. When you register bidders in this screen, the bidders will be registered for this selected auction.

Buyer Lookup	The buyer button is actually an auto-locator button (Click HERE for a description of how auto-locator buttons work). This auto-locator button will display a list of all buyers that have ever attended any of your auctions. Selecting a buyer here will indicate which buyer it is that you wish to register.

Current Balance	The current balance panel simply displays the amount of invoices that have already been processed (in prior auctions) that have not yet been paid for.

Bidder Number	The bidder number field is where you indicate the bidder number that will be assigned to the selected buyer for the selected auction. After registering a buyer for an auction, this number will automatically increment to the next highest available bidder number (for this auction, that is) however you can elect to change this number to any number you wish.

How Did This

Bidder Hear About

This Auction?	This is a panel where a series of referral sources are displayed. The referral sources that are displayed here are only the referral sources that have been approved for this auction. When you schedule an auction (Click HERE for help on how to schedule an auction), you have the ability to indicate which referral sources were actually used with this auction. An example of a typical referral source that might be displayed here would be "Newspaper", "Direct Mail", or "Email Broadcast"). The panel on the bidder registration screen only allows you to select one referral source that is responsible for driving this bidder to your auction. Later, after the auction, you then have the ability to pull a "Referral Source Analysis - By Auction" report outlining how well the referral sources used for this auction performed for you.

Deposits	The deposits button transfers you to the deposits screen where deposits can be recorded for the selected buyer. When you arrive at the deposits the buyer will automatically selected for you (If one is already selected in the bidder registration screen that is). For more information on how to record a bidder deposit, Click HERE.

Total Deposits

On File	This is simply a display of how much of a total deposit is on file. If you choose to carry deposit amounts between auctions, this will reflect the total amount of outstanding (un-applied) deposits that have been previously entered.

Print Bidder

Cards	The Print Bidder Cards checkbox allows you to indicate whether or not you wish to have the system print a bidder card for this bidder once registration is complete. The bidder card is printed down the center of a page and is 4.25 inches wide and 11 inches tall. Usually, you will purchase a ream of paper from your local office supply store, have then cut it vertically down the middle, leaving the exact size of paper needed for thi bidder card. These cut-down sheets of paper can then be placed in the manual feed of the printer and the bidder cards can be printed on an as needed basis.

Exit	This button exits the screen

Register	Once all needed information for this buyer has been entered, this button will actually perform the registration. The rule is: NOBODY HAS BEEN REGISTERED UNTIL YOU SEE RED. The "Registration Complete" screen displays in red, and it is at this point when you can make out a bidder card (if you  aren't haveing RPM make one for you).


Auctions-Preparation-Bidder Registration-Video

Bidder Registration - Video

The normal and natural process for any auction is to allow the buyers to win bids on inventory that is being sold, then in a checkout process, collect the funds for the items that they purchased. Before all this occurs, it is necessary to have the bidder register with the auctioneering staff so that when it comes time to record the winning bids, the bids can be properly separated between one bidder and another.

This registration process ususally involves assigning a number to the buyer. The bidder registration screen has the task of assigning this number, however it also can allow your auction staff to accomplish several other tasks such as collecting and recording deposits that can thereafter be applied to an invoice. It can record how this buyer heard about this sale so that you can later determine if the money you are pouring into advertising is actually working for you.

The "Video" version of the bidder registration screen has the added benefit of being able to take a picture of the person that is registering in case you have a problem with fraud and with bidders who run up bids, then leave saying they were never there.

To begin with, you must make sure that Settings And Defaults - Miscellaneous (Click HERE for more information about "Settings And Defaults") has the "Use Video Camera In Imaging Operations" setting turned on.

When you click on the bidder registration button on the Auctions-Preparation menu, you will be presented with a screen that looks something like the one below:

The devices listed here depend on the actual device that is connected to your computer. In any case, select the device you wish to use as a source for video operations and click "SELECT".

Once done, you will be presented with the screen shown below.

Each of the fields on this screen are described below

Auction Number	The auction number field is a drop down selector where you can select the auction that you are currently working with. When you register bidders in this screen, the bidders will be registered for this selected auction.

Buyer Lookup	The buyer button is actually an auto-locator button (Click HERE for a description of how auto-locator buttons work). This auto-locator button will display a list of all buyers that have ever attended any of your auctions. Selecting a buyer here will indicate which buyer it is that you wish to register.

Current Balance	The current balance panel simply displays the amount of invoices that have already been processed (in prior auctions) that have not yet been paid for.

Bidder Number	The bidder number field is where you indicate the bidder number that will be assigned to the selected buyer for the selected auction. After registering a buyer for an auction, this number will automatically increment to the next highest available bidder number (for this auction, that is) however you can elect to change this number to any number you wish.

How Did This

Bidder Hear About

This Auction?	This is a panel where a series of referral sources are displayed. The referral sources that are displayed here are only the referral sources that have been approved for this auction. When you schedule an auction (Click HERE for help on how to schedule an auction), you have the ability to indicate which referral sources were actually used with this auction. An example of a typical referral source that might be displayed here would be "Newspaper", "Direct Mail", or "Email Broadcast"). The panel on the bidder registration screen only allows you to select one referral source that is responsible for driving this bidder to your auction. Later, after the auction, you then have the ability to pull a "Referral Source Analysis - By Auction" report outlining how well the referral sources used for this auction performed for you.

