Instructions: Assigning Lot Numbers
Each auction item must have a lot number. There are some simple rules:
- Lot numbers are numeric only - no letters or special symbols.
- Lot numbers must be unique.
- Lot numbers determine the order in which items are listed for patrons to see, and on management reports.
- Make sure all the lot numbers are the same number of digits (three digits are ideal, two digits work for smaller auctions.)
- Create your categories and ranges first, before you load items into the system - it will save you tons of time later on.
- When creating your category labels, use wide lot number ranges for each category. For example, if you had three categories (e.g. Travel, Fitness, Art) then assign from 100-199 to Travel, 200-299 to Fitness and 300-399 to Art. There is nothing special about the ranges, but leave lots of space should you get additional items donated and want to add them in without having to renumber everything from the start.
- The lot numbers will determine the order in which the categories are displayed.
- When editing the categories, you only need to specify the starting lot number - the system will figure out the ending number based on the next category starting number.
- Once you start to load auction items into the system, you have some options. When uploading from a spreadsheet, create your own lot numbers as needed. If you add items manually online within the platform, you can leave the lot numbers blank - then when you choose the category from the drop-down list, the next available lot number will be assigned when you save the page.
- If you are in item "bulk edit" mode, you can leave any lot number blank and the next available lot number will be assigned (you must have the category chosen from the drop down list) when you save the page.
- MobilBid will allow you to "mix & match" lot numbers versus category ranges - you don't have to restrict yourself to allocating lot numbers within a category range (although we recommend that you do - it is easier for patrons to understand.) You can allocate categories separately from lot numbers (e.g. you can assign any item to any category, regardless of its lot number.)
- Note that you can only assign an auction item to one category (not multiple categories.)