Auctions are a method of sales, where the supplier, or auction house, receive lots from supplier, or seller, who will then sell the lot for a fee. The lots are then offered for sale in a time limited auction.

An auction process may result in

  1. Lot sold to the highest bidder.

  2. Lot sold for estimated sales price (aftersale).

  3. Lot is not sold.

There are several types of auctions, with the two main ones being sale on location and online auctions. The similarities are that the lots are sold after bidding, where the bids may come before or during the auction.

Most auction sales go directly to the customer with the highest bid, but sometimes to the bidder using a "Buy now" option in the aftersale, for the given price connected to this option. If the lot is not sold during the auction it may be returned to the supplier, or moved to another auction.

Tasks involved in this process

  1. Preparing an auction

    The auction parties needs to be defined, with sellers and bidders (buyers).

  2. Handling lots

    All lots to be sold during the auction needs to be registered, and a receipt sent to the supplier.

  3. Scheduling an auction

    The duration of the auction needs to be set in accordance with the type of auction.

  4. Conduct the auction

    All potential bidders will receive a bidding number (except online auctions), bids must be registered and the lots may be sold to the highest bidder.

  5. Finishing an auction

    In the end phase of an auction the auction house needs to decide what to do with the unsold lots.

  6. Follow up the auction

    The auction is finished and customers are billed and suppliers are paid. Follow up with reports and statistics.

Customer and supplier management

A customer may be a private person or a company. All customers have different terms and preferences, all of which must be maintained and updated. In the auction solution there is also a mirrored supplier for each customer or vice versa. They will have the same account number and there is functionality for handling these as one instance, for example regarding settlement with focus on both sales and purchases (clearing).

This process may result in

  1. A new customer and supplier are registered.

  2. The customer and supplier terms are maintained.

  3. The customer/supplier contact information is maintained.

  4. Customer relations are closed.

Everyone who wishes to sell their lots on an auction needs to be registered as suppliers. The same applies for those who want to buy a lot. They have to be registered customers. Customers can be created also when the auction is active. Customers will get unique bidder numbers for an auction if they place bids or are represented in the room on auction days.

All you need to register a new customer/supplier is name, address, payment and delivery terms and contact information.

Tasks involved in this process

  1. Register a new customer or supplier (mirrored).

  2. Maintain and update the accounts.

  3. Either expand or reduce the terms for the customer/supplier, update information and similar. Including commission, fee handling, bidder number and areas of interest.

  4. Document handling, setting rules for customers/suppliers regarding where the different documents will end up.

  5. Correspondence with the customer/supplier.

  6. Sending reports and other correspondence.

Settings for Auction - Customer and supplier management

Setting name

Description

Commision Percent on Supplier (SUP)

Value in this setting is a numeric value for Commision Percent that is inherited by the Supplier (SUP) when a new Supplier is created. The value will be used for calculating the Commision Amount that Supplier has to pay the Auction house when selling LOT's. If the value is 20 (percent) and a LOT is sold for 200 NOK, - the Supplier must pay the Commision Amount= 40 NOK to the Auction house, and is paid 160 NOK.  The Commision Percent is inherited by the LOTSSA from the Supplier, and from the LOTSSA to the LOT. For more information: https://help.rambase.net - Auction/Customer and supplier management

Customer (CUS) Duplicate Check

If this setting is ON, - a duplicate check for Customer information is done

Fee Percent on Sales Order (COA)

Value in this setting is a numeric value for Fee Percent that will be inherited to the Customer (CUS) when a new Customer is created. The value will be used for calculating the Fee Amount that Customer has to pay the Auction house when buying LOT's. If the value is 20 (percent) and a LOT has Current Bid 200 NOK, - the customer must pay Fee Amount= 40 NOK to the Auction house, in addition to 200 NOK for the LOT. The Fee Percent value should also be added in the 'Default Create-values' on Company (COM). For more information: https://help.rambase.net - Auction/Customer and supplier management

Mirroring Contact (CNT) between Companies (COM)

Value in this setting must be a DataBase. Contacts (CNT) in the DataBase holding this setting, will be mirroring to the DataBase added as a value in the setting. This functionality could only be used if the Rambase system contains more than one customer DataBase. Format to be used: LLL-LL (L for letters)

Mirroring Customer (CUS)  between Companies (COM)

Value in this setting must be a DataBase. Customer (CUS) in the DataBase holding this setting, will be mirroring to the DataBase added as a value in the setting. This functionality could only be used if the Rambase system contains more than one customer DataBase. Format to be used: LLL-LL (L for letters)

Mirroring information between Customer (CUS) and Supplier (SUP)

If this setting is "ON" - Information fields on Customer (CUS) will be mirrored to Supplier (SUP) and vice versa. Which fields that will be mirrored are hardcoded, and can only be updated by Hatteland

Supplier (SUP) Duplicate Check

If this setting is 'ON' - There will be performed a duplicate check for Supplier information

Auction supplier/seller

The supplier/seller (SUP) application is similar to the customer/buyer application.

To open the Supplier (SUP) application, find Auction in the RamBase menu and then Customer & Supplier management. Click Suppliers to enter the SUP application.

Folder descriptions
  • Main Data

    The main data folder contains information regarding supplier contact information, terms, agreements and commission fees.

    1. Commissions-box

      Here you can set the commission percentage for different categories. The default commission percentage may be assigned to each group at the main level (Level 1) in the classification system. The percentage will be copied from SUP to the reception when the LOTSSA is created. And from LOTSSA to LOT when the LOT is created.

    2. Agreements section

      The SupFeeAmt (YES or NO) field is used to register if there is a supplier fee involved. This is usually used for costs connected to any expenditures the auction house has involved in the selling of the item, such as describing lots, packing material etc. The fee pct can be set in the SupFeeAmt-field in the Finance-folder on the associated auction (EVT). This fee can also be set in the pricing-box on the LOT when the LOT is created.

    3. Link to CUS

      Suppliers and customers are mirrored in the RamBase auction module. Up in the right corner there is a shortcut to the customer.

Auction customer/buyer

To open the Customer (CUS) application, find Auction in the RamBase menu and then Customer & Supplier management. Click Customers to enter the CUS application.

Folder descriptions
  1. Main Data

    The Main Data folder displays all the relevant info regarding the customer, including preferences, contact information, bidding identification number and payment terms.

    1. Auction box

      In the left corner you can see a box with several checkboxes divided into categories. This is used to set the customers preferences in the categories of goods offered.

    2. BidderNo

      Every bidder needs a specific identification number to be able to bid on auctions. This option is found in the F12 action menu and displays two options. The Customer folder is for setting the bidderno to a customer, and the Auction tab sets the bidderno just for this auction. For online auctions, the customer account is used as the identifier.

    3. Agent

      A representative for the customer can be chosen.

    4. FeePct

      The Fee Percentage is a field in the Terms-box that dictates the fee percentage the customer needs to pay the auction house.

  2. Bidding

    This is an overview that enables you to see all the bids from this customer.

Create new customer/buyer

To open the Customer (CUS) application, find Auction in the RamBase menu and then Customer & Supplier management. Click Customers to enter the CUS application.

  1. Click the Create new customer icon. This will open a popup window where information must be added.

  2. Fill in all necessary information for the customer. Some of the fields are mandatory while others are optional. It is advisable to enter as much information as you have as this customer information will follow this specific customer in all transactions and correspondence between you and the customer. All information is editable, either for the session or the default, later in any process where this information is to be used.

  3. To activate the customer, click F12 to open the action menu and select the Register Customer (ST:4) option.

  4. To close customer, click F12 to open the action menu and select the Close Customer (ST:9) option.

Suppliers and customers are mirrored in the RamBase auction module. Up in the right corner there is a shortcut to the supplier.

Inspect bidding history

Bidding history may be inspected from the Bidding folder in the Customer (CUS) view.

Here you may look closer at the customers bidding history, with links to the events where bids were made and to the auction items (LOT) that were bid on.

Column descriptions
  1. St

    The current status of the LOT.

