Boost recurring donations this giving season with the upsell prompt!With the Auctions app, the Fulfillments tab is where your team follows every item a bidder is owed until it is in their hands, whether it is picked up at the event or shipped. It covers handover only. Money is handled on the auction's Checkouts tab.
To open it:
- Open the Auctions Manager.
- Click the title of the auction you want to manage.
- Click the Fulfillments tab.
Note: The Fulfillments tab appears when People Bid on Items is set to Yes under What's in this auction on the auction's Details tab, or when any item in the auction has Track Fulfillment set to Yes. Silent and live bidding items, and any item with Requires Shipping set to Yes, always track fulfillment. So an auction that only sells items at a set price shows this tab once one of its items tracks fulfillment. See Choosing what's in an auction.
Which items appear
You do not create rows on this tab. An item appears once it is on a bidder's checkout, which means one of the following:
- A won silent or live bidding item. It appears once bidding on it has ended, whether because its end time passed, the item was ended, or the auction was set to Closed. If the item has a reserve price, the reserve must be met.
- A fixed price purchase, but only if the item has Track Fulfillment or Requires Shipping set to Yes.
Fixed price items that nobody collects, such as drink tickets or raffle entries, can be left out by setting Track Fulfillment to No. The tab reminds you of this with the note "Items not tracked for fulfillment aren't listed." Paddle raise pledges never appear here, and neither does any item that has been removed from a bidder's checkout.
Note: An item appears here only once it is on the winner's checkout. If an item you just closed is missing, reload the page. On a large auction, the Checkouts tab updates up to 50 bidders each time it loads. Reload until its Bidder checkouts count stops changing.
The progress bar
The top of the tab shows how far your team has got, for example "12 of 40 tracked items picked up or shipped". Beneath the bar, a legend counts the items in each state.
On the right, Payment before release shows On or Off. This comes from the auction's Require Payment Before Release setting. When it is On, items belonging to a bidder who still owes money are held until that bidder pays. See Configuring checkout and settlement settings.
What the list shows
| Column | What it shows |
|---|---|
| Bidder # | The bidder's number |
| Bidder | The bidder's name |
| Item | The item name, with the lot number, whether it was an auction win or a fixed price purchase, the price, and the quantity when more than one was bought |
| Method | Pickup or Shipping. Items with Requires Shipping set to Yes are shipping items. |
| Payment | Where the bidder's checkout stands (see below) |
| Status | Where the item has got to (see below) |
| Collected by | The name recorded when the item was handed over |
| Actions | The buttons for this item |
Item statuses
| Status | Meaning |
|---|---|
| Awaiting pickup | The item is ready to be handed over at your collection point. |
| Awaiting shipment | The item is ready to be posted. |
| Held | Payment before release is On and the bidder still owes money. The line beneath reads, for example, "Awaiting pickup · balance due". Held appears only when Payment before release is On. |
| Picked up | The item has been collected. The date, time and staff member who marked it are shown beneath. |
| Shipped | The item has been sent. The date, time and staff member are shown beneath. |
| Unclaimed | Your team has recorded that the item will not be collected. The reason, date, time and staff member are shown beneath. |
The Payment column
The Payment column shows one of the following:
- Balance due, with the amount still owed
- Refund due
- Paid
This is the state of the bidder's whole checkout, not just this one item. A bidder with three items and a balance due shows Balance due on all three rows.
Payment and handover are kept separate on purpose. A winner can pay days before they collect, and at a live event people often collect items before paying. Keeping the two apart lets you see at a glance who still owes money and who still has something to pick up. To take a payment, use the Checkouts tab.
Finding items
- Type in the Filter field to search by bidder name, bidder number, item name or lot number. The list narrows as you type. Click Reset to clear the search and the filters.
- Use the status buttons (All, Awaiting, Held, Picked up or shipped, Unclaimed) and the method buttons (All methods, Pickup, Shipping) to narrow the list. Each button shows how many items it matches.
- Click a column heading to sort by that column.
The item pane
Click an item's name to open its pane. It has four sections:
- Fulfillment shows the item's status and the buttons for it.
- Fulfillment details shows the item's Fulfillment details field, such as a voucher code or delivery notes, for your team to use at handover. Bidders do not see it.
- Payment shows what the bidder owes or is owed. Click Open checkout to go to that bidder's checkout on the Checkouts tab.
- Last recorded shows who marked the item, and when.
How this tab differs from the other tabs
- Winning Bids shows who won what, and for how much. It appears only when People Bid on Items is set to Yes.
- Checkouts is where you take payments, send checkout links and deal with what each bidder owes.
- Fulfillments is where you hand items over and record anything that will never be collected.
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