Please note: Attached to this article, you'll find handy cheat sheets for each auction report! They contain all filters, web-based columns, standard download columns, and additional custom download options.

Contents:

• Auction Attendees
• Auction Inventory
• Auction Bidding Activity
• Auction Purchased Items
• Auction Registrations
• Auction Donations

 

To access your auction reports, select Reports from the Reporting area of your org-level control panel and scroll down to the Auction Reports.

The five auction-specific reports are Auction Attendees, Auction Inventory, Auction Bidding Activity, Auction Purchased Items, Auction Registrations and Auction Donations.

Clicking the View Report button under the title of the report needed opens that report's filtering and search options. To read about general options that all report types share, check out this Help Desk article.

 

Auction Attendees

The Auction Attendees report contains attendee and item-claim information for your auction events. After choosing your range, you can apply more advanced filters, if desired.

Your advanced filtering options are Forms, Form Tags, Attendee Status, Bidder Status, Attendee Bidding Activity, Auction Event Wide Fields, Auction Package Wide Fields, Auction Participant Fields, and Event Attendance Status.

For Forms, you can choose one, multiple, or all forms.

For Form Tags, you can filter by events that have one or more internal tags. 

For Attendee Status, you can choose one, all, or some of the following status types.

For Bidder Status, you can choose one, all, or some of the following status types.

For Attendee Bidding Activity, you can filter by All Attendee Bidding Activity, Attendees Who Have Placed Bids, or Attendees Who Have Not Placed Bids.

For the Auction Event Wide Fields, Auction Package Wide Fields, and Auction Participant Fields filters, you can filter by one, some, or all of your registrants' custom field responses.

With the Event Attendance Status filter, you can display registrants who are marked as Attending or Not Attending.

The table below will populate with the relevant transactions based on your filtering options.

Once you’ve clicked on a transaction ID you’ll see receipt and refund options (if applicable). You can also re-send the receipt or associated admin notification if needed.

Clicking Edit in the Billed Transaction Details area will take you to an area where you can change transaction details, such as answers in custom fields. You can also use the toggle to indicate whether or not a registrant will be attending the event. If you mark a registrant as not attending, their ticket will be returned to your inventory, but it won't refund any money.

Once you’ve pulled the data you’re looking for, you can download a CSV or Excel file of the report.

The report contains detailed information about each registration. If a registrant chooses a package that includes multiple participants, each participant will be listed on a separate line along with their associated details, including custom event fields. 

 

Auction Inventory

The Auction Inventory report displays items created within auction forms. Peer-to-peer store items are excluded from this report. If you've created items for multiple auction forms, items from each form will be displayed in the table.

You can use advanced filtering options to limit items displayed by Form, Form Tags, Auction Bidding Activity, Item Type, Item Categories, Items, Submitted By, and Item Tags.

You can choose one, all, or some from each filter type. Let's take a look at what each of the item filters means.

• Auction Bidding Activity: Your options here are to display all bidding activity, display items with bids, items without bids, items with winners and/or items without winners. 
• Item Type: Your options here are to filter by the default category types for items: Auction, Store, or Fund-a-Need items.
• Item Categories: This includes all categories, including ones that you created outside of the default categories listed above. Sponsors and sponsor categories are also included as options.
• Items: This allows you to filter by individual items from your auction.
• Submitted By: Filter by the person or company that donated an item or items.
• Item Search Tags: This allows you to filter by the search tags you created and assigned to items.

You can also filter by specific auction Forms and by forms that have certain Form Tags.

The table below will populate with the relevant transactions based on your filtering options.

Once you’ve pulled the data you’re looking for, you can download a CSV or Excel file of the report.

 

Auction Bidding Activity

The Auction Bidding Activity report displays all of the bids placed in the system, including the name of the bidder who placed each bid and the status of the bid at the time of the report.

Your advanced filtering options are:

• Forms: You can choose one, multiple, or all forms.
• Form Tags: You can filter by events that have one or more internal tags. 
• Item Categories: This includes all categories, including ones that you created outside of the default categories. Sponsors and sponsor categories are also included as options.
• Items: This allows you to filter by individual items from your auction.
• Submitted By: Filter by the person or company that donated an item or items.
• Item Search Tags: This allows you to filter by the search tags you created and assigned to items.
• Auction Reserve Cost: Use this filter to display items with no reserve cost, items where the reserve cost was met, and/or items where the reserve cost was not met.
• Auction Bidders: Use this filter to look at the bidding activity for one or more individual bidders.

The table below will populate with the relevant transactions based on your filtering options.

Once you’ve pulled the data you’re looking for, you can download a CSV or Excel file of the report.