  2. LotNo

    The reference number of the LOT and direct link to the LOT.

  3. Description

    Description of the LOT.

  4. AuctionId

    The reference of the auction event (EVT) and direct link to the EVT.

  5. BidTime

    The time and date of the bid.

  6. Winner

    If the customer won the bid or not.

  7. Bidprice

    The ending price after bids.

Set commissions and fees

Sales commissions and handling fees may be set for suppliers and the auction house. These control the percentage paid to the supplier and the amount the auction house keeps to cover its expenses concerning the storage and handling of the auction item.

There are several documents where commissions can be defined in the system:

  1. LOT (object) overrides SSA.

  2. SSA (Goods Reception) overrides SUP.

  3. SUP (Seller) overrides COM.

  4. COM (Company) overrides EVT.

Sales commission may be set in the Commissions box, for each of the categories which has been defined for the company. This may be set as default on the company (COM), the supplier (SUP), on the LOTSSA and on the specific LOT.

  1. Supplier commission

    1. Supplier Fee

      In the Agreements box, the The SupFeeAmt field is used to indicate that an extra supplier fee will be added to lots when they are sold. Supplier fee is defined in the SupFeeAmt field in the Finance folder on the associated auction (EVT).

    2. Handling fee

      The handling fee is set in the LOTSSA field called HandleFee. The value is a numeric value (sum). It may also be set in the company settings (COM) or the specific LOT. This fee must be paid even if the LOT is not sold.

  2. Customer commission

    1. FeePct

      The commission paid by the customer when purchasing LOTs.

    2. Administration fee

      An administration fee may be set in the AdmFee field in the Finance folder of the specific event (EVT). The fee is added for each item bought, limited to a given upper limit. If this limit is reached, the administration fee is void as an incentive to purchase more. The limits are set in the company settings.

    3. Vat Fee

      The field in the Catalog Production folder called Feevat controls if the goods are VAT required. VAT is paid on the commission.

    4. Art Fee

      The art fee is set to a percentage of the actual price plus any other fees. The field TaxRef on the LOT controls if this fee is to be active or not.

    5. Lot Vat

      The Lotvat field in the Data folder on the LOT controls if the LOT is to be sold with VAT.

Preparing auctions

Auctions need time for preparation. Several things have to be in place before an auction is ready for activation.

The preparation process may result in

  1. Categories are created/updated.

  2. Auction is created.

  3. Auction is sorted.

  4. Auction is scheduled (all lots corresponding to an auction).

Combined auctions are normally active for a fixed period, while online auctions (lot sold online) could be valid for a long period. This means that you create a new auction for each combined auction, while online auctions just get new lots added (normally). Categories are common for all auctions, updates are done just one time (will be available for each auction that exist or are created). Sorting puts auction objects in the right order and assign object numbers according to this. Sorting is just done for combined auction today, mainly for catalogue purposes. Scheduling sets the date for when objects will be active for bidding.

Tasks involved in this process

  1. Create/maintain categories.

  2. Create and configure an auction.

  3. Set the rules for sorting of LOT.

  4. Sorting an auction.

  5. Schedule lots.

Settings for Auction - Preparing auctions

Setting name

Description

PostPrice when Reschedule LOT

If this setting is "ON" - PriceEstimate will be set equal to PostPrice when rescheduling a LOT in status=6. The update on PriceEstimate will be calculate from a settings (SCV;TYPE:BIDSTEP) that keeps information about when (after how many times the LOT have been tryed sold (number of RUNs on the LOT)), and how much the price should be decreased according to the existing PriceEstimate on the LOT

Start bid percent for combined auctions

Start bid percent to be set on new auction objects (LOT) when CLASS is set to "Combined". Value is set on auction event (EVT) and inherited to the objects.

Start bid percent for online auctions

Start bid percent to be set on new auction objects (LOT) when CLASS is set to "Online". Value is set on auction event (EVT) and inherited to the objects.

Using the WGR application

The WGR Builder allows super users to create and arrange categories in a hierarchical classification system. The information can also be loaded from a file into the system.

The top level category, Group, is a predefined category in the LOT classification system. The levels below the top level are numbered from one to five. Level 1 is where the main category should be defined. Each category at level 1 may be partitioned into one or more sub categories at level 2, and so on. It is the company's responsibility to define the categories at each level.

To create a new category in a level, use the Add Branch on Level-icons.

In the Catalog Production folder, you set the SortPrio for auctions for each unique category.

Catalogue sorting

Setting up catalogue sorting in WGR

An important setting you need to enter before the sorting is the SortPrio field in the Work Group (WGR) application. You can find this field in the Catalog Production folder in the WGR application.

The SortPrio field decides the sorting priority for the different categories. The main categories are sorted first (Level 1), and the following categories (Level 2-5) are sorted after with unique number sequences.

This means that when you have chosen a category in the Level 1 dropdown menu, you will need to add a number in the SortPrio field. At the highest level, it is sufficient with a single digit number. After you have entered the SortPrio value, choose the next category in the Level 1 dropdown menu and enter a new value, in sequence with the previous number given in the SortPrio. When all Level 1 categories have received a value, move on to Level 2 categories. It is recommended that the numbers follow a natural sequence, with some leeway to allow additional categories. It is also possible to use decimals if needed.

It is important to finish the sorting from the top category down to the lowest category before moving on to the next top category, so the LOTs are not mixed.

Setting up catalogue sorting in VList

The Value List (VLIST) application controls the sorting of LOTs in their respective categories.

Enter one of the existing VLISTs in the menu or create a new one using the Create New icon in the left corner.

Here you will have the opportunity to sort the LOTs within its category. The default sorting priority is set in the SortKey fields, but these may be overridden by the individual category sorting set in the columns below. The SortKey fields are retrieved from the LOTs.

The categories are displayed in the LevelX columns, with the VLIST sorting being set in the FieldX columns to the right. The VLIST categories are retrieved from the LOT category and the unique/general fields on the respective categories. It is possible to use the black arrows next to the fields to control if the categories will be descending or ascending.

When you are finished with the VLIST registration, press F12 to open the action menu and choose the option Register VLIST (ST=4>).

If you need to make changes, it is possible to open the VLIST for editing using the action menu option Open VLIST (ST=1>).

Set sorting parameters in EVT

When the VLIST configuration is done, open the Auction Event (EVT) application. Find Auction in the RamBase menu and then Preparing auctions. Click Auction to enter the EVT application.

You will find a button called Set sorting parameters in the Lot Info folder. Clicking this opens a popup where sorting parameters are set. Use the TAB key to navigate through the options.

The Sort Auction popup has several fields which needs information entered:

  1. Select value list to sort by

    This dropdown displays all available VLists. Choose the desired VList.

  2. Assign Lotnumbers - First Lotnumber

    Check this option and enter which lotnumber you want the series to start with (1000/1001 is common).

  3. Include blank lotnumbers

    Check this off.

  4. Include lotnumbers, from:

    To include all lotnumbers, check this off and enter the value set previously in the First Lotnumber field.

When finished, press the TAB key to navigate out of the menu and click the Start Sorting button at the bottom of the screen.

To block anyone from sorting again, click the Block EVT button for further sorting button.

The last step is to click the button called Print or export lots, which will give you a file with all lots sorted and the necessary information.

The Main Screen

The main screen displays three free form text fields: Title (name of the auction), SubTitle, and Auctiondays. It is possible to add a picture to represent the auction, and to visualize information graphically.

  1. The Data folder

    Contains data that is required in order for the auction to be activated and scheduled. Class and Visible are both mandatory fields. Activation of auctions are different when it comes to online versus combined auctions. Online auctions uses date and time for scheduling, while combined auctions are set to a fixed date, without time extensions.

  2. The Titles folder

    Used to allow WEB users to select a preferred language. While the texts in the left section are expressed by the defined default language, the title, subtitle, and auction days in the right section may be expressed in an optional language.

  3. The Review folder

    Contains review texts in two languages that may be displayed on the WEB. For more details, see the description of the Titles folder.

