GAVELLOG'CO'UK LTD

1
GAVELLOG.CO.UK LTD

• Auction sale administration program

2
New Windows Version

• Originally written some 25 years ago as a DOS
  program, Gavellog was successfully operated in a
  small number of livestock markets. Although
  never marketed commercially, it was constantly
  updated and improved until replaced by this new
  version.
• It was completely re-written in 2004 for
  Microsoft Windows, with greatly enhanced
  performance and many additional and innovative
  features. It now caters for the sale of any
  commodity.

3
The Gavellog start up screenFamiliar Windows
layoutThis screen can be re-sized,
re-positioned, minimised or expanded to full
screen.Most Windows functions are available,
except in circumstances where the chosen screen
resolution may not allow.Each menu drops down to
reveal a number of options.
4
The Auctions Menu

• This is where you set up a new Auction, and set
  the relevant information date and location of
  Auction, header and footer information, next
  numbers for cheques and invoices etc..
• All auctions held on the computer that have not
  been archived are available at all times. It is
  a simple task to switch from the active auction
  to a previous sale.
• The VAT number is also entered so that it is
  printed as a footer to the sale room stationery.

5
The Masters Menu

• Contains the Master list for Vendors and
  Buyers, Groups and Types.
• Groups are allocated for each class of stock or
  commodity. Each Group appears on a separate
  bill, and it has its own lot number sequence.
• Within each group any number of types are
  defined. Differing types apply different
  commissions and charges so that Fine Art may
  carry a different rate of commission from
  Furniture.

6
Masters Groups and Types

• The user is able to define any Group or Type
  required. The Exception is some livestock
  categories, where average price reporting in
  weight ranges makes it necessary to fix the
  groups and types. These will be set up for you
  by Gavellog.
• Each type can be allocated a commission rate and
  other charges which relate to that type, either
  as a percentage, per item or per lot.

7
Masters Vendors and Buyers

• Gavellog holds a Master list of Vendors and
  Buyers. The program may have both lists the
  same, or hold separate Vendors and Buyers lists.
  You may choose your own format of customer code
  or bidding number within certain limits.
• Full contact details, account information etc.
  can also be recorded.
• A post code search facility ensures accurate
  recording of address details and aids customer
  identity. The software for this has to be
  acquired separately.

8
Separate Vendors, Buyers and Stock Menus

• You will note there are separate command line
  headings for Vendors, Buyers and Stock.
• These relate to the active sale. Should you
  recall an old sale from archive it will be the
  information relating to that sale, and
  information as to Stock groups, Vendors and
  Buyers may differ from the current master list.
• Once a sale is set up, all new Vendor and Buyer
  should be entered here, not in MASTERS. Only use
  Masters when no sale is running and you require a
  permanent record of the customer.
• Vendor and Buyer menus will be covered in more
  detail later.

9
Lots Menu -new

• This is where new lots are entered.
• Select the Group, enter the lot number, then
  vendor code to bring up the Vendor. To make it
  easier to find an individual customer, click on
  the binoculars and a search facility is
  available.
• Continue by choosing the type. You can then
  enter the lot description. A short section of
  pre set text can be used in some circumstances.
• The number in each lot can also be entered at
  this stage.
• A numbers, multiple lots and the use of bar
  code entry for certain information is also
  provided for.

10
Lots - Sell

• Similar in appearance to the Lots New screen, but
  this time we work on the right side of the
  screen.
• We enter the buyer number or use the search
  facility, then enter the price and Sell.
• We are taken immediately to the next lot in the
  sequence, so it is important to be aware of any
  lots that are out of sequence. In that case you
  have to enter the correct lot number.
• A separate Lots Direct screen allows input of
  the whole transaction at the same time.

11
The Vendor/Buyer search

• If a customer reference is unknown, just click on
  the binoculars and the search screen appears.
• You can search on Account Code, Post Code,
  Holding or Text. (you may simply enter the
  Property name for instance.)
• Once located, pressing escape closes the find
  window and enters the customer details in the
  form.
• Careful consideration should be given to codes
  allocated so that they aid customer
  identification.

12
Lots - list

• This is a list of all the lots you have entered
  for the sale. They are in Group, then lot number
  order.
• This can be kept open in the background while you
  are entering new or selling lots. It is updated
  every 10 seconds, so the position is live for
  the convenience of all operators on the network.
• Page up/down, and up and down arrows move the
  highlight bar.
• You can see at a glance if the lot is sold, and
  the most important attributes of the lot. This
  makes it ideal for checking the data entered.
• The list can be re-sized and re-positioned, and
  lots can be selected for amending.

13
Lots - review

• This is where you carry out amendments to data
  already entered.
• You can change both Vendor and Buyer details,
  provided the lot has not been invoiced. If it
  has been invoiced, you are prompted to delete the
  invoice before making the amendment. More on
  this later.
• You can access the Review screen from the lots
  list. If you highlight the lot to be amended, a
  double click opens the lot in the Review box.