 

Auction Purchased Items

The Auction Purchases report can be used to pull purchased or ready-to-be purchased items. This report also takes into account pending purchases.

Your advanced filtering options are:

• Forms: You can choose one, multiple, or all forms.
• Form Tags: You can filter by events that one or more internal tags. 
• Attendee Status: You can use this option to filter by statuses of Registered or Checked In.
• Bidder Status: You can use this option to filter by All Bidder Status, Registered, Active, Paid, Checked Out, or Pay Later.
• Item Payment Status: This filtering option makes it easy to sort items by payment status including Accepted and Pending.
• Item Type: Your options here are to filter by the default category types for items: Auction, Store, or Fund-a-Need items.
• Item Categories: This includes all categories, including ones that you created outside of the default categories listed above. Sponsors and sponsor categories are also included as options.
• Items: This allows you to filter by individual items from your auction.
• Submitted By: Use sources to filter by the person or company that donated an item or items.

The table below will populate with the relevant transactions based on your filtering options. If you pull the report before attendees pay for their items, the ID column will be blank.

Once you’ve pulled the data you’re looking for, you can download a Summary or Itemized version of the report in either CSV or Excel format.

The Itemized report will list multiple purchases of the same item in a single transaction as separate line items.

 

Auction Registrations

To check the status of auction registrants, view the Auction Registrations report. This report displays auction registrants within a specified date range.

The Auction Registration report allows you to see registration activity for your organization in real time. You can search for and/or filter registrants to narrow your results and pull more granular reports. You may also narrow those results by time frame using the Range drop-down, or you can search by transaction status by using the Status drop-down. 

• All will return all transactions, regardless of their status. 
• Accepted will return any transaction that has been accepted and processed. 
• Pending transactions are those that have yet to be processed, such as a pending eCheck. 
• Voided transactions are those voided by a Qgiv user before the transaction processed. 
• Returned transactions are those that have been returned, usually due to invalid information or insufficient funds. 
• Declined transactions are those that don't process due to invalid information, overcharging a credit limit, insufficient funds, etc. 
• Errors in the transaction process is normally communication-related with the third party processor. You can get the specifics of errors in the transaction details. 
• Offline transactions are cash or check transactions entered through the Virtual Terminal or by peer-to-peer participants in their fundraising dashboard. Peer-to-peer matching donations also display as offline. 

Your can use advanced filters to sort by Source, Forms, Form Tags, Auction Event Wide Fields, Auction Package Wide Fields, Auction Participant Fields, or Promo Codes.

Source will provide you with the following filtering options:

For Forms, Form Tags, Auction Event Wide Fields, Auction Package Wide Fields, Auction Participant Fields, or Promo Codes, you can choose to filter by one, some or all of the items you created in those categories.

The table below will populate with the relevant transactions based on your filtering options.

Once you’ve pulled the data you’re looking for, you can download a CSV or Excel file of the report.

 

Auction Donations

To track supporters who have donated to an auction event, use the Auction Donations report. This report displays all supporters who donated via the auction form, during the auction via the Virtual Terminal, or during the registration process. You can also see matching gifts associated with these donations! However, this report excludes fund-a-need donations as they are treated like an item purchase. This report also automatically excludes transactions that don't have a status of either Accepted or Offline.

Your advanced filtering options here are:

With the Forms filter, you can choose one, multiple, or all forms.

With the Form Tags filter, you can filter by events that one or more internal tags. 

The Restrictions filter will display any restrictions you've created on any auction form.

The Source filter will display the same sources as listed in the Auction Registrations description.

For Donation Methods, you can filter by Online and/or Offline donations.

For Donation Types, your options are GiftAssist or Donation. 

The table below will populate with the relevant transactions based on your filtering options.

Once you’ve pulled the data you’re looking for, you can download a CSV or Excel file of the report.

If you want to narrow your search results for any of the available Auction Reports, use the search bar to look for the specific donors, auction items, etc. you wish to view in the report. You can search for a range of numbers (like searching auction items 2-4) or for specific search terms separated by commas (like a donor search for donors named Stan, Charles, or Betty). 

When viewing Auction Donations, if you need to view which user created a transaction via the Virtual Terminal, you'll only be able to see this information via a Custom Report.

When you save the Auction Donation Report as a Custom Report, you can add the created by field from the Custom Report menu by clicking Add a Field then selecting the Created By field. That field will then populate when you download the custom report.

If you're using advanced filtering to see specific data, it is possible to create a custom report for each type of auction report. This can save you time if you need to pull a certain set of filters multiple times. Click Custom Report next to the filtering area to save your report to pull whenever you'd like. You can read more about custom reports in this help desk article.