Overview
Cataloging is the process of creating detailed listings for every item in your auction. This includes lot numbers, descriptions, images, and any relevant metadata that helps bidders make informed decisions. AF360 supports manual entry, bulk import, and image uploads.
A lot listing usually includes:
Lot number – unique auction-specific number for tracking items and setting the order of sale
Seller/consignor – the owner of the item(s)
Quantity – number of items in the lot
Title – short, descriptive name
Description – detailed information about the lot
Lot media – images and other media files
Lots can range from a single object (e.g., a painting) to a set of multiple related items (e.g., a collection of tools).
The highest bidder at the end of the auction wins the lot.
Adding a New Lot
The New Lot section in AuctionFlex 360 lets you quickly create a lot listing.
Lot Fields
Field | Description |
Lot Number | Unique auction-specific number assigned to each lot. Used for catalogs, online listings, and item tags. Usually assigned sequentially. |
Seller / Consignor | The person or business who owns the item(s) being sold. Typically agrees to a commission arrangement with the auctioneer. |
Quantity | Number of items in the lot. May be a single item or multiple grouped items. |
Title | Short, clear name for the lot. Example: “Vintage Silver Tea Set” or “Set of 4 Bar Stools.” |
Description | Detailed explanation of the lot, including condition, size, materials, age, notable features, or defects. |
Lot Media | Drag and drop images directly into AuctionFlex 360 to assign them to the lot. Use clear, well-lit photos. |
Save Options
Save / Next – Saves the current lot and opens a blank lot entry form for the next item.
Save / Edit – Saves and allows further edits to the current lot.
For more editing details, see the Lot Details guide.
Scan Lot
Use Scan Lot to quickly add items by scanning their UPC barcodes. You can:
Assign a consignor
Instantly create a lot entry pulling images and data.
Great for open box or returned goods style auctions
Sale Order
The sale order is the sequence in which lots will be sold during the auction.
Strategic sale order planning can:
Maintain bidder engagement
Maximize competition on high-value items
Control the pacing of the event
Setting Sale Order
Click Sale Order to arrange lot order. The dropdown options include:
Option | Description |
Set Sale Order Equal to Lot Numbers | Orders lots according to their assigned lot numbers (e.g., 1, 2, 3…). |
Set All to 0 | Assigns all lots a sale order of “0” — resets the order for manual rearranging. |
Set All to 99999999 | Assigns all lots a high number so they appear last unless changed. |
Enter a Custom Order Using Lot Numbers | Manually type lot numbers in the exact order you want them sold. |
Tip: Always save changes after rearranging your sale order.
No Lots Selected
If no lots are selected, you cannot delete or transfer them.
When lots are selected, you can:
Delete them
Transfer them to another auction
Best Practices
Use clear, descriptive titles — they are the first thing bidders see.
Include multiple images from different angles.
Arrange your sale order strategically — put popular or high-value lots at key points in the auction.
Double-check lot numbers to prevent duplicates or skipped numbers.
If you’d like, I can also build a “Lot Creation Checklist” one-pager that staff can print and keep by their workstations, covering all required fields, image specs, and sale order tips.
Do you want me to make that checklist next?
You said:
yes, go ahead and create a lot creation checklist
ChatGPT said:
Here’s your Lot Creation Checklist one-pager — formatted so auction staff can print and use it at their desks or photo stations.
Lot Creation Checklist – AuctionFlex 360
Before You Start
✔ Confirm the auction is created and ready for lot uploads
✔ Gather item details from consignors/sellers
✔ Have all lot images organized and ready to upload
Required Fields
Lot Number – Assign a unique, sequential number.
Seller/Consignor – Select the correct consignor from the list.
Quantity – Single item or number of items in the lot.
Title – Short, clear name describing the lot. (Example: “Antique Oak Rocking Chair”)
Description – Include:
Condition (e.g., new, fair, excellent)
Dimensions/size
Material(s)
Age/year if known
Provenance or notable history
Any defects or damage
Images (Lot Media)
Specs:
Aspect ratio: 16:9
Orientation: Landscape (camera on left, charging port on right)
Max size: 2048 × 1536 (larger will be resized)
Checklist:
Main image is the most attractive angle
Additional images show all sides/angles
Close-ups of notable details/defects
Consistent lighting and background
Uploaded to correct lot in AuctionFlex 360
Sale Order Planning
Decide when this lot should appear in the auction
Use Sale Order button to arrange:
Equal to Lot Numbers
Set to 0 (reset for manual arrangement)
Set to 99999999 (send to end)
Custom order by lot numbers
Save changes after rearranging
Final Save
Click Save / Next for quick entry
Click Save / Edit for more detailed changes
Double-check lot appears correctly in the auction list
Pro Tip:
High-value or eye-catching lots make great candidates for Auction Preview Tab lead-off images to boost bidder interest before the sale.