Loading Instructions:

Please note that items in red text apply only to the network version, and terms in orange text apply only to the single user version

Many Users receive their system (and updates) via email. If you do, you need to capture and unpack the files before continuing:

If you received your software snail mail or you've captured and unpacked the email attachment, continue from here:

To load this software:

At the Server create a desktop icon to MENU in the OT Folder.

Use this icon to Start The One Ten vac Auction Software Server Menu.

At the Work station create a desktop icon to RMMENU in the OT folder.

Use this icon to Start the One Ten vac Auction Software Work Station Menu.

Setup the server for file sharing and set C as a shared drive.

At the Work Station Map Drive H to the Server's C drive. Make this a permanent connection.

To start the Server software double click the MENU icon at the Server

This will display the OTvac Server START UP MENU which is a lead-in menu to OTvac's functions:

To start the Work Station software double click the RMMENU icon at the workstation.

This will display The OTvac Work Station START UP MENU:

One Ten vac

USER INSTRUCTIONS

Server Functions:

BEGINNING AN AUCTION

  You must declare an Auction by naming one. You can use any name you choose, but I'd use something that is descriptive of the Auction e.g. JONES ESTATE.

  Now enter the Auction date as MM/DD/YY.

   Next the Auction type (CATALOG or CONSIGNMENT) is established. Once set this cannot be changed for this Auction. Touch a <Y> to start a catalog Auction; or touch <N> to start a consignment Auction.

 A word of clarification regarding Auction Types might be in order here. In a CONSIGNMENT auction items are sold from the auction floor in any order or combination. If an item is not drawing a bid, the auctioneer can add to it until there is a bid. The auctioneer can freely move about the auction items mixing, matching and splitting lots at his good pleasure. This is the most common and popular type of auction. The CATALOG auction, on the other hand, is generally used when there is a receiver involved. Bankruptcies are the most common situation where cataloging is used. The bank usually wants a strict accounting of all items. In a catalog type of auction the auction items are registered well in advance of the actual auction. The auctioneer them generally sells the items exactly as cataloged, and loses the liberty of mixing or splitting lots. While lot splitting can still be done, its a lot messier and makes the clerk's job a good deal more complicated. Avoid cataloged auctions, if you can.

  Next set is the local tax rate. You may enter 3-1/2% as 3.5 or .035 the machine will accept either value. Do not use a percent sign.

If you use a buyer's fee option, enter the buyer's fee in percent or place a $ in front to declare a flat dollar fee. For example $5.00 would charge a five dollar fee to all purchasers or 5.125 would charge a 5-1/8% buyer fee. Do not use a percent sign. If no buyer fee enter 0;

  You may edit any of the auction information by touching the first letter of the field you wish to change. Or press <ENTER> to accept the data and start your auction.

  If you edit the TAX field, you may create up to 8 different tax rates. Edit any rate by touching the Tax Code No of the rate you wish to edit, Tax Rate No 1 is the default rate. You may ignore all of this if you're lucky enough to live in a state that hasn't gone nuts with its sales tax laws.

  Your printer MUST be on-line and ready to print at this point. If not, you'll get an error message.

  You should now see the One Ten vac MAIN MENU. This is the "home" screen. All commands are started here. A menu item (command) is selected by touching the First Letter of that command.

<D>isplay Sale Data

  This will give you a quick summary of the auction on the screen. Handy when you want a quick view of how the auction is progressing.

<R>egister Buyers

BUYERs should be registered as early in the auction as possible. They are registered by number, so enter the BUYER number first. One Ten vac first checks to see if that buyer is already registered. If so, you can edit the information. You need only edit the line you wish to change such as name or address by touching the First Letter of the field you wish to edit. If the BUYER is not registered, One Ten vac will check to see if that name is in the permanent customer list. If so, the name, address, etc. for that buyer will be displayed. You may enter that name into the buyer registry by touching <Y>. If there is more than one matching name in the permanent customer list you may see the next name by touching <N>. If the buyer is not in the permanent list, or none of the names shown are the buyer you are registering, you'll be asked to enter the address, city, zip, tax code, phone no. and social security no. Use Tax Code 0 if non-taxable, or assign this buyer to any of the 8 tax rates you established when you started the auction. Tax Rate Code 1 is the default.

This new name will automatically be entered into the permanent customer list as a new entry (see about the MAIL LIST later in these instructions for more explanation about the permanent customer list). You may return to the MAIN MENU by entering 0 for the BUYER NUMBER.

