You may enter more information in a description or title field than the size of the original text box. The box will expand as you type, allowing you to enter additional information.

On rare occasions, users will see a window popup with: "Pearl Bids can not create a record". We have only heard this happen for a Windows user with a new install. The error is generated when the authoring software (FileMaker) is not able to write changes to the data file. 

The solution is simple: 

Browse to the data file in your documents folder and right click the file PearlBids_V_ something_.pbg. Select properties. 

The bid sheets are constructed with the optimal number of lines for the maximum return. 

Select your donation. Click on the 'Donated by' field and select the donor contact. 

Go to 'Library Donations'. Select the donation you would like to change. Click on the 'For Silent Auction' field and select the new auction. 

To create an item that is available to multiple bidders at one price - such as a dinner that allows for 8 couples, a wine pull, an event t-shirt...

Go to the Donations window.

Select the tab, Donation Type - Then choose the option for Each bidder is a winner (all for the same price). You can even indicate how many people are allowed to bid on the item.

Select your Auction. Select 'Donations' on the right at the top. Click the plus sign. 

Name your donation, fill in a description, the number of donation (usally 1), the 'Market value', the 'Bid starts at' value. If you leave your cursor over the 'Bid step increment', Pearl Bids will suggest a value for 'Bid step increment.' Your goal should be to reach the market value within a few steps. Finally associate the donation with the donor. 

Alternatively you can create a Donation by selecting 'Library Donations' and click the plus sign. You will have to associate this donation with an auction as well. 

Select the donation you would like to delete. Select 'Delete' from the 'Status' drop-down field. To permanently delete the donation,  click the trashcan. 

Select 'Libary Donation' and the donation you want to duplicate or reuse. Select 'Donation, Duplicate Donation' from the menu. Edit the donation as needed. 

Once a donation is in an auction, specific bids might be assocated with the donation. If you switch auctions for that donation, the bids are no longer in that auction. Therefore, it is better to duplicate the donation and associate the duplicate with the new auction. 

However, if nobody made a bid on that donation, there is no objection to swithcing the donation from one auction to another. 

It's easy to import your donations or contact info from another file into Pearl Bids. Below is an example on importing donations from an excel file. 

 1. Select Donations from the left side menu bar. Then, from the top drop down menu, select File>Import donations.

2. Next, you will be asked to slect the file where the data that you wish to import resides. After double clicking on the file name, the Import Field Mapping screen will appear. This screen allows you to tell Pearl Bids where you wish each imported field to reside. 

3. When ready, select the Import button. An Import Options screen will appear. The Perform auto-enter option should have a check mark. If it does not, check it now. 

4. The next pop-up widow will show your import summary. Choose OK.

5. The Donations Import Review window is your final review before importing. It is easy to add any additional information or make changes in this screen. Once all information is in, select the donations that you wish to import in the left hand column. Then click the Import Check Marked on the top of the screen. Your Donations will now be included your the Pearl Bids program.

To import Contacts into Pearl Bids, follow these same steps, but select Contacts on the left side menu bar as opposed to Donations. 

If you run into an snafus, let us know (salesinfo@oakgrounds.com) we are here to help!

Select the donation. Select the the 'Special' tab and select 'Each bidder is a winner...' 

Select the auction you want to move. Click the 'For Silent Auction'  field. Select the new auction. 

Be careful, if the donation already received bids, duplicate the donation and use the duplicate instead of the original.

There are two ways to purchase a bidding license that will allow you to enter the dollar amounts bid for each item, generate invoices, and produce reports on the profit of your auction. 

You can either go directly to the Donation window, attempt to create a bid, and you will be asked if you woudl like to purchase a bidding license. Or, stay one step ahead of the process and go straight to Pearl Bids>Pearl Bids Settings> on the top menu bar. 

To transfer your data to a new computer, simply copy the Backup and open it in the new location.

The status field can help you get organized; three statuses are used by Pearl Bids: Open, Closed and Delete. 

A. Go to your auction and from the very top menu bar, select View > Auction- Tables

B. Once on the Tables page, from the drop down “printer” bar (at the top of the image below) you can choose to Print a Table Flier or a Simple Table List for each table. Simply choose which flyer has the amount of information you wish to use and create a great catalog.

Select 'Library Auctions' on the left and click the plus sign at the top. Name your silent auction, add a description, and date & time. 

Pearl Bids can be used to easily create letters to any of your silent auction donors or attendees. You might wish to create letters to request a donation, thank yous for donations, or announcements to attendees.

Under Library (on the left hand column) select Contacts.

A list of all of your contacts will appear. Put a check next to the name of any contacts whom you wish to write. Then click on the pencil at the top of your screen.

Type in the text that you wish to include in your letter. When your letter is printed, the contacts names will display on the top. If you wish to personalize parts of the body of the letter, insert the substitution tags shown.

You can preview you letter, or go straight to printing, from the drop down bar on the top of your page.

When finished with your text, click Done and you will return to the Contact screen. The text will be saved for use the next time you enter the Letter Editing Screen (titled Request a donation).

A. Select your auction on the left hand column and then go to the attendees page.

B. Above the top menu bar, you will see a small printer with a pull down available. You have an option of a couple of different labels/nametags to print. Select the attendees that you want included by checking the box next to their name.

Pearl Bids can be used to easily export your silent auction donation data for use in a database or mail merge. 

There are two ways to export the donation data:
1. Open Pearl Bids so that AUCTIONS is highlighted on the Library menu bar on the left hand column, then go to the top of your screen and choose File > Accountant reports > Email the donations report - CSV

It is easy to import your silent auction data from another program into Pearl Bids.

From the left hand sidebar under Library, select Donations or Contacts, depending on what you would like to import. From the top of your screen, then select File, Import. You can then select what type of file you wish to import.

Follow the screens to import and select the desired data. If you run into an snafus, let us know (salesinfo@oakgrounds.com) we are here to help!

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