Marking items picked up, shipped, or unclaimed

With the Auctions app, you record each item's handover on the auction's Fulfillments tab. You can mark it picked up, shipped, or unclaimed if it will never be collected. These are done by hand, because only your team knows what happened at the collection table.

Marking an item picked up

Use this when the winner, or someone collecting for them, has the item in hand.

1. Open the Auctions Manager.
2. Click the title of the auction.
3. Click the Fulfillments tab.
4. On the item's row, click Mark picked up.
5. For Who collected this item?, leave the bidder's name, or type the name of whoever is collecting for them.
6. Click Mark picked up.

The item's status changes to Picked up, and the name appears under Collected by. The dialog also shows the item's Fulfillment details, if it has any, so you can check what to hand over.

At a live event, mark items as you hand them over, so the list of what is still awaiting pickup stays accurate.

Marking an item shipped

Use this for items with Requires Shipping set to Yes, once they have actually been sent.

1. Open the Auctions Manager.
2. Click the title of the auction.
3. Click the Fulfillments tab.
4. On the item's row, click Mark shipped.
5. Click Mark shipped to confirm. This records that the item has shipped, with today's date and your name.

The item's status changes to Shipped.

Marking an item unclaimed

Use this when you have decided the item will not be collected, and you want to record why.

1. Open the Auctions Manager.
2. Click the title of the auction.
3. Click the Fulfillments tab.
4. On the item's row, click Mark unclaimed.
5. For Reason (required), choose one of the following:
   • Winner didn't collect
   • Winner declined the item
   • Donor or vendor can't fulfill
   • Expired or couldn't be scheduled
   • Lost or damaged
   • Can't be delivered
   • Other
6. For Note (optional), enter what happened, who you contacted, and when. If you chose Other, the note is required, and the label changes to Note (required).
7. Click Mark unclaimed.

The item stays on the list with the status Unclaimed, along with its reason, the date and time, and your name. If the item turns up later, you can return it to awaiting.

Important: Unclaimed is not a refund. Marking an item unclaimed does not change the bidder's checkout, and it does not reverse a payment already taken. To take the item off the bidder's bill, or to deal with money they have already paid, use the auction's Checkouts tab.

Marking an item unclaimed does not put it back into the auction or offer it to the next-highest bidder.

Marking several items at once

1. Open the Auctions Manager.
2. Click the title of the auction.
3. Click the Fulfillments tab.
4. Tick the box next to each item you want to mark. To tick every item on screen, use the box in the header row.
5. In the toolbar, click Mark Picked Up, Mark Shipped or Mark Unclaimed.
6. Review the list. Under Will be marked, you see the items that will change. Under Skipped, you see the items that won't, with the reason in the Why column.
7. For Mark Picked Up, if every item belongs to one bidder, confirm or change the name under Who collected these items?. If the items belong to several bidders, each item is recorded as collected by its own bidder.
8. For Mark Unclaimed, choose a Reason (required) and add a note if needed. The same reason and note are recorded on each item.
9. Click the button at the bottom of the review, for example Mark picked up (6).

An item is skipped when it can't be marked that way. For example:

Skip reason	What it means
Ships — use Mark Shipped	You chose Mark Picked Up for a shipping item.
Pickup item — use Mark Picked Up	You chose Mark Shipped for a pickup item.
Already picked up / Already shipped / Already unclaimed	The item has already been marked.
Unclaimed — return it to awaiting first	The item is unclaimed. Return it to awaiting before marking it picked up or shipped.
Held — [bidder] owes [amount]	Payment before release is on and the bidder still has a balance.

Note: To enter someone else's name for a pickup, such as a friend collecting for the winner, mark one bidder's items at a time.

Held items

When the auction's Require Payment Before Release setting is Yes, items belonging to a bidder who still owes money show as Held. Their Mark picked up and Mark shipped buttons are disabled, with the tip "Held until the bidder pays their balance." Once the bidder's checkout is paid in full, the item returns to awaiting and can be handed over. You can still mark a held item unclaimed.

To collect the balance, click the item's name and then Open checkout, or go to the Checkouts tab. See Taking a payment from a bidder.

Correcting a mistake

• Picked up or shipped by mistake: on the item's row, click Undo, then Undo again to confirm. The item goes back to awaiting, and the recipient, date and staff member are cleared.
• Unclaimed by mistake, or the item turned up: on the item's row, click Return to awaiting, then Return to awaiting again to confirm. The reason and note are cleared. Payment stays as it is.

Deciding which to use

Situation	Use
The winner, or someone for them, has the item	Mark picked up
The item has been posted to the winner	Mark shipped
The winner will never have the item	Mark unclaimed

All three take the item out of your awaiting list. The difference is what your records say afterward. At the end of an auction, the number of unclaimed items, and the reasons for them, are worth knowing rather than hiding among the items handed over.

Related articles:

• Understanding the Fulfillments tab
• Taking a payment from a bidder
• Understanding the Checkouts tab
• Configuring checkout and settlement settings
• Exporting winning bids from an Auction