  4. The Article folder

    Contains article texts in two languages that may be displayed on the WEB. For more details, see the description of the Titles folder.

  5. The Lot info folder

    Displays an overview over lots pending, active, sold, unsold, and also functions for sorting, view/change LOTs and file export (catalogue).

  6. The BidderNo folder

    Lists the bidder numbers for the current combined auction. Bidder numbers are linked to their respective bid notes.

  7. The Finance folder

    Shows account information, pay terms, fees and DueDate can be set. Used if sale or purchasing should be linked to a certain account.

  8. The BidNotes folder

    Lists the bid notes linked to this auction.

  9. The Reports folder

    Shows available relevant reports.

  10. The Podium folder

    Shows if the auction is activated in podium, which LOT that is active on the Podium now, and the active podium PID.You may use the Correction list found in this folder to correct any information on LOTs that are hammered on this auction. If you see you have entered incorrect information after the fact, you may fix this easily by entering the Auction Event (EVT) by typing EVT in the program field and pressing ENTER. Enter the Podium tab in this view and use the Correction list. You may use this function as long as the auction is active (EVT is in ST:4) and the Sales Order (COA) is not registered (ST:0).

  11. The Statistics folderContains all relevant information regarding LOTs, bids, sales etc.

Creating a new auction (EVT)

  1. To open the Auction Event (EVT) application, find Auction in the RamBase menu and then Preparing auctions. Click Auction to enter the EVT application.

  2. Click the Create new auction icon to create a new auction.

  3. Enter a title for the auction in the Title textbox.

  4. Choose which group the auction is to be sorted under using the Group dropdown menu. The categories here are defined in the Work Group Builder (WGR) application.

  5. Choose between Combined (online and podium) or Online in the Class dropdown menu.

  6. The Visible field gives you the options of YES and NO to publishing the auction. If the auction is ready to be published, choose YES, if not, choose NO.

  7. You may add a picture to represent the auction by using the Upload Image icon in the upper right corner. This will open a popup where you can browse for the image on your local drive.

  8. The PodiumStart field will only be visible if COMBINED auction has been chosen in the Class dropdown menu. Enter date and time for when the podium auction will start.

  9. ActiveDays states how many days the auction will be active.

  10. Enter remaining non-mandatory information as needed.

Schedule an auction

To open the Lot (LOT) application, find Auction in the RamBase menu and then Receiving lots. Click Lots to enter the LOT application.

  1. Select the Schedule folder in the LOT application. In the Schedule folder, select Auction and Week (online auctions). From the list of lots, select the "add" box on the items that are to be scheduled.

  2. Select the Scheduled radio button, and click Start Lots to start scheduling. Fill in the necessary information in the popup window.

  3. Click Start Lots to start the operation.

Start Lots will add start date/time and end date/time for each lot based on the schedule information in the Auction Event (EVT) selected.

In combined auctions ActiveDays, EndTime and EndInterval are not available. Instead the field EndDate for setting fixed end date is used.

Action menu options for EVT

  1. Activate Auction:

    • Auction Event (EVT) goes to ST:4.

  2. After Sale:

    1. The EVT goes to ST:5.

    2. All Bidnotes goes to ST:9.

    3. Sales Order (COA) is registerred from ST:0 to ST:8.

    4. Supplier Invoice (SIN) is created.

    5. LOTs from web is moved to ended auction.

    6. Unsold LOTs is set to ST:6.

  3. End Auction:

    1. EVT goes to ST:9.

    2. The LOTs on web becomes unavailable.

  4. Activate COA and Deactive CIN as Invoice

    Choosing this option results in a print of the invoice based on the order. The print is based on the Sales Order (COA) as it is quicker to print from a previous step in the forward process.

  5. Activate CIN and Deactive COA as Invoice

    This option is used to get a print of the invoice based on the Sales Invoice (CIN).

  6. Block for Adding new LOTs

    Disable the option of creating LOT on this EVT.

  7. Allow Adding of new LOTs

    This options allows you to create new LOTs on this EVT.

Receive Lots

Products in auctions are called objects. These are delivered and owned by suppliers who want to sell their goods. The auction house is responsible for describing and estimating the value of the objects. They also handle photo shooting of the objects.

This process may result in

  1. Reception from supplier is created.

  2. Object (product) is created.

  3. Object has been categorized, described and valued(pricing).

  4. Pictures are uploaded.

  5. Correction list, view list, list showing start prices etc.

Objects are the products in the Auction module. Goods that suppliers want to sell have to be registered as objects (LOT) in RamBase. They are usually grouped together if more than one object from a supplier is going to be sold, but a reception can also consist of only one object. Each lot are categorized, described and valued. Objects most often have one or several pictures attached to show/present the product. This can be added manually one by one or added in multiple numbers with an import job (batch).

Tasks involved in this process

  1. Receive goods from suppliers and create receptions.

  2. Create, describe and estimate prices for objects.

  3. Photo shooting and uploading.

Settings for Auction - Receive lots

Setting name

Description

Amount for Handle Fee on Supplier Invoice (SIN)

Value in this setting must be an amount that should be used as a fixed fee for HandleFee on all LOTSSA's and on all LOT's registrated on the LOTSSA's. The amount from the setting can be overwritten on a LOTSSA or on a LOT. HandleFee is a fee that Suppliers (SUP) has to pay the Auction house, even if the LOT is sold or not. For more information: https://help.rambase.net - Auction/Customer and supplier management

Product (ART) for ART Fee on Sales Order (COA)

The value in this setting must be a Product Id (ART) with the name you want to use for ART Fee on Sales Order (COA). ART Fee is calculated according to the setup in TAX archive with Type=ART Fee. The tax is calculated on the Sales Order (COA) by the total Gross Amount by Hammer and Fees. Format to be used is: ART/#NNNNNN (N for numbers). For more information: https://help.rambase.net - Auction/Customer and supplier management

Create a new LOTSSA

To open the Lot (LOT) application, find Auction in the RamBase menu and then Receiving lots. Click Lots to enter the LOT application.

There are three tabs in the LOT window, Objects, Receptions and Schedule. To create a new LOTSSA you have to work in the Receptions folder.

  1. Click the Create new button to register a new LOTSSA.

  2. Select the supplier/seller (SUP) in the Name field

  3. Fill in additional delivery details.

If you wish to deliver several LOTs in a series (i.e. several coins or stamps of the same kind) and you want them to have sequential numbering (for online auctions), you can use the option at the top called Add Lots.

Create a new LOT

To give a detailed description of a LOT, you need to create a LOT item. To open the Lot (LOT) application, find Auction in the RamBase menu and then Receiving lots. Click Lots to enter the LOT application.

  1. Click the Receptions folder and create a new reception of LOT by clicking the Create New Delivery icon in the lower left corner.

  2. In the Goods Reception Auction window, click on the Create new item icon to open a new LOT description window.

  3. Enter the mandatory information for the LOT:

    1. Upper Classification-box

      All the levels that have been defined must be filled out. This is very important for correct display in following documents/processes and web presentation.

    2. Lower Classification-box

      The LotType needs to be defined, and you can also add additional info regarding catalogue info, year etc. Additional info is dependant on category.

    3. Pricing-box

      In the pricing box (to the far right), mandatory fields are PriceEstimate, Startbid and Commission.

    4. Description/Additional description-folders

      The LOT needs to be described in these fields as detailed as possible.

You may create new LOT items and link these to an event (auction), unless the auction is blocked for adding new LOTs. If an auction is blocked, the auction will not be shown as an option in drop-down menus and popups while adding new LOT items. To allow adding new LOTs to the auction you need to press F12 and choose the Allow for adding new LOTs option.

  1. To upload pictures to the LOT, use the F12 option Upload image, or use the batch import for several images.

  2. If you need to create several items, for instance 100 items in a coin collection, you may create a list of 100 lot items by writing the number of lots in the Add Lots field.