Deposits	The deposits button transfers you to the deposits screen where deposits can be recorded for the selected buyer. When you arrive at the deposits the buyer will automatically selected for you (If one is already selected in the bidder registration screen that is). For more information on how to record a bidder deposit, Click HERE.

Total Deposits

On File	This is simply a display of how much of a total deposit is on file. If you choose to carry deposit amounts between auctions, this will reflect the total amount of outstanding (un-applied) deposits that have been previously entered.

Print Bidder

Cards	The Print Bidder Cards checkbox allows you to indicate whether or not you wish to have the system print a bidder card for this bidder once registration is complete. The bidder card is printed down the center of a page and is 4.25 inches wide and 11 inches tall. Usually, you will purchase a ream of paper from your local office supply store, have then cut it vertically down the middle, leaving the exact size of paper needed for thi bidder card. These cut-down sheets of paper can then be placed in the manual feed of the printer and the bidder cards can be printed on an as needed basis.

Exit	This button exits the screen

Register	Once all needed information for this buyer has been entered, this button will actually perform the registration. The rule is: NOBODY HAS BEEN REGISTERED UNTIL YOU SEE RED. The "Registration Complete" screen displays in red, and it is at this point when you can make out a bidder card (if you  aren't haveing RPM make one for you).

Captured Image	This is the main difference between this screen and the more conventional bidder registration screen. This area of this screen allows you to capture a video image still shot of the person registering for your auction. As stated earlier, the practical use of this feature may include the ability to ward off a fraudulent "Bid and Run" situation where the bidder is denying ever being at your facility. If nothing else, it will prophylactically keep this situation from every occuring.

The actual usage of the screens that follow after the "Capture Video Image" button is pressed depends on the video device that is connected to your computer since this process calls the drivers that came with your video device. The screens that are presented are usually self explanatory though and are usually mastered with a minimum of experiementation.


Auctions-Preparation-Add/EditLots

Add/Edit Lots

This section has yet to be completed.


Auctions-Preparation-Register Buyers - Quick Grid

Bidder Registration - Quick Grid

Registering bidders can be one of the most troubling bottlenecks in the auction process. The problem is bad enough with having to ask your bidders to wait in a line for a period of time before they have the capability to bid at your auction, but the problem is compounded and is more agrivating when you have bidders are want to bid once the auction has started, however they are held up in line at the bidder registration desk.

The "Bidder Registration - Quick Grid" was created to help alleviate this problem. There are trade-offs to using this screen in terms of the amount of data, or lack thereof, that is collected at the time of registration, however if bidder registration is a big problem in your business, this screen might help since it is designed to register a bidder in a minimal amount of time.

Below you will find a depiction of this screen as well as a description of the fields found on that screen.

Auction Number	The auction number selector is where you select the auction for which you are about to register bidders. The auctions listed here are listed with the newest auction at the top of the list.

Driver License	The driver license field is where you will enter the drivers license number belonging to the buyer who is about to be registered. This number is how AuctionRPM uniquely identifies the buyer and determines if this buyer is already in the list of buyers on file. If you are using the Magnetic Strip Reader option in AuctionRPM, this field will be filled in with the number from the license that is swiped thorugh the reader.

Buyer Name	If the drivers license number that is entered is found in the buyer table, then the buyer name is automatically placed into this field, otherwise you will need to enter the name of buyer that is to be registered. In most cases, it is advisable to enter the name with the last name appearing first, followed by a comma and the first name.

Phone	The phone field is where you will enter the phone number for the buyer. Like the buyer name field, the phone field will be automatically filled in with the phone number of the buyer, if in fact this buyer is already found in the buyer table. If it wasn't, then you will need to enter the phone number here since the phone number field is a required field for all buyers.

Bidder	The bidder field is where you will enter the bidder number that is to be assigned to this buyer. As soon as you enter a number here and press enter (or tab), the bidder number will be registered to the named buyer, the fields will be cleared, and you may then proceed with entering another registration.


Auctions-Preparation-Lot Number Sequencing

Lot Number Sequencing

This section has yet to be completed.


Auctions-Preparation-Absentee Bids - Entry

Absentee Bids - Entry

This section has yet to be completed.


Auctions-Preparation-Buyer Deposits

Buyer Deposits

This section has yet to be completed.


Auctions-Marketing

Auctions - Marketing Menu

To see information on any of the items on this menu, please click on the option below.


Auctions-Marketing-Email Processing

Email Processing

This section has yet to be completed.


Auctions-Marketing-Mailing Labels

Mailing Labels

This section has yet to be completed.


Auctions-Marketing-Web Catalog

Web Catalog

This section has yet to be completed.


Auctions-DayOfAuction

Auctions - Day Of Auction Menu

To see information on any of the items on this menu, please click on the option below.


Auctions-DayOfAuction-Auctioneer-Active

Auctioneer - Active

This section has yet to be completed.


Auctions-DayOfAuction-Auctioneer-View Only

Auctioneer - View Only

Below is a depiction of the View Only version of the auctioneer main screen

Similar to the Auctioneer Active screen, this screen is designed to be used by the auctioneer during an auction. The difference though is that this screen is designed to be used by an auctioneer who does not want to be personally in control of the current lot in an auction. This is especially helpful if you make a practice of hiring outside auctioneers to work as your auctioneer. Since these auctioneers may not be familiar with the way AuctionRPM operates, or perhaps you do not wish this type of person to be in control of the auction, then you would allow them to use the screen shown above to know what the current lot is, as well as some background information about the current lot.

