This guide chapter defines what Timed Auction statuses are, what each status means and how to change the current status of your Timed Auctions.
Auction Statuses control a few key aspects of your auctions, such as:
- Item-readiness – If your Timed Auction can have Items uploaded to it.
- Bidding-readiness – If you Timed Auction can be opened for bidding.
- Visibility – If your Timed Auction can appear on your Portal, and if so, which part of your Portal.
- Invoicing-readiness – If your Timed Auction is at the requisite status for Invoicing (in-Dashboard and Xero Compatible).
We refer to Timed Auction statuses as the Status Path, with each Status representing an important milestone as your Timed Auction follows the path from the Setup to Invoicing.
The guides in this chapter will give you greater insight into what each Status means and how to move your Timed Auction from status to status.
Timed Auction Statuses Defined
There are 5 Timed Auction Statuses:
- Draft
- Preview
- Live
- Reconciliation
- Archived
Each Timed Auction status controls certain important Auction conditions, such as Visibility on your Portal and Edibility, among others defined below:
| Timed Auction Status | Special Conditions and Visibility | Auction Status Notes |
|---|---|---|
| Draft (Timed Auction status) | Visible on your Portal – No, Auctions in Draft status will not display publicly on your Portal. Item-upload ready – No, Auctions in Draft status will not be listed inside the Create New Items menu. | Draft is a largely redundant Auction status, do not tick Save as Draft when creating or editing a Timed Auction. |
| Preview (Timed Auction status) | Visible on your Portal – No, Auctions in Preview status will not display publicly on your Portal. Item-upload ready – Yes, Auctions in Preview status will be selectable inside the Create New Items menu. Accept Bids and Purchases – No, Auctions in Preview status will not appear on your Portal so cannot accept any Bids, Offers or Purchases. | Preview is the primary status for newly-crated Timed Auctions. While in Preview status, your Auction will not appear on your Portal. |
| Live (Timed Auction status) | Visible on your Portal – Yes1,2,3, Auctions in Live status will display publicly on your Portal. Item-upload ready – Yes, Auctions in Live status will be selectable inside the Create New Items menu. Accept Bids and Purchases – Yes, Auctions in Live status will not appear on your Portal so cannot accept any Bids, Offers or Purchases. In-Dashboard Invoicing Support – Yes*, Invoices can be generated for Timed Auctions in Live status, but under specific conditions. | Live is the status your Auction will move-to and remain in once you click the blue Approve button. Once reaching it’s Auction Starts Date and Time, the Auction open for Bidding and Purchases on your Portal. 1A Timed Auction in Live status will only appear on your Portal if it contains at least one Item also in Live status. 2A Timed Auction can be hidden at any time by ticking the Hidden checkbox found inside the Auctions table on the View Auctions page. 3If unhidden and containing Items in Live status, a Timed Auction will display publicly on your Portal before it’s set Auction Starts Date and Time, allowing your Bidders to view the Auction Catalogue page prior to bidding and purchases opening. *Webtron recommends Generating Invoices after a Timed Auction has been moved from Live to Reconciliation status, but if you are using the Buy Now and Make Offer Purchase Options, you can generate Invoices prior to the Auction Ends Date and Time for those Items. |
| Reconciliation (Timed Auction status) | Visible on your Portal – Yes1, Auctions in Reconciliation status will display publicly inside the Past Auctions section on your Portal. Item-upload ready – No, Auctions in Reconciliation status will not be selectable inside the Create New Items menu. Accept Bids and Purchases – No, Auctions in Reconciliation status are Auctions that have concluded. If available in the Past Auctions section, each of the Items for this Auction will not show any Bid or Purchase buttons on your Portal. In-Dashboard Invoicing Support – Yes*, Invoices can be generated for Timed Auctions in Reconciliation status. | Reconciliation is the status your Auction will move to and remain in once you click the blue Reconcile button. Auctions in Reconciliation status cannot be edited or returned to Live or Preview status. 1The Past Auctions section on your Portal can be fully hidden, or you can hide individual Auctions from it by ticking the Hidden checkbox inside the Auctions table on the View Auctions page. *Reconciliation is the primary status for using the in-Dashboard Invoicing. The Vendor+ Xero Invoicing Module also requires your Auction be moved to Reconciliation status before that Auction becomes available as a selectable option inside the module. |
