Donor Telemarketing & Item Tracking

Generates web-based telemarketing forms targeting previous donors.
The donor solicitation form shows every item the donor has given, the sold value, and rate of return. The lifetime market value, sold, and rate of return is also calculated to provide a complete donor history.
Donor information includes email address, all telephone numbers and full name and address.
Copying item descriptions of past donations streamlines data entry
Data entry including operator call notes, directly into telemarketing forms eliminates redundant data entry
Item information is stored by quantity, type of item (merchandise, certificate, underwriting, in-kind donation, or cash donation), description, market value, minimum bid, preferred board type, delivery, scheduling, and warehouse data.
A report and download is created showing items that need to be picked up making it possible to map out a route to efficiently pick them up.
In-house value field allows staff to assign value lower than donor’s assessment.
Creates certificates for printing or downloading for mail merging.
Item flags denote special information including sample available, taxable, or recycled.
Minimum bid amount can be calculated automatically as a % of market value.
Search for an item by its value, description, category/description, “description contains”, or item number.
Labels are printed for each item donated plus an extra label is printed for the shelf.
If there is a sample of the item, the last label is noted “do not sell” so that you will give away the other items or certificates before the actual sample.

Complete buyer and donor histories

Search for a donor or buyer by name, affiliation/member number, email address, address, zip code, telephone number, company name, and a user-defined method.
A complete history of donated items is attached to each donor account. The profitability of each item is noted.
Accumulated market value of all items is automatically calculated.
All history fields are available for download, segmentation, and analysis.
A complete giving history, including item descriptions and donor names, is attached to each buyer account.
The Donor History tab shows a summary of landmarks and lifetime totals.

Automated lot generation, Item Packaging and On-air production aids

The Allegiance system has the unique capability of packaging items. Simply enter in the number of lots and the number of items that go into each package and the system will create the lots.

For example, if you get 10 of an item donated and you are selling 5 at a time at two different times, simply say you want to create 2 lots. The system will automatically assign 5 multiples to each of 2 lots. The top five bidders will each get one item. Or, if you want 5 lots and want 2 items to be packaged as one item, enter 5 lots and 2 in each package.

Other items can be added to the package.
Package decisions may be made at any time.
Lots are created automatically when items are entered, however, they can be manually entered and modified.
A lot can consist of any combination of items or packages, each having a quantity of 1-999.
Multiple items in a lot can be highlighted and “unlotted” one at a time without going back out to the sub folder to open the next item on the list.
A lot can be a multiple – which means more than one winning bidder.
Lot numbers are automatically assigned.
The script is on the lot along with the board placement information.
Up to 12 lines of description can be keyed for scripts. Scripts are attached to the lot. One script can be used for several lots.
You can search for a lot by its lot number, lot name, board, description, or item number.

Scheduling

Boards are entered with the projected date, times and type. The scheduling program displays the entire lot on screen and allows you to simply key in the board number on each.
“Before Aired” and “After Aired” formats. The “After Aired” shows how each board did; confirmed amount, high bed, etc.
Market value, number of confirmed buyers, and preferred board type is also shown to make it easy to schedule and to reschedule unsold lots.
Prints work-order production form to begin video production/slide production process.
Inventory list can be downloaded and printed for a physical warehouse inventory.
Immediately after a board has been sold, before the bids go to confirmation, you can use the Quick Key Bid Stats feature to key in the # of bids and the highest bid amount on each lot on the board. This allows you to print the schedule at any time and see the # of bids and highest bids on the boards throughout the course of the auction.

Bid Data Entry

Electronic transfer of data from online auction services vendors into Auction System database.
Search for buyers 10 different ways – name, affiliation/member number, email address, telephone number, zip code, affiliation/name, address, company name, and a user-defined method. If the buyer is already in the system changes can be entered.
The same screen allows you to enter the lot number, bid amount, and total number of bids.
Automatic credit card processing for mailable fulfillments.
If the buyer already has an open invoice, the new lot is added to it automatically.
Activity records can be set to pop up every time an account record is opened for reminders and warnings.
The Activities tab on the Buyer and Donor records allows unlimited storage of information and includes a contact management tickler system.

Inquiry

Look up an item to view how many of the item sold, the names of everyone who purchased that item, the average sale price, and the Return on Value.
Look up a buyer and view everything that the buyer purchased, the entire invoice, the over/under market value, and the invoice history information.
A buyer report allows you to provide a donor with a list of people who bought their items.

Pick Up and Pay

When a buyer arrives to pick up and pay, the invoice is brought up on-screen. The invoice prints when the payment is entered.
The buyer takes the printed invoice to the warehouse to pick up the purchased items.
The Donor name and all information required by the warehouse to find the items is printed on the invoice.
Invoices can be reprinted.
The overbid items are noted on the invoice.
Shipping and handling charges may be added to the invoices based on % of invoice. Different shipping rates can be set for merchandise and certificates.
If there is more than one item in a lot, each item is listed separately.
Confirmed items that are not picked up can be automatically “unconfirmed” and recycled to the next highest bidder. The automatically selected invoices will show on-screen allowing them to be deselected. A report is automatically generated facilitating identification of the next highest bidder for confirmation.
Automated Ship/Send Credit Card Processing function finds invoices confirmed with a credit card number, creates a file to be sent to the bank, automatically pays the invoices, prints labels for shipping, prints a report, and as an option prints copies of the invoices to send with the items.

Tax Receipts

The receipt lists all the items the donor has contributed and totals the market value.
For integrated systems, the tax receipt can be printed on the same form as membership tax receipts.
Tax receipts can be downloaded.
For integrated systems, the tax receipt can be printed on the same form as membership tax receipts

Reports

All reports can be downloaded to a spreadsheet and charted.
The Item Report lists the details of each item. It provides a quick reference for delivery and warehousing information. This report can be printed by various order and selection criteria.
The On-Air-Script Report prints a one-page report for each lot. It has a script for the auctioneer to read and is attached to the bids to be sent to confirmation staff. It lists all the items, quantities, the donors of the items, the number of multiples, and other information needed by confirmation and data entry staff.
The Auction Schedule Report shows every lot that is up for bid by board. Each item in the lot is detailed. This report allows the scheduler to easily see any holes. It is available on-screen in the scheduling program to allow for easy lot-to-board assignments and may be downloaded to aid in on-air production.
The Unpaid Invoices Report is useful for follow-up with confirmed bidders unpaid when pick-up and pay is finished.
Analysis reports allow evaluation of data from a number of perspectives. Over 400 fields can be used for analysis and comparison. Any field from the item, lot, board, buyer, donor, and invoice file can be used. Using any combination of fields, the item’s market value, sold value, and Return on Value can be printed. This allows you to check the profitability of a category, a donor, a zip code, a board, a date, or any combination.
Because of its unique method of packaging combinations of items, Allegiance analysis reports are 100% accurate. Each item in a package is weighted according to its market value. The sale price is apportioned the same weight. Therefore, each donor and item gets its proper Return on Value assigned.