kAuction Help 
kAuction, eBay Auction Management Software by Kinem
Help file prepared 11/01/04

GET STARTED

AUCTIONS

BIDDERS

TOOLS

Introduction
Getting Started
 - User Settings
 - Auction Defaults
 - Other Info to fill in
 - Adjusting Internet Explorer
Main screen work tabs
 - QuickStuff Tab
 - StartAuction Tab
 - Auctions Tab
 - Browser/Preview

 Start an Auction
Auction Records
Records View
Active/Complete
Auction End
'Do Auction Task' list
 - get high bidder info
 - relist an item
 - make changes to an auction
 - etc		 Work on Bidders
Bidder tasks ('Do It' list)
 - winning bid email
 - Enter a Sale
 - leave Feedback
 - other emails
 - etc		 To Do List
Ship List
Spell Checker
Clipboard Mgr
HTML InstaView
Set Time

'Do It' Tasks

TIPS

EMAIL SETUP

FTP SETUP

RECORDS

Record Tips
General Tips
Listing Tips
Database Tips
Bulk Upload Tips

 Email Set Up
Default Emails
AOL Email
Test Email		 FTP Setup
FTP Examples
FTP Tips		 Auctions
Items
Customers
Sales

FAQs (Frequently Asked Questions)
Check out the FAQs for information on moving to another computer, errors, missing databases, etc!
IMPORTANT:  PLEASE read these before emailing, as they help solve many of the most common problems.

Introduction to kAuction:  

    kAuction is your all-in-one eBay auction management solution.  Designed from the ground-up for eBay by an eBay Power Seller.  It contains all the tools you need to make your auction tasks easy.  kAuction can 

    kAuction uses a unique design that splits the screen in half.  The left half contains the 

The right half contains a integrated web browser AND a print/email preview container.  You can adjust the size of either half by simply setting the mouse over the red line that separates the two halves.  When the cursor turns into a double arrow, click and drag the separator bar while holding the mouse button down.

     In addition to this 'Help' file that you are now viewing, kAuction has built in help.  Most every button and text box has 'Tips' associated with them.  Simply place the mouse over what you are curious about and a tip will pop up.  Also, as you perform many activities some assistance will be offered in the bottom left corner.

    You will no doubt notice a lot of blue text boxes.  This indicates that the fields are locked.  kAuction takes good care of your database and other information and one of the ways it does this is by keeping the information locked whenever possible. 

    Before starting any auctions, take a look around.  Open and close everything.  Read all the forms.  Put the mouse pointer over all the buttons and text boxes and labels to see the tips.  Don't worry, I have built stability into this program, you won't hurt anything.

back to top

Getting Started:  
    You've got some stuff to fill in!  First, all of the information you enter can be changed by you at any time, so don't worry if you make a mistake.  Just make sure it is filled out correctly before starting auctions.  

    Getting Started - User Settings/Options

  1. Open the 'User Info' form by clicking the 'User Info' button on the 'QuickStuff' tab or by clicking Tools -> Settings/Options on the menu.  (or press 'F2')
  2. On the 'User Information' tab you must enter your eBay username, password, and email address on file with eBay.  Accuracy is very important, as kAuction uses this information to automate most of your auction tasks.  
  3. Then fill in your name and address as it will be used for preparing invoices, etc. 
  4. Next, on the 'FTP Settings' tab, fill in your FTP settings if you know them.  If you are not sure, you can enter them when you find out what they are.  See more FTP help.
  5. On the 'eMail' tab, fill in your email preference and if you are using SMTP, fill in the server information.  MAPI information is handled by your email software, like Outlook or Netscape.  AOL users choose the SMTP setting unless you have a Hotmail account and Outlook Express set up for MAPI.
  6. Server settings are on the next tab.  These may need modified from time to time by eBay, but rarely.  Leave them alone unless there is a specific reason to modify them.  
  7. There are a number of Options on the 'Options' tab.  Read them over, they are self-explanatory.  If you do not understand an option, you will after using the software for a while.  
  8. You can close the Settings/Options form.

back to top

    Getting Started - Auction Defaults:

  1. You can check all the defaults for your listings by clicking View->Auction Defaults on the menu.   These will be used for all auction listings, but can be changed when you like.  You MUST enter a Location (ex - Los Angeles, CA) on the 'Listing Defaults'  tab.  eBay will not start an auction without a location specified.  Note: the location can no longer contain HTML.  It must simply be the location.
  2. The picture information section on the 'Listing Defaults' tab is to ensure that you always get the little picture icon with your eBay auctions.  This generates more page views for your auctions.  You can choose one of  three options.  The default picture option is a small picture that will be used for all of your listings.  When you first start kAuction, it is set to a small ad for the software.  If you have a standard picture you like to use, enter the URL here.  Some people put a little image or something similar.  Others may use a company or web site gif or jpg.  If you do not have a default picture you would like to include with all auctions, you have two other options to ensure that you get the photo icon with your listings.  You can choose to have the first picture from the item as your default picture (note: this means you will have two of the same picture with your listing) or you can choose to have kAuction 'inform' eBay  that you have a picture, and it's in the item description already.
  3. If you take PayPal you can check the PayPal box and enter the email address that is on file with PayPal.
  4. kAuction allows for background sounds and patterns, any combination of text colors and sizes, etc.   There is a preview of your auction layout on the last tab of this 'Auction Defaults' form
  5. Pick your Hit Counter preference on the 'Hit Counter' tab.  If you choose the free Andale counters, there is a button on the 'QuickStuff' tab to view all your hit counters and total bids on your items. 

back to top

    Getting Started - Other info to fill in:

  1. You will need to enter your default emails and tax information before emailing any bidders.
  2. You should also check your system time and date.  Set the time if necessary, because kAuction uses the time and date for many processes.
  3. You can now learn about how to start an auction!
  4. Sign-in to eBay and check the box that makes you STAY signed in.  This is necessary as eBay now requires a cookie on your computer so it recognizes you when you perform tasks.  Make sure to check the box that tells eBay to keep you signed in EVERY TIME they ask for the information.  Even though you are signed-in

back to top

    Getting Started - Adjusting your Internet Explorer Settings:

    The following is important, as sometimes information from a previous auction may get resubmitted.  To correct this problem, follow these instructions:

    Also, you will need to turn off the Internet Explorer Script Debugger to avoid pesky script error messages that may pop up on occasion.  Do this:

back to top

'QuickStuff' tab:  
    One of the three tabs on the main screen, this tab contains numerous quick links to often used eBay sites and some user definable links.  It also contains buttons to quickly open your user information and settings form and your 'To Do' list.  You can change the user links by clicking the 'User Info' button on the 'QuickStuff' tab or by clicking Tools -> Settings/Options on the menu.  Once you have the 'User Information' form open, you can enter web sites of your choice.  You can also set the button caption, so you will know what that button is linked to.  You can then jump to those web sites with just one click!  When first shipped kAuction has all four extra links set to our web site.  You can use the built-in browser for viewing quick stuff links, or you have the option to use your full-size default browser.

back to top

'StartAuction' tab:  
    One of the three tabs on the main screen, this is where all of your auctions will be started from.  After picking an item and entering the starting bid, category, etc, a 'quick start' auction form is generated for you, with HTML already built, and placed directly in the web browser.  More on starting an auction.

back to top

'Auctions' tab:  
    One of the three tabs on the main screen, this is where you will be spending most of your time.  It may look overwhelming at first, but it is all necessary, useful, and easy-to-learn stuff.  From this tab you; can modify an auction, view an auction, automatically retrieve high bidder and final fee information., email winning bidders, send reminder emails, leave feedback, etc, etc, etc!  

    The auction information on the 'Auctions' tab is divided into three sections; auction listing information at the top, bidder information and bidder tasks in the middle, and auction tasks and auction record navigation at the bottom.

back to top

Web Browser:

    The right-hand side of the screen contains a web browser and an email/print preview box.  You can easily switch between the fully functional web browser and the print and email preview box by clicking 'Switch' above the box.  

    The web browser will be used for starting auctions, viewing auctions, 'QuickStuff' links, handling many eBay auction tasks, My eBay page, Hit Counter page, etc.  In fact, the browser uses Internet Explorer technology and can be used to navigate to any web site - just enter the URL in the box above the browser and hit the 'Enter' key on your keyboard.  It can also be used to open local files (files on your hard drive), save web pages, and even print web pages!

    You can also use your full-size default web browser if you like for some tasks by checking the 'Full-Size Browser' check box.  It's slightly less convenient, as you will have to remember to close the browser windows after using them.  

back to top

Print and Email Preview Box:

    The right-hand side of the screen contains a web browser and an email/print preview box.  You can easily switch between the fully functional web browser and the print and email preview box by clicking 'Switch' above the box.  

    The print and email preview box is used for just what it's name implies.  Invoices, mailing labels, outgoing emails, shipping lists, etc will all be displayed in this box for review before printing or emailing.  To print the contents of this preview box, select the printer you want to use from the dropdown list box (upper right corner) and click the 'Print' button.  If you need to set up your printer or need more options for printing, click File->Printer Setup from the menu.  All printers that you have installed software for on your computer will be displayed in the dropdown box, but choose a printer that your computer is connected to at the time of printing.   The font size can be adjusted by clicking the little font size buttons.  Note that the font size buttons will resize any text that is 'highlighted' (if no text is highlighted, the font size will be the new size for any text entered after the size was changed.)  More font options are available by clicking Edit->Font on the menu.  Fun to experiment with, but you'll probably find that all of your work can best be done with the default, plain font and the regular size.

