MaestroNews

The Cost of “Savings”

2012-01-30T15:16:00.001-08:00

Points, miles, cash back, and rewards. These words dominate the credit card marketing world. If you’re like most of us, they also dominate how you choose to spend your money.

Every time a consumer makes a purchase, they make a deliberate choice to pull out a specific method of payment from their wallet – whether it be cash, check, or credit card. If they use a credit card, they’re going to choose the card that rewards them the most, or has the most room left to spend. This is the same decision making that bidders will use at your auction.

That’s why qCheck Payment Processing will always accept any major credit card (including Diner’s Club). We understand the importance of enabling events to accept any card a guest wants to use.

The motivation for writing this entry came after hearing that a few clients choose not to accept American Express because it carries a 0.40% higher transaction fee. We urge these clients to reconsider their decision to force their AMEX carrying patrons to use an alternate credit card.

Stifling the bidding power of your AMEX guests for less than one-half of one-percent of a savings isn’t a savings at all. In fact, it’s costing you much more than you might think.

For more info on qCheck:
http://www.maestrosoft.com/qCheck

Mobile Donations

2011-04-12T16:59:00.001-07:00

This month, MaestroSoft took its next big leap into becoming a year round fundraising resource by announcing MaestroMobile, a service that allows supporters to donate money from any web-enabled phone.

Now your supporters can use any web-enabled phone to donate money and pay for items and services, with pricing that makes it affordable for ANY organization. If you already have our qCheck Payment Processing, you can use your existing account year-round with no extra hassle!

We’re hosting weekly demos, and we have a handy PDF to send to you so you can check out all the details.

Email us at sales@maestrosoft.com, and ask to see the MaestroMobile handout!

Using the Revenue Split

2010-10-25T14:46:00.001-07:00

When viewing the Enter Item / Detail Tab of Item Entry [5,2], you may notice the Revenue Split field. This field will let you enter in the percent of the final bid that goes back to the donor.

This is especially useful for both getting your procurement started as well as finding a way to support local artists. While the function can be used to split the final bid for a number of reasons, the most popular one is to find local photographers, painters, and sculptures who want to bring their work to your event.

You can offer these artists a percent of the final sale, and then tell your bidders that their winning bids support both your organization and the local arts.

After the event, run the Donor Revenue Split report [7,1] to generate statements for your donors that display how much you owe them and what the item sold for. AMPro doesn’t automatically issue any payments or credits to the donor, but it will at least generate this report that you can use when issuing check or other payments to the donor.

Tips for Packaging

2010-10-05T17:28:00.001-07:00

Packaging items or “creating baskets” is done by clicking on Create a Package in the Multiple Item Viewer [5,3].

Before clicking on Create a Package, note that the list of items that will display for packaging are in the same order as those in the Multiple Item list before clicking on it. If you sort your items first by category, then the list of items to package will be in the same order.
When packaging, always leave the check box marked for AMPro to automatically combine the item descriptions into one long description. That way when you edit the description later, you’ll know everything that was in the original descriptions.

About In-Kind (IK) Items

2010-09-20T16:45:00.001-07:00

By now, you might have noticed the “IK” auction type in AuctionMaestro Pro in the Setup Auction Types screen[5,1] and wondered what it was for.

The In-Kind Donation auction type is utilized any time a donated item isn’t going to be sold at the auction – such as table wine, decor, or services. This auction type allows you to record the donated item, but keep it out of the bid sheets, catalog, etc.

Input the item like normal, assigning it a fair market value and its respective donor. AMPro will include them in thank you letters, and in your item records, but won’t let them interfere with your real auction items.

NEW AMPro Help File

2010-09-13T11:32:00.001-07:00

Starting with AuctionMaestro Pro version 4.69, a new version of the integrated help file is included with every copy. Access it by clicking on Help(F1) at the top of the screen, and selecting “Open Help”.
The new help file has a “Quick Answers” section, a new re-mastered digital manual, and help pages that link to others throughout the file. Also, built into AMPro are Help buttons on the screens where people need the most assistance.

