110 vac
on line manual
Conventions used in this help:
Text in Red is a Button or Other control (check box, radio button, etc.)
Text in Blue is an Edit box where you will enter some data
One Ten vac Auction Software Installation
Installation is very straightforward, but not optional.
Create a New Folder Named OTWIN in your C drive.
Copy ALL OTvac system files into this folder.
Map a desktop icon to the program OTMenu in the OTWIN folder.
Make an ODBC connection to the Database.
All Done. Ready to Auction.
The OTMenu
The OTMenu is the top window of the OTvac System.
Here you may start the Auction software (OTvac) or
Post Lots (Post Lots) or
Use the Mail Manager (Mail Mgmt) or
You may save or restore the Auction Database.
To save your Current Active Auction Database, enter a name in the Save Current Auction To: box and click Save or
To Restore a previously Saved auction, click the name in the List and click Restore.
Managing your Auction Data ~ Data Security
Saving and Restoring your Auction Database is very important! It is the heart of your Auction.
Prior to Saving or Restoring the Auction Database, be sure all users are disconnected from the Database or you’ll surely damage it.
From the OTMenu window you may save you Current Active Auction Database by entering a file name (please use something that is meaningful to you, like "Jones Estate 5_23_00") in the Save Current Auction To: box, and clicking Save. The Database will be saved and appear in the List of Archived Auctions. You may not reuse an archive file name.
To Restore a previously Saved Database, click its name in the List Box and click Restore, but REMEMBER! this will overwrite the Current Active Auction Database, and, if you haven’t Saved it, it will be GONE. FOREVER.
If you Restore a pervious Auction (Only AFTER you’ve saved the Current Auction Database), it is a good idea to Restore the most recent Database as it carries the most current Mail List, Bidder and Seller files.
You may desire to save your Archived Auction Database(s) off line. All of the Archived Auctions are stored in the c:\otwin folder and are .mdb files. You may compress or copy them to a floppy disk, Zip disk, or CDW disk for off line storage. After you you’ve secured the Database onto another media, you may delete it from the C drive. DO NOT remove the file currauct.mdb! This is the Current Auction Database. Your system will fail if currauct.mdb is removed.
OTvac Operations ~ The Basics:
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Use This Button: |
To: |
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Start a New Auction Change the Sale Name or Date Change the Bidder Fee Percent Rate Change the Mail List Assignment Change the Sales Tax Rate(s) |
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Register Bidders Settle Bidders Unregister Bidders Clear Bidder Totals |
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Post Lots Edit Lots |
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Control the Seller file Settle Sellers |
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Control the Lot file |
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Setup Seller Commission Rates |
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Prove the Auction |
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Get Final Reports |
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Change your information |
One Ten vac Sale Control
BEFORE you begin a NEW Auction be very sure you’ve saved the Current Active Auction Data (See: Auction Data Management in this help).
From the OTvac Main window:
Click the Sale Control button.
Enter a new Auction Name and a new Auction Date.
Set the Sales Tax Rate(s) as needed.
(enter a Description and the Tax Rate)
Set the Bidder Fee Rate.
(percent Fee charged to the Bidder)
Set the Mail List Assignment.
(the sub-listlist to which you want the Bidders at this auction assigned)
Click Accept.
You will see a dialog with four check boxes. You may:
Clear the Bidder Totals
(clear ALL Bidder settlements from any pervious Auction, but the Bidder Numbers are retained) or
Clear Both the Totals and the bidder numbers
(clear both the Bidder settlement AND the Bidder Numbers from any previous Auction) and/or
Clear the Seller Totals
(clear ALL Seller settlements from any previous Auction) and/or
Clear the Lot File.
(erase all Posted Lots from any previous Auction)
If you don’t check any of these boxes, your sale will be updated, but only The Name, Date, Tax Rate(s), Bidder Fee rate and Mail List assignment will be changed; all of your other auction data will be retained.