In the case of where you do not want the auctioneer to be in control of the auction, then you need to put the Bid Entry screen into "Master Mode". Putting the bid entry screen into master mode will cause that screen to dictate what the current lot is. For more information on how to operate the pre-lotted auction bid entry screen in master mode, please click HERE. For more information on what the individual items on this screen mean, please see the descriptions for the same screen areas in "Day Of Auction - Auctioneer Active"..


Auctions-DayOfAuction-Pre-Lotted Auction - Bid Entry

Pre-Lotted Auction - Bid Entry

This section has yet to be completed.


Auctions-DayOfAuction-Audience Lot View

Audience Lot View

This section has yet to be completed.


Auctions-DayOfAuction-Non-Lotted Auction - Bid Entry

Non-Lotted Auction - Bid Entry

This section has yet to be completed.


Auctions-DayOfAuction-Monitor Absentee Bids

Monitor Absentee Bids

The monitor absentee bids screen is designed to be used by a person that is in charge of acting as a proxy bidder on behalf of the bidders who have submitted absentee bids for this auction. Below you will see a depiction of the "Monitor Absentee Bids" screen, as well as a description of the items found on this screen.

Auction #	The auction number control contains a list of all auctions that are scheduled from today forward. When you select an auction from this list, the screen will be loaded with the data for that auction and the dates of that auction will be displayed below your selection.

Track Lot

Selection With

Auctioneer	This checkbox allows you to indicate whether you want the highlight bar on the list of lots for this auction to automatically move down the list according to the current lot that the auctioneer is auctioning.

Audible Alert	When this checkbox is checked, you will hear a tone when there are absentee bids for the lot that is currently highlighted.

Items in this

Auction	This is a list of all lots in this auction.

Absentee Bids

For Current

Lot	This is a list of all absentee bids for the current auction. When a lot is highlighted in the list to the left, the appropriate absentee bids will blink in red.

NOTE: As an alternative, the absentee bids are also shown in the Bid Entry screen. Some auction houses allow their bid entry clerks to act as the absentee bid proxy bidder as well as recording the winning bids. If this is the case, then the list on that screen could be used and this screen wouldn't be needed.


Auctions-DayOfAuction-Buyer Quick Lookup

Buyer Quick Lookup

During the auction, there are times when buyers need to check with the clerks to see how much they have spent so far. The screen below has been provided so that this information can be ascertained in a quick manner.

Auction Number	This is where you select the auction that is to be scanned. Once you select the auction, the next step is to select a buyer in that auction. This control may already be filled in for you depending on if you have already selected an auction number elsewhere in the program.

Bidder Number	This is where you select the bidder number that is to be shown. Usually the bidder will already know his/her own bidder number for this auction and so it can be entered directly. After entering this number (and pressing enter) the data for this bidder is shown.


Auctions-DayOfAuction-Consignor Quick Lookup

Consignor Quick Lookup

During the auction, there are times when consigners want to check with the clerks to see how much has been sold for them so far. The screen below has been provided so that this information can be ascertained in a quick manner.

Auction Number	This is where you select the auction that is to be scanned. Once you select the auction, the next step is to select a consigner in that auction. This control may already be filled in for you depending on if you have already selected an auction number elsewhere in the program.

Consigner Code	This is where you select the consigner that is to be shown. Either the consigner Auto Locator can be used or if you already know the code it can be entered directly. After entering this number (and pressing enter) the data for this consigner is shown.


Auctions-DayOfAuction-Auction Quick Lookup

Auction Quick Lookup

This section has yet to be completed.


Auctions-AfterAuction

Auctions - After Auction Menu

To see information on any of the items on this menu, please click on the option below.


Auctions-AfterAuction-Print Selected Summary

After Auctions Menu - Print Selected Summary

This section has yet to be completed.


Auctions-AfterAuction-Print All Summaries

After Auctions Menu - Print All Summaries

This section has yet to be completed.


Accounting

The accounting menu is where most of the operations that have to do with accounting are performed. You will notice that the menu is divided up into three major sections. These sections are:

Billing	This menu shown you options having to do with invoicing, entering payments and reviewing invoices. You also have the ability to print statements which is for those auction houses that choose to carry terms for some of their customers and bill them on a periodic basis. To see information about the items on this menu, please click HERE.

Expenses	As with any business, expenses are involved. With an auction business, expenses can be directed toward the buyer or the consigner as well. This menu allows you to define and maintain five different kinds of expenses for your auction.. For more information about the features on this menu, please click HERE.

Accounting

System Interface	The accounting system interface is currently being developed. When completed, it will allow for the posting of general ledger journal transactions to be posted directly to Intuit's QuickBooks


Accounting-Billing

Accounting - Billing Menu

To see information on any of the items on this menu, please click on the option below.


Accounting-Billing-Create Invoice

Create Invoice

This section has yet to be completed.


Accounting-Billing-Reprint/Void Invoice

Reprint/Void Invoice

This section has yet to be completed.


Accounting-Billing-Invoice Management/Review

Invoice Management/Review

This section has yet to be completed.


Accounting-Billing-Print All Open Invoices

Print All Open Invoices

This section has yet to be completed.


Accounting-Billing-Enter Payments

Enter Payments

This section has yet to be completed.


Accounting-Billing-Print Statements

Print Statements

This section has yet to be completed.


Accounting-Billing-Record Consignor Payments

Record Consignor Payments

This section has yet to be completed.


Accounting-Billing-Process And Print Consignor Checks

Process And Print Consignor Checks

This section has yet to be completed.