    To email directly from kAuction (after filling in your email settings) just type the message in the box, enter the email address in the 'Send To:' box below and enter the subject for the email.  Click 'Send To' and the email is sent...that simple!  Most emails you will need for auction management will be created for you automatically by kAuction.  When the emails are generated by kAuction, they will be placed directly in this box (for SMTP email) or will be sent directly to your email software (for MAPI.)

    The integrated web browser and text preview box is an amazing tool.  The design is so simple and useful, no other software can match it's versatility.  Experiment with it, you can't hurt anything.  Switch back and forth between the two views (browser and text preview.)  Try printing something.  Try opening something in the preview box, then in the web browser.  Try saving something from each view.  You'll grow to love it.

back to top

Email Set Up:  

    Email settings can be found on the 'User Info' form.  Click the 'User Info' button on the 'QuickStuff' tab or click Tools -> Settings/Options on the menu.  You have two choices for email, MAPI or SMTP.  After filling in the email settings, you should test the email.

back to top

Default Emails:  
    Click View->Emails on the menu.  There are a number of automatic emails that kAuction will generate for you.  Simply click the email message you want to fill in and then click 'Edit' to open the boxes for editing.  Help is provided on the 'Emails' form.  There is an extra email for you to use for any email you find yourself writing often.  The extra email also has a subject line.  It will be the used to fill in the subject line for the extra email.  You can use it if you like or leave it blank.  There are a few 'tags' that you can use to add certain custom lines to the email.  Read more about them on the 'Emails' form.

    Note:  you can also open a blank email for a bidder from the bidder dropdown list, or for customers from the sale form or customer record.  That's very convenient when you just need to write a few quick lines to someone and the default emails aren't needed.  The blank email is not much use to AOL users, because all it does is put the person's email address in the 'Send To:' box.  AOL users should consider using alternate email software.

back to top

Test email:  

    BEFORE emailing any customers, test your email settings and defaults on yourself.  

To test to see if your email settings work, follow these steps:

  1. Switch to the Preview box if it is not already opened by clicking the 'Switch' button.  
  2. Type a short message in the Preview box.  
  3. Enter an email address (preferably your own, so it comes back to you!) in the 'Send To:' box
  4. Type a subject in the 'Subj:' box.  
  5. Click 'Send To:' and it will be sent  
  6. If you have MAPI email, your email software should open with the information in the appropriate fields.  
  7. If you have SMTP email, kAuction will attempt to contact your provider and send the email.  
  8. Check to see if the test email made it back to you
  9. Modify your email settings and default emails as needed to make them work to your satisfaction.  

If you also want to check how your default emails will look and sound to your bidders/customers follow these steps:

  1. First, make sure you have filled in your default emails.
  2. After starting some auctions with kAuction, click 'Edit' on the 'Auctions' tab for any auction that has not ended.  
  3. Put some fake bidder information in the bidder fields (don't worry, it won't mess up your database.)  For test purposes, enter your eBay username and your email address and a bid amount.  
  4. Try all the emails to see how they will 'sound' to your bidders/customers.  Make sure they are clearly written and accurate.  Choose 'Winning Bid' email and click 'Do It', choose 'Payment Rcvd' email and click 'Do It', etc.  
  5. If you have SMTP email the message should open in the preview box with the email address and subject filled in.  Click the 'Send To:' button to test your SMTP.  Verify that the email shows up in your inbox and see how it would look to the customer.  
  6. If you have MAPI email as your preference, your email software should open with all the fields filled in.  Send the emails.  Make sure they get back to you and make sure they are accurate.   
  7. When finished testing, you can clear all the bidder fields back to blank.  
  8. Modify your email settings and default emails as needed to make them work to your satisfaction.  
    This set-up and testing is CRUCIAL.  It will give you great confidence in the accuracy of your emails and make your email tasks much easier.

back to top

AOL email:  

    AOL users, you have two choices:

    You can use the SMTP setting and the automatic emails will be generated for you and placed in the preview box.  Then you simply click 'Copy' above the box and it will be copied to the clipboard for pasting (pressing Ctrl & V at the same time is the shortcut for pasting) into the AOL email form.  You can then copy and paste the email address of the bidder into the appropriate box on the AOL email form and type in a subject.  Blank emails (from the bidder drop down list and customer forms) will offer no assistance to you because all it will do is copy the email address of the bidder/customer to the 'Send To:' box.  

    The second, MUCH BETTER, option is to set your computer up to use MAPI and send emails with Microsoft Outlook Express through www.hotmail.com.  This involves a few steps, but is worth every minute of your time.  Go to www.kinem.com/aolemail.html for complete instructions.  Yes, it'll take a bit of time (especially if you need to download Internet Explorer 5.0 or above) but it will save you so much time from then on.  Once you have it set up, you can then choose MAPI email as your email preference.   It will use your EXISTING AOL EMAIL address as the return address for your outgoing emails.  All emails you send through hotmail (by following the instructions at the web site) will appear to the receiver as though you sent them from your AOL account!