| Archived (Timed Auction status) | Visible on your Portal – Yes1, Auctions in Archived status will display publicly inside the Past Auctions section on your Portal. Item-upload ready – No, Auctions in Reconciliation status will not be selectable inside the Create New Items menu. Accept Bids and Purchases – No, Auctions in Reconciliation status are Auctions that have concluded. If available in the Past Auctions section, each of the Items for this Auction will not show any Bid or Purchase buttons on your Portal. In-Dashboard Invoicing Support – No*, existing generated Invoice from Reconciliation status can be edited, but new Invoices cannot be generated for Timed Auctions in Archived status. | Archived is the status your Auction will move to and remain in once you click the blue Archive button. Auctions in Archived status cannot be edited or returned to Reconciliation, Live or Preview status. 1The Past Auctions section on your Portal can be fully hidden, or you can hide individual Auctions from it by ticking the Hidden checkbox inside the Auctions table on the View Auctions page. *Archived is the primary status for Auctions that have fully concluded their Invoicing phase. |
Auction Status Rules
Editing Timed Auction Details is restricted to Auctions in Draft, Preview and Live status
Auctions in Draft, Preview, and Live can be fully edited, Auction Title, Description, Bid Extension timeframe, Buyer’s Premium and Taxes, Start and End Dates and Times, Staggering rate and timeframe, Document attachments, and additional details can all be changed at any time.
Auctions in Reconciliation and Archived status cannot be edited, their details, Items, and results are locked.
Creating and Uploading Lots is only available to Timed Auctions in Preview and Live status
Items/Lots cannot be created or imported for an Auction in Draft status. An Auction must be in Preview or Live status to enable the Create New Items menu and Upload Items import.
Generating Invoices should only be done once a Timed Auction is in Reconciled status
You can Generate Invoices while a Timed Auction is still ongoing or in Live status, but we recommend waiting until the Auction has concluded and you have moved the auction from Live to Reconciliation status. This will ensure Bidders who have won multiple Items will receive a single Invoice containing all Items, and unsold Items will be moved to the Line Items menu, enabling you to add unsold Items to a new Invoice if needed.
An exception to this is Items sold via the Buy Now and Make Offer Purchase Options, these Items will automatically reconcile themselves and an Invoice can be generated whilst your Timed Auction is still running.
Timed Auctions cannot be Reconciled before their set End Date and Time
To ensure your Auctions aren’t moved to Reconciliation status by mistake, Timed Auctions can only be Reconciled after they have passed their End Date and Time.
Timed Auctions cannot be Reconciled until all Draft, Preview and Suspended Lots are Withdrawn
If any Lots or Listings are left in Draft, Preview or Suspended status, they will need to be moved to Withdrawn status before you will be able to move your Timed Auction from Live to Reconciliation status.
Reconciliation and Archiving is permanent, an Auction cannot be moved back to Preview or Live status
Reconciling and Archiving Auctions cannot be undone, please ensure you do not need to edit your Auction or it’s Items before proceeding. The Webtron Dashboard will ask you twice to confirm your intent to move your Auction from Live to Reconciliation status, you can click Cancel during either stage, but once Reconciled, it cannot be undone.
Auctions in Archived status will not appear in the Vendor+ Reports menu
Auction data such as the Bid Table, Summary Table, Invoices and Auction Export report will always be available in the Webtron Dashboard, but Vendor+ Reports are only available while your Auction is in Live and Reconciliation status.
Auctions in Reconciliation or Archived status appear in the Past Auctions menu
If you have the Past Auctions menu enabled on your Portal, Auctions will automatically appear there once you have moved them from Live to Reconciliation status. Auctions in Archived status will also appear in the Past Auctions menu, but individual auctions can be hidden from the Past Auctions menu by ticking the checkbox under the Hidden column on the Auctions & Items > View Auctions page.
Auctions can be moved straight to Archived from Draft and Preview status
You can move an Auction from Draft or Preview straight to Archived if the Auction was created by mistake, however we recommend re-using the Auction when needed by editing the required fields (Auction Title, Description, and Dates) and filling in placeholder details. You can then edit the Auction again if you need to create another Auction of the same type.