Using “TG” Items to Track Potential Items

2010-08-03T16:03:00.001-07:00

Start entering items in AMPro that you don’t have yet. During auction planning, people often comment about being able to get certain items:

“My uncle has a cabin up at the lake that I’m sure he would donate for a weekend. We could auction that off during the live auction.”

Even though you don’t have it yet, enter in the item as usual, and name the solicitor as the person who offered to get it. The only difference is you place the item in the “TG” (to get) auction type. This way, you can look at all of your “to get” items later on, and know who to follow up with.

Once you procure the item for certain, you can change the item’s auction type to a silent or live item, assign the donor, and it’s ready to go!

Exporting to Adobe PDF

2010-05-26T13:52:00.001-07:00

When in any print preview, there is an option to export the document out to PDF for simple distribution to colleagues and print shops. Once exported, you can use the rich printing options available in Adobe Reader – such as booklet printing and printing multiple pages per sheet.

Click Adobe PDF
Choose where to save the PDF
Choose a name for the document
Click Save

AMPro 4.69 BETA with RTF Letter Editing

2010-04-09T17:45:00.001-07:00

Be the first to try out the new fully integrated RTF Letter Writer! RTF stands for Rich Text Format, and what it means to you - is an amazingly simple way to generate professional looking letters in AMPro. You can now write your letters exactly how you want them to look without having to learn any codes, fields, or programming.

The new letters have the ability to create letters for most clients, but for the advanced users who have their super advanced letters already set up – we’ve kept the previous letters sections in AMPro so you’ll have access to both letters areas.

Access the new letters in:

View / Filter People [3,2]
View / Filter Donor Info [7,2]
View / Filter Attendee Info [7,3]

Screenshot of RTF Letter Writer

The 4.69 BETA is available free of charge to all clients with a valid support contract by emailing us. We’ll respond with a download link and instructions.

Please contact Tech Support at 1-800-438-6498 x2 or techsupport@maestrosoft.com with any questions or feedback about the new version and letters areas.

Importing From Microsoft Excel

2009-11-10T10:55:00.001-08:00

In certain circumstances, it’s easier to enter in people and items using an Excel spreadsheet. When importing from Excel, use these tips to help you along the way.

Use Appendix C: Importing Into AMPro in the back of the AMPro Training Manual
View the video 3e. Importing Information located at MaestroHelp.com
The spreadsheets you need to use are located in the MaestroSoft installation directory, which is typically C:\Program Files\MaestroSoft. They are named:
- ImportPeopleAMPro.xls
- ImportItemsAMPro.xls
Do not change ANY of the headers in row one of the spreadsheets, even if you’re not using them
Make a copy of the spreadsheets first, so you always have an original on hand
Keep the spreadsheet in the original .XLS format
Once you’ve imported your people, they have to be removed individually if they don’t look the way you want. If you’re unsure of how your data may look in AMPro, create a pair of empty databases to practice importing into, so your original data stays untouched until you’re ready. Instructions for creating empty databases can be found in the AMPro Quick Reference Guide on MaestroHelp.

Starting a New Event

2009-10-06T16:06:00.001-07:00

It’s very common for auction team leaders to change hands from event to event, leaving those involved with the difficult task of picking up where their predecessors left off. Here’s a few pointers on getting started:

Install AuctionMaestro Pro – Go to MaestroHelp and log in with your Organization Name and Serial Number. If you don’t have your serial number, please use the phone number provided at the login page.
Decide if you want to start fresh, or carry over names and addresses from the previous event.
- Make sure you have last year’s databases if you want to carry over the names and addresses of all the people and businesses. Each event uses an Auction (.auc) and People (.peo) database, and those are the files that you will need.
- To use last year’s data, use these instructions
- To start fresh, use these instructions
Finally, read this post about learning AuctionMaestro Pro!

