đ Auction Day
Step 1: Check In
Live Auction Check-In
If you're conducting a live auction, follow these steps to check in your bidders:
Go to:
âAuction Day > Check InClick:
The âCheck Inâ button on the left side of the screen next to each bidder's name.Note:
For internet-only auctions, bidders are automatically checked in, so no action is required.
Once a bidder has been checked into an auction, their information is automatically saved in your Customer Center.
You can access the Customer Center at any time by selecting it from the top menu in AF360.
This allows for easy reference, future registrations, and ongoing customer relationship management.
đ¨ď¸ Optional: Print Bid Cards
AF360 offers a convenient Print Bid Card option in the Check-In area for live auctions. This applies to all live formats, including:
HiBid Absentee
Webcast
Live (Traditional)
How It Works:
During the check-in process, youâll see a checkbox labeled:
ââPrompt Print Bid Card on Check-In.âWhen this box is enabled, a preview and print window will automatically open in a new tab for each bidder as they are checked in.
Permanent Bidders:
If you check in your permanent bidders with this option turned on, the system will prompt bid card printing for each of them automatically.
This feature helps streamline check-in and ensures all bidders receive their cards quickly and efficiently.
If someone needs a new bid card, you can click Edit next to the bidder and Print Bid Card button.
You can also print a single bid card or multiple from the Print Bid Cards button at the top.
Step 2: Clerking
Clerking for Live Auctions
If you're conducting a Live or Webcast auction, you'll need to manually manage bids using the Clerking Grid in AF360.
To Access the Clerking Grid:
Navigate to
Auction DayClick on
Clerking
From this screen, you can:
Open and close lots
Accept floor and online bids
Mark lots as sold or passed
Enter bid increments and winning bidder numbers
The Clerking Grid is your real-time control panel for running a smooth and accurate live auction event.
Clerking Lot Entries
đš For Pre-Cataloged Auctions:
If the auction is pre-cataloged, clerking is quick and streamlined:
Enter the Lot Number â this will auto-populate the lot information.
Input the Hammer Price.
Enter the Bid Card Number for the winning bidder.
Click Save to record the clerking activity.
đš For Non-Cataloged Auctions (Clerking on the Fly):
If the auction is not pre-cataloged, youâll need to enter the lot information manually:
Enter the Lot Number
Input the Consignor Name
Enter the Lot Title
Input the Hammer Price
Enter the Bid Card Number
Click Save to complete the clerking entry
This method allows you to build and clerk the auction in real time as it progresses.
To edit a clerking activity, simply scroll down to view and make changes to each clerked lot.
Step 3: Settlements
Processing Payments
To mark a bidderâs settlement as paid (resulting in a $0.00 balance), youâll need to add a receipt to their settlement.
To mark an individualâs settlement as paid with a balance of $0.00, simply add a receipt to the bidderâs settlement. To do this, click on âView Settlementâ next to the bidderâs settlement
To add an additional charge to a bidderâs settlement:
Scroll to the bottom of the settlement page.
Click the âAdd Buyer Auction Chargeâ button.
Enter the details of the charge (description, amount, etc.).
Save the charge to update the settlement balance.
This allows you to include any extra fees or charges after the auction has concluded.
To mark an item as paid, select âAdd Receiptâ on the right, then choose the payment type the bidder is using.
Review all the charges to ensure they are correct, enter the amount paid, and then select the appropriate option based on the payment method. Then save your changes