<<< WARNING >>>

 Don't play games with the BUYER or SELLER number as they are used by the computer as pointers to locate records. If you register BUYER 602 (or SELLER) because one of your customers wants that number as his personal number, the computer will think that you have 602 bidders at the auction. Accounting procedures at the end of the auction will slow down.

  <<< Helper >>>

 You may erase a Buyer's Settlement by redeclaring his tax status. This is useful if you settle a buyer with the wrong tax status as you can start again with a "clean slate".

 After your mail list accumulates more and more names, you may want to register bidders through the <M>ail list lookup function (discussed later in these instructions). You'll save a lot of keystrokes by using this method, but the bidder you're registering must be in the permanent customer list.

<P>ost Lots

  The importance of accuracy here cannot be over stressed. Errors here go all the way through to your accountant, and may cost you money.

  This routine operates in two distinct modes:

  The machine decides the mode based on how you declared the auction.

CONSIGNMENT AUCTION--THE EASIEST FIRST

  On your CRT will appear a line at the top and the posting screen beneath. The top line is the last lot posted.

  The Ref No. is generated by the machine and is only used to keep track of the postings. First a word about the Ref No. generally: This is only a posting reference, it in no wise affects the way you do business. You go ahead with your auction. The computer will keep track of the Ref No's. It is ONLY USED to find and correct errors (see <C>orrect). If a sold lot comes into conflict (bidder denies that he made the bid, for example) you will use the Ref No. to locate and edit that lot. Or, if you have something fishy on your clerking ticket that you want to double check, you might want to jot the REF number for that item down on the ticket. It'll help you later, when you want to find and edit that item. If you do not need to edit a posting, you may ignore the Ref No. completely

  Seller: This is the Consignor's Number. You may run more than one consignor at any auction. This number is how you keep track of them. This is a whole number entry.

  Desc: This is the description of the property. It may be up to 50 characters long.

<<< HELPER >>>

 TYPING:

  <*> anywhere in the Description will flag as special non tax sale. If you use this flag the affected lot will be totaled in the Tax Code 0 (Non-Taxable) total.

 <!> anywhere in the Description will flag as a special non commission sale.

  Qty: Enter the number of items sold. One is assumed. That is <ENTER> will result in one being entered as the quantity.

  Price & Cost: If the lot sold (for example) for two times the money, you'd enter 2 as the quantity and the money into the PRICE line. However, if the lot sold for "one money" you would skip over the PRICE line using the <ENTER> key to the COST line and enter the money there. Remember: if you do not enter the cost then the cost is calculated by the machine as quantity times price.

<<< HELPER >>>

  You need not enter trailing zeros. To enter $5.00, you may enter 5 or 5.00 or 5.00000. The machine ignores trailing zeros anyway, so reduce your keystrokes. Also, get into the habit of using the 10 key pad for numeric entries, it'll save you time.

  Buyer: Enter the BUYER number from the clerk ticket. If a NO SALE enter a BUYER number of 0. This is also a numeric entry.

<<< HELPER >>>

  You may now edit the posting by pressing the First Letter of the field you wish to change. Or press <ENTER> to accept the posting and post another lot. Before you press <ENTER>, look over your entire entry for accuracy.

  To return to the MAIN MENU, press <ESC>.

CATALOG AUCTION:

  You will be asked if you wish to

 Registering of lots is usually done well in advance of the auction and will be discussed first. During lot registration you will be asked for the Seller, Description and Quantity only. You may edit the posting as for consignment posting. To return to MAIN MENU use <ESC>. If you forget to Register a lot in the desired place, you may use the Insert command to open a spot for that lot. However, all lots after the new lot will move down one REF No.

 You will enter Buyer and Price as the auction progresses and clerking tickets are returned to the cashier's booth. The use of the Price and Cost lines is the same as for consignment auctions. Again, you may edit the posting as above.

To return to MAIN MENU use <ESC>.

<V>iew Lots

  Allows you to view and edit the Lots Posted to a particular BUYER or SELLER. Touch <S> to view a SELLER's Lots or <B> to view a BUYER's Lots. Enter the SELLER or BUYER number. That Buyer's (or Seller's) lots will be displayed one screen at a time.