Creating New Empty Databases

2009-10-06T14:54:00.001-07:00

To create new empty databases for a new event, please adhere to the following steps:

Go to: "1 Select or Create Databases"
Go to: "1 Select Databases to Use"
Click on "Restore Sample Databases"
Click "Yes"
Go to: "1 Select or Create Databases"
Go to: "Create New (Empty) Databases"
Click on "Create New People Database"
Name your new people database, and click "save"
Click on "Create New Auction Database"
Name your new auction database, and click "save"
Click "Close"
Go to: "1 Select or Create Databases"
Select both the new people and auction databases, and click "Close"
Verify at the bottom of the screen that the auction database in use and the people database in use are the new ones.

You are now in empty databases, and are free to start making changes.

Preparing A New Event from Existing Data

2009-10-06T14:40:00.001-07:00

AuctionMaestro Pro can prepare whatever databases you are currently in for the new year. These instructions will guide you through the process of properly copying and then preparing your databases.

To ensure no data loss, please adhere to the following steps:

STEP ONE: Making a copy using the backup feature

Go to: "1 Select or Create Databases"
Go to: "3 Backup Databases"
Click on "Backup Database Files"

Name your People database the NEW name for the new event, and click save
Name your Auction database the NEW name for the new event, and click save

Close out of the backup section

STEP TWO: Switch to the copy

Go to: "1 Select Databases to Use"
Select both the new people and auction databases you have just created, and click "Close"
Verify at the bottom of the screen that the auction database in use and the people database in use are the new ones

STEP THREE: Prepare the new database

Go to: "4 Prepare New Auction Database"
Click on: "Prepare New Auction"
Click "OK"
There is no need to create backups, as one is already created, so click "Cancel" two times
Click "OK"
Follow the prompt and decide whether or not to create procurement items. If you decide to keep your items as procurement items, there is a quick audit feature later on that will allow you to remove all the procurement items you didn't get prior to your event. Once you decide and click "yes" or "no", the process is complete
Close out of the "Prepare New Auction" window. You are now in prepared databases, and are free to start making changes to your new year

Importing from MaestroWeb

2009-09-09T15:57:00.001-07:00

Many of MaestroSoft’s clients take advantage of MaestroWeb, allowing multiple volunteers to work from home or anywhere they have an internet connection.

Many times during the event planning process, it’s necessary to take a “snapshot” of the data on the web, and import it into AMPro to print out letters, bid sheets, create the catalog, and to run reports, etc.

You may Import From MaestroWeb and refresh your data in AMPro as many times as you want. There is nothing you can do in AMPro to affect your data on your MaestroWeb site.

Table Seating

2009-09-09T13:28:00.001-07:00

When registering an attendee, it’s not required to seat them immediately. You can wait until you have a better attendee count to start seating.

Also, you can change table numbers in Setup Tables and Meals and everyone at that table will have their numbers change as well along with it.

Raffles and Raffle Tickets

2009-08-19T17:27:00.001-07:00

Raffle tickets are like any other item that is sold in quantity and at a set price, and therefore should be a MaestroSoft Store item. The store is a function of AM Pro that allows you to sell any merchandise to many people at the same price.

Set up tickets at Enter Merchandise to Sell [4,4]
Sell the at During the Auction [6,2]

Use the Bid Sheet and Ticket List buttons in the Enter Merchandise to Sell screen to create tracking sheets to sell store items.

IMPORTANT:
Many auction teams aren’t aware that their state may consider a raffle a form of gambling, and that their state’s gambling commission may want regulations and permits in place.

Always be sure to consult your respective state’s gambling commission to find out what steps you may need to take to keep your raffles legal!

Item Descriptions

2009-08-19T17:17:00.001-07:00

Occasionally, auction teams confront the issue of an item description not fitting on a bid sheet or on another document. However, this may be a good time to realize another issue altogether.