14
Vendor Menu - Accounts

• The details of the possible Vendors for the sale.
  When setting up the sale you may have specified
  that all vendors on the master list were to be
  available. If so, this list will be the same as
  the master list.
• If no sale is running, permanent changes are
  entered via MASTERS.
• Once a new sale is set up, new Vendors should be
  entered in the Vendor menu they will be written
  back to the Masters list.
• Advanced users will be able to change the Masters
  list for unusual sales.
• Find, and Post Code Search facility available.

15
Vendor Menu - Commissions

• Set up special commissions for individual
  vendors.
• Percentage commission, Min and Max for individual
  groups.

16
Vendors Menu - Invoices

• This is where the Vendors payments are initiated.
• Select either all or a single customer.
• You can print one, all, or the unprinted.
• Ability to run off un- issued invoices at the end
  of a sale.

17
Vendor Menu Invoices (print selected)

• Choosing Print Selected allows you to view a
  statement for checking on screen prior to
  printing.
• Note the letterhead is held within the program
  allowing the use of low cost plain paper.
• While colour is readily available, most users
  choose black white laser printing for economy
  and speed of First Page Out.
• You may specify up to four copies.

18
Vendor - Payments

• This is where Vendor payments are initiated.
• You can pay all or just one vendor.
• Payment can be made by Cheque, Cash or BACS.
• Contra accounts are entered at this stage.

19
Vendor menu - statement

• Select the Vendor by entering the Vendor Code, or
  by using Find.
• This Prints a summary of the sales on screen.
• Print up to four copies for a Vendor as a note of
  his sales that day.
• The report, (which is in landscape), can be
  scrolled across the screen to show the full lot
  details of price and total value etc.

20
Vendor menu stock pass

• A pass with printed heading, but containing no
  financial details.
• For a Vendor, these are unsold lots leaving the
  premises.
• The program will also produce a special report in
  the form of a licence, for specialised
  applications.

21
Vendor Reports

• The following reports are available-
• Owing
• Paid
• Active
• Listing
• Prints up to 4 copies.

22
Vendor Cheques

• Automated cheque printing for a choice of
  printers.
• Print All, Unprinted, Range or single vendor.
• Print cheques only or combined statements and
  cheques.
• The print layout can be changed to meet the users
  specific needs. This is done from the Utilities
  menu- Utilities/Settings/Cheques.
• A two bin printer can be used to alternate type
  of print media.

23
Buyer Menu - Accounts

• The details of the possible Buyers for the sale.
  When setting up the sale you may have specified
  that all Buyers on the master list were to be
  available. If so, this list will be the same as
  the master list.
• If no sale is running, permanent changes are made
  via the Masters list.
• Once a sale has been set up, new Buyers and
  amendments must be entered in the Buyer Menu
  they will be written back to the Masters list.
  Advanced users will be able to use more than one
  Masters list.
• Find, and Post Code Search facility available.

24
Buyer menu - Invoices

• This is where the Buyer Invoices are prepared.
• Select all or specific a buyer.
• Prepare Invoices per Group, or for all groups
• .
• Record payment if appropriate.
• Double clicking on Invoice list takes you to an
  on screen view of the invoice.

25
Buyers Menu invoices (print)

• View invoice on screen prior to printing. Option
  of printing up to four copies at this stage.
• It is also possible to print all the invoices in
  a continuous run.
• Pre printed stationery is not necessary for
  Invoices. Your heading is set up within the
  program. Black and White or Colour is available
  depending on your printer, although many find
  that black and white laser printing is
  acceptable, and is most cost effective.

26
Buyers menu - Payments

• Records payments of previously invoiced items.
• If new lots are added after the bill has been
  paid, the payment can be undone to allow an
  amendment to a lot.
• Should additional purchases be made after
  settling one invoice, a second invoice can be
  prepared for the balance.
• Raised invoices can be deleted to allow inclusion
  of additional lots.

27
Buyers menu - Statement

• A very useful facility to view a buyers lots at
  any time during the sale. It is a quick and easy
  way of checking purchases without the need to
  prepare an invoice.
• It is initially viewed on screen in landscape
  form, and you can scroll across to see the full
  details.
• Alternatively, it can be printed out and used as
  a draft bill for checking.

28
Buyers menu - Stock Pass

• A pass with printed heading, but containing no
  financial details for use by Hauliers etc.
• Up to four copies can be printed.
• Note Right clicking on any Print screen
  pastes the contents to the clip board. Any
  number of copies can the be printed from the Clip
  Board.

29
Buyers menu - Reports

• Reports available-
• Owing
• Paid
• Active
• Listing
• Print up to four copies.

30
Stock menu

• The Groups and Types available for use with the
  current sale.
• These should all be set up prior to the sale.
• They show the attributes of each Group and Type
  within that group.

31
Reporting menu - Catalogue

• A basic On Screen or printed report intended for
  In House use. It can be selected for one or
  all groups.
• Since Gavellog data is accessible to the user,
  bespoke catalogues can be produced by using
  Microsoft Access or Word. Gavellog can provide
  suitable templates and training if required.

