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Auction! and Spire Portal Q&A

Below you will find a series of common scenarios that are asked with the integration of Auction System’s Auction! and the Spire Portal.

Check-in and Registration

1 – Situation:  Guest bought tickets via the Pre-Event page on the Spire Portal, but would like to use a different card the night of the event.

Solution:  No problem – Pre-event sales transacted on the Portal’s Pre-Event page are not stored or tied to a bid number.  All sales transacted through the Pre-Event page are processed as  “live” transactions.  Ticket sales are sent from the Spire Portal to you, showing who has purchased tickets, with non-sensitive data.  Ticket sales & pre-event sales should be manually entered into Auction!.

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2 – Situation: Can a walk in guest be registered into the Spire Portal and Auction! ?

Solution:  Yes you can, have predetermined packets and with bid #’s that are not currently assigned to other guests in Auction!.   Create a contact card  in Word (we use 4×6 index cards) for each of the walk in packets.  The contact card should have the same bid # as on the packet and  include spaces for the guest to write in their name, address, phone number and any other information you may deem necessary.  After the guest fills out the card, give the guest the packet so they can begin bidding on items.  Send the card back to data entry to enter the guests name, contact information and bid # into Auction!.

2a – Situation:  Guest shows up at the event and needs to buy tickets, but does not want to have their credit card stored.

Solution:  Document on the contact card then add ticket sales in Auction!.  At the end of the event, an invoice will be printed with the amount due for the tickets and any additional sales.

(ADVICE: We do not recommend you allow a guest to attend your event without giving you a credit card in advance of paying with cash/check at the door, because if the guest does not purchase any items they may leave the event without paying for their dinner tickets.  After the event you will need to track them down for payment).

2b – Situation:  Guest shows up at the event, would like to buy tickets & presents a credit card for Quick Check Out.

Solution:  Register the guest on the Spire Portal Event screen, provide them with a per-determined , currently unused bid #.  Document the number of tickets on a contact card, then register the guest’s name, bid # and ticket sale in Auction!.  The guest is then registered for Quick Check Out, and the ticket sales plus any additional purchases will be on the invoice at the end of the evening.

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3 – Situation:  Bid # was mis-typed in the Spire Portal (eg the check-in clerk typed in 3600 instead of 360 into the Portal).

Solution:  Change the bid # in Auction! (Bid #’s cannot be modified in the Spire Portal)  With your project open in Auction!, click Spire Payments menu, Clear Quick Checkout.  Click Clear Automatic Quick Checkout Flag.  This removes the Quick Checkout flags for ALL swiped bidders, then you can revise bid #’s.

Once the bid #(s) at issue have been changed, click Spire Payments Sync1 and proceed.

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4 – Situation

:  Guest bid # was incorrectly issued to a different guest in the Spire Portal.

Solution:  Change the bid # in Auction! for the 1st guest (see above) then assign a new bid # to the second guest.  Have a list of UN-assigned bid # for this case.  Make sure to then enter/change the bid # in Auction! for the second guest.

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5 – Situation:  Card swiped but is not accepted.

Solution:  Try swiping the card twice.  If nothing happens, the magnetic strip on the card may be demagnetized or can not be read.  You may type in the credit card number by hand in to the Spire Portal, when the complete credit card number has been entered, press the “submit” button.

If the red X appears after submitting the card, the card was not accepted (Declined).  You cannot use that card OR that bid # again.  If the guest would like swipe a different card, they may do so, but they will also need a different bid #.  See #9 (below) for instructions on different bid #’s.

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Check-out and Payment Processing

6 – Situation:  Guest would like to make split payments on two credit cards (eg Guest swipes a VISA card at check in, but wants to pay $1,000 on the VISA  and an additional $700 on a MasterCard)

Solution:  Using the example above, you should run the $700 on the Post-Event page on the Spire Portal (normally used to process sales that were declined on the Sync 2 or processing additional post event sales) which is a live transaction, then in Auction! post the payment immediately for this live transaction.  There is no way to automatically record the payment in Auction! so you MUST manually enter the payment BEFORE you complete the Sync 2.  (Otherwise the client will be charged the $1,700 on the second card in addition to what was run on the first card $700).  Once you enter the $700 payment manually into Auction!, the balance due (for theamount they want to pay on the swiped VISA card) is correct when doing the Sync 2.

