Item Statuses overview – Similar but different from Auction Statuses

As a quick reminder, both Auctions and the Items within an Auction follow a set Status structure that defines their configurability and visibility. For Items, Status refers to two distinct structures:

1. Item Status
2. Selling Status

There are 9 distinct Item Statuses in the Webtron Dashboard, with each status controlling three key variables:

1. Editable (🟢 = Yes, 🔴 = No)
2. Visibility on your Portal (🟢 = Visible, 🔴 = Hidden)
3. Open for Bidding/Purchase (🟢 = Open, 🔴 = Closed)

The 9 Item Statuses in the Webtron Dashboard are:

1. Draft
   • Editable – 🟢
   • Visibility on your Portal – 🔴
   • Open for Bidding/Purchase – 🔴
2. Preview
   • Editable – 🟢
   • Visibility on your Portal – 🔴
   • Open for Bidding/Purchase – 🔴
3. Live
   • Editable – 🔴
   • Visibility on your Portal – 🟢
   • Open for Bidding/Purchase – 🟢
4. Closed
   • Editable – 🟠 – Items in Closed Status can be Drafted and Edited but we do not recommend doing this (see below).
   • Visibility on your Portal – 🟠 – Closed Items will remain visible until the entire Item List for that Auction closes.
   • Open for Bidding/Purchase – 🔴
5. Suspended
   • Editable – 🔴
   • Visibility on your Portal – 🟠 – Hidden by default but can be shown via the Make Visible actions
   • Open for Bidding/Purchase – 🔴
6. Withdrawn
   • Editable – 🔴
   • Visibility on your Portal – 🟠 – Hidden by default but can be shown via the Make Visible action
   • Open for Bidding/Purchase – 🔴
7. Reconciled
   • Editable – 🔴
   • Visibility on your Portal – 🟠 – Visible only if Past Auctions is enabled, Make Visible and Hide actions unavailable for Items in Reconciled status.
   • Open for Bidding/Purchase – 🔴
8. Archived
   • Editable – 🔴
   • Visibility on your Portal – 🟠 – Visible only if Past Auctions is enabled, Make Visible and Hide actions unavailable for Items in Archived status.
   • Open for Bidding/Purchase – 🔴
9. Deleted – Deleted is not an official status, as Deleted Items are not visible within the Dashboard or your Portal.

Editing Items in Timed Auctions

Step 1: Open the Item List and confirm your Item’s Status

To get started, navigate to your Timed Auction’s Item List by opening the Auctions & Items dropdown, then click View Auctions. Once on the View Auctions menu, click the # Items link for your Timed Auction to open its Item List:

Once your Item List loads, look to the right-hand side of the table. If your Items are in Live, Suspended or Withdrawn status, the first thing you’ll need to do tick them using the checkboxes at the left-hand edge of the Item List, then click the Draft action above the table and click Confirm:

This will pull your Items into Draft status and temporarily hide them from your Portal.

Step 2: Open the Bulk Edit menu

Your selected Item(s) will remain ticked after you pull them into Draft status, next to the Draft action, click the Bulk Edit button:

This will open your Item(s) in the Bulk Edit menu and display each Item as a row in a table, with the following columns (in order of appearance):

1. Type (Item Type) – Cannot be changed after your Item has been converted from Ghost status
2. Lot #/Number *
3. Title *
4. Summary
5. Description
6. Category *
7. Vendor *
8. End Date
9. End Time
10. Buyers Premium
11. Charges
12. Hammer Tax
13. BP Tax
14. Charges Tax
15. Currency
16. Display Price
17. Purchase Option *
18. Purchase Price
19. Opening Bid
20. Bid Increment/Dynamic Bid Increment *
21. Reserve Price
22. Quantity *
23. Bidding Type
24. Contact Seller
25. Location

To make edits, click into the relevant cell under each of the columns to open the field for that Item, the simply input your changes:

What can and can’t be changed in Bulk Edit

What fields can and can’t be updated in Bulk Edit is dependant on 3 factors:

1. Which Item Type you’re using
2. Whether or not that Lot has received any bids
3. Whether or not you have Auto Increments currently enabled

