Installation
Where do I find my registration code?
The registration code is located on the letter that is included with your purchase. You can also click on File in the menu bar, then Properties and select the Organization tab. If you are unable to locate either of these, the registration code can be accessed online via Software Downloads. From this page, type in your online login and password then click login. The registration code will be provided as well as a list of the most current software releases available for download. Note that both the online login and password are case sensitive. If you do not know your online login and password, please contact Greater Giving Support.
Which installation type should I choose?
There are three main installation types for Greater Giving Event Software: Stand Alone, Network Server and Client, and Network Client Only. Stand Alone installation is used for a single computer that isn't part of a network. The database is stored exclusively on the computer. Network Server and Client installations used for the main or server computer in a network of computers. This is the computer that stores the database. Network Client Only installation is used for a computer in a network of computers where Event Software is installed.
I have just purchased Greater Giving Event Software and currently have the demo version installed. Where do I enter my new registration code?
Uninstall the demo version and reinstall Greater Giving Event Software with the new registration code. Uninstalling will not affect any of the databases. During installation, Greater Giving Event Software will prompt for a registration code.
Does the software work on a Mac?
No, and we are unable to support running the software on Virtual PC. Our Greater Giving Event Software Online Edition, however is web based and is Mac Compatible.
How do I map a network drive?
There are some basic instructions in the software manual that will provide you with the requirements for mapping a network drive. We suggest that you consult with an IT professional for assistance with network hardware set up.
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Data Entry
How do I create new records?
Click on Data on the menu bar and select from New Item, New Donor, New Package, New Staff Member, or New Bidder. If the respective grid view is open, click on the Create New Record button on the tool bar or the green plus sign on the top tool bar. For example, if the item grid is open, to create a new item, click on the Create New Record button on the tool bar and a blank item form will open.
How do I find my data in Greater Giving Event Software?
Data can be found in Greater Giving Event Software by using the Query Bar. The Query Bar is the gray area on the left hand side of the software screen and it has 8 tabs on the top which represent the eight main tables in Event Software. For a complete listing of the tables go to View then Grid Views. To see data, click on one of the tabs and hit the Query button at the bottom of the Query Bar. This will bring up data in a grid view. The grid view is a listing of records. To edit one of the records, double-click on the record and a form view will open. Editing data is done in form view. When edits to a record are finished, hit F10 to save and close the record.
The Query Bar can also be used to “filter” data, or narrow down a search for specific data. The blank fields in the Query Bar are filters. As the fields are filled in, the data selected is narrowed down. For example, if looking for donors who have current donations, click on the Donor tab in the Query Bar. Select “Have current donations” from the drop down box that is labeled “Include only donors who:” at the bottom of the Query Bar then hit the Query button. This will result in a grid view of donors who have current donations. The Query Bar can be toggled on and off with F7.
How do I delete records?
In the grid view, highlight the desired record by clicking on the record once then hit the Delete key on the keyboard or the Delete button on the tool bar.
How do I duplicate a record?
In the grid view, highlight the desired record by clicking on the record once (so that it’s highlighted) and select Grid, then Duplicated record or Ctrl + D. This function is only available for items, packages, and bidders.
What is the difference between items and packages?
Everything that is donated to an organization is entered as an item, including things that will not be sold, such as cash, decorations, printing, etc. By entering all donations as items you can easily track and thank donors even if the donation will not be sold in the auction. The items that will be sold through out the event are later turned into packages. A package may contain one item, multiple items, or no items at all (such as raffle tickets or fund-a-cause packages).
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Reports
How do I generate reports in Greater Giving Event Software?
There are two main types of reports in Greater Giving Event Software: General Reports and Grid Reports. General Reports can be accessed through File, then Print General Report. To print a Grid Report, open the grid view then click on the Printer button tool bar, or go to File, then Print Report. The list of reports that appears is dependent on which grid view is open. For example, if the Package grid view is open, a list of reports for packages will appear.
How do I print out only certain records on a report?
There are two ways to print specific records. The Query Bar can be used to filter for specific records. Select the appropriate tab and fill in the filters then press Query. The resulting records in the grid view can then be printed in a report by clicking the printer button on the tool bar, selecting the report and pressing print.
The second way is to select specific records from the grid view. To aid in this process, data can be sorted by any of the columns in the grid view. To sort by a particular column, double-click in the column heading in the gray area at the top of the column. To sort in reverse-order, double-click the column header again. To select records in a range, click on the first record in the range, hold down the shift key, and click on the last record in the range. Once records have been selected, click on the Printer button on the tool bar. Notice that “Print All Records in the Grid” has automatically changed to “Print Only Selected Records.” The report will only include the records that have been selected. If the records are not in a range, hold down the Ctrl key, and select the desired records then print the report.
Note: If the report has (not based on current selection) after the name, it will print out all records in the grid, regardless of which records have been selected.
When I try to print out any report I am receiving an error message “There are no associated reports for this grid view”?
Two things could be occurring. Either the default database isn't located in the correct location or the network isn't mapped correctly. The default location for the database needs to be located in the database folder in "AuctionServer" folder, or in the database folder in the "Greater Giving Event Software" folder. The network computer needs to be properly mapped to the "AuctionServer" folder and must be shared to all networked computers.
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Attendance
I have started to receive registrations for my event. How do I enter them into the database? How should I handle couples?
Event attendees will be entered into Greater Giving Event Software as “Bidders.” Bidders in Event Software are defined as anyone who will be attending the event. Couples can be entered into two separate bidder forms (Jim Johnson and Kristy Johnson) with separate bidder numbers, or as one bidder (Jim and Kristy Johnson) with one bidder number. Typically couples only want one receipt, and therefore are entered as one bidder. Bidder numbers do not have to be assigned as attendees are entered into the database. They can be assigned all at once when all registrations have been entered into the database. Bidder numbers for late registrations can be assigned one by one.