Click Yes to proceed or No to cancel the operation.
Mail List Assignment
Your Mail List grows as you register new Bidders into your Auctions. The List can grow quite large. You may break this very large list into smaller (and more manageable) lists using the Mail List Assignment function.
For example:
You are having an Antique Auction today. So you decide to create a Sub List called ANTIQUE. Enter ANTIQUE into the Mail List Assignment box. All new bidder registered will be assigned to the ANTIQUE Sub List.
At your next Auction you sell machinery, so you assign these bidders to the MACHINE Sub List.
When you use the Mail Management program, you may select the Sub List you wish to print and print mailing labels for only those bidders.
Tip: Don’t use such long Sub List names as I have in these examples. Try to use two letter names. Like AN for Antiques, or MH for machinery. They’re easier to remember.
Post Lots
The Post Lots window is used to enter lots as they are sold, or from paper clerking sheets.
You may use this function in two modes:
Auto Lot ID or
Manual Lot ID
If you activate the Auto Lot ID by clicking On, the program will generate Lot ID as an incrementing number. If you switch the Auto Lot ID Off, you may use your own Lot ID’s. This Lot ID is used to track Lot Postings for corrections. If you never make mistakes, you’ll never use it.
When you enter a Lot ID (in Manual Lot ID mode), the system looks to see if that Lot ID exists. If so, you may edit any Lot Data and click Update to accept your changes. However, if the Lot ID does not exist, you may enter all of the Lot Data and click Add to add the Lot Posting.
If you are using the Auto Lot ID mode, you may edit any field(s) and click Add to add a new lot posting.
You may toggle between Auto and Manual Lot ID anytime during lot posting, but you may NOT get the result you expected. Lot ID’s are sorted in alpha-numeric order.
The Fields are:
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Seller |
The Seller’s Number |
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Desc |
The Description of the Lot |
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Quantity |
The Number of Items in the Lot Since the most used Quantity is one, one is the default Quantity |
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Price |
The Money if the Lot sold for "so many times the money". If you enter a figure here, Cost is calculated as Quantity X Price |
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Cost |
The Money if the Lot sold for "one money". Leave Price set at zero. |
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Bidder |
The winning Bidder’s Number |
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Tax Code |
You may override the Bidder’s assigned Tax Code and cause this Lot only to be taxed at a different Tax Rate as defined when you started the Auction. A Tax Code of –1 (the default value) causes the Lot to be taxed at the Bidder’s declared tax rate. |
As you Add Lots, they will appear in the List Box. Click on a Lot in this area to recall the Lot for editing/correcting.
Bidder Registration
From this window, you will Register the Bidders.
Bidders are Registered by their Bid Number.
Enter the Bid No. The system will see if this number is already registered. If so, edit the Bidder data as needed and click Update. If this Bidder is NOT registered, enter the Lookup Key (more about this later). If the Lookup Key is valid, you will see the Bidder information. You may edit this as needed and click Reg to finish the registration. If the Lookup Key is unknown to the System, you may enter and edit the Bidder data as needed and click Reg. This new name will then be Registered to bid and also placed into the Mail List file.
In order to speed up the Registration process, you may click Refresh Keys to load the List Box with all of the keys in your Mail List file. If the Bidder you are registering has registered before, you may click his Key in the List Box and register him with a single mouse click. Edit the information as needed and click Update. Note: after you’ve registered this Bidder, his Key disappears from the List Box as he is no longer an unregistered Bidder. You do NOT need to Refresh the Keys with each new registry, only if the List Box is empty.
If you wish to Un-register a Bidder, click Unregister. This will remove the Bidder from the Bidder registry only, but not from the Mail List file. After the Bidder Number has been un-registered, you may re-assign the Number to another Bidder.
If you wish to settle this bidder click Settle.