  Keys are:

<B>uyer Settlement

  Settles the BUYER's purchases. Will not settle an unregistered BUYER. You are asked for the BUYER's number. If the BUYER is registered, a list of his purchases is displayed. You are then asked if the BUYER wants to settle. If so answer "Y". A printed settlement will be prepared and the total at the bottom will be credited to that BUYER. Collection must be made at this time.

You will be asked for another BUYER number. Enter the number of the next BUYER to settle or 0 to return to MAIN MENU. BUYERS may be resettled any number of times with only the additional purchases since last settlement showing in the totals.

 To remove a buyer's settlement go to buyer Registration and redeclare that buyer's tax status. This will delete any settlement for the buyer.

<<< HELPER >>>

  If you're in a hurry, add a Y to the buyer's number. This will bypass the question "do you wish to settle" and run the settlement immediately. Entering "102Y" will immediately run a settlement for buyer 102.

<<< PLEASE NOTE >>>

  Once the computer prints out a BUYER settlement, it assumes that the money has been collected. Don't print a settlement unless the BUYER is really ready to settle and pay. If the Buyer wants a list of his purchases to review, use the <V>iew function.

<S>eller Settlement

  Prepares a hard copy settlement for the SELLER. You are asked for the SELLER's number. Next the SELLER's name. Next a list of commission rates is displayed and the rate applicable to that SELLER is entered. Next any additional expenses such as advertising, transportation, etc. are entered. You may enter up to ten categories of seller expense. When all applicable expenses have been entered, press ENTER at the next line to end expense entry. You may then edit any line of expense by entering the number of that line. When all expenses are correct, press <ENTER> to complete the settlement. A printed listing of that SELLER's settlement is prepared. Applicable totals appear at the bottom. If the Seller wants a list of his lots to review, use the <V>iew function.

<C>orrect Posting Error

<<< BIG TIME HELPER >>>

 You may enter any valid Ref No at MAIN MENU or <C>orrect or <V>iew Screen and immediately correct that Ref No. If you know the Ref No. to correct, do this. Don't even use the <C>orrect Posting Error function!

In the correction mode you may <S>earch the lot file or <C>orrect a lot.

<S>earch

  This routine is used to find and correct errors in the posted entries. You will be asked for the REF number to search. The six entries around that Ref No. will be displayed. Please note the Ref No. of the Lot you want to correct.

You may touch one of four keys:

  <A>, <B>, and <Q> are self explanatory. <C> puts you into the correction routine. You are asked for the REF No. that you wish to correct. The Lot is displayed and you may edit it as required.

 Entering a search REF of 0 returns you to the MAIN MENU.

<M>ail List Lookup

 This allows you to look for a name in the permanent customer list. Type enough of the name you're looking for to see that it either is not there or to bring it to the top of the list of names displayed. When you've entered enough letters to position the desired name at the top of the list, press <ENTER> to get a detail report. You may then touch <ENTER> again to return to the MAIN MENU or touch <R> to register this name into your auction. If you touch <R>, then enter the bidder number that you want this name assigned. Please note: When you use <R> to register the bidder, any previous registry for that Buyer No. is over written.

<F>inal Accounting

The Final Accounting menu is displayed:

  Buyer's recap: gives a printed listing of out-of-balance BUYER's by number showing total taxable purchases, total non-taxable purchases, tax due, and amount owed. Don't call this in the middle of an auction. It takes some time.

  The Fast Recap is a "Lot Counter". It will give you a list of out-of-balance buyers on the screen. To see the money amounts, run the full Buyer's Recap. If the Fast Recap is NOT in balance, there's no point in running the Full Recap.

 Sale summary: asks for cash on hand at start of auction. Prints unsold lots. Prints totals at bottom of page. Cash balance should agree with cash box not counting any refunds or adjustments. Prints Seller Recap.

  The Analysis gives you a report telling you where you made the most money. It will help you to determine how hard you are working for your money. Don't call this routine until at least one lot has been posted.

<H>alt Remote (Remote Posting Option)

Single User Version Only

This Key will toggle the remote terminal ON and OFF. The remote terminal option is only active for CONSIGNMENT type of auctions. This is because there is no file sharing in the single user mode. At startup the terminal is offline. Touching <H> will place the remote terminal online. Touching <H> again will disable the remote terminal. Before the remote is disabled, you must confirm this by touching <Y>. It is HIGHLY recommended that the terminal be placed offline at the end of the auction as any "busyfingers" will be entering data into your computer.