I have bidders who did not include the admittance payment with their registration. How do I charge admittance to receipts for the night of the auction?
Showing the registration or admittance fee on the event night receipt requires several steps:
First, a multi-sale package labeled “Admittance” must be created.
Perform the following steps to create a package: on the menu bar select Data, then New Package. In the Package Form, for the package number click Assign, tab to Name and type Admittance, click Multi-Sale, click on the check box to Override Calculated Defaults, enter ticket/admission price in the price field, and press F10 to save and close.
To identify all bidders who need to be charged for admittance, click on the Bidder tab of the Query Bar, at the bottom of the Query Bar, under the “Include only bidders who:” drop down box, select “have not fully paid for admittance” and hit the Query button.
Next click on the Printer button on the tool bar and select BID-01 and under report style select “Concise.” The report will list the amount of admittance owed (Due) for each bidder.
Finally, sell each bidder the Admittance package by using the Multi-Sales tab of the Sales Bar.
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Auction Night
How do I enter sales on auction night?
All bid sheets and runner sheets will be entered under the Sales tab of the Sales Bar (F8). For any Multi-Sale packages, sales will be entered under the Multi-Sales tab of the Sales Bar.
How do I delete a sale?
Click on the Sales tab of the Sales Bar. Type the package #, press enter. Press the delete key to delete the bidder #, press enter. Click the Sell button. Press enter or click the Continue button in the Warning window.
How do I change the amount of a sale?
Click on the Sales tab of the Sales Bar, type the package #, press enter – the bidder #, name, & amount will be displayed. Press enter again to advance to sale price. Overwrite the sale price with corrected amount, press enter. The Sell button is now active (bold outline) – press enter. Click the Replace button in the Warning window.
Should I enter payments on auction night?
We do not recommend entering the credit card payments into Greater Giving Event Software on auction night, but rather wait until the next day.
You can enter in the cash and check payments in at the event for record keeping of the cash and checks. After the event, all payments may be entered under the Payments tab of the Sales Bar.
If using the Auctionpay terminals, do not enter any credit card payments into the Greater Giving Event Software Sales Bar. All cash and check payments however, do need to be entered into the Sales Bar before step 2 in the sync process with Auctionpay terminals. This sync step carries over the payment amounts due from Event Software to Auctionpay terminals. Entering credit card payments into Event Software prior to the second sync will reflect a zero balance for the bidder, and consequently there will not be a balance to carry over to the terminal and the cards will not be charged.
What reports should I print out for the auction?
The Bid Sheets ( PKG-06, PKG-06b, or PKG-06c), Multi-sale Sign Up Sheets ( PKG-06d), Runner Sheets ( PKG-07 or PKG-08), Catalog ( PKG-02), Table Placards for the silent tables ( PKG-09), and the Guest Listing short style ( BID-01) should be printed out before auction night.
Blank Bid Sheets (UTL-01 or UTL-01b), Blank Runner Sheets (UTL-02 or UTL-03), and Blank Bidder Registration Forms (UTL-05) are also useful.
Other helpful reports are Bidder Registration Labels (BID-09) that can be affixed to catalogs and Package Labels (PKG-10) to help identify packages.
During the auction and after all of the sales have been entered, print out a Sales Listing by Bidder without Bidder Names or Amount (BID-04). Post the BID-04 report where bidders can see it, so that bidders will know if they have successfully bid on an item, and will need to proceed to cashiering.
After auction night is over various summary reports can be printed to see the results of the auction (SUM-07, SUM-08, SUM-09, SUM-10, SUM-13, or SUM-14). And if using Auctionpay terminals, a Sales Listing by Bidder (BID-03) and a Payment Totals Report (PAY-02) is helpful in the reconciliation process.
How do I print out bidder receipts at the auction?
The Sales Bar is used to print out bidder receipts. Click on the Bidder info in the Sales Bar. Identify the guest’s bidder number, then type in the number and press Tab. Change the action in the drop down box to “Print Receipt” and click on the Print Receipt button.
How do I batch print bidder receipts at the auction?
Click the Bidder tab of the Query Bar. In the “$ Spent” query field enter 1 in the first field, leave the 2nd field blank. Click Query to display a list of all bidders who have spent $1 or more. Click the Printer icon to display the list of bidder reports. Select Receipts (BID-06) and click Print.
How do I direct the bidder after I hand them a receipt?
If the bidder has pre-registered their credit card using Auctionpay terminals, their Greater Giving Event Software receipt will indicate “Express Checkout” in large print at the top. Express Checkout bidders can proceed to item pickup and leave. If the bidder isn't a Greater Giving Express Checkout guest, they will need to proceed to cashiering to either pay with their credit card, or pay with cash or check. If you are using Auctionpay terminals you can swipe the guest’s credit card at cashiering.
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Backing Up
How often should a backup be performed?
Every time a change is made to a record, and the record is closed, the change is saved. Backing up provides a resource for recovering data if there is a corruption in the database. Backing up the database is recommended after performing one hour of data entry, or a back up can done upon exiting, but it isn't required. The database will still be saved.
If I want to transport my database to another location, what is the best way?
The easiest way to transport the database is to back up the database and then restore from the back up at another location. If both locations have Internet access, and your online account is active, a back up can be performed on the online server at the first location and then restored from the back up at the second location. A back up can also be saved to a disk or other removable storage device, transported to another location and then restored.
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