A customer may be a private person or a company. All customers have different terms and preferences, all of which must be maintained and updated. RamBase auction solution allows mirroring supplier for each customer and vice versa. These will have the same account numbers, and there is functionality for handling these as one instance, for example regarding the settlement with a focus on both sales and purchases (clearing).
Everyone who wishes to sell their lots in an auction needs to be registered as a supplier. The same applies for those who want to buy a lot – they have to be registered customers. Customers can also be created when the auction is active. Customers will be assigned unique bidder numbers for an auction if they place bids or are represented in the room on auction days. You may also give a regular customer a fixed bidding number, as an extra service.
All you need to register a new customer/supplier is their name, address, payment, delivery terms and contact information.
RamBase Auction allows you to:
- Register a new customer or supplier (mirrored)
- Maintain and update the accounts
- Either expand or reduce the terms for the customer/supplier, including commission, fee handling, bidder number and areas of interest
- Administer document management, setting rules for customers/suppliers regarding where the different documents will be stored
- Overview of correspondence with the customer/supplier
- Send reports and other correspondence
Department / Classification
The classification of lots can be administered by the auction house using RamBase “Classification Tree”. This tool allows to categories all lots in a hierarchical classification. The categories can be created according to each auction needs. It can also be used when sending catalogues to customers before an auction or as a foundation for the classification/structuring hierarchical tree on your the website.
Consignment / Receive lots
- Classify, describe and set a value on the objects
- Upload pictures
- Use reports to see correction list, starting prices, dates etc.
Goods that customers want to sell have to be registered as objects/lots in RamBase. If more than one object from the same supplier is received, they can be grouped into collections. Each lot can be categorised, described and valued. You can attach one or several pictures to present the lot. These pictures can be added manually one by one or combined in multiple numbers and added as an import job (batch).
The settlement process mainly involves clearing (counter accounting) and disbursement to suppliers after auctions.
The RamBase Balance Tool provides auction houses with all the relevant information needed to perform the settlement successfully. This application lists unique combinations of auctions and due dates on supplier invoices. It also shows information on possible prepayments and payments that have been made. When every change and counter accounting is finalised, you can make the payment for each supplier.
Podium and combined auctions usually are active for a fixed period, while online auctions could be valid for a more extended period. This means that you can create a new auction for each combined sale, while online auctions just get new lots added (normally). Categories are common for all auctions; updates are carried out just one time (will be available for each auction that exists or is created). Sorting puts auction objects in the right order and assigns object numbers accordingly. Currently, sorting is only carried out for combined auctions, and mainly for catalogue purposes. Finally, you schedule the auction and set the date when objects will be active for bidding.
When everything is in place, you can activate the auction, and scheduled objects will be visible. It is also possible to activate an auction earlier and use a visibility flag to control when objects show up online. Bidder numbers on bid notes can be assigned both when placing online bids and using the customer application, typically on the day of the podium auction for those participating in the room.
There are four ways to place a bid: with a bid note, online and in the podium room on auction day. RamBase supports both group bidding and maximum amount on bid notes. Objects with bids in the podium room will be sold when auctioneer hammers on the podium; those without bids will remain unsold. Online auctions can last for years, it normally ends when the time limit is reached for an object. If a buyer wants to retrieve an object for which he/she has won the bid, there is an application for easy management of payment and closure of the transaction. Unsold lots may be assigned to a new auction, or returned to the seller.
Close Auction / After sales
Combined and podium auctions are only available for a limited time with a fixed number of objects corresponding to the catalogue representing the auction. When transferring the auction to after sales or ending the auction, the system will automatically create customer and supplier invoices for lots that are sold. However, this can also be configured otherwise. Bid notes for the auction will also be closed in this process. Sold objects not retrieved are shipped, and unsold objects are moved to other auctions, placed in after sales or returned to suppliers.
- Sell unsold objects on after sales before final closure
- Move unsold objects to other auctions or return to supplier
- Automatic closure of bid notes
- Create both customer and supplier invoices automatically
- Ship sold objects