How to import a Gavelist catalog into Auction Flex 360
Gavelist is AI auction cataloging software that reads every photo in a lot, writes the title, description and condition, and exports ready-made files for HiBid, LiveAuctioneers, Proxibid, BidWrangler, AuctionNinja and Auction Flex 360, at $0.15 per lot pay-as-you-go or $79 a month for 1,000 lots, with 0% of auction sales. For Auction Flex 360, Gavelist exports a lot-import CSV and a photo ZIP named the way Auction Flex 360 matches images to lots.
Before you start
- Create the auction in Auction Flex 360. You will import the lots straight into it.
- Create your Seller Code in Auction Flex 360 (Customers → Customer List → Customer Code).
- Turn on the Source column in Gavelist (Export → Columns) if you want the Seller Code filled. Gavelist then puts the consignor from your job, or the per-lot consignor you set, in the "Seller Code" column, and it must match a code that already exists in Auction Flex. With Source off, the column is blank, and you can set the seller in Auction Flex's import review.
- Set the job's consignor to your Seller Code. In Gavelist, set the job's consignor to the exact Seller Code you created in Auction Flex 360, because otherwise Gavelist uses the job's consigner name, which Auction Flex will not recognise as a code.
1. Export from Gavelist
In Gavelist, open the job, choose Export → Auction Flex 360, and download the CSV and the photo ZIP.
The CSV has these columns:
Lot #, Lead (the title), Description, Quantity (always 1), Seller Code, Category, Low Estimate, High Estimate, Starting Bid and Reserve.
2. Import the lots (map the columns once)
In Auction Flex 360, open your auction's lots and choose Import → Import to Specific Auction, then select the Gavelist CSV.
Auction Flex 360 asks you to match each column in the file to one of its fields (Assign Field, or File Header → DB Column in the older import screen). Map each Gavelist column to the closest Auction Flex field once, then click Choose Layout → Save New Layout, so the next Gavelist file maps in one click.
3. Import the photos (after the lots)
Auction Flex 360 attaches photos only to lots that already exist, so import the lots first.
Unzip the Gavelist photo ZIP. The photos are named by lot number and photo order (12-1.jpg, 12-2.jpg …). Auction Flex 360 matches that pattern ("1-1", "1.1" or "1_1") to the right lot when you mass-import images.
4. Upload to HiBid
From the auction in Auction Flex 360, upload the auction to HiBid as you normally do.
FAQ
Do I have to map the columns every time? No. Map them once and save the layout in Auction Flex 360.
Why not import into Items instead? Items is for stock you assign to an auction later. A Gavelist catalog is already a numbered sale, so import it straight into the auction.
What if my Seller Code doesn't exist yet? Create it in Auction Flex 360 first. The import needs a code that already exists.
Why does Auction Flex reject my Seller Code? Gavelist fills the column from the job's consignor. If that is a name rather than your Auction Flex code, set the job's consignor in Gavelist to the code (or set a per-lot consignor), then export again.
Sources
- Auction Flex 360 Help. "The Lot & Item Workspaces: Using the Import Function." help.auctionflex360.com
- Auction Flex 360 Help. "Mass Import Lots Images." help.auctionflex360.com
- Auction Flex Help. "Uploading an Auction to HiBid." help.auctionflex.com