Accounting - Expenses

To see information on any of the items on this menu, please click on the option below.


Accounting-Expenses-Add General Auction Expense

Add General Auction Expense

This section has yet to be completed.


Accounting-Expenses-Add General Buyer Expense

Add General Buyer Expense

This section has yet to be completed.


Accounting-Expenses-Add General Consignor Expense

Add General Consignor Expense

This section has yet to be completed.


Accounting-Expenses-Add Item-Specific Buyer Expense

Add Item-Specific Buyer Expense

This section has yet to be completed.


Accounting-Expenses-Add Item-Specific Cosnginer Expense

Add Item-Specific Consignor Expense

This section has yet to be completed.


Accounting-AccountingSystemInterface

Accounting System Interface

This section has yet to be completed.


Reports

One of the strengths of AuctionRPM is the amount of available reporting. Most of these reports are based on direct requests from our user groups.

Below you will find a complete list of all reports that have been developed. Please click on the report you would like more information on. (Please Note: Some of the report numbers are omitted in the list below. These reports are internal reports to the normal operation of AuctionRPM, and are not available for independent run by a user.)

•	#1 - Buyer Payment Method Master Reports

•	#2 - Buyer Master Report

•	#3 - Consignor Master Report

•	#4 - Consignment Fee Code Master Report

•	#5 - Defect Codes Master Report

•	#6 - Inventory Category Codes Master Report

•	#7 - Inventory Source Master Report

•	#8 - Payment Type Category Master

•	#9 - Payment Type Master Report

•	#10 - State Master Report

•	#11 - Employee Master Report

•	#12 - Message Log Report

•	#13 - Inventory Items By Consignor

•	#14 - Inventory Items By Source

•	#17 - Open Item Aging

•	#19 - Open Account Statement

•	#20 - Buyer Purchase history

•	#21 - Auction Catalog - Two Column

•	#22 - Auction Bids Won - By Bidder

•	#23 - Auction Bids Won - By Lot

•	#24 - Auction Invoice Detail

•	#25 - Mailing Labels - All Buyers - 2 Columns X 10 Rows

•	#26 - Mailing Labels - Interested Buyers For Specific Auction

•	#27 - Auction Profit/Loss - By Inventory Source

•	#28 - Auction Worksheet

•	#33 - Consignment Fees Due - By Item Number

•	#34 - Auction Catalog - One Column

•	#37 - Web (HTML) Catalog

•	#38 - Registered Bidder List

•	#39 - Consignor Inventory List By Auction

•	#40 - Passed Lot Report

•	#41 - Buyer Deposit Detail Report

•	#42 - Unrefunded Deposit Report

•	#43 - Absentee Bids Won

•	#45 - Consignor Settlement Statement

•	#46 - Consignor Inventory Sold - By Auction

•	#48 - Export Excel Spreadsheet Of Buyers

•	#50 - Auction Worksheet - Condensed

•	#51 - Auction Worksheet 8 1/2 X 14 In.

•	#52 - Web (HTML) Catalog (No Pictures)

•	#54 - Auction Bids Won - House Buyers

•	#55 - Payment Type Summary - By Auction

•	#56 - Auction Worksheet - Condensed #2

•	#57 - Sales Recap - By Consignor

•	#58 - Mailing Labels - 3 Columns X 10 Rows - By Inventory Category

•	#60 - Mailing Labels - 3 Columns X 10 Rows - All Buyers For Auction

•	#61 - Unsold Auction Inventory

•	#64 - Auctioneer Master Catalog

•	#65 - Auction Inventory Control List

•	#66 - Consignment Fees Due - By Lot

•	#67 - Referral Source Analysis - By Auction

•	#68 - Auction Lot Winning Bid List

•	#69 - Auction Lot Winning Bid List (HTML)

•	#70 - Auction Bids Won (Condensed)

•	#72 - Registered Bidder List

•	#73 - Unpaid Auction Bids

•	#76 - General Inventory Report To Excel Spreadsheet

•	#77 - Unregistered Bidder Numbers Used In Auction

•	#80 - Export Auction Inventory To Excel Spreadsheet

•	#81 - Auction Analysis And Summary

•	#82 - Consignment Fees Due Report

•	#83 - Registered Bidder List

•	#84 - Auction Bids Won - By Bidder

•	#85 - Auction Bids Won - By Lot

•	#86 - Passed Lot Report

•	#87 - Payment Type Summary By Auction

•	#88 - Unregistered Consignor Codes Used In Auction

•	#89 - Auction Prices Realized

•	#90 - Auctioneer Master Catalog #2

•	#91 - Export RTF File Of Auction Lot Descriptions

•	#93 - Mailing Labels - All Buyers - 3 Columns X 10 Rows

•	#94 - Consignor Settlement Statement - Detailed

•	#95 - Expense Detail Report

•	#96 - Sales Journal By Bidder Number

•	#97 - Registered Bidder List - With Photos

My Reports

My Reports Is a tab that allows you to organize the reports you use the most in one convenient location. The My Reports tab is pictured below.

As you can see, reports 21, 38, 66 and 35 have been parked in this "My Reports" list. This list follows who you log on as. If you log on to the system as Annie, the you will see the reports that Annie has parked in her "My Reports" list. If however you log on as John, then you see the reports that John has parked in the "My Reports" list and not the reports that Annie has chosen.

