Connect one or more computers at your auctions to a network
The number of computers used to do an auction will depend on many factors, e.g. number of lots, clerk speed/competence, number of buyers and/or sellers, etc. Most customers have only a singe laptop to do all their auctions with. Larger firms usually use one, two or three laptops at the auction, with an optional server computer in the office to synchronize all information.
The system will maintain a list of all the auctions done, each auction will get an unique code with all transactions and vendueroll contained within that auction to ensure that reports and statistics is available globally or on a per report basis, e.g. All the auctions between to dates. The system also provides a way to handle out-of-hand sales as a special
auction. Place, date, type of auction, etc. is stored for each auction.
The system maintains all buyers (bidders) or sellers as customers. Full personal details are stores with contact details, bank details, etc. The system will allow you to quickly find customers with a built-in lookup function, by entering the name, the alias, the ID number or address. The system provides function to keep customer info synced between the
office and auction laptops.
The system maintains a list of sell-able items, e.g. cow, calf, table, loose item, etc. Afrikaans and English description is maintained with the VAT rate, as well as a category and special type of expenses to deduct for the item.
The system will generate reports, based on the parameters provided for that report, e.g. All stud auctions for the previous month. A full range of reports is provided and the framework allow for more to be added. Report is exported to and fully compatible with Microsoft® Word and Excel.
The system maintains a list of agents and field officials and commission is assigned to them on a per invoice basis. The system also provides security functions with a login function and each transaction is saved with the clerk that captured the transaction.
Capturing lots to the vendueroll
After creating the auction we can start to capture the vendueroll. Lots are captured with the buyer and seller as well as the item, quantity, mass (optional) en buyer/seller commission is captured. The system also allows you to capture the lots from your catalogue and fill in the price and buyer as soon as the item is sold. Auction turnover is displayed.
Bidding numbers can be captures while capturing the vendueroll or prior to the auction from registration cards.
Invoicing of buyers/sellers
After selecting the customer by name of bidding number, a list is displayed of all sales and purchases for the particular customer.
The system is very flexible in that we can assign lots, reassign lots to another customer, split lots, do partial invoicing, give multiple invoices for each customer, split billing, invoice per bidding number, etc. Expenses like transport, RMLA, RPO, bank charges can also be deducted.
The system caters for different payments methods, including cheques, cash, EFT and contra. Invoices are generated in Afrikaans or English. Optional loading certificated can also be printed. Cheque printing is optional. Invoices are printed from a template with your company logo, etc. and templates are also provided to print the total mass, R/kg, etc.
A powerful balancing function is provided to balance the lots after the auction is completed to determine any outstanding lots. Commission can be assigned to agents or field officials individually on each invoice.
The summary and required reports are printed when the auction is completed.