<Q>uit

  Exit the One Ten v .a.c. program.

<T>icket and Catalog Printing

  This command will print clerking tickets and catalogs. If the auction is logged as consignment you will be asked for the starting lot number and the ending lot number. Good planning will allow the lot numbers to track the REF No's exactly. Clerk sheets are printed 12 items per page. If logged as a catalog auction you will be asked if you want clerking tickets or a catalog. Clerking tickets are printed 12 per page and show lot#, SELLER #, description, and quantity. Space is provided to write in BUYER # and money. Catalogs are printed the similar to clerking tickets except there are more to a page and your COMPANY logo is printed at the top.

<L>abel Printing

  This command will print Lot labels from your cataloged auction, or general purpose Identification labels with your Company Name, etc. You are prompted for label printing information, including the label width of your stock (1,2,3, or 4 wide). Mailing labels are printed through the MAIL LIST option.

Work Station Functions:

Please Note that Work Station Operation is not possible until an Auction has been declared at the Server. The Work Station MUST have an auction running to function.

<F>reshen Mail List Data Files

If you are going to register bidders at the work station, you should execute this once only before any bidders are registered. This will provide an updated copy of the permanent mail list data to the work station.

<P>ost Lots

This function allows you to enter lots. It functions in much the same manner as the Server function except that you may use standard editing keys on the line and the posting function "remembers" the last Seller No. and the last Description you entered. If you press <ENTER> at those two fields the previous data will be reused .

<R>egister Buyers

You may register bidders from this function. It works the same as for the Server. It is highly recommended that both positions (Server and Work Station) NOT register the same bidder at the same time. If you do, whoever got there last will control the registry.

Some final thoughts:

There is no substitute for accuracy !!!

If your printer is not on line and ready, you will get an error message at the start of the program. Correct your printer and press <R> (retry).

Any changes to buyer tax status without resettlement will throw buyer's recap out of balance. resettle your buyer.

Corrections to posted entries without buyer resettlement will throw buyer's recap out of balance.

The Mail List System

The mail list program of One Ten vac can operate as a stand alone system, but it also works through One Ten vac To start this program touch <M> the START UP MENU.

Mail list will display a 6 item menu:

Each function is called by touching the first letter of that function.

<F>ile Maint

This function allows you to edit names in the list. There are fields for each item name. They are:

This screen is the only way you can change information in the customer list. Changes to the One Ten vac buyer registry will not effect this list.

Name: This is the lookup key for the file. Enter the name just as you would when registering buyers in One Ten vac (Last Name First, First Name Last is recommended). The Closest Match will be displayed for editing.

Street: The customer's Street Address.

City: The customer's City and State

Zip: Enter the customer's Zip Code. May be up to 10 characters long such as 65803-1234.

Info: An extra line you can use for additional information about this customer (like State Tax ID No.) This line does not print on the labels.

Lists: Each customer may be assigned to any of 10 lists. You determine what the lists are. For example: you might make one list a General Merchandise List and call it a G list. If you want this customer on that list, enter a G in the lists line. You also might have a Farm List and call it an F list. If you want this customer on the Farm List enter F into the lists line. If you want a customer on both General and Farm Lists, enter GF into the lists line. You may enter up to 10 characters into the lists line. Upper and lower case is considered; G and g are two different lists. If you leave the lists line empty, that customer will appear on ALL lists. New entries from One Ten vac are automatically assigned to the X list. This is to identify them as new entries. You may wish to reassign them after your auction.

Tax: This is the customer's tax code. Touch the Tax Codes just as you did during buyer registry. Use Tax Code 0 if a non-taxable buyer.

Phone No.: The bidder's Phone Number.

SSAN: The bidders Social Security Number OR any other information you wish to store for this bidder.

To edit touch the first letter of the field you wish to change. For example: to change the zip code touch <Z>. The cursor will jump to that line. Enter the new information.

 Touching:

<+> will move ahead one name or

<-> will move back one name or

<D> will delete the current name (touch <Y> to verify deletion)

<A>dd Names

This function is used to add names to the mail list. When finished adding names, press <ENTER> at the name line to return to the menu. I wouldn't even use this. Let the Mail List learn the names during your auction.

<S>can for duplicate names

Performs an automatic scan for duplicate names and prints a list of all possible duplicates found. You may delete or edit any duplicates as necessary.