    (You actually have three choices...sort of.  You can also use an SMTP account that you have set up outside of AOL.  Be warned that AOL likes to intercept your outgoing SMTP emails and many times, destroy them.  Not sure why they do that...you'll have to ask them.)

back to top

FTP:  

    File Transfer Protocol.  Despite what you've heard, FTP is not impossible.  It is simply how your computer talks to other computers in an attempt to transfer information.  You can upload (put) files at a remote FTP site, delete files, download files, etc.  

    Once your FTP settings are entered and tested, kAuction will upload all your item pictures for you and delete them when needed.  

    To set up your FTP you need the following information from your internet service provider:  

  1. Username for logging in to FTP site
  2. Password for logging in to FTP site
  3. Host name (FTP server)
  4. Directory of your space at the FTP site (and, if you have a directory name, ask if you must create the directory first.  If you must create the directory first, ask them how to do it ...or ask them to do it for you)
  5. URL (www) prefix that must be added to image name in order to view the picture once it is at the FTP site.

    Once you get that information, simply enter the settings.  Click Tools->Settings/Options from the menu or click 'User Info' button on the 'QuickStuff' tab to view the FTP settings.  Test the FTP.  

    kAuction does NOT FTP in passive mode.  I am working on including that in a future update.  If you have a firewall, it will have to be lowered in order to FTP with kAuction.

    These settings are very particular.  That is, they do not work if they are in any way incorrect!  That's the problem most people run into...minor mistakes.  Request the EXACT information as listed above from your service provider and enter it into the FTP setting fields.  If you get frustrated, I will add additional picture/FTP help at the web site (www.kinem.com/picturehelp.html)

back to top

Sample FTP Settings:   

    Some samples follow (Note:  information below that is in italics is to be REPLACED with the actual information.  For example, where it says username you will NOT type 'username' into the FTP settings.  Type your ACTUAL username, not the word 'username')

AOL FTP settings (must be logged onto AOL with the same screen name that you are using for FTP in order to upload or delete pictures.  You may have to 'activate' your space.  Go to keyword 'My Space'   Also, they only allow 2MB which you will find inadequate.  You may want to get  FTP space elsewhere.  See FTP Tips.)

 FTP Username  FTP
 FTP Password  username@aol.com 
 FTP Host  members.aol.com 
 Directory  leave blank
 URL prefix  http://members.aol.com/username/

You must be logged onto AOL with the screen name you have specified in the options settings for uploading to work.

If you have multiple screen names, and want to swap between them, you must change the FTP Password and Web Images URL settings, and then log on AOL with the different screen name.

Also, if you haven't used your AOL ftp space, you may have to activate it by going to keyword "My Space"

I have removed other samples, as the internet providers are changing the settings too often and the information becomes incorrect.  Please contact your ISP to see if they provide space!   Nobody wants to spend more money, but I highly recommend purchasing space from a third party site, as it is MUCH more reliable and they offer much more space and it's easier.  See www.kinem.com/picturehelp.html for more info.

Also, see 'How do I get my FTP settings from my internet provider?'  

back to top

FTP Tips:

    Some tips to help you have trouble free FTP:

back to top

Start an Auction:

    Here's the steps to starting an auction.  We are assuming you have filled in the listing defaults and other information.  You may also want to read the listing tips.

