How to Process Fast Purchase for Quantity Items Using the Butler-Available Tuesday, May 26, 2026 

Butler's Multi-Sale Quick Entry feature gives event staff a fast, intuitive way to sell and assign quantity-based items directly from Butler, built for speed, just like the Appeal feature.

⚙️ Butler  Updates

The Butler landing page has been updated to support the new Quick Entry for quantity items.

1. Locate the Multi-Sale - Quick Entry section on the Butler main page. 
   1. Located next to the Appeal Section when on a laptop, smaller devices it will appear below the Appeal Section. 
2. Click the Multi-Sale - Quick Entry dropdown to choose which items to work with:
   • All Items appears first and loads every quantity-based item at once.
   • Individual items are listed one-by-one below that option.

➕ Adding a Purchase

1. Find the item and the price tier you want to sell (e.g., 1 for $25.00 or 3 for $60.00).
2. If the item has a quantity limit, adjust the Qty field to the number of sets the bidder is purchasing.
3. In the Bidder field, type the bidder's number or start typing their first or last name to search.
4. Select the correct bidder from the dropdown that appears.
5. Click Save to record the purchase.

🪑 Adding a Placeholder

1. Find the item and price tier you want to hold a spot for.
2. Click the Placeholder button to record the purchase without assigning a bidder.
   • Placeholder entries are marked with a yellow PH badge in the purchases table.
   • You can come back and assign a bidder to the placeholder entry later.

📋 Viewing Existing Purchases

1. Find the item and price tier you want to review.
2. Click Show next to Existing Purchases to expand the purchases table.
   

Each row in the table displays:

• Name: Bidder name (First &Last)
• Number: Bidder number & has a credit card on file or does not. 
  • Green card = Card on file
  • Red card = No card on file
• Qty: Quantity purchased
• Total amount: Total dollar amount
• Time: This is the time the purchase was added
• Status: Unpaid or Paid
• Actions: Can quick checkout with cash option or delete the bid if unpaid. 
  • Dollar Icon is quick checkout with cash
  • Trash Can icon allows the purchase to be removed but only for unpaid items
    • To remove a purchase that has been paid you need to go to Event Central>Paid checkouts and refund the purchase, then you can remove the bid.

💵 Managing Unpaid Purchases

1. Expand the Existing Purchases table for the item you want to manage.
2. Look for entries with an Unpaid badge, these will have action icons on the right.
3. Use the action icons to manage the purchase:
   • Green dollar icon: Click to mark the purchase as paid in cash.
   • Red trash icon:  Click to delete the purchase.

When a Quantity item sells out:

• The Save button on that pricing tile will become inactive and display Sold Out.

📊 Quick Entry for All Quantity Items

Choosing All Items from the Multi-Sale - Quick Entry dropdown works exactly like the single-item Quick Entry page, with one key difference.

• Instead of a single item's pricing tiles, all quantity items are displayed together, grouped in blocks by item.
• Each item's pricing options appear within its own block, keeping things organized even when many items are active.

👥 Quick Buy During Bidder Check-In

Volunteers can now initiate a quick purchase directly from the bidder search during check-in.

1. In the Bidder Lookup search field, type a last name or partial last name (e.g., "Burn") and select the correct bidder from the results.
2. Click the Select an Action dropdown next to the bidder and select Quick Buy.
   
3. A modal will open displaying:
   • The bidder's name at the top
   • A list of all available quantity items with their price options
   • Qty dropdowns for each item so the volunteer can select how many of each the bidder wants
   • When a limited amount is set in Manage Items and that limit has been reached under the item's option a "No quantities available for this item" displays. 
   • A total footer that updates in real time as selections are made
4. Review the total, then click Continue to proceed to checkout with all selected items loaded.
   
5. On the checkout page, complete the purchase using the normal payment flow.
6. Upon checkout, the volunteer is taken to Butler checkout page.
7. Upon cancellation, the volunteer is returned to the Butler main menu.

If the volunteer needs to exit the purchase mid-selection:

• Click the X in the upper right corner.
• If any quantities have been selected, a prompt will appear: "You have made selections, are you sure you want to exit?"
• Choose Exit to discard selections or Cancel to go back and continue.

🔁 Last Bidder 

After completing a check-in, checkout, or edit, the volunteer no longer loses track of who they were just working with.

• The most recently accessed bidder's name and information will display below the Bidder Lookup field.
• This allows the volunteer to quickly re-modify the bidder's record or add Quick Buy options without searching again.
• The Last Bidder field can be minimized by clicking the drop down arrow on the right side of the card. 

📝 Summary

Multi-Sale Quick Entry brings Appeal-style speed to quantity item sales across Butler. Volunteers can sell, check out, and assign quantity items in just a few taps, with live bid tracking, built-in cash checkout, and automatic sold-out handling. The Last Bidder Add-On keeps workflows smooth by surfacing the most recently accessed bidder for quick follow-up actions.