To assign a report to the "My Reports" list, all you have to do is select a report from the categorized report list, Master Reports list or the All Reports list with the right mouse button. While holding the right mouse button down, drag the mouse pointer to the "My Reports" tab and release the right mouse button. This will cause the report to be added to the "My Reports" list for the person currently logged in to AuctionRPM.

You will also notice that there are arrow buttons just to the right of the "My Reports" list as pictured below.

These arrows allow you to re-arrange the order that the reports are shown in the list. Simply highlight the report in the list that you wish to move, then press the appropriate arrow. This will cause the report to move up or down the list depending on the arrow chosen.

If you wish to remove the report from the "My reports" list, highlight the report to be removed, then press the "Remove Report" button.


Report1

Report #1 - Buyer Payment Method Master Report

This section has yet to be completed.


Report2

Report #2 - Buyer Master Report

This section has yet to be completed.


Report3

Report #3 - Consignor Master Report

This section has yet to be completed.


Report4

Report #4 - Consignment Fee Code Master Report

This section has yet to be completed.


Report5


Report6


Report7


Report8


Report9


Report10


Report11


Report12


Report13


Report14


Report17

Report #17 - Open Item Aging

The Open Item Aging is a report that allows you to see a complete list of all open invoices (invoices that have not been paid) and allows you to see how they age. When running this report, you are presented with the following screen which allows you to select the parameters for the report.

The options shown on this dialog are described below:

All Auctions	This option will cause the report to show data for all auctions.

Specific Auction	This option will allow you to specify the auction that should be shown on this report. When this option is selected, the auction selector will be enabled. Click on the down arrow on the auction selector and select the desired auction

Buyer Account

Number	This sort method option allows you to specify that the invoices on this report are to be sorted by the buyer code

Buyer Name	This sort method option allows you to specify that the invoices on this report are to sorted by the name of the buyer.

After pressing the "Print Aging" button, you will be presented with the following report.


Report19


Report20


Report21


Report22


Report23


Report24


Report25


Report26


Report27


Report28


Report33


Report34


Report37


Report38


Report39


Report40


Report41


Report42


Report43


Report45


Report46


Report48


Report50
Report5050


Report51


Report52


Report54


Report55


Report56


Report57


Report58


Report60


Report61


Report64


Report65


Report66


Report67

Report #67 - "Referral Source Analysis - By Auction"


Report68


Report69


Report70


Report72


Report73


Report76


Report77


Report80


Report81


Report82


Report83


Report84


Report85


Report86


Report87


Report88


Report89


Report90


Report91


Report93


Report94


Report95


Report96


Report97


Tools

Tools Menu

The tools menu is where several tools are located that are designed to support the day to day operation of the program. The options in this menu are not necessarily options that will be used frequently, however this of course depends on how you choose to run your business. The tools menu is divided up into two main sections. These sections are:

General	The general tools menu is where you will find the ability to maintain master tables, create and maintain settings and defaults, etc. For more information about the options on this menu, click HERE.

Web Tools	Web tools are tools that are designed specifically for the internet. While it is not necessary to be connected to the internet to run AuctionRPM, if you are connected to the internet, the options here will give you the ability to see if there is a newer version of the program available, check what the latest company news from Symmetric Software is, and you can even design your own website with the AuctionRPM website designer! For more information on the options found in this menu, click HERE.


Tools - General Tools

To see information on any of the items on this menu, please click on the option below.


Tools-GeneralTools-Master Data

Master Data

From the tools main menu category, one of the options that is available to you is the Master Data option. This will take you to a screen as depicted below.

Master data can be thought of as data that acts as a supporting foundation to the day-to-day data that is entered into AuctionRPM. An example of this is the master data records for your employees versus the day-to-day (or "actual") data for the inventory items that are sold at auction. Master data is data that doesn't regularly change, as opposed to actual data which can change almost daily.

When first arriving at this screen you are presented with a list of master data tables on the left hand side of the screen. If you wish to manipulate the data in any of these table, then just click on that table. When you do, you will be shown a list of records that are already in that table (if any) and you will be shown the details panel for that table (in the upper right of the screen). The record that is currently highlighted in the list below, will be detailed in the details panel in the upper right.

For a detailed discussion of any of the master data tables please click on the appropriate table below. If you have not already done so, it is strongly suggested that you read through "Data Organization" and "Data Entry Principles" found in this help file.

To see a description of a particular master data table, click on the specific table name below.


Tools-GeneralTools-Settings And Defaults

Settings And Defaults

This section has yet to be completed.


Tools-GeneralTools-View Message Log

View Message Log

From time to time, there are messages that are produced by AuctionRPM that are useful to review at a later time. A good example of this is if there are any programmatic issues/errors that come up during the usage of the program. If this happens, AuctionRPM will make a note of this in the message log so that it can be reviewed later. Typically, you would transmit a copy of this message log to Symmetric Software Technical Support so that the issue can be resolved and a fix can be sent back to you.

Below you will find a depiction of the message log screen as well as a discussion of the various options and controls found therein.

Message List	The message list in the middle of your screen lists the messages that have been recorded up to this point. This is a common list for all stations that are using AuctionRPM at your place of business. This list will show the date the message was generated, the message itself, the type of message (Error or Warning) and the name of programmatic module that reported this error. Most of this information will not be very useful to you and is designed to be read by Symmetric Software technical support personnel.

Select All	One of columns in the message list is the "Tag" column. This column allows you to identify specific messages are about to be acted upon when you use one of the buttons at the bottom of the screen. The "Select All" button will cause ALL of the messages to be tagged.