    • Sometimes it could be necessary to withdraw a lot in an auction. There can be several reasons to withdraw a lot, for instance if a coin connected to a forthcoming auction is a fake. The lot isn't deleted from the auction or catalogue. On withdrawal the lot is flagged as withdrawn, and the picture of the lot disappears both in the RamBase application and online. The reason why the lot isn't deleted is to inform buyers that the product formerly offered on an auction is retracted. If any buyer has planned to participate in an auction because of this particular lot, they will be informed that the lot is not longer a part of the auction.

  3. To activate the lot, click F12 to open the action menu and choose the Edit Finished option, and press ENTER. This will set the LOT to ST:2.

Copy LOT

It is possible to copy an already described auction article (LOT) with all its details over to a new LOT.

  1. To open the Lot (LOT) application, find Auction in the RamBase menu and then Receiving lots. Click Lots to enter the LOT application.

  2. Open the Receptions folder and filter out the desired LOT.

  3. Highlight the desired LOT and press ENTER.

  4. You are now viewing the LOTSSA and can use the overlapping sheets of paper icons to copy the LOT. Press this icon.

  5. Enter the required information and choose if you want to copy the information to an editable LOT (ST:1) or an activated LOT (ST:2).

LOTSEARCH

Search Lot (LOTSEARCH) is an application that helps the user search through all available LOTs.

To open the Search Lot (LOTSEARCH) application, find Auction in the RamBase menu and then Receiving lots. Click Search lots to enter the LOTSEARCH application. You may also use the Search Example icon you find in LOT.

You can use the fields on the top of the screen to filter the results by adding criteria in the dropdown menus:

  1. Classification

    These three menus filter by the specific categories and subcategories.

  2. Catalog

    Filter by catalog.

  3. Year

    Filter by year.

  4. Condition

    Filter by condition of the object.

  5. Descr

    Free text field which filter based on the description text.

  6. Auction

    Filter by auction.

  7. LotNo

    Filter by the LOT number.

  8. Include

    Filter by the LOT status (all, pending, active, sold, unsold).

Description and price

The most important fields when creating a new LOT is the description and price fields.

  1. To open the Lot (LOT) application, find Auction in the RamBase menu and then Receiving lots. Click Lots to enter the LOT application.

  2. Highlight the desired LOT and press ENTER.

  3. Choose the different classification categories in the Classification box using the drop down menus.

  4. Enter a description in the Description box. This text will be visible for the customer.

  5. Choose the desired category in the LotType field.

  6. The Remark text field in the Catalog production may be filled in. This will not be visible for the customer.

  7. Enter all available pricing information the Pricing box to the right.

    • The HandleFee field contains pricing information regarding the fee required by the auction house to handle the suppliers item.

  8. After the description and pricing is finished, you may press F12 to open the action menu and choose the option Edit Finished. This will activate the LOT and set it to ST:2.

Batch import images for auctions

Uploading images

Object images to be used in the RamBase auction module are saved in pre-arranged area on the FTP-server; ftp://ftp.rambase.net.

Any program with FTP-support may be used to upload the images. The server is used exclusively for importing images to RamBase and the images are moved after import.

The images are uploaded as batches with up to 5000 elements. The images are saved in a file catalogue with the prefix BAQ during the process, and this catalogue must remain undisturbed, to ensure uploads without errors. The images are obtained from the FTP-server in intervals, for example every 2 hours, so it may take some time before they can be viewed.

Description for the folder structure on the FTP drop server
  1. Root

    Files to be uploaded are put here.

  2. /Success

    Files successfully uploaded to the auction system are located here. These files will be deleted from this server after a certain time, and is only used as a confirmation that the transfer was a success.

  3. /Error

    Files unsuccessfully uploaded are located here. The error may be technical in nature, or RamBase may have had problems with the file format. The files must be manually checked out, and if they look ok, you may attempt to put them back in root and attempt a re-upload. Corrupt files must be manually deleted.

  4. /Orphan

    The files in this folder does not have a reference specified, as in they are not connected to an auction object (LOTNO). This implies the auction object is described before the image is uploaded on the server.

  5. /Duplicate

    Files recognized as previously uploaded, and are thus identified as duplicates, are uploaded here. This is based on an algorithmic assessment by the system and not file name.

Supported file formats

The supported file format for images are JPG. The image format is 4:3 and it is recommended that the Images are optimized for web viewing.

Naming conventions for files

To associate the files to the correct auction object the file name must reflect the unique LOT-number in RamBase (NO). For auction objects with multiple images you must use a sort key. This sort key is a letter after the number sequence, starting with "a".

Example:

Object:

LOT/123456 (sequential number, not LOTNO)

File name:

123456.jpg

Main image

File name:

123456a.jpg

Second image

File name:

123456b.jpg

Third image

Action menu options for LOT

  1. Create Customer Order

    If a LOT has a winning bid, but there is no order created, this option will create one.

  2. Schedule LOT

    It is possible to use this option to manually schedule a LOT with start and end time.

  3. Change buyer

    This option can be used to change the buyer. The information concerning the new buyer must be entered in a popup.

  4. LOT Price Info

    This option allows you to add buyer and price if the LOT is to be sold to a customer. Press F12 again after the popup have appeared to choose the option Buy at Given Price. A COA will be created for the LOT.

  5. Not in Stock

    The LOT will go to ST:9 and a Stock Correction (SAW) document linked to a Goods Reception (SSA) document will be created and the stock will be reduced to 0.

  6. Unsold

    The LOT will go to ST:6 and can either be moved to a new auction or be returned to the provider.

  7. Buy at 90% of PriceEstimate

    When a LOT is unsold (ST:6) it can be bought for 90% of the price estimate. If there are bids on this item, they must be deleted first. The criteria for this option to be available is that it needs to be activated on Podium.

  8. Discard LOT

    The LOT goes to ST:D (discarded).

  9. Retract LOT from Auction (ST=1)

    If you want to edit the LOT, such as correcting a typo, this option must be used.

  10. Reactivate LOT and Delete all Bids

    This option will activate a LOT from ST:1 to ST:4 and deleting all bids placed.

  11. Retract and return to Supplier

    This option is used to retract the LOT and return it to the provider. The LOT goes to ST:9 and a Supplier Return (SRT) document is created.

  12. Change supplier on item/LOT

    Use this option to change the supplier.

  13. Edit Finished

    When the LOT is described you can use this option, which will send the LOT to ST:2 and ready for scheduling.

  14. Withdraw ST:4

    The LOT remains with ST:4, but the image of the LOT disappears from RamBase and web. This option is used in instances where there might be a suspicious LOT which needs to be removed. The LOT is flagged with WTD (irrelevant for customer).

  15. Move to other Auction

    This option is used when a LOT is to be moved to another auction (EVT).

  16. Buy at PriceEstimate

    If a LOT goes unsold it can be sold for the amount of the price estimate using this option. Choose the buyer in the popup.

  17. Return to supplier

    Used if the event holder wishes to return the object to seller. An SRT will be created for this purpose.

Status codes for auctions (LOT)

Status

Meaning

New LOT

Edit finished

Scheduled

Active (bidding possible)

Error (data must be checked)

Unsold

Sold (customer order made or Supplier paid)

Sold paid (also Transferred to new LOT, Retracted - Returned to supplier, Return from Customer, - Unsold: Returned to Supplier -, Not in Stock, Retracted

Discarded

Conduct auctions

After preparation is finished an auction is ready and buyers can start the bidding. When the time limit is reached or the object is hammered on the podium the object is sold or unsold.

This process may result in

  1. Active auction.

  2. Bid numbers are assigned.

  3. Bids are registered.

  4. Object is sold or unsold.

  5. Object is retrieved and paid for.

When everything is in place the auction house normally activate the auction (combined), which will make scheduled objects visible. It is also possible to activate an auction earlier, and use the visible flag to control when objects will show online (if one has online bidding/a web page). Biddernumbers are assigned both on bidnotes and when placing online bid, but it is also possible to assign bidnumbers in the customer application (typically on the day of the podium for those participating in the room). The four ways to place bids are, on a bidnote, on a lot, online or in the auction room on podium day. Objects with bids will be sold when the auction is ending, those without bid will be unsold. RamBase is supporting both group bidding and maxamount on bidnotes. Online auctions are ending when the timelimit is reached for an object, combined auction objects "ends" when hammered on the podium. If a buyer wants to retrieve object he/she has won there is an application for easy handling of payment and closure of the transaction.