Bidder’s spend only a few seconds browsing items in a silent auction, and it’s important to keep your descriptions brief and mention only the necessary details. Give them what they need to know in the least amount writing possible.

The MaestroWeb Sponsor

2009-08-19T13:57:00.001-07:00

A great idea for organizations to do is offer a MaestroWeb Sponsorship that a company or individual could participate in.

The MaestroWeb Sponsor pays for all of the MaestroWeb costs in return for advertising space on the event website and special recognition during the event.

This special level of sponsor provides valuable recognition and advertising to the individual/company providing it, and it will cover all of your event’s MaestroWeb costs.

Using Procurement Items

2009-08-19T13:32:00.001-07:00

Every time you prepare databases for a new year, AM Pro will ask you if you want to keep your items as Procurement Items. If you choose to keep those items, AM Pro will call them TG (or “to-get”) items.

If you have items that are commonly re-donated every year, this may be a route you choose to go. Instead of re-entering the item, you can simply change the auction-type from TG to any other valid auction type.

Once you near the event, you can delete all of the TG items that were not used by going to:

8 Audit – Accounting – Import
1 Audit Auction Data
Donors & Items tab
Click Remove TG Items

Know your qCheck station computers

2009-07-31T12:56:00.001-07:00

An important part of preparing for your event is preparing your qCheck laptops for use. Many times, laptops are borrowed or loaned to an event for use – which is a great way to have enough stations, but can sometimes lead to problems if the computers aren’t maintained or updated.

Make sure that:

Windows Updates are run
The hard disk is defragmented
Unnecessary programs in the system tray are closed

Learning AM Pro

2009-07-21T13:46:00.001-07:00

AuctionMaestro Pro is a very powerful program, and there’s no doubting the fact that power results in a notable learning curve. When I started with MaestroSoft, I was faced with not only learning how to use AM Pro, but also learning enough to troubleshoot clients’ challenges. I thought it would be beneficial to share with you some tips and tricks I’ve discovered along the way.

Be easy on yourself! Remember that professional photographers have Adobe Photoshop, engineers have CAD, and auction teams have AuctionMaestro Pro. This is a professional program with lots of functionality, but it’s also designed to be used by people of all skill levels. Once you have the hang of things, you won’t even consider an auction without it.

Start with the videos! Training videos are part of your support contract, so visit MaestroHelp and view them as you work with AM Pro.

Use the sample databases! Even today, I use the sample databases on my computer when talking to clients. They have been set up by our developer to reflect many different scenarios. Experiment with them often – using them to practice catalogs, bid sheets, bid entry, letters, and everything else. You can switch to them any time you’d like, and then switch back to your real databases when you’re done.

Turn challenges into opportunities! Every time you have a challenge while working with AM Pro, be sure to learn why it happened. Once you learn from your challenges, you never encounter the same one twice.

Install AM Pro at home! The network and 2-user licenses only apply to computers sharing databases at the same time. That means you can have the software installed as many times as you’d like. Install the software at home and practice with the sample databases there. Encourage everyone else on the auction team to do the same.

And finally,
Contact tech support when you need to! It’s much easier to be proactive, than reactive. If you are unsure if your data entry or your setup is correct or not, contact us to make sure. It’s easier for everyone to get it right the first time.

Custom Exports

2009-07-21T12:31:00.001-07:00

Get only the information you want, and nothing else!

AM Pro 4.6+ has the incredibly useful feature of custom exports. Use the Open Export Screen button on the following screens:

People Info Viewer [3,2]
Attendee Info Viewer [7,3]
Donor Info Viewer [7,2]
Multiple Item Viewer [5,3]
Accounting Filter Viewer [8,3]

Once you have clicked on the Open Export Screen button, you can select which fields you want to export. You can select as few or as many as you’d like.

Once you are done, click Export NOW, and AM Pro will ask you where you want to save your custom Excel spreadsheet.

Viruses, Trojans, and Errors

2009-07-08T11:29:00.001-07:00

OH MY!