<R>eports

This function prepares 3 reports. They are:

Labels may be printed by List or Zip Code Range.

By List:

The Label report will ask for the list(s). Enter the lists you wish to have printed such as G for the General list (from the example above) or F for the Farm list or GF for both General and Farm lists. Entering nothing will generate labels for ALL customers. Next enter the label width of your stock. You may print labels 1,2,3,or 4 wide. All label lists are printed in Zip Code order, not Alphabetic. Of course, only one label is printed per customer (even if you ask for multiple lists).

By Zip Code Range:

The Label report will ask for a beginning Zip Code and an Ending Zip Code. All Names falling within this range will be printed.

The Master report prepares an alphabetical listing of all names in the customer file.

The New Entry report lists all new names, that is, those names entered through One Ten vac. It is actually the X list.

<E>xport list to ASCII file

This will create a comma delimited ASCII file for use with word processors. The list you specify will be placed in a file named EXPORT.ASC. The file will have a line format of:

 "<Name>","<Address>","<City State Zip>"

There will be one such line for each name encountered in the list(s) you choose.

<Q>uit

Exit the MAIL LIST program.

One Ten vac Auction Software Warranty and License

One Ten vac is a well designed and tested system and will perform as represented when used with good practice and in accordance with the instructions. One Ten vac is a versatile and adaptable system that allows the user great latitude in method and operation, however, as with all such systems it will not repair or correct human errors. We warrant this software for its life to perform in accordance with the enclosed instructions, but accept no liability for consequential loss due to misuse, hardware malfunction or any other cause beyond our control.

One Ten vac is licensed to you for use on any number of machines at any number of locations fixed or itinerant, but only by one subscriber. Your software is registered and serialized. Your Company Name is your registration. You may conduct auctions at several locations simultaneously, but only by one AUCTION Company, the Company of registration.

Specifications of One Ten vac are subject to change without notice. New features are added frequently and may not be specifically covered in these instructions.

Customer Support

One Ten vac desires to offer you the best in support after you purchase our product. Changes to the Address, Phone Number or other header data will be done upon written request accompanied by your original master and a $5.00 update fee. Each copy of One Ten vac is registered and serialized. Your Company Name is your registration. If the Company Names changes, it is because the original company no longer exists. A re-registration fee will apply.

We try to help you with telephone support at the highest level, but do expect you to use this manual. We reserve the right to charge ($35.00 per hr. in 15 min. increments) if the number of calls to Tech Support become Excessive. This free support, however, applies to one computer system only. While we do allow, by license, multiple installations of this software, we can not offer free support on users who choose to make many installations. We also will charge to "plow the same field" again. That is, when we've addressed and solved an issue, and someone changes system parameters (network setup or printer capture, for example) and we must redo our work, there will be a charge. We will clearly inform you that a support call is chargeable, and can accept Master Card or Visa, or we will Invoice you.

Other changes will be charged based on the complexity of the requested change. Simple changes such as adding or moving lines on a report are often done at no charge. More complex changes such as those involving file structure will be billed bases on the time required to make and test the modification. Requests for such changes MUST be made in writing. Requested changes are generally shipped on an Open Invoice. You will be Invoiced for the charges, no Statement will follow. The Invoice is due on receipt. The Invoice is past due in thirty days. No further support will be provided until the account is current. After sixty days the account will be Canceled and Closed.

The Remote Terminal

Single User Only

The remote posting terminal is a poor substitute for using a Network. Please consider the Network Version of One Ten vac Auction Software.

The Remote terminal is connected to the COM1 port via Null Modem Cable.

The Comm Parameters are:

The remote operator must press <ESC> to log on to the system. The operator may correct the line currently being entered, but must press <ESC> to re-enter lot data if error already is past.

Very Important!

One Ten vac MUST BE RUNNING for the remote to function properly. Anything that halts One Ten vac (Printer Error, for example) must be corrected before remote posting can continue. Following such error, a FULL Reboot is recommended. If you execute a full reboot only the data you're entering at the time of error will be lost. All of your other data is secure.

<A>rchiving your auction

You must archive your current auction onto a floppy disk before you can begin another. Place each Auction on a separate disk. Label and store this disk for future reference.

<R>estoring your auction

You may restore a previously Archived Auction, if you need to access the data. Place the Archive Disk in drive A and select <R>estore. IMPORTANT: Please be sure you have <A>rchived any current Auction Data, because the restore will over write your data.