Tasks involved in this process

  1. Activate auction/make auction visible.

  2. Assign bid numbers.

  3. Bidding.

  4. Conduct the podium(combined auction).

  5. Payment ("PAYDOC") for objects retrieved on auction days.

Settings for Auction - Conduct auctions

Setting name

Description

AuctionSupInvoiceFeeArticle

This should hold a reference to an article, so an article must be created in ART archive. This article will be the one that the auction system will use for SupFee in  SIN documents. Format to be used: ART/#123456

CreateTime for Supplier Invoice (SIN)

Value in this setting is either 'DIR' or 'BAT, and these options decide when the system should create Supplier Invoice (SIN) when a Combined LOT is sold. 'DIR' - Supplier Invoice will be created immediately after the LOT is sold. 'BAT' - Supplier Invoice will be created  by a batchjob when F12 Aftersale is started from Auction (EVT). For Online LOTs, the SIN will be created by a batch job every night

Extension of End at Time on LOT

Value in this setting is a TimeLimit that is added to the EndAt time on LOT, - if a Bid is received within the TimeLimit in this setting. E.g. - If the value in the setting is 00 00:03:00, 3 more minutes will be added to the EndAt time on LOT, - if a Bid is recieved within 3 minutes before the EndAt time on LOT

Max Fee Amount on Sales Order (COA)

Value in this setting is a numeric value for Max Fee Amount limit on Sales Order (COA). The Fee field is below the Freight field on Sales Order. If AdmFee is set in Finance folder on Auction (EVT), this amount will be accumulated per Sales Order Item up to a Max limit by this setting. The value is in SYS.CUR, means if DataBase has Currency=NOK, the value in the setting will be in NOK. If AdmFee (in EVT/Finance folder) is 50 NOK, and the Max Fee Amount limit in this setting is 140, - only the first two Sales Order Items will create Fee, and the Fee on Sales Order will not exceed 100 NOK. https://help.rambase.net - Auction/Customer and supplier management

Max Sell To in Podium application

Value in this setting is the max number of LOT's you are allowed to sell in one step using the 'Sell To' functionallity in the Podium application. If you pass the limit, you will get an information message in Podium saying "The max sell to limit has been exceeded! .. is the max limit!", and no LOTs are sold in this step

Minimum Commision on Combined LOT that is sold

Value in this setting must be an amount that will be used to register a minimum Commision Amount on Supplier Invoice Item (SIN-ITM). This value will be used to insure that the Auction house will get enought paid for selling the LOT for the Supplier. If the value in this setting is less than Commision Percent of the Current Bid, the Commision percent on LOT will be used, - and not the value from this setting. This setting is only for combined auctions, and not for online auctions

Minimum Commision on Online LOT that is sold

Value in this setting must be an amount that will be used to register a minimum Commision Amount on Supplier Invoice Item (SIN-ITM). This value will be used to insure that the Auction house will get enought paid for selling the LOT for the Supplier. If the value in this setting is less than Commision Percent of the Current Bid, the Commision percent on LOT will be used, - and not the value from this setting. This setting is only for  online auctions, not for combined auctions

Number of Overbid Notifiers

Value is this setting explains how many overbid object notifiers a Customer (CUS) are allowed to receive. Default value is "1", but this can be changed

Product (ART) for Commission Fee on Supplier Invoice (SIN)

The value in this setting must be a Product  (ART) with Name=Commision. This Product will be used to registrate Commision Fee on Supplier Invoice Item (SIN-ITM). Format to be used: ART/#NNNNNN (N for numbers). For more information: https://help.rambase.net - Auction/Customer and supplier management

Product (ART) for Fee on Sales Order (COA)

The value in this setting must be a Product Id (ART) with the name you want to use for the Customer Fee on Sales Order (COA). The Fee Amount will be calculated according to the value in the field Fee Percent on the Customer (CUS). Remember to update Reorder Point and Reorder Quantity via Local Stock folder on the Product, to avoid 'empty' stock. Format to be used: ART/#NNNNNN (N for numbers). For more information: https://help.rambase.net - Auction/Customer and supplier management

Product (ART) for Handle Fee on Supplier Invoice (SIN)

Value in this setting must be a Product  (ART) with Name=HandleFee. HandleFee is a fee that Suppliers (SUP) has to pay the Auction house, even if the LOT is sold or not. The product will be used to registrate HandleFee on Supplier Invoice Item (SIN-ITM). Handle Fee can be set as fixed fee for the company by adding a value in CSV/AuctionSupShippingAdviceHandleFeeAmount. A Handle Fee value can also be set for one single LOTSSA or on one single LOT.  Format to be used: ART/#NNNNNN (N for numbers). For more information: https://help.rambase.net - Auction/Customer and supplier management

Sort by in AuctionId dropdown

Value in this setting indicates how the Auctions (EVT) are sorted in the dropdown list for Auctions. Options are NO (AuctionId), Type (Combined/Online for EVT) or ST (status on the EVT). Default value is NO, but this can be changed. The dropdown for Auctions (EVT)  you find several places in the auction  module, in Bidlist, Bidnote, via F12 Set BidderNo on CUS, Bidding folder on CUS, MainEvt on Auction (EVT) and LOT meny (Objects and Schedule folder)

Activation of auction

After all information have been entered and the auction is ready, you may activate the auction.

Press F12 to open the action menu and choose the option Activate Auction. This sets the auction to ST:4.

Set BidderNo on customer

Every bidder needs a specific identification number to be able to bid on combined auctions. If the customer has entered a bid online, bidderno is automatically allocated. It can also be set manually for the specific customer in the CUS application.

Press F12 to open the action menu and choose the Set BidderNo option.

This popup displays two folders:

  1. Auction

    Sets the BidderNo just for this auction.

  2. Customer

    Sets a permanent BidderNo for the customer.

Number allocation rules

The Allocation is based on the following rules:

  1. 0-799 Domestic customers, manual allocation.

  2. 800-999 Foreign customers, manual allocation.

  3. 1000-7999 Domestic customers, automatic allocation.

  4. 8000-9999 Foreign customers, automatic allocation.

Print BidderNo

It is very important to have a clear sign with the BidderNo to show during the auction so the auction house can register the correct bidders. The F12 option Print BidderNo has been implemented to give the auction arrangers a quick and easy method of giving out signs with BidderNos during initial customer registration. This option is also available in the Set BidderNo popup.

Bidding

In an auction there are four ways to place bids on lots. This may be done by either placing the bid online, podium bids, by making the auction house placing the bid for the customer (in accordance with either phone call or e-mail from customer) or by registering a BIDNOTE. From the LOT window's Bid History folder you may monitor the different LOTs throughout the auction.

Monitor an auction
  1. In the objects folder in the LOT application, select the specific auction from the Auction drop down menu, or use the other search fields in the upper part of the Objects folder to restrict the search.

  2. To see more details about a LOT and its bid history:

    1. Select the LOT item line and press ENTER.

    2. Open the Bid History folder.

You may also monitor a specific LOT from one customer's bid note, but then you will only get some of the details from the bid history.

A third way to monitor an auction is to open the BIDLIST and use the filter fields toBidding restrict the search.

Adding bids to an auction using Bidnote

  1. To open the Bidnote (BIDNOTE) application, find Auction in the RamBase menu and then Conduct auctions. Click Bidnote to enter the BIDNOTE application.

  2. Click the Create new bidnote icon.

  3. In the new popup window, select the auction and a customer account by clicking the CUS icon behind the Name field. This will generate an empty bid note.