  1. Click the 'StartAuction' tab on the main form.
  2. Click 'Pick Item', this will open the item records.  If you have no items entered, the item records form will open with the fields open, ready for your first item's information.
  3. If it is your first item, enter the item information. Click 'Save' when you are done entering the new item.  Make sure all the item information is correct and any pictures are uploaded before continuing.
  4. If it is an existing Item, find the item you wish to start an auction with.  The items are stored (by default) in the order you entered them.  Make sure all the item information is correct and any pictures are uploaded before continuing.   Click 'Edit' if you need to modify an existing item that is locked.
  5. If it is a new item, click 'Add' and then enter the item's information.  Click 'Save' when you are done entering the new item. Make sure all the item information is correct and any pictures are uploaded before continuing.
  6. You can enter the item's auction information in the item record (or enter it when you go to start the auction, on the 'StartAuction' tab)  The auction information stored in the item record includes:
  7. Click 'Start Auction' on the item records form, this will show the main screen with the item information filled in to the appropriate fields.  If you need to change the item information, click 'Pick Item' and change the information in the item record, then click 'Start Auction' again.
  8. You can enter the Auction Title (the default is the item's short description.)
  9. If you want, you can view your defaults for how the auction ad will look at any time by clicking 'Auction Defaults'
  10. Choose if you want kAuction to build your auction ad.  Most all people will choose to have kAuction build it because it is so easy and efficient, so that is the default.  kAuction will use the listing defaults you have entered and the item's description (from the item record) to build your ad.  You can also choose to enter you own description/HTML.  If you choose this option, kAuction will simply copy the item's description (from the item's record without adding any HTML) into the sell page's description box.  This is handy if you have your own HTML entered in the item description and want to use it.  If you choose 'Use my own...' kAuction will still fill in all of your other defaults and user information for you.
  11. We are assuming you are online.  If not, get online or kAuction will attempt to connect to the internet using your default internet settings.
  12. You can preview your ad by clicking 'Preview', this will open the HTML InstaView with the HTML kAuction has generated in the top half of the form and how it will look in the bottom half of the form.  If you want to make changes, you must make the changes to the item record (if needed) or the listing defaults then click 'Preview' again to see the result.
  13. Click 'Build Start Auction Form', this 'builds' the auction for you and begins to submit the information to eBay.  You can cancel at anytime or wait for the last page to show in the browser.  This will be the review/submit auction page.  If you check 'Auto submit', kAuction does NOT show the eBay review page.  It gets submitted automatically and the item number is entered into the database for you.  If you have chosen to include a USPS calculator, you will be asked some information about the package in you are listing at this time.
  14. kAuction calculates auction listing fees for you as it submits the auction.  If you've indicated options, such as Bold or Featured on the item record it will calculate those also.  You can use the fees calculator by double-clicking the little 'Auct Fees' label. 
  15. (Note: this does not apply if you choose 'Auto Submit')  eBay will show the total fees on the review page when submitting the auction.  
  16. If you change your mind on the category, minimum bid, etc, you should make the changes to the 'StartAuction' fields and then click 'Rebuild' otherwise the changes will not be reflected in your database.  
  17. (Note: this does not apply if you choose 'Auto Submit')  eBay will show a review of all the auction information you have submitted.  After reviewing the information in the browser, submit the auction to eBay.  If it is not right, make changes where appropriate and then click 'Rebuild.'  
  18. (Note: this does not apply if you choose 'Auto Submit') eBay will show the 'Auction has begun....' page.  You need the item number.  It's very important!  Not the link to the item, just the number.  I just double-click the number in the browser and that highlights it.  Then I press the Ctrl and C keys (shortcut for copying) on my keyboard at the same time to copy the number to the clipboard.  Click in the 'Item #' box and press Ctrl and V (shortcut for pasting) at the same time to paste the number.
  19. (Note: this does not apply if you choose 'Auto Submit')  Click 'Auction Has Begun' to enter the auction into your database.
  20. You can now click over to the 'Auctions' tab to view your auction if you like.  Your item's quantity field will be lowered when the auction is started.
  21. Click 'Pick Item' to start another auction.
  22. Note:  you can enter as many item records as you want before starting any auctions for them.  kAuction stores your item information forever, so you don't have to start the auctions right away.  I do it this way.  I enter my first new item by clicking 'Add' on the item records form.  I fill in the description, upload pictures, choose the category, minimum, etc.  Then I click 'Add' again to enter another item.  Sometimes I work on 40-50 items at night (uploading pictures goes quicker for me at night) then start auctions for those items one after the other the next day when I get time.

    In no time you will be moving through these steps in just seconds...literally.  Starting auctions has never been easier.

back to top

Auction Records:

    Auction records are found on the 'Auctions' tab of the main screen.  You will find yourself working on this tab quite often.  The screen is divided into three sections.  The top section is the listing information.  You will not have to edit this information very often as it is set when the auction is started.  The middle section contains the bidder information and bidder tools.  These will be blank until the auction has ended and high bidder information has been retrieved.  The bottom section contains tools to navigate the records, find certain records, and which record 'view' you are currently looking at.  When kAuction is started  'All Auctions' is the default view.  Please note: the bottom section containing auction navigation and view choices is not visible until you have at least one auction in the database.

    Also included in the auction navigation section is a dropdown list of auction tasks that kAuction can perform for you automatically.  Pick one from the list and click 'Do Auction Task' to perform the task.  Many auction tasks will open a kAuction generated web page/form (or eBay web pages) in the browser half of the screen.  Some will perform database tasks or email tasks.  Click here to see a rundown of all the tasks on the 'Do Auction Task' drop down list, including retrieving high bidder information and emailing all winning bidders.

    Some tasks may require you to sign-in again to eBay.  There is really no way around this (at least that I've found) due to eBay's cookie rules/regs.  Just sign-in again, if asked, and choose the checkbox that says 'Keep me signed in...'

    The 'Fees' box is a double info box.  The default view has a blue background and has the total fees (listing fees and final value fees added together.)  You can double-click the 'Fees' label to see the fees you have recorded for the listing only (green background.)  Please note:  the fees will be the same until the auction has ended and bid info has been retrieved (because until then, the total fees are simply the listing fees.)