I just came across a tech story that still listed the Conficker virus in the top 10 virus threats in the world, and there was someone definitely at fault: the end-user.

Microsoft introduced a patch to rid computers of the Conficker virus months before it hit the news headlines, but consumers are forgetting to run their Windows updates, or are under the misconception that Windows does all of it’s updating automatically.

In truth, users need to run Windows Update manually on Windows XP machines in order for all of the updates to be completed.

In Windows Vista, a setting needs to be turned on for all updates to automatically download.

Detailed instructions for updating both Windows XP and Windows Vista computers are available in the Common Fixes and Maintenance section of MaestroHelp.

Backing up your data

2009-06-17T21:04:00.001-07:00

I’ve heard quite a few myths about backing up data, so it sounds like a good idea to dispel a few of them.

Myth #1: If I don’t backup, my changes aren’t saved.
This isn’t true. Backing up your data only makes a backup copy of your existing data. Your information is always saved regardless of backing up.

Myth #2: Every time I backup, I need to switch to my backups
This is a HUGE myth, and absolutely not true. Do not switch to any other databases unless you need to. Switch only when referencing previous years, or when looking at the samples to gain ideas.

Here’s the truth:
Every time you open AM Pro, you are connected to the same databases as you were last time. Every time you move from record to record, the databases AM Pro uses are automatically saving your work. When you’re at the main menu, you can see where your databases currently are, and what they’re named.

When you choose to backup your databases, AM Pro is making a copy of your data, naming the copied databases with the current date, and then saving those copies in your backup folder.

Clear Out Your Old qCheck Data

2009-06-17T16:19:00.001-07:00

I was reminded today again of how important it is to do a little “housekeeping” when it comes to qCheck data.

qCheck IDs are valid for a long time, and it’s up to you to clear out all of the qCheck data from your events.

Download and print out the one-page document titled “qCheck Housekeeping” by visiting MaestroHelp.

Download AuctionMaestro Pro

2009-06-17T12:46:00.001-07:00

AM Pro can always be download in full at MaestroHelp.com.

When starting a new event, or prepping computers a few days before an event, clients always want to know how to get copies of the software. A quick login to MaestroHelp will present you with a download link to our latest version.

Remember, you can install AM Pro on AS MANY computers as you’d like. Your license (either 2-user or network) only applies to computers sharing the same databases over a network at the same time.

So, feel free to let all the people on your auction team have a copy of the software at home or wherever – they may not be able to work on your event specifically, but they can practice with the sample databases and become familiar with AM Pro before the event.

Tax Benefits of Registration Levels

2009-06-17T12:35:00.001-07:00

An almost daily question we get here in tech support involves factoring the tax deductable amount of a registration level.

AM Pro uses the assigned meal cost to figure this out. If someone pays $100 to attend, and gets a $40 meal in return, AM Pro can figure $60 of that is a tax deductable contribution.

If they didn’t receive a meal, but you still want to reduce their tax deductable amount, you may name an assigned meal any name you want, such as “Event Costs” or whichever name you prefer.

Set up the meal selections in Setup Tables and Meals [4,1].
Assign the meal at an attendee’s Event Registration Tab [3,1].

qCheck All Year

2009-06-16T17:22:00.001-07:00

Many clients don’t realize that their qCheck Payment Processing can be used year-round – for fundraisers, bake sales, or other small events.

We’ve produced a small document to assist you in using qCheck year round.

qCheck: Beyond The Auction (PDF)

New qCheck Walkthrough

2009-06-16T16:32:00.001-07:00

About a week ago, a new version of the qCheck Walkthrough was released. I noticed that a lot of our clients were not aware of the new version, and it would be best to mention it on the blog.

The new version is nearly half the size of its predecessor, and is split into two sections (Pre-Event and Post-Event). The longer and more technical version is still available for download at MaestroHelp.com

Download the new one using the link below.

qCheck Walkthrough – Essentials (631k PDF)