Auction NoWWW

 

Sea Wolff Diving Software specializes in PC Database Application Software for Public Safety Dive Teams and the SCUBA Diving industry.  Sea Wolff has been designing and  creating financial applications on Wall Street since 1985 and advanced dive log systems for SCUBA Divers since 1992.  Sea Wolff Dive Logs are used by Police, Fire, Public Safety Divers, Diving Instructors and recreational divers around the world.  Located in Jericho, NY after a recent move from Farmingdale, NY, Sea Wolff Diving Software is now servicing municipal governments with specialized database and application programming needs.

 

Auction NoWWW is state of the art auction software designed by a municipal auction specialist specifically to reduce the administrative workload that accompanies municipal fleet and seized property auctions.  Auction NoWWW runs offline without the Internet and is geared towards government agency auctions requiring the physical attendance, payment and in person pick-up of auctioned items.

 

Contact us at awolff@seawolff.com or by phone at 516.931.3955.

 

Available From Sea Wolff Diving Software

June 2001 – Introductory Price is $450 for a 2 workstation license.

 

Note: If you were looking for our new SAR Team software please go to http://www.seawolff.com/sarpreview.pdf

I.       Table of Contents

 

I.      Table of Contents. 2

II.        Auction NoWWW Features. 3

III.       Auction NoWWW system requirements. 3

IV.       Auction NoWWW Installation. 3

V.    General Use Information. 4

VI.       AuctionInfo Form – The Main Screen. 6

VII.     Screen Selection. 7

VIII.        View Auction Notices for E-mail and snail mail 8

IX.       Register Bidders and Staff 9

X.    Import Autos and Auction Items. 10

XI.       Auction Items – Add New, Delete and Change. 11

XII.     Send Email Notices. 11

XIII.        Print Labels for Notices. 12

XIV.        Bidding Form – The heart of the Auction. 13

XV.      Winning Bids – Drop, Modify. 15

XVI.        Bidder Checkout – Everyone Pays. 16

XVII.       Adjustments – Auction Expense Tracking. 18

XVIII.     Auction Statistics – Excel Pivot Table. 19

XIX.        Closing Memo - Composing. 21

XX.      Closing Memo Printout 22

II.    Auction NoWWW Features

  1. Participant Registration
  1. Email Auction Notification with Auction Item list
  1. Mailing Labels for non-Email participants
  1. Automatic or Manual assignment of bidder number
  1. Auction Item Import from MS Excel
  1. Manual Addition of Auction Items
  1. Joining and Splitting of lots with percent value apportionment
  1. Official Bill of Sale
  1. Sales Receipt with Partial Payment Processing
  1. Optional use Pick Up Date recording with pick-up slips
  1. Multi workstation support for distribution of labor
  1. Financial Reporting
    1. Expense Tracking
    1. Auction Close Out memo
    1. Auction Detailed Report
    1. Auction Summary Report
    1. Summary by Date Range supporting Fiscal Year Accounting

 

 

 

III.  Auction NoWWW system requirements

 

  1. Auction NoWWW runs on Windows 98, Windows NT 4.0 or higher, Windows 2000 and Windows ME. 
  1. Minimum 64 K Ram
  1. 100MB Hard Disk space (includes MS Access Runtime)
  1. 15 MB Hard Disk space if MS ACCESS 2000 is installed.

 

IV.Auction NoWWW Installation

Run Setup from the temp directory or CD.

 

Note: - If Access 2000 is not installed on the computer the Access Run Time (included) must be installed first.

V.   General Use Information

 

AuctionNoWWW is designed for use by persons with limited exposure to PCs.  The screens are designed to emulate common Windows screens and functionality.  The Accounts Screen below is used to identify the various features you need to be familiar with when working in Auction NoWWW.

 

 

 

 

 

 

 

 

 

 

Other useful information

  1. All screens are accessed from the main screen via push buttons.
  1. To force a new line in a field, press CTL ENTER.
  1. The field with the cursor usually shows a blue background.
  1. To Delete a record –
    1. Click on the Record Selector box to the left of the record
    1. Press the Delete key.