    At any time you can instantly open the item record for the auction listing.  Click the '< Item #' button to see the item record.  This is convenient for reviewing the item record for any auction.

    If you no longer need to access a record because the auction is complete, you can hide it by checking 'Archive'.  This will save the record for you, but it will be hidden if you choose to hide the archived records.  For archiving options, double-click the little 'Archive' label on the Auction records tab.  PLEASE remember, that this hides the auctions that you have chosen to archive.  SO, if you one day can not find an auction that you know should be there, double-click the 'Archive' label and choose to see all records.

    Also see Work on Bidders for more information concerning bidder records and bidder tasks.

    See Record Tips for information that applies to all records and always remember to backup your database in order to safeguard your records.  kAuction automatically backs up your database at start up just in case you forget!

    back to top

Auction Tasks ('Do Auction Task' drop down list)  

    kAuction automates many auction tasks.  Here is a rundown of the things kAuction will do for you from the 'Do Auction Task' drop down list on the 'Auctions' tab:

back to top

Auction Record Views:

    You can choose from a number of auction views and sort them how you like.  On the 'Auctions' tab you will find three drop down boxes in a row to the left of the little '< Auctions being viewed' label.  The leftmost dropdown list has a number of choices for which records you wish to view.  Pick from:

    You can sort the records (middle dropdown list box) by item number, item title or end date and put them in ascending or descending order (rightmost drop down list box.)  If you need a specific record or want to pick from some other auction record search choices, just click 'Find'  

    Remember, if you can not find an auction that you know should be there, double-click the 'Archive' label and choose to see all records.  It may have been 'Archived' and is being hidden by kAuction.

    back to top

Active vs Completed:  

    kAuction groups auctions into two main categories.  Active or Completed.

    Active auctions are ones that are either currently running or still have outstanding bids or feedback needs left.  They are active because they still require attention.

    Completed auctions are ones that have ended without any bids or all bids are accounted for and feedback has been left.

    Note: you can manually mark auctions complete by changing the drop down box to 'Completed'.  Do this when all bids are paid and feedback has been left for the auction's bidder(s).  HOWEVER, kAuction will mark auctions completed for you.   Choose 'Mark Complete' from the 'Do Auction Task' drop down list box.   (Tip: First leave bulk feedback.  kAuction will not mark an auction completed unless feedback has been left for the bidder.)  The exception for kAuction automatically marking auctions complete; if you get a final fee credit because the bidder did not pay you must mark the auction as complete on your own.  It's completed because it no longer requires attention, you got credit.

back to top

Auction End:

Note:  kAuction calculates the auction final values fees at this time also.  It adds the final value fees to the auction listing fees and displays the total in the 'Fees' box.   If you cannot get high bidder information, be sure you are signed in to eBay and make sure you have checked the box that keeps you signed in always.

back to top

Enter a Sale:

    You might be tempted to just click the 'Paid' checkbox next to the bidder.  Don't do it.  A sale must be entered for each payment received!  Try to take shortcuts and nothing is going to work right.  Profits will be wrong, items will have incorrect quantities, etc.  Keep accurate records and your database will serve you well.  You may also want to read the first section of the Sale Records help.

    When you receive payment for an auction, follow these steps:

  1. Find the auction that payment was received for.  Click 'Find' on the auctions tab to select from a number of options for finding the auction record.  Searching by item number is the easiest if the customer included it with the payment.  They don't always do that, so you can search on bidder username, email address, auction title, etc to help find the correct auction.  If the customer is paying for more than one auction, just find any one of the auctions.
  2. If it's a dutch auction (more than one item) the little label indicating the bidder record number will be highlighted with red text to remind you to find the correct bidder (because their are multiple bidders.)  Move to the correct bidder record by clicking the little '<' and '>' buttons. 
  3. Choose 'Enter Sale' from the bidder's dropdown list and click 'Do It'
  4. The Sale form will open.  If this bidder is a previous customer (kAuction will search on the username to check) the sale form will open with all of the customer information already filled in.  Check it to make sure it is still accurate and hasn't changed.  If it is a new customer, you can enter the shipping information the customer provided.  Click 'Save' when finished entering customer information
  5. If payment is for more than one item, you can click the little '+' button to the right of the sale item lines and kAuction will search for other bids this bidder has not yet paid for.
  6. Enter the payment method.  (Tip: Payment methods that appear on the dropdown list can be modified to match your needs.  Click View->Payment Methods on the menu.)
  7. If it's a credit card, enter the number and expiration date.  (Tip: If you double-click the little 'Credit Card' label, kAuction will add the credit card number and expiration date to the customer's notes field.)
  8. Ensure that all the information is accurate. Click 'Total' to see the total before entering the sale and make sure it matches the payment you received.  Double check the shipping and insurance charges.  Accuracy is very important because mistakes are hard to fix on this form once the sale has been entered.
  9. If you have more than 7 items for this customer then, congratulations on the great customer!  I hope kAuction helped you to get this customer.  But, you will have to enter the first seven items on the form, then fill out another sale for the additional items.  (I fit all the sale lines I could on this form and still have the form fit on a smaller computer's screen.)
  10. You can enter non-auction items also.  You can not use the item number field for non-auction items however, as it's for auctions that the customer has bid on only.  For non-auction items, kAuction will ask for your cost when you attempt to enter the sale.  That's for profit analysis.
  11. After double-checking everything, click 'Enter Sale'  This adds the sale record to your database.
  12. After entering the sale, you can also mark items as shipped if you plan on shipping the items that day.  Otherwise, kAuction will mark the items as shipped when you send an 'Item Shipped' email.  The easiest way to keep your records up-to-date is to mark them shipped right from the sale record.
  13. Print an Invoice.  Even if you do not plan on shipping (ex- waiting for check to clear) print the invoice after entering the sale.  This way you will have the invoice ready when the check clears and it will serve as a reminder that the item(s) on the invoice have not yet been shipped.  If not shipping immediately, keep the invoice in a safe place until you do send the items.   Include the invoice with the item(s) when shipping.  You can modify the message that appears at the bottom of the invoice by clicking View->Emails on the menu.
  14. Print a mailing label if you have a label maker.   Default font sizes for mailing labels and invoices can be set by clicking Tools->Settings/Options on the menu.  It's on the Options tab.
  15. If you made a mistake click 'Edit.'  Only a few fields can be modified.  If you need to change more information then kAuction is allowing you to modify, you have to reenter the sale.  COPY all the information down (item numbers, descriptions, amount, etc), delete the record (DO NOT delete it until you've copied the information), then start over.  This is necessary because entering a sale makes changes all over your database and the only way to undo the changes is to completely delete the sale.  I told you to double check everything!
  16. You can also enter a sale for a customer that does not have any bids.  To enter non-auction sales, click View->Customer Records.  If they are an exiting customer, click 'Find' to find them.  If they are new, click 'Add' to add them.  When you found the customer or entered their information, click 'Save' if the record is open, then 'Enter Sale'  (IMPORTANT!  You should enter something into the USERNAME field.  If you do not know their username, enter their email address or name...something unique.  kAuction uses this field when searching for customers!)
  17. There is a 'Print All' on the sales records form.  This will allow you to print all of the invoices or all of the mailing labels for a particular date.  This is useful for users that enter all their customer's sales for the day BEFORE they print any invoices.

    Get used to this form.  With the help of kAuction, you'll be spending a lot of time here entering sales.

back to top

Ship List:

    Super feature.  You can access the Ship List by clicking View->Ship List from the menu or from the sales form when entering a sale.  Pick the dates the sales were entered (the default is today's date) and kAuction will list all the customers with their purchases right in the text preview box.  You can view them there or print the list out.  I print one every day after I finish entering the days sales so I have a complete checklist of everything that needs shipped.  It's also great for people without label makers.  You can simply cut out the customer address portions and tape them to the packages!

back to top

Work on Bidders:

    kAuction automates most of your bidder tasks.  Just pick a task from the bidder dropdown list and click 'Do It.'  The bidder check boxes (Emailed, Paid, Left FB, etc) are updated automatically by kAuction as you perform the tasks.  You will find all of the tasks in the bidder dropdown list to be huge time savers and you can experiment with them to see how they work.   You can leave feedback from the bidder dropdown list or leave bulk feedback and catch up all at once.  Attempt bulk feedback after first testing feedback for an individual bidder.

    kAuction adds notes (includes the date the action was performed) to the bidder notes field as you work.  Bidder notes that are automatically entered by kAuction include when the winning bid email was sent, when the sale was entered, when the item was shipped, when feedback was left, and when a late reminder was sent.  

    If there are multiple bidders for one auction (dutch auction) the bidder record count label will be highlighted with red text to remind you that there are multiple bidders.  This is important to remember so that you can use the little '<' and '>' buttons to locate the correct bidder.

    You can find bidders by clicking 'Find' on the 'Auctions' tab.  You will be given a list of auction fields to search on, including bidder username, bidder email, etc.  

    A rundown of all the bidder tasks found in the 'Do It' drop down list box are found below.  Some other bidder tasks are also found in the 'Do Auction Tasks' drop down list.

    back to top

Bidder Tasks ('Do It' drop down list)

    kAuction will perform many bidder tasks for you.  Here's a rundown of all tasks found on the 'Do It' drop down list box:

    Some other bidder tasks are also found in the 'Do Auction Tasks' drop down list.

back to top

Feedback:

    Before leaving any feedback, make sure you have entered at least one default feedback message.  Click View->Feedback to see your feedback defaults.