Sync 3 will automatically enter the second payment (on the swiped card) into Auction! and the first payment has already been entered into Auction! manually, so the guest will have a $0 balance due.

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7 – Situation:  Guest wants to make split payments using a credit card and cash/check (eg Guest swipes a VISA card at check -in, but wants to pay $500 on VISA and the additional $100 by cash/check).

Solution:  Before Sync 2 is done, ALL cash & Check sales should be manually entered into Auction!.  This reduces the amount owed for guests, so only the remainder is sent for processing during Sync 2.

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8 – Situation:  Two or more guests would like to split the purchase price between them.

Solution:  The item should be made a Pledge/Multiple Buyer Item in Auction!.  A bid for each bidder should be entered that matches each person’s part of the purchase for the item.  Auction! transmits the appropriate balance owed for each bidder during Sync 2.

If the item already has a winning bid entered for the first bidder & then they decide to split the cost, the pledge/multiple buyers box will be “greyed out”.  You will first need to delete out the winning bid for the first bidder.  Right -click  on the item in question from the silent or live list and choose Edit Winning Bid.  Do NOT change any of the information on the winning bid entry screen; simply click the Delete button on the screen, then click YES to delete.  Close the winning bid entry screen, open the item entry screen for the item, & click the Pledge/Multiple Buyer Box.  Save the item, then return to the winning bid entry screen and enter the appropriate winning bid for each of the bidders (may be equal amounts or different amounts for each bidder).

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9 – Situation

:  Guest swiped a credit card st check-in, but wants to use a different card when checking out.

Solution:  Change the bid # by adding a “9” in front of the bid number for the guest and swipe the new card in to the Spire Portal Event Screen (eg Bid # 601 was the original bid number assigned to the original credit card, add the “9” to the original bid #  now it becomes 9601, the “9” now becomes an indicator that it is the same bid #, but with a new credit card number).

Auction! does not accept the same names, so add a new , slightly different, bidder name with the new bid #.

Example: Jane Smith, bid # 601 originally in Auction! add a new name , J. Smith or Jane Smith, bid # 9601.

The items already purchased MUST follow her bid # change so now must be sold to 9601 before completing Sync 2.

In Auction! click Activities, Enter Winning Bids and enter each of those items #s originally sold to 601, change the bid # to 9601 and click Save/Enter then click Yes to accept change.

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10 – Situation:  One Guest wants to pay for two different bid #s.

Solution:  PRE-EVENT:

Swipe the guests credit card and enter their bid # in to the Spire Portal.

Swipe the guests credit card again and enter in the other persons bid # into the Spire Portal.

In Auction!, enter the winning bids as usual with the correct bid #s and print invoices as usual.  The same card will be charged for the two bid #s purchases during Sync 2, but the guest will able to tell how much is charged for each of the two different bid #s, since each will receive its own invoice.

10a – Situation: Guest offers to pay for their own purchases & a teachers purchases (pre-event check-in)

Solution:  Follow the steps above.

In this example, the paying guest will likely absorb the cost, but the teacher will get their own invoice to pick up purchased items.

10b – Situation:  Guest will pay for their own purchases & their friends purchases because the friend forgot to bring their credit card (pre-event check-in)

Solution:  Follow the steps above

In this example, the paying guest can receive a copy of the friends invoice so they know how much the friend owes them, and the friend will get their own copy to pick up purchased items.

10c – Situation:  At check-out, one guest offers to pay for another guest’s invoice & the balance due is already known.

Solution:  Run the 2nd guests amount as a Post-Event payment (normally used for after event additional sales) which is a live transaction, then in Auction! post that payment immediately for this live transaction.  You must manually enter the payment to the 2nd bidder #s account (use the Tracking # field to indicate “paid by Joe Smith for Sally Jones” or osome such.

The balance due on the 1st guest’s bid # will automatically charge & post correctly on Sync 2 and Sync 3.  Give the paying guest a copy of the other guest’s invoice so they know the two difference amounts that will be charged to their card.

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11 – Situation:  Incorrect amount appears on the invoice.

Solution:  Change the wining bid or delete it in Auction! The invoice will automatically update to show the correct amount.