Auctions Part II: Recording In-Kind Auction Donations (Version 1.0)

Auction Part II: Recording In-Kind Auction Donations

1. This tutorial will cover how to record donated auction items into Fundly CRM for use in the auction process.
2. Many organizations have auctions to support their fundraising efforts, and all auctions require items to be auctioned.
3. Fundly CRM handles these items as an extension of the donation process and as such will organize them into Donation Names.
4. If you have not done so already, create a Donation Name into which you can organize the auction items you wish to record.
5. For more information on creating donation names, please see the tutorial on Creating Donation Names within Fundly CRM.
6. To record auction items that a contact has donated, first start by navigating to the Contact Details page for the contact in question.
7. Scroll down to the Giving Details section of the page and click on the Add New Donation(+) button to open the Add/Edit Donation pop-up screen.
8. From the Donation Type drop down select the In-Kind Auction option.
9. Next select the Donation Name corresponding to the donation name created to organize the auction items you are recording.
10. Fill out Program Name, Campaign and Event Name as appropriate.
11. Next specify the date on which the donation was made.
12. If applicable fill out the Donation Tribute and Assign Soft Credit sections for the donation.
13. Where In-Kind Auction type donations differ specifically from the Gift Donation type is in the Auction Item(s) section.
14. In this section you will enter each item donated and its pertinent information.
15. If you are making use of Auction Types, specify the type of auction this item is to be used with by selecting the type from the drop-down.
16. The Item Code is based on the system your organization uses “in-house” to organize donated items.
17. If you selected an Auction Type, than the item code will default to the next free number available for that auction type.
18. Item Name should be a brief descriptive name for the donated item that along with Item Code can be used to identify the item.
19. If using Item Categories, select the category for this item from drop-down.
20. Market Value (per item) is where you will put the individual value of the item being donated by the contact.
21. Use the Min. Auction Amount (per item) field to record the minimum bid that will be accepted for this item during the auction.
22. Since a contact might donate more than one of a single type of item the Quantity field allows you to specify how many of a given item has been donated.
23. If the contact has merely pledged to donate a given number of the item after the auction then use the Pledge Quantity field.
24. The Pledge Quantity and Quantity fields cannot both be used for a single item entry.
25. Once you have completed all fields for this item click on the Add(+) button below the entry and the item will be added and a Total Value will be calculated based on Market Value and Quantity.
26. Continue this process to add additional items until all donated items by this contact have been recorded.
27. Once an item has been added you can edit the entry by clicking on the Edit(Pencil) button to the left of the entry, or delete the entry entirely by clicking on the Delete(X) button.
28. When all entries have been added click on the Save button to save your changes and click Close to leave the Add/Edit Donation Screen.