Bidder Fields are:
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Bid No |
The Bidders bidding (sometimes called paddle) number. |
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Lookup Key |
As you enter new Bidders, they are placed in the Mail List file. Each entry must have a unique Lookup Key. It can be anything you want to use, but must be unique for each Bidder/Mail List entry. Some suggestions are Driver License Number, Social Security Number or Phone Number. I think the Driver License Number is preferred as it facilitates check cashing. However, it is best to use something that the bidder will know while he’s at the registration window. |
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Last Name |
The Bidder’s Last Name |
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First Name |
The Bidder’s First Name |
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Street |
The Bidder’s Street Address |
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City |
The Bidder’s City and State |
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Zip |
The Bidder’s Zip Code |
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Deposit |
The Bidder’s Deposit, if you take one. |
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Phone |
The Bidder’s Telephone Number |
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Fax |
The Bidder’s Fax Number |
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The Bidder’s Email Address |
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Tax Code |
The Tax Rate for this Bidder (0 to 5) as established when you started the Auction |
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Tax No |
The Bidder’s State Tax Exemption Number, if any. |
Once you have registered a Bidder, he becomes part of the Mail List and is assigned to the Sub List that you declared when you started the Auction.
As Bidders are registered, they will appear in the List Box. Click any Bid No in the List Box to edit/correct that Bidder’s Information.
You may also Settle a Bidder from this Window by clicking Settle.
You may also click Clear Totals to erase any settlement for this Bidder. This will allow you to start with a "clean slate" for this Bidder.
The Bidder Lookup Key
Positive identification of the Bidder is essential in any Auction. The Bidder is making a binding oral contract when he places a Bid. You need to know who he is!
Further, most local governments require positive identification when cashing a check, if you wish to prosecute a bad check. You will be unable to prosecute hot check artists without this positive identification.
The Lookup Key assists you to make a positive identification of the Bidder in minimum time. Once the information is entered for the first time, it is available until you delete the Bidder’s name. By using a Lookup Key that would be known to the Bidder alone (Driver License Number, Social Security Number, etc.), you can be sure who you’re dealing with. After this Bidder is once registered, you need only ask him this information and you can register him in with one mouse click, and don’t need to actually see his identification. You may, of course, issue your own PIN’s for positive identification, if you desire.
Settling Bidder and Sellers
You may settle Bidder or Sellers any time during the Auction
To settle a Bidder, click Settle in the Bidder Reg window. You will see the bidders settlement on screen, if the bidder has any lots posted. You may verify the accuracy of the settlement at this time with the bidder. If all is correct, you may click Settle Now to print and complete the settlement. Remember, the bidder is NOT settled until the settlement is printed.
Sellers may also be settled anytime during the Auction, but it is best to wait until you’ve proven the Auction (see Proving the Auction) in this Help. As with the bidder, you may settle a Seller by clicking Settle in the Seller Control window. You will see the settlement on screen, and may click Settle Now to print and finish the settlement. Again, the settlement is not complete until you’ve printed the settlement. More about this in Seller Control.
Seller Commission Rate Setup
Here you will create all of the Commission Rates you need for Seller Settlement.
You must first give this new rate a Rate Name and enter it into the Rate Name box.
Then set the No of Break Points. This is the number of splits you want in your new rate. If you are using a simple flat percent, enter 1 as the No of Break Points. Next set the Commission Rate in the Break Point #1 box and click Add.
For example, you want a flat 15% Commission Rate. You might call this rate "F15".
Enter F15 in the Rate Name box and set the No of Break Points at 1.
Then enter:
Break Point 1 percent as 15 and
Click Add.
You have now created a flat 15% Commission Rate named "F15".
Or
If you want to setup a split (sliding scale ) rate, again give the new rate a Rate Name. Then set the No of Break Points to the number of splits you want to incorporate in the Commission Rate. For example:
Suppose you want to set a three-way split rate where you charge
25% on the first $100.00 or
20% from $100.01 to $500.00 or
17.5% from 500.01 up.