  4. Fill in the bidding details.

  5. You can add a value to the IncrPct (Increase Percentage) to automatically increase the bid amount per LOT / Bid on the Bidnote. This percentage is based on the bid amount and will increase the bid amount with the stated percentage in case it is overbid.

  6. Click F12 to open the action menu and choose the option Register to register the bid.

Grouping LOTs

It is possible to group lots if the buyer wants to place bids on several lots, but only want to win one.

I.e. if there are three similar stamps, and you only want one of them. This is done by adding the same number for these lots in the group field. When a bid note with groups is registrated to St:4, the program will check if this customer will get the leading bid on lots with lowest LotNo in this group. If so, an active bid (St:4) will be placed on this LOT and an inactive bid (St:1) will be added to each of the remaining lots in this group. If the lot with the lowest LotNo within the group has a leading bid from another customer, the system will check the next LotNo within the group.

All the bids on the Bid Note are marked with lost/won icons as the auction progresses. When the auction is closed, the bid note is set to St=9. Grouping lots may be done in combination with MaxAmount.

MaxAmount / BidAmount

In the MaxAmount field you may add the maximum amount of money you want to spend on the auction from this bid note. In the BidAmount field you may add the maximum price you want to bid on this LOT item. From the Bid History folder in the LOT window, BidAmount will be referred to as BidMax. When the combined auction starts, you begin to bid on the LOT with the lowest LotNo. If you have the leading bid on one item, the program will calculate the remaining amount available to use on the following LOT items. This is done by reading the MaxAmount field, then subtracting the sum of leading and/or winning bids on lots with lower LotNO than the current. If the bid note contains grouped lots, this calculation will also apply within the group. You may increase the MaxAmount on a bid note in St:4, the LOTs will then be recalculated. You can not reduce the amount on an active bid note.

Inspect Bidlist

The BIDLIST shows a listing of bids received from email, mail, phone, online etc before and during the auction.

To open the Bidlist (BIDLIST) application, find Auction in the RamBase menu and then Conduct auctions. Click Bidlist to enter the BIDLIST application.

The top fields gives the user the opportunity to filter the results by Auction, Account, Bidderno and Lotno.

Podium auctions

For podium auctions, on a physical location, the Podium (PODIUM) application is used. Podium auctions may be run simultaneously as online auctions, with Lots going offline when they are activated on the podium auctions. Before a podium auction starts, a bidder number (BIDDERNO) must be linked to bidding customers.

To open the Podium (PODIUM) application, find Auction in the RamBase menu and then Conduct auctions. Click Podium to enter the PODIUM application.

  1. Press F12 and choose the option Activate Podium to open a popup where you need to enter details concerning the auction.

  2. Choose which auction you want to present in the Choose EVT dropdown menu.

  3. Choose which LOT you want to start with. If you have an online auction active simultaneously as the podium, the active lot will go offline.

  4. Choose which LOT will be the last in the podium auction (optional).

  5. Enter the podium PID in the Podium PID field (your own PID will be set as default).

Conduct a podium auction
  1. The Podium application main screen is divided into three segments:

    1. Previous LOT

      The last active LOT which was sold/unsold. If the auction has just started, this segment will be empty.

    2. Active LOT

      This is the active LOT which is to be bid upon.

    3. Next LOT

      This is the next LOT in line to be bid upon.

  2. You can see all relevant information regarding the active LOT on the middle segment:

    1. Lot number

      The reference number for the LOT.

    2. Sell to

      Here you may enter a LOT number if there is a segment of LOTs to be skipped. The LOT number must be the last LOT of the segment. The segment amount is set in COM.

    3. Price est.

      The estimated price/value set on the LOT.

    4. Start price

      The current bid when activated on podium. Same as minimum price if nobody has placed a bid.

    5. Min. price

      The starting bid on a LOT.

    6. Highest price

      The maximum bid given.

    7. Max bidder

      The bidder number of the current highest bid.

    8. Hammer

      The winning bid is entered here, if not automatically entered.

    9. Bidderno

      The bidder number of the winning bidder.

  3. When the LOT has received a winning bid and the hammer icon has been clicked, you may proceed to the next LOT to be sold by clicking the black arrow icon on the bottom of the middle segment, or the Page Down button.

  4. If you need to change anything regarding the last LOT, press the Page Up button or the left arrow icon.

PAYDOC

The PAYDOC application provides an easy way to register payments on basis of bank list including several payments in a certain bank, or a banknote including a payment from a certain customer.

To start the application, write PAYDOC in the program field and press ENTER.

The application lists documents that can be object of payments.

  1. Filter by document in the Arch field.

    1. COA: Sales orders are be paid in advance.

    2. CIN: Sales Invoices are paid on, or nearby due date.

    3. CCN: Sales Credit Notes can be object to reimbursement to customers.

  2. Filter by customer account in the No/Account field.

    1. Type some of the numbers follow by a wild-card (*) in the customer account number and click the yellow arrow icon. You can also click the customer icon to look up the current customer.

    2. If you are searching by BidderNo, you can add a "B" as a prefix to filter only BidderNo-related items.

  3. Filter by bank in the Bank field.

    • Choose account registered in the BANK register from the dropdown selection box.

  4. Filter by due date in the CurDate field.

Pay document

Highlight any document in ST:4 in the menu and press ENTER to inspect details.

  1. If the documents are filtered by bank in the PAYDOC application, the field BankNo is pre-selected. Otherwise you have to enter the bank account the payment has been deposited to.

  2. If there is a deviation in the payment (that is that the deposited amount differs from the one registered on the financial document), the deviation has to be routed against a payment in advance on the customers account, or against a ledger account to hold the deviation.

    1. Enter text in the Payment in Adv field, and enter the deviation amount in the corresponding field. If the deposited amount is larger than the invoice amount, a payment in advance is registered on the customer account (positive sum in the amount field). If the deposited amount is lower the the invoice amount, a owing amount is registered on the customer account (negative sum in the amount field).

    2. Choose the ledger account to handle the deviation in the Account Trans field.

  3. Click the OK button to continue.

The CIN is set to status 9 and a PAY document is created in status 4.

Ending auctions

Auction houses have different ways of how they handle this, but an online auction is typically not closed the same way as a combined (podium) auction. An online auction can last for years, while combined auctions are ended when the last scheduled object (LOT) leaves the podium, with possibilities for aftersale before final closure.

This process may result in

  1. Objects sold on aftersale

  2. Unsold objects are moved to other auctions or returned to supplier

  3. Bidnotes are closed

  4. Invoices created, both customer and supplier invoices

  5. Ended auction

Online auction is as mentioned not ended very often. Combined auction is only available for a limited time with a fixed number of objects corresponding to the catalogue representing the auction. There is functionality for performing aftersale when podium handling is finished. Users don’t have to do this, but many use this for some last sales (and customer can get object quite cheap cause the price is set to the estimated price (no bidding). When putting the auction in aftersale or ending the auction, the system will automatically create customer and supplier invoices. This can also be configured to be handled otherwise. Bidnotes for the auction will also be closed in this process (when activating aftersale or ending the auction). End action will close the auction, and do mostly the same as aftersale regarding invoices and bidnotes if aftersale is not performed. When the auction is closed, sold objects not shipped are shipped and unsold objects are moved to other auctions or are returned to suppliers.  

Tasks involved in this process

  1. Aftersale

  2. End auction

  3. Handling of unsold objects

  4. Sold objects are shipped, handled by the PRESHIP and SHIP application.

Settings for Auction - Ending auctions

Setting name

Description

Notification PIDs for finance issues related to lot

Comma-seperated list of PIDs that will get a notification by IMS for finance issues related to lot.

Status on Supplier Return (SRT) when returning to Supplier (SUP)

If this setting is "ON" - The Supplier Return (SRT) that is created when using F12 'Return to Supplier' or F12 'Retract and return to Supplier' on LOT, will get Status=1, and must be forwarded to picking queue manually (Status=2). If the setting is "OFF" - The Supplier Return will be created directly to Status=2

Aftersale

After the auction is done, you can perform the Aftersale.