 

Most reports open up in Preview format.  This allows you to view the results without forcing them to paper. 

 

 

If you wish to print a previewed report:

At the Top Left of the Screen

Click on File

Click on Print

 

Or

 

Press Ctl + P.

 

VI.AuctionInfo Form – The Main Screen

 

 

The AuctionInfo screen is used to tell AuctionNoWWW all of the information about a particular auction.  The entered information is used to build automated reports and notification such as the Email Notice, Auction Notice, Closing Statement, Bill Of Sale, Pick Up Slips and various other reports.  Additionally, all screens are accessed from the AuctionInfo screen.  Click on the View Notice or see the Reports in the Appendix (pending) for examples of how this information is used.  Minor modifications to this are included with the purchase price.

 

Note the Following:

  1. The latest auction is the first auction displayed, followed by others in decending date order.
  1. Auction Code – System assigned and is used throughout the program behind the scenes.
  1. Section – used to differentiate between multiple auctions on the same day.
  1. Any field can be expanded for entry or view by pressing F2
  1. Default Account – This General Ledger (or other purpose account) will be assigned to each lot when the bid is finalized.  The account number can be changed on an individual basis in the Winning Bid screen.

Pressing the Copy Auction screen will copy the current auction information to a new Auction Code.  Please remember to change all of the date and contact information if appropriate.

VII.          Screen Selection

 

  1. View Notice shows the email message that will go out to the active registered bidders for prior auctions.
  2. Register existing or new bidders for the current auction.
  3. Import Autos must be customized for each user.
  4. Auction items may have been imported or manually entered.  They can be viewed, modified or deleted.
  5. Send Email sends notification to all active bidders that have email addresses in their profile.
  6. Prints address labels for active participants without email addresses.  Uses 3 across X 10 down sheets.
  7. Bidding Form records all bids.
  8. Accounts is used to add or modify accounts for crediting auction proceeds or adjustments.
  9. Adjustments are used to track expenses associated with the auction such as overtime, facility costs and meals.
  10. Auction Stats opens an Excel pivot table that provides the most flexible analysis of all completed auctions.
  11. Check Out is used to produce bills of sale and record payments for auction merchandise.
  12. Closing Memo is used to notify appropriate officials of the Auction results.

 

VIII.       View Auction Notices for E-mail and snail mail

 

 This is the text sent via email to registered participants.  The information comes from the AuctionInfo form.

 

 

 

Most reports open up in Preview format.  This allows you to view the results without forcing them to paper. 

 

 

If you wish to print a previewed report:

At the Top Left of the Screen

Click on File

Click on Print

 

Or

 

Press Ctl + P.

 

IX.            Register Bidders and Staff

 

 Register old or new Bidders to the auction showing on the AuctionInfo screen.  There are 2 components – Registration for Current Auction and New Bidder registration.

 

 

 

 

a)      Important Settings

  1. Auto Assign Bidder Nbr – Applies to the current auction.  Check to have Auction NoWWW assign the bidder number.  The next available number will be assigned.  Uncheck the box to assign numbers manually.  Note: Auction NoWWW accepts numeric bidder numbers only!
  1. Click Register for Current Auction if all new registers should automatically be registered for the current auction. 
  1. Click Not for Current Auction if persons are just registering for future auctions.
  1. Enter the first letters of the last name to find a bidder in the pull down list.  If the bidder exists, their name will appear.  You can also click on the down arrowhead to search the list.  If the bidder does not exists you will get a message prompting you to add the bidder on the right hand side of the screen.  The number will be populated or left blank depending on the Auto Assign status.
  1. Active – Checked means active participants will receive email notification or have a label printed.  Unchecked means only participants with email will be notified of the auction.
  1. AuctionRole – mark registered persons as either a Bidder or a Staff member.  Staff Members will be available on the adjustments screen.