You might name this rate "S3". Enter S3 in the Rate Name box and set the No of Break Points to 3. Then enter:
Break Point 1: 25 percent up to 100.00 and
Break Point 2: 20 percent 500.00 and
Break Point 3: 17.5 percent over 500.00
Click Add.
You have now created a Commission Rate as described above named "S3".
In either example above, you may set a Minimum Comm Amount. This is the smallest Commission amount that will be charged on each Lot. Setting this to 5.00 will cause a five dollar minimum commission to charged per lot.
You may recall and edit any of your Commission Rates by selecting the rate, editing the rate and clicking Update.
You may remove a Commission Rate by selecting it and clicking Remove.
Proving The Auction
After you think all of the Bidders are settled and paid, you need to prove the Auction. This is a two step process.
First click Bidder Recap. You will see the List of Bidders that are out of Balance. Their Settlements don’t match their purchases. HOWEVER, if you have any Orphan Lots, they must be dealt with FIRST.
Orphan Lots are Lots that can’t be reconciled against the Sales Tax Table you setup at the beginning of the Auction. Either they have no Bidders (Bidder zero is an Unsold Lot, not an Orphan Lot), or the Bidder’s Tax Rate is not known to the System. All Lots MUST have a Bidder (zero, if Unsold) and All Bidders MUST have a Tax Code (0-5 as defined in the Sales Tax Table [Sale Control]).
To Locate the Orphan Lots click Sale Summary. You will see a list of Orphan Lots. Fix them in Lot Control. And try Bidder Recap again. Find and Settle all Bidders who are out of balance.
When this is done, your Auction is in balance.
Bidder Recap
The Bidder Recap will total all of the lots and compare the totals against the bidder settlements. Then it will report any bidders that are out of balance.
This report won’t be accurate until all Orphan Lot have been corrected. Use Sale Summary to find the Orphan Lots and Lot Control to correct them.
After all Orphan Lots are corrected, rerun the Bidder Recap to discover any unsettled bidders
Orphan Lots
Orphan Lots are lots that have no bidder assigned to them (Remember, that bidder zero is an unsold lot), or the bidder does not have a valid tax code (0-5 as defined in Sale Control.
Use Lot Control to check the lot.
If the Orphan Lot does not have a Bidder, enter the Bidder Number (zero if unsold).
If the Orphan lot does have a Bidder, check the bidder in Bidder Control to see that he has a valid Tax Code (0-5 as defined in Sale Control).
This will remove the Orphan Lot from the Bidder Recap and the Sale Summary and make them accurate.
Bidder Control
Here you have full control over the Bidder file.
You may:
Add a new Bidder by entering the Lookup Key, editing the Data and clicking Add or
Update a Bidder by editing the Data and clicking Update or
Remove a Bidder by clicking Remove or
Clear the Bidder’s Settlement by clicking Clear Total.
You may elect to see the Registered Bidders Reg Only only or the Full List. If you select Full List you will see the full mailing list, It could be quite large and take some time to load. You may select a Bidder for removal/editing by clicking the Lookup Key in the List box.
Use the Unregister button to release a Bidder Number for re-issue.
Removing a Name here also removes it from the Mail List.
Lot Control
The Lot Control Window gives you full control of the lot file. You may:
Add lots by entering a Lot ID and clicking Add or
Edit lots by editing any field and clicking Update or
Remove lots by editing any field and clicking Remove
You may also apply a Filter to the Lot file:
Enter the Filter you wish to use in the Filter On box,
Select
By Lot ID or
By Bidder or
By Seller and click Apply Flt
You will see only those lots that fit your Filter in the List box. You may click a Lot in this List box and Edit or Remove it.
For example: you want to see only those lots posted to bidder number 127. Enter 127 into the Filter On Box, and click Apply Flt. Now you will see only those lots posted to Bidder 127.
To see ALL Lots click Cancel Flt.
Seller Control
Here you have full control of the Seller file.