While in the Auction Event (EVT) application, press F12 to open the action menu and choose the option After Sale.

After this action has been performed, the EVT document will go from ST:4 to ST:5. Bidnotes will go to ST:9, which closes this for any new edits. All related Sales Order (COA) will be registered and ready for further processing.

Unsold LOTs will go from ST:4 to ST:6, and are ready for further processing, based on the internal routines in the specific company.

A Supplier Invoice (SIN) will be created and registered based on the Goods Reception (SSA), updated with the actual sales price based on the auction bids.

Modifying COAs

When a lot is sold, a Sales Order (COA) in ST=0 is created for the customer. If an agent place a bid for a 3. party, you can change the customer using the arrow in the Customer ID field on the COA. If the items on the COA should be divided between several customers, forward the COA to a new COA, and change the customer.

If the customer wants to delay the delivery of the objects, forward the COA to a new COA, and set a new REQ date. The COA will not appear in the PRESHIP application before the REQ date is reached.

Return unsold LOT to seller

Unsold LOTs are set to status ST=6. The lots may be assigned to a new auction, or returned to the seller.

To return a LOT, press F12 to open the action menu and choose the Return to Supplier option.

The lot will change status to ST=9, and be labeled Unsold: Return to Supplier. This will generate a Supplier Return (SRT) in ST=2. This SRT will appear in the PICK application used in the warehouse process. When the SRT is shipped, a Supplier Credit Note (SCN) is automatically created if the HandleFee on the lot is >0.

Auction deviation (CDV)

To be able to handle deviations, a Customer Deviation Document (CDV) must first be created from the related Shipping Advice (CSA).

Issue a credit note
  1. To open the Shipping Advice (CSA) application, find Logistics in the RamBase menu and then Shipping. Click Shipping advices to enter the CSA application.

  2. Highlight the desired CSA and press ENTER.

  3. Find the item in question in the item lines, highlight it and press ENTER.

  4. Use the context menu and choose the option Create Deviation. This creates a CDV document in ST=1.

  5. In the Customer Deviation window you will need to enter information regarding the deviation. The choices in the CDV fields are set in the Customer Deviation Codes (CDC) application.

  6. Select deviation type from the DevType dropdown menu.

  7. Select the correct cause in the CausedBy field.

  8. Open the Actions and Calculations folder. Change AccPrice if the invoice/credit note amount have to be changed.

  9. Enter what action to perform in the WareHouseAct field. The options here are controlled by the cause and type of deviation.

  10. The AccountAct field states the financial action based on the deviation.

  11. The IctAct is only used in situations where there is Inter Company Trading.

  12. The basis for calculating the gross margin is stated in the LccCalc field.

  13. Press F12 and choose the option Forward to Register to register the CDV. The CDV changes to ST>1.

The remainder of the process depends on the previously selected values.

New shipment to customer
  1. If WAREHOUSEACTCODE = "New shipment to customer" a new COA will be generated and made visible in the SHIPDOC application.

  2. The COA must be registered manually and follows a normal CSA process.

  3. F12 Goods received (Only ST=2): This function generates a SSA. Find the SSA in CUSRETURNDOC. The user must manually register the SSA. If WarehouseAction is set to Return item to seller, a SRT is automatically created, and the SSA change status to ST=3. The SRT is listed in SUPRETURNDOC and must be forwarded as standard shipping.

  4. F12 Account Action (Only ST=4): Create a new sales invoice (CIN) or sales credit note (CCN) depending on the value in AccountAction. The document is listed in ACCDOC.

  5. F12 Await Account Action (Only ST=4): Change status to ST=7.

Return to seller (SRT)

To return an object to the seller use SRT. SRT can be created from the CDV process, or by selecting the F12 option Return to supplier from lots in ST=6. SRTs are then handled similar to CSAs, and shipped with the PICK and SHIP applications. When a SRT is shipped (ST=9), and the handling fee is to be paid, a new SCN is created for the seller.

Missing LOT on shipping

If the object (LOT) is missing:

  1. The operator must reset the CSA to ST=1 with the F12 option Re-open for Entry.

  2. With the CSA in ST=1, click the delete icon to have the lot deleted.

  3. The lot is then transferred back to the COA (original) for further manual handling.

Missing in Warehouse
  1. Find the proper SSA item.

  2. Select the F12 option Stock Correction, and change the quantity in QTY to 1.

  3. When the Submit button is clicked, the system creates a SAW document and the quantity on the lot is adjusted.

End Auction

After the auction is done, you will need to perform the End Auction action.

While in the Auction Event (EVT) view, press F12 to open the action menu and choose the option End Auction to close the auction.

This will send the EVT document to ST:9, and the Bidnotes to ST:9, if this has not been performed earlier in the process.

Settlement

The settlement process mainly handle clearing (counter accounting) and disbursement towards suppliers after auctions.

This process may result in

  1. Supplier balances is handled based on the open transactions.

  2. Auction house pay the supplier when sales are bigger than purchases.

  3. Auction house send an invoice to the supplier if purchase are bigger than sales.

In this process the application Auction Balances (AUCBAL) is the tool that gives the auction house all the relevant information needed to perform the settlement in a good way. This application lists unique combinations of auctions and due dates on supplier invoices. It also shows info about possible prepayments and payments done. Entering a line in AUCBAL gives details for each supplier, this application is AUCBAL1. When every change and counter accounting is done, one can perform the payment for every supplier from the AUCBAL application. For special handling on a specific supplier this can be done from AUCBAL1. Final Salesreport works the same way. Use AUCBAL to send it to every supplier or use AUCBAL1 to send it to specific suppliers. Finale Salesreport can also be triggered from the Auction Event (EVT) application or the Supplier (SUP) application.

Tasks involved in this process

  1. Settlement

  2. Reporting

Settings for Auction - Settlement

Setting name

Description

Combined Customer (CUS) and Supplier (SUP) balance

If this setting is "ON" - Possible to mark an option to 'Include Supplier Balance' in CUSBAL (Customer Balance overview), in addition to Customer Balance that already is showing

Send Remittance Advice

If this setting is "ON" - Indicates that Remittance Advice should be created when Payments (PAY) are created from AUCBAL. It will override the general setting for Remittance Advice 'RemitDocby' under Finance

TimeSchedule for Auction Supplier Invoice (SIN) Registration

Auction Supplier Invoices (SIN) are automatically generated by batch-job the same day as Sales Order (COA) is created for a Lot. This batch-job will also register Supplier Invoices, and this setting could be used to decide when these invoices should be registered. This could be set up to be done daily, weekly or monthly. This setting is related to sale from Online Auctions

VAT included in Commision

If this setting is "ON" - The price on Commision will be adjusted on the Supplier Invoice (SIN) if the commision has a charged Vatcode. Example: If the price on the commision is 100 and the Vat for the commision is 25%: Commisionprice = Commisionprice / (1+Vatpercent/100. Then the commisonprice will be 100/1.25 = 80. Summarized if the setting is activated, the Vat is included  as a part of the calculated commisionprice, and the commisionprice before Vat will be reduced. If the commistion line has Vat percent=0, the commision price will not be adjusted.

Auction Reports

The auction objects (LOT)

A LOT is an object which is received and prepared for sale by an auction house. Objects are received from suppliers/sellers, and represented in RamBase as lot items. To open the Lot (LOT) application, find Auction in the RamBase menu and then click Receiving lots. Click Lots to enter the LOT application.

You can print a report based on the LOTs using the F12 option Print & Send Correction List, which will open a popup. In the To and From fields you can choose the time interval i.e. a specific week, and if you want it in print or a comma seperated file (csv).

The auction (EVT)

An Auction Event (EVT) is the actual auction event where objects are bid on and sold. To open the Auction Event (EVT) application, find Auction in the RamBase menu and then Preparing auctions. Click Auctions to enter the EVT application.

Enter the auction you want to receive reports for and press F12 to open the action menu. Choose the option Print/Send Documents to open a popup with further choices. The popup will show different types of reports related to the auction, with description of what type it is (description column) and which type of output you will receive (Media and Destination column). Report explanations:

  • Send alle budlister

A batch job which will send a report to the sellers with goods in the auction. It is also possible to send individual reports.

