Please note: When the bidding time ends on an auction, you can manage checkout on an individual basis through the Virtual Terminal for guests not using the Givi app or who are paying by cash or check.

If you have more than one category of auction items set up, you can open checkout for each of them on an individual basis. 

Using the Virtual Terminal on a mobile device? Check out this article!

Contents:

• Introduction
• Opening Checkout and Handling Payment
• Sending Attendee Notifications
• Fulfilling Items
• Removing Items
• Partial Payments
• Reserve Not Met and No-Bid Items
• Reviewing Transaction Details

For a quick-start tutorial on auction checkout, click the video below:

If your volunteers are using the web Virtual Terminal for managing your auction on a computer, feel free to share this video with them:

 

Introduction

To get started, navigate to the Virtual Terminal.

Select your auction form from the Virtual Terminal drop-down menu. The auction title will be displayed to make it easy to identify which auction event you're working in.

Then, click the Checkout tab.

You'll see colored tiles for each of your auction categories:

• A green tile indicates that bidding has ended and the category is ready to be opened for checkout.
• If a category's bidding period is still open, the tile will be orange and show a countdown to the end of bidding.
• A category that has already been opened for checkout will have a dark blue tile.
• A category that has not yet opened for bidding will have a grey tile and display a countdown to when bidding starts.

When checkout is opened for a category, the category will no longer be able to accept bids. Store and fund-a-need items can still be purchased when auction items categories have been checked out.

When you're ready to open checkout for a category, click the green Open Checkout button. A popup will appear with some stats about items and bidding.

In this modal, you'll see:

• Top Items, including
  • The item with the highest bid price, and
  • The item with the most bids
• An Overview of the category, including
  • The total raised,
  • The total bids,
  • The average bid amount, and
  • The highest winning bid
• Top Bidders, including
  • The bidder who spent the most, and 
  • The bidder with the most bids

If you have items with unmet reserve prices or items with no bids, you'll also see a Review Items alert at the top of this summary. Skip to this section of the article to learn how to review those items.

 

Opening Checkout and Handling Payment

Click the green Open Checkout button after reviewing your category.

A quick note about Givi bidders:

Once checkout is open, your Givi bidders will be prompted to complete payment for their items within the app, as shown below. 

Bidders who pay within Givi will automatically move to Paid status when they pay for all of their items and check out in the app. You can mark them as checked out once they pick up their physical items.

Virtual Terminal bidders:

To handle payment for guests in the Virtual Terminal, you can work on an individual basis or use the checkboxes next to the bidder numbers to select Pay Now for multiple bidders and automatically charge the payment method on file. Any balance owed will be paid and the bidder's status will be updated to Paid. 

If you're updating bidders individually, you can use the search bar or QR Scanner to quickly locate a bidder in the list. 

You can also filter bidders by their Active, Pending, Pay Later, Paid, or Checked Out status.

Let's take a look at a no-frills checkout for a bidder that won an item and doesn't need anything altered before checking out. If you need to change a bidder's payment method before checking them out, you can click the pencil icon in the table to do so.

If you want to quickly make a payment for the full balance with the method on file, click Pay Now in the checkout table. 

You'll be shown a summary of the payment amount, as well as an itemized list of unpaid items.

All unpaid items are selected by default, but you can deselect any items you’re not ready to charge the bidder for.

You can also change the payment method by clicking the pencil icon at the top of the screen. That way, you can divide up payment for unpaid items among multiple payment methods if the bidder wants.

Please note: Changing the payment method from this modal will change the attendee’s payment method for the auction as a whole, so if you want to revert to the previous payment method, you’ll need to do that manually after processing the payment.

If you'd like to Mark paid items as fulfilled, leave that box checked.

If you’ve enabled GiftAssist in the auction settings, you’ll also see a checkbox option to apply GiftAssist to the remaining balance.

Click Process Payment.

You'll receive a confirmation.

If you’d like to give bidders the option to pay later, click the down arrow next to Pay Now and select Pay Later instead. You’ll be prompted to leave a note before confirming the bidder’s status.

If you prefer to review the bidder's items before checking them out, click the individual bidder's name in the table. When you click the attendee's name, the Checkout Summary modal will open.