32
Reporting Menu Sale sheets

• Print the sale sheets at any time, for all or
  single groups.
• The current position at the time of printing is
  displayed. If printed prior to the sale, it can
  be used on the rostrum for recording the
  transaction. Any lot sold prior to the sale is
  shown as a transaction.
• Printing at the end of the sale shows all the
  transactions.

33
Reporting menu - Sold and unsold items

• Reports on the lots sold/unsold with no financial
  details.
• Both reports are similar in layout, and can of
  course be printed.

34
Reporting menu - checklist

• A checklist showing each lot and the transaction
  details. You can scroll left to right through
  the list, and move through the report page by
  page.
• The report is available in an alternative layout
  where the Vendor rather than Buyer details are on
  the left.

35
Reporting menu sale summary

• A report on the total business of the sale.
• A warning is given if the Vendor Invoices are
  incomplete.
• The report is scrollable - the warning is printed
  in red at the end of the report.

36
Reports menu averagesPublished averages,
Averages by type.

• Averages are available in several formats.
• Published Averages are for Specialised
  commodities only and are set up by Gavellog.
• The example shown is for averages by Type.
  This produces a report for each Type used in
  the sale. There is a choice of Averages by bid
  price or Sale Price.

37
Reports Menu Maff export

• A Report specific to Livestock applications.
• This screen offers a simple yes or no selection.
• The BCMS settings are entered under the
  Utilities menu.

38
Checks Menu

• In the event of corruption of your data, Gavellog
  has a built in checking routine and repair
  facility.
• Accounts, lots, invoices and the master lists can
  be checked, and errors reported.
• There is an option to repair errors found.

39
Utilities Menu - optimise

• Has the ability to optimise and repair data for
  Individual Auctions.

40
Utilities menu settings (local)

• Local settings refer to settings on the
  individual machine, the server, or an individual
  workstation.
• Allows you to set the Data Path for the Auction
  data.
• Defines the location of the Stationery Header
  File.
• Permits inclusion of a user name.

41
Utilities menu settings (Global)

• The following details can be set-
• Market Holding number.
• Auctioneers VAT details.
• Linking of Vendor/Buyer details.
• Allow deletion of paid invoices.

42
Utilities menu global (Cheques)

• This option allows the user to define the layout
  of the cheques to be printed by the program.

43
Utilities menu - users

• Continual Monitoring of users on the network,
  with log on / log off details.
• Password protection can be enabled for certain
  administration tasks using the Admin menu.

44
Utilities menu Farm Assured

• Awaiting availability of reliable Assured data.
  Applies only to livestock applications and can be
  ignored for other uses.

45
Windows menu

• Allows the usual Windows Cascade, Vertical tile
  or Horizontal tile of open windows.

Help menu

• Context sensitive help is available for many of
  the Gavellog functions. Pressing F1 brings up
  the help screen at any time.

46
Bar Code Cattle Booking

• A facility for specialist applications only.
• Ignore for other applications.

47
A numbers and multiple lots.

• The program allows the use of A numbers.
• In the case of multiple groups, should these be
  split at the time of sale, the program allows for
  the allocation of A numbers to any specific
  item/s.

48
Stationery

• Pre-printed Cheques with your firms heading can
  be supplied by Gavellog at competitive prices,
  and are designed to accommodate Gavellogs
  standard cheque layout.
• Gavellog holds details of the Invoice header,
  which is printed with the invoice details, on
  economy paper. Should you prefer to use
  pre-printed headed paper for the invoices, the
  header within Gavellog can be disabled. The
  layout needs to be compatible with the invoice
  layout, and Gavellog can arrange this if you so
  wish.
• Gavellog can also supply your firms headed
  notepaper at competitive prices. Why not ask for
  a quote?

49
Hardware

• While we can supply and install a suitable
  computer system, you dont have to buy your
  hardware from Gavellog.
• Provided your equipment is suitable, Gavellog are
  happy to install the program on computers from
  any source.
• While a full specification of hardware
  requirements can be supplied on request, provided
  they are fairly modern machines with a good
  allowance of memory, sufficient disc space, and
  running Windows 95 or later, the program should
  run.
• Most of our clients, however, take the
  opportunity of upgrading at least a proportion of
  their equipment when installing Gavellog.

50
Sage Exporter

• This optional extra allows you to transfer the
  sale financial data directly into Sage Line 50
  Accounting Package, holding your main office
  accounts.

51
Post Code Search

• The extremely useful Post Code search is
  incorporated into the program.
• A separate licence fee is required for this.

52
Thank you for taking the time to view this
presentation.

• While the layouts, procedures and functions were
  correct at the time this presentation was
  prepared, they are subject to change/deletion as
  the program is developed.
• There are a number of further new and innovative
  features under development which we cannot
  disclose at the present time.
• If you would like further information or for an
  on site demonstration, please call us on
• 01656 722278
• or e-mail admin_at_gavellog.co.uk
• Gavellog.co.uk Ltd