    You can leave feedback two ways.  One way is directly from the bidder dropdown list.  The bidder information and tasks are found in the middle section of the 'Auctions' tab.  Choose 'Leave FB' from the dropdown list and click 'Do It'

    When you leave individual feedback, you will have the option of choosing which message to leave for the bidder.  You can also leave negative or neutral (use with caution.)  When you leave bulk feedback, you do not get to choose which message is left for which bidder.  kAuction will choose the feedback randomly from the feedback messages you have entered.

    You can also leave bulk feedback.  Choose 'Leave Bulk FB' from the 'Do Auction Task' drop down list near the bottom of the 'Auctions' tab.  kAuction will search through your database for any bidders that have been marked as paid, but have not yet been marked as having feedback left for them.  Warning!  This could take a while if you have let feedback pileup for a long time.  You can work on other things while bulk feedback is being left, but it may slow down response time in the browser.  If you have 30-50 or so, it should take just a couple minutes.  If you attempt to close kAuction before bulk feedback is done, kAuction will warn you.

    Also, it is strongly recommended that before leaving bulk feedback, you leave one feedback manually first.  Find an auction that you have recently received payment for and you know that feedback has not been left for.  Choose 'Leave FB' from the bidder list box and click 'Do It'  Make sure it goes through.  On numerous occasions I have received a 'This functionality is currently unavailable' message from eBay.  If you get that message or something similar, try later because they may be experiencing server problems.  If you leave bulk feedback while the servers are not functioning, the bidders will be marked as having feedback left, but feedback will not have actually been completed.  In short, kAuction sends the info but that doesn't mean eBay is accepting it.  Check one feedback manually first!

back to top

 Item Records:

    All auctions are based on items.  Your item records contain all the information pertaining to each item you wish to sell.  You can open the item records by clicking View->Item Records from the menu, or by clicking 'Pick Item' on the start auction tab of the main form.  

    The fields on this form include:

    If you no longer need to access a record because the item's auction(s) is/are complete, you can hide it by checking 'Archive'.  This will save the record for you, but it will be hidden if you choose to hide the archived records.  For the different archiving options, double-click the little 'Archive' label on the Item records tab.  PLEASE remember, that this hides the items that you have chosen to archive.  SO, if you one day can not find an item that you know should be there, double-click the 'Archive' label and choose to see all records.

    See Record Tips for information that applies to all records and always remember to backup your database in order to safeguard your records.  kAuction automatically backs up your database at startup, just in case!

back to top

Customer Records:

    Customer records are one of your most important business assets.  Always enter customer information accurately and completely.   You can view your customer records by clicking View->Customer Records from the menu.  (A customer record also opens when entering a sale.  It's at the top of the sale form and it's automatically filled in if it is a repeat customer, or blank if a new customer.)

    Most fields on the customer record form are self-explanatory.  There are some tools added to the form that you may find useful.  They include:

    Take good care of your customers.  Repeat customers can help you build a solid business base.

    See Record Tips for information that applies to all records and always remember to backup your database in order to safeguard your records.  kAuction automatically backs up your database at startup, just in case!

back to top

Sale Records:

    I am sure you know that these are important records.  Well, they are ultra important to your database and your online business.  Having customer records is nice, but what makes the customer information really valuable is knowing what purchases they made.  Auction records are very important too.  But they become real tools when you can calculate profits and view sales based on them.  Sales records bind all the information together.  They tie a bidder to what is now a customer, the customer to a sale, items to a sale, and auctions to the items from the sale.  

        You can open the sales form in three ways.  To open the sales form, click View->Sale Records on the menu, or choose 'Enter Sale' from the bidder dropdown list on the 'Auctions' tab, or directly from a customer record.  The form opens a little differently with each method.  If you open it from the menu, all the sales in your database will be shown.  If you open the sales form from the bidder dropdown list, it will open ready to add a new sale with the customer information (if a previous customer) and the auction listing information already filled in.  If you open it from the customer records form, it will open ready to add a new sale and the customer information will be already in place on the sales form (but no item information.)

    I've designed a neat and efficient Sale Records form for your auction needs.  Many fields are self-explanatory and you can also find out more information about them by simply placing the mouse cursor over them.  A tip will pop up for most text boxes, buttons and some labels.  Some features include:

    You should also read the information about entering a sale.

    See Record Tips for information that applies to all records and always remember to backup your database in order to safeguard your records.  kAuction automatically backs up your database at startup, just in case!

back to top

Record Tips:

    Records that kAuction maintains include Customer, Item, Auction and Sale records.  All records have some nice features to help you perform your auction tasks more efficiently.  They include:

    Also see Database Tips for information about safeguarding your records.

back to top

General Tips:

    Some general auction tips and kAuction tips.