You may:
Add a new Seller by entering the Seller No, editing the Data and clicking Add or
Edit a Seller’s Data by editing the field(s) and clicking Update or
Remove a Seller by clicking Remove or
Clear the Seller’s Settlement by clicking Clear Total.
The Full List button will repopulate the List box and show all Registered Sellers.
The Sellers Only button will show only those Registered Sellers who have Lots Posted in the Current Active Auction.
You may also Settle a Seller by clicking Settle.
You may select a Seller for editing/removal/settlement by clicking the Seller No in the List box.
Don’t remove ALL of the Sellers, keep at least one on file. It makes the System happier.
Sale Summary
This window gives you a full accounting of the Auction activity.
Click Print to get a printed report with the Seller’s Recap
Seller Settlement
This window is opened by clicking Settle in the Seller Control window
Here you will settle the Seller.
To complete the settlement, select the appropriate Commission Rate from the Comm Rate List, enter the additional Expense types and amounts chargeable to this Seller by entering the Expense Type and the Amount (you may use up to seven lines of Expense), and click Settle Now.
The Seller will be settled and a printed settlement prepared.
Changing The User Information
You may edit the User information by clicking the Change User Info Button. Edit the Data as required and click Accept.
Please Note: there are four Logo lines. These lines will print immediately under your Company Header on Bidder and Seller Settlements. You may use these lines to send a message (perhaps your next Auction) to your Bidders and Sellers. If you leave a Logo line empty, it will not print.
The Software is registered to your Auction Company by Serial Number. These may not be changed.
Database Connections
Prior to using One ten vac for the first time, you must establish an ODBC connection to the auction database:
The connection MUST be named AUCTIONDATA and use the M/S Access Driver and connect to the file currauct.mdb in the OTWIN folder.
You will find the ODBC Connection icon in your control panel. Use this icon to establish the ODBC connection to c:\otwin\currauct.mdb.
Printing from One Ten vac
All reports are sent to your default printer. This may be a local or a network printer. In order to speed up the reports generation, the "Printer Setup" dialog is never displayed. You must setup the default printer from the Operating System.
You may change the default printer anytime, even while One Ten vac Auction Software System is running. If you change printers, the next report will be sent to new default printer.
Beware The Dreaded Apostrophe!
For reasons unknown to me the M/S Database Engine really hates apostrophes. Please don’t put any in the Lot ID, Lookup Key, Bidder Number, Seller Number, or any other index field. If you want to use "Joe’s Bar and Grill", just use "Joes Bar and Grill". If you grammar teacher shows up, have her call me. I’ll ‘splain it to her!
One Ten vac License and Warranty
This Software is Licensed to The Auction Company. This License allows The Auction Company to which it is Licensed to install One Ten vac Auction Software System on multiple computers at multiple locations both fixed and itinerant, and to conduct multiple auctions at different locations simultaneously, but only by one Auction Company, The Auction Company to which this software is Licensed. This License ceases to exist if and when The Auction Company to which it is Licensed ceases to exist. This License is non-transferable.
One Ten vac Auction Software System is a well designed and tested System which allows the Auctioneer great latitude in method of operation. One Ten vac Auction Software System assumes no responsibility for misuse, hardware failure, human error, power failure, power surge, modifications to the network or computer, or any other cause beyond our control. We also assume no responsibility for the suitability of One ten vac Auction Software System in any particular application or method of operation.
The Database used by One Ten vac Auction Software System is a standard M/S Access DB (mdb file). You may gain access to this Database by means of several other tools. However, modifications to the Database outside the One Ten vac Auction Software System may produce unexpected results. One Ten vac Auction Software System accepts no responsibility for changes made to the Database outside of One Ten vac Auction Software System.
Modifications to One Ten vac Auction Software System
Modification of One Ten vac Auction Software System by the User is neither possible nor allowed.
However, the basic system can be modified to meet the unique needs of the Auction Company to which it is Licensed. Please contact Technical Support for any changes you may need.