 

 - The Bidder screen opens expecting a new bidder.  Click on Show All Participants to see all registered bidders.

 

 

 

X.  Import Autos and Auction Items

 This is a custom feature and is not currently activated.

 

 

XI.            Auction Items – Add New, Delete and Change

  Either imported or manually entered on this screen.  Things to note:

  1. Lot Number is assigned by Auction NoWWW and should not be changed.
  1. Fleet ID is the internal id for the lot for your agency.
  1. The line below the vehicle information is for plain text describing the lot contents. 

 

 

 

XII.         Send Email Notices

 

Sends email to all persons that are registered with an email address.  The Email notice can be previewed with the View Notice button.  A copy of the Auction Item List is sent as an attachment in RTF Format.

XIII.       Print Labels for Notices

 

 

 

 

 

Accounts – Add New, Delete and Change

 

 

 

XIV.     Bidding Form – The heart of the Auction

 

The Bidding Form is the heart of Auction NoWWW with 3 distinct sections: Bidding Window, Bid Item Window, Auction Item Window.

 

 

 

The Auctioneer or recording assistant selects one or more lots for bidding

 

 

Lots selected for bid are displayed in the Bid Items window.  An item can be unselected by unchecking the Bid Now box.

 

If multiple lots are selected, the value of the bid assigned to an individual lot is based on the assigned bid percentage.  This must be set by the Auctioneer or assistant.  Defaults to 100%.

 

 

Bid Amount is entered for the closing bid.  Non winning bids are not recorded. 

 

The Bidder Number is entered in the Bidder box and the Bidder Name is automatically set in the bidder name box.

 

Clicking on Close Bid registers the Bidder, Lots, Amount Bid and Account Number and clears the Bid and Bid Item windows.  We are then ready for bidding on the next lot or lots.

 

XV.        Winning Bids – Drop, Modify

 

To View, Delete or change a winning bid click on the View Closed Bids button.  Deleting a bidder (click on the box to the left of the Bidder’s name and then press the delete key) makes the lot available for bidding.

 

 

XVI.     Bidder Checkout – Everyone Pays

 

The Bidder Checkout screen opens to the first bidder that has not checked out for the current auction.  To go to another bidder, select the bidder name from the Bidder pulldown list or enter the bidder number.  The balance owed, Lots Purchased, and payments will be displayed.

 

 

To record payments:

  • Select Bidder
  • click in the Lot field under Payments
  • Enter the Lot number
  • Change the date if appropriate
  • Enter the Amount Paid
  • Enter the Check Number or other payment identifier
  • Tab to enter payments for another lot for the same bidder
  • Print a Bill of Sale when you are finished with the current bidder
  • Select a new bidder and start again!

 

Checkout Reports include the Bill of Sale, Unpaid Lots and Fully Paid Lots.  Click on the appropriate button to get your report.  Like all Auction NoWWW reports, a preview will be opened.  Click on File then Print or press Ctl P to send the report to your printer.

 

XVII.   Bill of  Sale – Editing

Click on the Bill of Sale button to edit the text that appears on the bill of sale.  Tab to the appropriate field to make any changes. 

 

To Add, Delete or change a Page Title click on the Edit Page Title button and make the appropriate change.

 

XVIII.                        Adjustments – Auction Expense Tracking

 

Adjustments are recorded as positive numbers and reduce the net amount of the auction proceeds.  Dollars can be added to the auction by using negative numbers.  Use of staff names or comments is optional.

 

XIX.     Auction Statistics – Excel Pivot Table

 

This screen is too complex to describe in text.  Please look at Excel help on pivot tables or call Sea Wolff for an explanation.

 

 

 

XX.       Auction Statistics – cumulative by Auction or Account

Use the Start and End Dates to determine the period for inclusion on the reports.  This feature is designed to support fiscal year reporting.  Enter the name of the requestor and it will be placed on the reports.

 

 

XXI.     Closing Memo - Composing

 

 

XXII.  Closing Memo Printout