You'll notice that the "Show Checkout Summary" option is toggled on by default. When toggled on, this means the only visible activities shown are what the bidder will need to be billed for and will hide other activities, such as cancelled bids.

Click Pay Now once you've reviewed their purchases.

You'll be shown the same summary of the payment as previously detailed. Click Process Payment.

Alternately, you can click the down arrow next to Pay Now and select Pay Later if you’d like to give bidders the option to pay for their purchases later.

Back in the checkout table, you can now mark your bidder as checked out! 

You can view transaction details at any time by clicking View Transactions.

Please note: As the auction progresses, table data may become out of date. We recommend you periodically refresh the table to ensure you are looking at the most current data.

Let's take a look at a bidder who may need a few changes made before checking out. In the next two sections, we'll look at how to fulfill purchased items and remove unwanted items.

 

Sending Attendee Notifications

You can use the bulk edit feature on the Checkout tab to send notificationsfor several attendees at once.

First, click the checkbox next to the name of each attendee to whom you’d like to send a notification. From the drop-down, select Send Notification. Then, click Apply.

You'll be prompted to draft your notification and then click Confirm to send it.

You'll then be asked to click Send to send your message to the selected recipients.

To learn more about auction notifications, check out this article.

 

Fulfilling Items

For paid auction items and store items/purchases, you can click the Fulfill button in the Actions column once a guest receives their items or uses something like a drink ticket.

The time and date of fulfillment will be recorded once you've taken this action, and the table will update to say "Item Received." If you need to cancel fulfillment, click the Fulfill button again, then click Cancel. 

If you'd like to change the price of an item before checking out a bidder (for example, if someone bought quite a few items and you'd like to discount something), click the pencil icon next to the item total to change the price.

Adjust the price and click Confirm.

 

Removing Items

If you'd like to completely remove an item from a bidder before checking them out, click Remove in the Actions column.

Please note: This action will make the next highest bidder the winner and add it to their tab!

A modal will appear asking if you'd like to proceed with removing the item. It will be assigned to the next highest bidder listed in the modal. Once you click Proceed, the item will be removed from the current bidder's summary.

 

Partial Payments

If a guest needs to leave early and they'd like to pay for store items, drink tickets, or physical items before they leave, you can click Pay Balance to pay for fulfilled store and won auction items from checked-out categories. To view details of their pending charges for categories that are still open along with their balance for checked-out categories, click on their name.

Winning is the amount for items a bidder is currently winning in categories that are still open. The Balance is what can billed right now from closed categories and purchases. Billed shows the complete amount billed for won items, store items/purchases, and fund-a-need items. Click Pay Now to process payment for the balance.

The balance will clear and only the Winning items will show as unpaid. If the bidder wins an item, you can run their payment when you open checkout for the category the item is in.

 

Reserve Not Met and No-Bid Items

If you have any items that did not meet their reserve price or any items with no bids, you'll see the following message along the top of the Checkout Review modal when you initially attempt to open checkout for a category.

Click Review Items to see the item or items that did not meet the reserve price or didn't receive any bids.

If the price doesn't meet the reserve but you're ready to move the item to checkout anyway, click Accept Highest Bid. The highest bidder will be able to complete their purchase of the item, and it will be removed from Reserve Not Met Items tab.

For Items with No Bids, you can click Assign Winner in the item table if you want to enter a winning amount for a bidder.

Click the Assign New Winner button at the top of the item details modal.

Click Assign Winner next to the desired bidder, enter a winning bid amount, and click Confirm.

The new winner will be assigned and the winning bid details will automatically update.

Once you've taken care of any items that didn't meet the reserve or had no bids, you can proceed with opening checkout for the category and following the steps previously detailed to get bidders paid up and checked out.

 

Reviewing Transaction Details

Anywhere you see View Transactions listed in payment confirmation messages or in the checkout tables offers a way to view the transaction details for a bidder. 

Clicking View Transactions in the Checkout table will open a quick view of the attendee's transactions. You can click the transaction number to access the complete transaction details. 

You can also access the transaction details page from within an attendee's Checkout Summary by clicking Transactions.

When you land on the transaction details, the Billed Transaction Details section displays Won Auction Items, Purchased Items, and Fund-A-Need Items purchased in the single transaction.