Deselect All	This is the opposite of the button explained above. I will cause the tagged column for all messages to be unchecked.

Export Selected

Messages	This option will allow you to export the selected (or tagged) messages to an external disk file. This is typically only an option that will be directly requested by Symmetric Software technical support.

Print Selected

Messages	This option allows you to print out a list of the messages that are currently tagged.

Purge Selected

Messages	When there is no further need to retain the messages, This option can be used to purge the messages from the AuctionRPM system This option will only purge messages that are selected or tagged.

Email Selected

Messages	Using this option, you have the ability the messages that are currently selected to Symmetric Software technical support. This is typically only an option that will be directly requested by Symmetric Software technical support. This option will only work if the necessary email settings have been entered in settings and defaults.


Tools-GeneralTools-Print Archived Reports

Print Archived Reports

This section has yet to be completed.


Tools-GeneralTools-Mass Image Assignment

Mass Image Assignment

This section has yet to be completed.


Tools-GeneralTools-Consignment Contracts

Consignment Contracts

This section has yet to be completed.


Tools-GeneralTools-General Inventory Search

General Inventory Search

This section has yet to be completed.


Tools - Web Tools

To see information on any of the items on this menu, please click on the option below.


Tools-WebTools-Check For Program Updates

Check For Program Updates

The purpose of this option on the web tools is to allow you to see whether a newer version of this software has been published. If it says that a newer version is available, then it is suggested that you turn on the web updates option in Settings And Defaults under the Sub Systems tab. After that option has been enabled, then simply exit the program and re-enter it. When restarting the program, the program will now automatically download any new versions of the program!


Tools-WebTools-Email Processing

Tools - Email Processing

This section has yet to be completed.


Tools-WebTools-Company News

Tools - Company News

This option will take you to a screen that will show you the latest Symmetric Software news. Check frequently for information on updates, enhancements and releases to AuctionRPM!


Tools-WebTools-Web Site Designer

Web Site Designer

This section has yet to be completed.


Appraisals

The appraisals system is currently work in progress. Check back here when the appraisals system is completed.


Point Of Sale

This feature has yet to be completed. Check back here when the point of sale system is completed.


Entering Master Data - Buyer Premium Code Master

Buyer Premium Code Master

The Buyer Premium Code master is a table where you can define the different buyer premiums that you will charge your buyers when selling them a piece of inventory. Typically you assign to a specific auction (through the "Schedule An Auction" screen) the buyer premium codes that will be used when a buyer pays for the items with cash or credit. You also have the option to assign "Invoice Override" buyer premium codes to a buyer record. This causes those buyer premium codes to be used on any invoices for that buyer instead of the buyer premium codes that everybody else at the auction gets. This is typically done for special cases such as employees or family.

The Buyer Premium Codes master screen is shown below as well as a description of the fields found on this screen.

General Information

Code	The Code field is a field where a code that auctionRPM will choose for you is kept. When a new record is entered, AuctionRPM will select a new code that is to be assigned to this new record.

Description	This field is where you can enter a description for this Buyer Premium Code.

Rates And Prices

The rates and prices tab is where you can define the buyer premium rates and prices that are to be charged. You will notice that the fields offered to you on this tab allow you to define a sliding scale (if desired) of fees that are to be charged.

For example, Suppose you want to charge a 10 percent buyer premium for any items that were sold under 5000 dollars, however anything over 5000 dollars you want to charge a flat 100 dollars plus 5 percent of the sale price. To do this, you would want to enter data into this screen as shown below.

This way, AuctionRPM will calculate the buyer premium correctly.


Entering Master Data - Buyer Master

Buyer Master

This section has yet to be completed.


Entering Master Data - Consignor Master

Consignor Master

This section has yet to be completed.


Entering Master Data - Consignment Fee Codes Master

Consignment Fee Codes Master

The consigner fee master is a table where you can define the different fees that you will charge your consignors when selling a piece of inventory for them. Typically a consignment fee code is related to a specific piece of inventory when the inventory is entered in the Inventory Master screen. The code that is entered there is a code that comes from this table.

The Consignment Fee Codes master screen is shown below as well as a description of the fields found on this screen.

General Information

Consignment

Fee Code	The Consignment Fee Code field is a field where a code that auctionRPM will choose for you is kept. When a new record is entered, AuctionRPM will select a new code that is to be assigned to this new record.

Description	This field is where you can enter a description for this consignment fee code.

Ignore

Amount	This amount is used if you want AuctionRPM to ignore the first certain amount of the sale price of an item before it starts calculating the consignment. For example, lets say that the consignment fee percentage is 15%. Lets also say that the ignore amount is 100.00 and that an item sold for 250.00 dollars. Under these circumstances, the first 100.00 dollars of the sale price will be ignored, and the 15% will only be calculated against the remaining 150.00 dollars.

Rates And Prices

The rates and prices tab is where you can define the consignment fee rates and prices that are to be charged. You will notice that the fields offered to you on this tab allow you to define a sliding scale (if desired) of fees that are to be charged.

For example, Suppose you want to charge a 10 percent consignment fee for any items that were sold under 5000 dollars, however anything over 5000 dollars you want to charge a flat 100 dollars plus 5 percent of the sale price. To do this, you would want to enter data into this screen as shown below.

This way, AuctionRPM will calculate the consignment fee correctly. Since the consignment fee is associated directly with a piece of inventory and not with a consigner in general, you have the flexibility to charge differing rates of consignment for different pieces of inventory.


