PURCHASING -BID BUDDY - UPDATING TEAM TASK PLAN AND CREATING AUCTION
The first step in bidding team every day is creating bidding doc for that day and adding auctions into bid buddy software
SUMMERY OF STEPS
Check which Auctions are schedule for tomorrow in the appropriate locations
Add these Auctions that we will Bid on to the team tasks doc
Create the auction in Bid Buddy once they are finalized or showing lots
Dont create Auction for the future Days (after tommorrow) Auctions unless they are finalized, if you do create them make sure they are noted as bottom priority
SET UP -Make sure you have
-access to bidding sheet with edit privileges
-access to team viewer computer that has Bid Biddy installed
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PROCESS
1. UPDATE THE DAILY TEAM PLAN IN BIDDING SHEET
Copy today's team plan from TEMPLATE located at the right most tab of the bidding sheet.
Delete the previous weeks team plan (will be further up the doc) we only need to keep one weeks worth of daily team plans
Copy from details of the template of the same day and paste to the top of daily team plan tab
Go to auction web sites and see which auctions are ready to add
READY TO ADD -
Manheim normal auctions - showing lot numbers
Pickles - showing as proposed when not finished, final listing when finished
Manheim Bid now - the auction opens at the starting time but it closed one working day after , they show on bottom of auctions list
Check
COLOR CODE
GREEN - AUCTIONS CREATED IN BID BUDDY
YELLOW - CREATED IN BID BUDDY BUT AUCTION NOT FINALIZED
ORANGE - AUCTION NOT FINALIZED AND NOT CREATED
The weekly flow of auctions often changes so just check thru and make sure that no extra auctions haven't been added
When you add the auctions add the link to the auction site an the date of the auction in the bidding sheet and well as todays date
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2. set up auctions for that day in bid buddy, see the video guide to setting up a new auction
NOTE:
- Make sure to select the correct pool fees
- TOWING COST IS ALREADY INBUILT INTO AUCTION FEES (except Manheim National auction on Mondays)
FORMAT TO FOLLOW WHEN CREATING AUCTIONS
AUCTION COMPANY - AUCTION COMPANY NAME and LOCATION
Example: MANHEIM GATESHEAD NEWCASTLE
AUCTION LOCATION - LOCATION, NUMBER OF LOTS (if auction not finalized add a ? after the number), DAY, TIME of auction
Example: NEWCASTLE, 100? LOTS, THURSDAY, 9AM
WHEN AUCTIONS IS PREPARED AND READY FOR BIDDING
Pickles auctions will show as finalized
Manheim Auctions will have all lot numbers showing
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3. GO BACK AND ADD AUCTIONS AS THEY BECOME COMPLETE
Sometimes we have bid all auctions that are ready but still all other auctions aren't ready
Use the guide in the schedules tab in bidding sheet doc to decide if we create the auction even though its not ready
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FAQ
How to manually add towing fee for National auctions?
After creating auction, click "Change Towing Fee" then set according to Towing Table
HINT: its $385 for Melbourne, VIC
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How do i know if the auction is ready to be Bid ?
PICKLES - Auctions will show as FINAL LISTING. See FAQ
MANHEIM - Auctions will have lot numbers showing in ALL items
AUTOROLA - This should only be assigned to one person as there are only few cars in this auction normally-----------------------------------------------------------------------------------------------------------------------------
Which Auctions do we bid on? Do we bid on all auction around australia?
The list of auctions that we bid on is shown in the bidding Doc
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What if the auction isn't finalized
Ideally we wont add auctions until they are finalized as this creates confusion and double work , so wait until the last possible moment so auction can be finalized
why?
its complex to do bidding if lot numbers arent shown
we dont want to do bidding on cars and then have other cars added or taken away at later stage
We check back once per hour to see if auction is ready and we check how many cars are schedule for that auction ,often this will change
Even if auction isnt ready sometimes we have to start bidding process , the reason is that if we keep waiting we wont get all bidding done on time
When do we make this decision ?
it depends on how many cars we are waiting upon , see LINK TO BIDDING SHEET this gives gudie as to what time is cut off time to actually start bidding even if auction isnt finalized
If we do add a auction during the shift make sure to notify all team so they know to switch from back up task to auction
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What to do if the person doing this task can’t do? ie . internet/power outgate
The person doing this task should call his manager about the issue that he can’t do the task. Manager will get the backup person (see team task plan) to take over. In this way the team can still continue working as normal.
What to do if the person doing this task is on break then the auction gets finalized?
As much possible the primary person should only be doing this task unless he is absent or on leave. If there are no other tasks to do and we can’t wait until the primary person to come back then the backup person can create the auction. The primary person should be back by 5PM from break. The break time of backup person should be different from the primary.
Can we delete an auction that we done a mistake?
It’s ok to delete if you just created the auction less than 5 minutes ago and no one hasn’t started working on that auction yet. BUT, if the auction has already been created more than 5 min ago then check first if the team has already started working on it, if not then its ok to delete. BUT if they already started working and its more than 5 mins have passed since you created the auction, ask your manager first. Manager will check and decide if its ok to delete or not because if they are just minor errors that won’t affect the process we can just leave them as it is. TO AVOID THIS ISSUE WE SHOULD BE VERY CAREFUL WHEN CREATING AUCTIONS FROM THE START.
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