  • Correction list

Similar to the one available on LOT, but will narrow the results to the ones related to the EVT in question.

  • Aftersale

Shows objects, with information regarding price and buyer, sold after the podium auction is finished.

  • Packing list

Used when auction houses prepare shipments after large auctions. Shows information regarding size of object, price, bid number, customer and sequential number of the object.

  • Start price

Gives a quick overview over the starting price of the objects with bids.

  • Visningliste

Shows the type of an object. Used by auction houses during presentation.

Choose one of the item lines and press ENTER to add the report to the bottom section and click the Send button when you are finished.

There are also several other reports available in the EVT application from the F12 menu.

  • Temporary Sales Reports

The preliminary results for the auction. Shows all objects related to a given auction. Sales numbers are based on the DueDate. The last page also contain the summary for the given supplier on the auction in question.

  • Final Sales Reports

The final results for the auction. Based on the same results as the temporary sales report, but then only with sold items. The report does not show the unsold items

The Result List option will open a popup where you need to enter the start and ending LOT number you want in the result list. The Sales Reports options will both open a similar popup where you can add parameters such as auction, seller, invoice, filer etc. You can also edit the output, whether it be print, email or both. These reports can also be triggered from SUP.

The auction supplier (SUP)

Using the F12 option Print/Send Documents from the specific auction supplier opens a similar popup as in the EVT application. There are several reports to choose from here:

  1. Innleveringslister: shows which active objects the supplier has at the time of the report. This does not include unsold LOTs (ST:6).

  2. Rapport for Innlevert Materiale: shows the same as above, but with unsold LOTs.

You can also retrieve the sales reports from SUP, the only difference is that the SUP field is already filled out.

Auction balances (AUCBAL)

To open the Auction Balances (AUCBAL) application, find Auction in the RamBase menu and then Settlement. Click Auction balance to enter the AUCBAL application. AUCBAL lists unique combinations of auction and due date from supplier invoices related to auctions. The amounts in the Payments or Balance column should be equal to the total of the others for each auction. The amount in the Balance column indicates the supplier balance for each auction/due date.

Use the radio buttons in the bottom to filter the search results.

Balance per auction

To view the balances pr. auction, select an auction/event in AUCBAL and press ENTER.

Total Balance

The column shows the vendors balance against the auctioneer (supplier balance from the auctioneer point of view). Since most vendors are also customers, the balance can be both negative and positive. From the auctioneer point of view a negative balance indicates that the vendor has a claim against the auctioneer, while a positiv balance indicates the opposite. Some balances are flagged with a red, yellow or green bell. These are explained below.

Supplier CommisionPct

The column shows the commision amount in percent. The commision pct. is set for each vendor in the supplier register.

Supplier Fee

In the supplier register (SUP) it's possible to set a value for SupFeeAmt. If SupFeeAmt is set to YES, it's possible to add a fixed fee for handling objects for this certain supplier. In addition, commission and handlingfee can be added as usual.

Supplier Invoices

The column shows the total given by the documents generated on auction closing (invoices and credit notes), in other words the net sale for a certain vendor on a certain auction.

Commision

The column shows the commision amount calculated on a certain vendor on a certain auction and due date.

Avg. CommisionPct

The column shows the commision amount in percent. The commision pct. is set for each vendor in the supplier register. Nevertheless, the acutal commision can exceed the commision percent if the sales value is small. If a minimum commision is set, and the commision calculated by percent is lower than the min. commision, the minimum commision would be chosen.

Fee

This column shows the total fee. Fees from an auction can be calculated both as a fixed fee and as a calculated percent of the sales value

PrePayments

This column shows any amount pre-paid to the vendor. This amount is deducted from the vendor claims arising from the current auction in the settlement.

Payments

This column shows settled amounts from the current auction

Balance

This column shows open amounts from the current auction.

Select a specific vendor and press ENTER to view a report showing sold lots from this vendor on the actual auction. The same report will be shown by clicking the amount in the Supplier Invoices and Commision columns. By clicking the amount in the Total Balance column a report showing both supplier and customer posts from the current vendor. The total of supplier and customer posts are shown in the Total Balance column. By clicking the amount in the Balance column, a view of the supplier balance pr. duedate is shown.

Rightmost in the row, a create icon shows up next to any open balances. Click this icon to create Payment (PAY) documents for the Balance amount. Nevertheless, it is only recommended to do this if there are one or a few open posts to settle. Usually it is far more time-saving to do a quality check of the Balance amounts and then make PAY documents for all open amounts. How to do this is explained under the Auction settlement chapter.

Usually you will find that most vendors/suppliers are also customers in an auction house. The customer/supplier accounts will therefore contain both payable and receivable posts. To avoid paying a vendor that owes money to the company, posts available to counter-accounting are flagged by a colored bell. Counter-accounting in auction settlement means that there are unsettled customer/receivable postings which can be set-off against the vendor claims.

Green bell

The green bell indicates that there are amounts overdue in accordance with the Duedate parameter in Aucbal.

Yellow bell

Yellow bell means that a full disbursement against the vendor will give him a debit balance (the vendor owes money to the auctioneer).

Red bell

A red bell means that the receivable balance is larger then the payable for the vendor. The vendor owes the auctioneer money, not the other way around. In these cases there should not be any disbursement to the vendor. The vendor receives an updated statement of account where the payable balance is drawn from the vendors debt to the auctioneer.

Auction disbursment using Auction Balances

The Auction Balances (AUCBAL) application is a different approach to selecting payments to suppliers. Where Pending PAY (PENDPAY) is used to select supplier invoices for payment, AUCBAL is used to select vendors for payment subsequent to an auction. Auction disbursement is done subsequent to an auction. To open the Auction Balances (AUCBAL) application, find Auction in the RamBase menu and then Settlement. Click Auction balance to enter the AUCBAL application.

Set the wanted due date for disbursement in the top right corner Duedate-field to filter the listings by date. Select the auction due to disbursement and press ENTER.

Work your way through the AUCBAL detail view for the auction to inspect the disbursement proposals. Notice that the proposals are made by the vendor credit balance on this particular auction. Consider to counter account and alter due dates for vendor accounts flagged by one of the indicator bells. Counter account or alter due date where this should be done.

When quality assurance of the disbursements are done, PAY documents can be created. It's possible to create singles documents by clicking the rightmost create icon, but if disbursement is made on several accounts the batch-job approach is to be preferred.

Return to the AUCBAL application, select the auction ready for disbursement and press F12 to open the action menu and choose the Make Payments option to create the pay documents for the auction.

Enter the following settings in the window.

Auction

Connect the payments to a distinct auction. Verify that the preset auction is the one which is object of disbursement.

Supplier

Gives a possiblility to limit the disbursement to a single vendor

PayBy

Select method of payment. Usually it would be set to TELEPAY

Period

Enter the accounting period for disbursment

DueDate

Enter duedates for the batch-job. If disbursement is limited to a single date, this should be set in both the from and to fields. If you want to make payments forward to today, set an earlier date in the from field and today's date in the to field. If you want to include disbursements a few days ahead, set today's date in the from field and a few days ahead in the to field.

BankNo

Enter the bank which the disbursements will be drawn from

PayDate

Enter disbursement date. Alternatives is DueDate or another specific date. DueDate is set by default.

Incl. PAY without EVT ref.

Gives a possibility to make payments in advance without any event reference to the supplier. If the supplier has a negative balance, the payment will be counter accounted and the new balance will show up in the supplier ledger.

Send By

The field gives different opportunities to route the Final Sales report to printer or to the customer e-mail adress

The further process of disbursement coincide with the general RamBase routines for outgoing payments. Prepare the payments in the Prepare PAY (PREPAY) application, carry out the remittance in the Send Payment (SENDPAY) application and confirm that the transactions are drawn from the bank in the Confirm PAY: Banks (CONFPAY) application.