Entering Master Data - Custom Field Master

Custom Field Master

The custom fields master is where you define the custom fields that are to be used when entering data into the inventory master. For more detailed information on how these custom field master records, please see "Entering Master Data - Inventory Category Master"

Since it is impossible to create a program that is all things to everyone, a well written program must be configurable. The custom field master is just such a tool. With the records in this table, you have the ability to define what kind of information is to be required from the user of AuctionRPM when inventory is being entered.

Below you will find a depiction of the custom fields master table, as well as a description of each field found on this screen.

Code	This field is where the code that is assigned to this custom field definition is kept. This code is automatically generated for you.

Required Data	This checkbox is used to indicate whether or not data will be required when an inventory item is being entered. Remember, the only time this custom field definition will be used in conjunction with the entry of an inventory item is when that inventory item has an inventory category code that uses this custom field definition.

Screen

Description	The description field is where you put the description for this custom field definition. This description is used in the inventory master screen as a label signifying the type of data that will be requested from the user who is entering inventory record data. For example if you are creating a custom field that will ask for the odometer reading for any inventory that falls under the inventory category of "Automobiles", then you would enter "Odometer" in this field.

Field Types

At this point there are four columns that allow you define the kind of custom field you wish to create.

True/False	This option allows you to indicate that this field is a simple true/false field. An example of this kind of field would if you want to  keep track as to whether or not a particular animal in your livestock auction has been vaccinated. In this case, you would select this option.

Text	This option allows you to indicate that this field is a text field that is able to accept general text. You can further define the behavior of this field with the following parameter:

Length	The length field is where you specify the number of characters that a user can enter into this field when entering data into the inventory master record that uses this custom field definition.

Numeric	This option allows you to indicate that this field is a numeric field.  You can further define the behavior of this field with the following parameters:

Decimal Points	This parameter defines the number of decimal points that are to exist to the right of the decimal point in this field.

Numeric Minimum	This field allows you to indicate a minimum value that is acceptable in the custom field.

Max. Value	This field allows you to indicate the maximum value that will be allowed in the custom field.

List	This option allows you to indicate that this custom field is a field that will present to data entry personnel a list of pre-defined values, and that person will be required to choose only one of the values in this list. There are two buttons associated with this field type. They are:

Add	This button allows you to add a new value to the list of pre-defined values.

Delete	This button allows you to delete the value that is currently highlighted in the list.

Even though this was stated earlier, it still bears mentioning again. These custom field definitions are only used when they are associated with an inventory category code. Each inventory category code allows you to associate up to four of these custom field definitions with it. You can associate different custom field definitions with different inventory categories.

For example, you have the ability to indicate that you want an odometer reading custom field to be required whenever the user is entering an inventory item under the category of "Automobiles", however you want a text field containing the name of the manufacturer of the user is entering an inventory item under the category of "Fine China".

All this can be done, when you put the custom fields to use!


Entering Master Data - Defect Codes Master

Defect Codes Master

This section has yet to be completed.


Entering Master Data - Employee Master

Employee Master

This section has yet to be completed.


Entering Master Data - Expense Type Master

Expense Type Master

This section has yet to be completed.


Entering Master Data - Inventory Categories Master

Inventory Categories Master

The inventory category master is a table that contains codes you define which will allow the categorization of the inventory that you add to the inventory master table.  There are several places in AuctionRPM where the inventory category data is kept and used. When you add a new piece of inventory, the inventory category that this piece of inventory belongs to must be identified. When you schedule an auction, you have the option of identifying the kinds, or categories, of inventory that will be sold at this auction. When you enter buyers into AuctionRPM, one of the pieces of data that you can associate with this buyer is the particular categories of inventory that this buyer is interested in. When you print auction catalogs, you not only receive the listing of all the lots that are in this auction, but you also can optionally receive a listing of all lots in this auction grouped together underneath their respective inventory categories.

All of these usages of the inventory categories start with the definition of the categories in this table. Below you will see a depiction of the inventory category screen as well as a description of each of the fields on the inventory category screen.

Inventory Category

Code	The inventory category code is a code that is automatically selected for you when you add a new category record.

Category Description	The category description is a description that is used when showing this category on the screen or in reports.

Custom Fields

As you will notice in the inventory category master table, there is a "Custom Fields" tab at the top of the screen where you have the option of identifying up to four custom fields that are to be associated with this inventory category. For an in depth discussion of custom fields and how they are defined, please "Entering Master Data - Custom Fields"

Custom fields are one of the more exciting features of AuctionRPM. Since it is impossible to create a computer program that can be all things to everyone, it is imperative that a program be flexible. Custom fields allow you to "teach" AuctionRPM about the kinds of information you want to keep track of when entering inventory.

When you enter a new piece of inventory, one of the pieces of information that you must enter is the inventory category that is to be associated with this piece of inventory. Since you have the option of identifying up to four custom fields with an inventory category code, this means that you have the ability to cause AuctionRPM to ask for differing data in the inventory master screen depending on the inventory category code that was selected.

For example, suppose you create an inventory category called "Automobiles" as shown below:

Lets also suppose that whenever you enter a new piece of inventory that falls under the category of automobiles, you want AuctionRPM to ask for the odometer reading for the vehicle. In this case you would first create a custom field possibly called "Odometer Reading", and then you would associate that custom field with the "Automobiles" category as shown below:

Now that you have done this, the next time you enter a piece of inventory with the category of automobiles as shown below:

... you then have the option of switching over to the "Custom Field Data Tab" (at the top of the inventory master screen) where you will be able to enter the odometer reading as shown below:

As you can probably see, this is a very powerful feature. With this feature, you have the ability to keep track of any piece of information for your inventory, Later, you can then use that information for whatever searching and analysis needs you may have.


