NEW! Managing and Reporting Items with Variants and Custom Text Fields (Plus/Professional)

For fixed-price items with Variants (type = Sellable, Signup, and Raffle), inventory is tracked at the Variant level rather than the item level. This allows you to set and manage available quantities for each unique option combination (such as size, color, or event date) independently.

Any information collected through Item Variants and Text Fields is automatically saved with each purchase. You can view this information throughout your event site.

Managing Inventory for Items with Variants:

To Manage the Inventory, Price, Fair Market Value (FMV) or Visibility of an Item with Variants: 

  1. Go to the Catalog page
  2. Click the Edit icon next to the item you wish to manage.

In the Item Variants section of the Item Form, you can:

  1. Enter/update the Total Qty for each variant combination to set its inventory.
    (Tip: Leave the Total Qty field blank if you want to offer unlimited inventory)
  2. View the Quantity Sold in the Sold column.
  3. View the Quantity Available in the Available column.
  4. Hide a variant option from public view by unchecking the checkbox in the Active column.
  5. Delete a variant option by clicking the Trash icon. 
    (Note: Variants that have been sold cannot be deleted.)

Where to View Information Collected by Items with Variants and/or Custom Text Fields:

Information collected through Items with Variants and/or Custom Text Fields is automatically saved with each purchase and can be viewed in the following places:

To View Information Collected within a Buyers Order:

To view the information collected through Items with Variants and/or Item Text Fields for a specific Individual or business:

  1. Go to the Orders page
  2. Click the Edit icon next to the buyer's name.

To View information Collected on a Guest Receipt:

  1. Go to the Orders page
  2. Click the Edit icon next to the buyer's name
  3. Click the Print Receipt button for a complete (paid) order or Print Invoice button for a Open (unpaid) order.

To View Information Collected within a Sales Report:

  1. Go to Admin > View Reports > View All Sales
  2. Click the Customize button to add: Variant 1, Variant 2, Custom Field 1, Custom Field 2, and/or Options Summary columns to view.
  3. Click the Save Changes button.

You can view the information collect through Item Variants and Custom Text Fields on ALL Sales Reports. 

To access additional Sales Reports go to Admin > View Reports > View Summary Reports > Sales/Revenue tab.

To View Information Collected in the Will Call Report:

  1. Go to the Auction Night screen
  2. Click the Will Call button
  3. Click the Customize button to add: Variant Options, Text Field, and/or Variant Options Summary columns to view. 
  4. Save.

Tip: To export or print the report, click the Save As CSV button or Print button

Tip: To export or print the report, click the Save As CSV button or Print button (For Illustrated Instructions See: Creating Custom Reports)