Category

Importing and Exporting with Online Auctions

Greater Giving Online includes a feature when working with Online Auctions to provide simplified exchange between the two platforms. Here, we cover the process of using this advanced tool to exchange information from Online Auctions back to Greater Giving Online.

Note: The terminology used in your Event Software Online and your Online Auctions is somewhat different.
Important Note: If you plan to export records from Online Auctions, it is essential you specify your Online Auctions Auction Type to be Online Auction with Live Event when you add the auction.

Possible Scenarios:

There are four different use cases for exporting and importing records between Greater Giving Online and Online Auctions. In each scenario, it is recommended that all records eventually be imported into Greater Giving Online for proper data keeping in relation to revenue.

Note: When you import from Online Auctions, all packages are marked as Auction Packages.

Scenario 1:
To create excitement for a high-value packages, you decide to start taking bids for these Package via an Online Auction. The Items are entered into Greater Giving Online, added to a Package, and exported. It is imported into your Online Auctions where bids are taken but the Item is not sold. The Item is then closed and exported from Online Auctions and imported into Greater Giving Online where it is sold at a live auction.

Scenario 2:
You have Packages in your Greater Giving Online database that did not sell at your fundraising auction. The Packages are exported from Greater Giving Online and imported into your Online Auction. Bids are taken online and the item is eventually sold and closed on your Online Auction. The records of the sales are exported from Online Auctions and imported into Greater Giving Online for revenue tracking.

Scenario 3:
Your organization already has items being sold on your Online Auctions and wants to finish selling them at a live auction managed by Greater Giving Online. The items are exported from Online Auctions and imported as Packages into Greater Giving Online where they are sold at the live auction.

Scenario 4:
To create a year-round revenue stream, your organization continuously sells Items on your Online Auctions. As Items are sold and closed, they are exported from Online Auctions and imported into Greater Giving Online for record keeping.

Scenario

Records Originate In

Records Moved To

Records End In

1

Greater Giving Online (Unsold)

Online Auctions (Unsold)

Greater Giving Online (Sold)

2

Greater Giving Online (Unsold)

Online Auctions (Sold)

Greater Giving Online

3

Online Auctions (Unsold)

Greater Giving Online (Sold)

Greater Giving Online

4

Online Auctions (Sold)

Greater Giving Online

Greater Giving Online


Sold and unsold indicates the status of the record when it is moved from Online Auctions or Greater Giving Online.

Step1: Export Packages from Greater Giving Online

Requirements –

  • Must have Auction Packages in the software

How to Export Packages from Greater Giving Online for Import into your Online Auction –

Hint: Create a Section called "Online Auctions" and add Packages destined for an online auction to this section. When you are ready to export Packages for an online auction, you can then use Advanced Search to view and select only those Packages in the "Online Auctions" Section.

Note: To make it easy to identify and manage these files, a default file naming convention is used: Event Name, followed by, "ExportToOnline Auctions" then the current year, month, and day.

Hint: Online Auctions will import up to four Donors per Package, therefore a maximum of four Donors will be exported.

  1. From the Project Home, click View/Edit Packages under the Packages header.
  2. Click Reports & Exports.
  3. On the Reports & Exports page, click Run on Grid Selection for the PKG-21: Online Auction Package Export.
  4. Click Next. Save the file and click OK.

Step 2: Import Packages into Online Auctions

  1. Log in to your Online Auctions account.
  2. Select the Items tab.
  3. Click Import Items.
  4. Click the Browse button, and locate the .CSV file that was originally exported from Greater Giving Online.
  5. Select the .CSV file.
    • If your Packages did NOT include Images and you did not export a ZIP file, skip to step 6.
    • If your Packages include Images, click the Browse button and also locate the ZIP file you exported from Greater Giving Online
  6. Click the Import Items
  7. You will receive an email to let you know if your import has succeeded and if there are any errors in your file that should be corrected.
  8. Click the Continue
  9. If you have finished importing, click the Back to Auction Items Otherwise, click the Back to Items Import button.

Step 3: Complete Your Online Auction

Once your Online Auction is complete, you can proceed to move the data into Greater Giving Online.

Step 4: Export Items from Online Auctions

Note: If you did not specify your Online Auctions Auction Type to be Online Auction with Live Event when you added the auction, you will be unable to export the Online Auctions records for use in Greater Giving Online.

  1. Close Items using the normal Online Auctions processes.
  2. Select the Reports tab.
  3. Click Export to Event Management.
  4. After reviewing the information provided, click the Download Report Now button.
  5. In the File Download dialog box, click the Save button.
  6. After Save As dialog box opens, browse to a convenient location and then click the Save button.

Step 5: Import Online Auctions Data into Greater Giving Online

Because of the design differences between Greater Giving Online and Online Auctions, some interaction and decisions need to be made.

  1. From the Project Home, click View/Edit Packages under the Packages header.
  2. Click the More option in the tool bar, and select Online Auction Import.
  3. Click the Browse button and locate the .CSV created by Online Auctions, and click Open.
  4. Click Next.
    oa_imp_1.jpg
  5. Determine how you will handle Supporters.
    • The new Supporter option is the safest since it eliminates the possibility of inappropriately associating an imported record with the incorrect Supporter. After importing these records, it is advisable to use the Check for Duplicates feature to identify and merge duplicate Supporters.
  6. Determine Additional Options.
    • When records are imported into Greater Giving Online, you may use Bid Number as the primary identifier to match Supporter records. To do this, check Use Bidder Number from Online Auction.
    • When importing items (Packages) from your Online Auctions, and if the items were originally exported from Greater Giving Online and imported into your Online Auctions, and if the package number was not modified in the Online Auctions; then you have the option of overwriting the package information by selecting Overwrite if same Package Number.
    • If the Leading Online Bid is Sale option is checked and if an imported Online Auctions record’s Lot Number is an exact match for an existing Greater Giving Online Package Number, then the import will assume there is a match and update the Greater Giving Online record. This is checked only if bidding will not continue and the item sold in your Online Auction.
    • The Sale is a Payment option should be selected to mark the purchase PAID in Greater Giving Online. It assumes the payment is the same amount as the sale price listed.
  1. After you have made your selections, click the Next
  2. Examine the status of each record in the file you are importing. The Import Status for each row should read This row will Import successfully or This row will be merged with an existing Package.
  3. Click the Next
  4. Confirm the number of Online Auctions Items that have been imported into Greater Giving Online Packages. Click the Finish button to return to the Packages

For assistance and technical support on BiddingForGood, please contact BiddingForGood Support at 1.866.621.0394 or email at support@biddingforgood.com

BiddingForGood Support is open Monday through Friday, 9:00 am to 8:00 pm Eastern Time.


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