Entering Master Data - Inventroy Item Condition Master

Inventory Item Condition Master

This section has yet to be completed.


Entering Master Data - Inventory Source Master

Inventory Source Master

The inventory source master table is where you define the sources for your inventory. The primary reason why this table is used is if you make a practice in your business to pre-purchase inventory that is to be auctioned later. If this is your practice, then the location where you purchase this inventory should be entered here. Then, when entering inventory into the inventory master table (see "Auction Preparation - Inventory Master"), you can associate this inventory source code with that inventory item.

Below you will find a depiction of the Inventory Source master table as well as descriptions of the fields found on this screen.

Source Code	This field contains a code that AuctionRPM will automatically generate for you. From here on out, this code will be associated with the Source you are about to add. Even though this is the case, you needn't worry about having to remember a lot of numbers in order to find your Sources. Whenever AuctionRPM needs you to identify a Source, it will provide you with an Auto Locator that will help you find the Source by entering the first few characters of the Source name.

Name	This field is where you will enter the name of the Source.

Address1	The Address1 field is where you will enter the first line of an address. In the case of a business with a suite number, then put the street address of the office complex on this line, then put the suite number in Address2.

Address2	See Above

City	This is where you enter the city where this Source is located. Optionally, you could pass this field by and proceed straight to the zip code field. After entering a zip code in the zip code field, AuctionRPM will automatically enter the city and state associated with that zip code.

State	This is where you enter the state where this Source is located. This field has an Auto Locator button next to it and you can use the auto locator screen to locate the code for the desired state. Optionally, you could pass this field by and proceed straight to the zip code field. After entering a zip code in the zip code field, AuctionRPM will automatically enter the city and state associated with that zip code.

Zip Code	The zip code field is where you will enter the postal code for the above address. After entering a zip code into this field, AuctionRPM will automatically enter the city and state associated with this zip code.

Contact 1 Name	In the case of where the Source is a business, the name of the business would have been entered into the name field above. The Contact1 name field is where you can enter the name of a person at that place of business that can be contacted. In the case of where the Source is a private individual, simply re-type the name of the Source in this field.

Contact 1 Phone	Enter the phone number of the primary contact for this Source.

Contact 1 Ext.	If applicable, enter the telephone extension of the primary contact for this Source.

Contact 2 Name	Like the Contact 1 name field above, this is where you can enter an alternate contact at a place of business. (See Above)

Contact 2 Phone	Enter the phone number of the secondary contact for this Source.

Contact 2 Ext.	If applicable, enter the telephone extension of the secondary contact for this Source.


Entering Master Data - Referral Source Master

Referral Source Master

This section has yet to be completed.


Entering Master Data - State Master

State Master

The state master table is where records regarding all of the states in the union are kept. Obviously this list isn't going to change much, but if the need arises, changes can be made here.

Below you will find a depiction of the state master table as well as a description of the fields found on this screen.

State	This is where the two character code belonging to this state is kept.

State Name	This field is where the long version of the state name is kept. This name is displayed next to the state code on various screens where an address is entered.


Entering Master Data - Tax Master

Tax Master

The tax master is where information is kept regarding the taxes that will be charged to your patrons. These codes are associated with a specific auction (see "Auction Preparation - Schedule An Auction"). As a result, you have the option of charging differing tax rates for differing auctions. This is especially useful if and when it is your practice to hold auctions in different locations.

Below you will find a depiction of the tax master screen as well as a description of the fields found on this screen.

Tax Code	This field contains a code that uniquely identifies the taxation arrangement defined in this record. You will notice that in the example above, "TUOL" is used to identify the tax record that defines the tax rates in "Tuolumne County". This code will hereafter be used to identify this record.

Description	This field contains a description as to what this tax represents. For example if this tax record represents the taxes that are collected your local county, then "County Sales Tax" could be entered here.

Tax Percentage	This field contains the percentage of tax that is to be charged to your buyers when purchases are made. A value of 10 and a quarter percent would be entered as "10.25".

Tax Amount	If the taxes are based not on a percentage but on a flat amount per purchase, that flat amount can be entered into this field.


Entering Master Data - Vehicle Color Master

Vehicle Color Master

This section has yet to be completed.


Entering Master Data - Vehicle Make Master

Vehicle Make Master

This section has yet to be completed.


Entering Master Data - Vehicle Model Master

Vehicle Model Master

This section has yet to be completed.


Entering Master Data - Vehicle Options Master

Vehicle Options Master

This section has yet to be completed.


Entering Master Data - Vehicle Type Master

Vehicle Type Master

This section has yet to be completed.


Entering Master Data - Zip Code Master

Zip Code Master

The Zip Code master table contains over 43,000 records in it representing all known zip codes at the time AuctionRPM was published. From time to time though, the postal service puts new zip codes into use and so this zip code table is made available here to allow additions, editing, and deletion of records.

Below you will find a depiction of the zip code master table as well as a description of the fields found on this screen.

Zip Code	This field contains the 5 character zip code

City	This field contains the city that is associated with this zip code.

State	This field contains the state code where this zip code is found. A state auto locator is made available here for your use.

Area Code	This field contains the telephone area code that is in use in this zip code.