Changes by Item Type

If you’re using Item Type: Lot, you can edit the following fields in Bulk Edit:

1. Lot #/Number
2. Title
3. Summary
4. Description
5. Category
6. Vendor
7. Buyers Premium
8. Charges
9. Hammer Tax
10. BP Tax
11. Charges Tax
12. Currency
13. Purchase Option
14. Purchase Price (if using Purchase Option: Buy Now or Make Offer)
15. Opening Bid *
16. Bid Increment * (if the Bid Increment column is labelled Dynamic Bid Increment, you currently have Auto Increments enabled and will not be able to add an Increment amount)
17. Reserve Price *
18. Quantity
19. Bidding Type
20. Contact Seller
21. Location

If you’re using Item Type: Listing, you can edit the following fields in Bulk Edit:

1. Lot #/Number
2. Title
3. Summary
4. Description
5. Category
6. Vendor
7. Buyers Premium
8. Charges
9. Hammer Tax
10. BP Tax
11. Charges Tax
12. Currency
13. Display Price
14. Purchase Option
15. Purchase Price
16. Contact Seller
17. Location

Step 3: Click Save and Finish

Once you completed your edits to your Item(s), simply click the Save and Finish button above the top-left of the Bulk Edit table, then click Confirm:

You’ll be returned to the Item List and your Items will either be in Preview or Live status. If in Preview, your Items will still be ticked/checked and you can click the Approve action above the table and then click Confirm to move those Items back to Live status and this will make them visible on your Portal:

Utilising Group Edit

The Bulk Edit menu has a very handy utility called Group Edit. Group Edit can make uniform changes across multiple selected Items, allowing you to make sweeping changes to multiple Lots and Listings at the same time, rather than editing them one-by-one.

The fields available in Group Edit are:

1. Category
2. Vendor
3. End Date
4. End Time
5. Buyers Premium
6. Charges
7. Hammer Tax
8. BP Tax
9. Charges Tax
10. Currency
11. Display Price
12. Purchase Option
13. Purchase Price
14. Opening Bid
15. Bid Increment/Dynamic Bid Increment
16. Reserve Price
17. Quantity
18. Bidding Type
19. Contact Seller
20. Location

To use Group Edit, pull your Items into the Bulk Edit menu, then use the checkbox at the left-hand edge of the table to select the Items you want to apply bulk changes to:

Once you’ve selected your Items, look to the top-right of your screen, just above the Bulk Edit table you’ll find the Group Edit button, click on Group Edit to open the panel:

The Group Edit panel will list off all of the available fields from Category to Location, and each of these options will have a checkbox next to the field label, click on this checkbox to enable that field, then enter your changes into the field:

Once you’re done, click Save at the bottom of the panel and your changes will be applied to all of your selected Items:

Common Errors in Bulk Edit

The Webtron Dashboard will highlight rows and individual fields that contain mistakes or missing information.

If a row is showing a triangle pointing right, that row contains errors and you’ll need to scroll to the right. The fields causing these errors will be highlighted with a red exclamation mark triangle – – float your cursor/mouse over these triangles and the Dashboard will display a validation message stating what is wrong with that field:

Here is a full list of the validation messages for each field and what to do to fix them:

1. Please enter a value for this field – This error appears if a required field has been left blank, such as Lot Number, Title, Bid Increment and Quantity.
2. This field requires a value. Please start typing a name or a valid ID – This error appears if the Category or Vendor field have been left empty:
   • To fix this, click into either field and start typing the name of a Category or Vendor, if the Dashboard offers a pre-fill beneath the field, click the pre-fill. If the name of the Vendor you’ve entered doesn’t trigger a pre-fill, check the Users & Groups > Vendors menu to ensure that Vendor Profile has been created.
3. This item cannot end before now – This error appears if the End Date or End Time have passed, changes to Lots and Listings cannot be saved if either the End Date or End Time are before your current time. Click into either field and set a future End Date or End Time.
4. This value can only have 2 digits after the decimal point – This error appears in the Buyers Premium, Charges and Tax fields (Hammer Tax, BP Tax, Tax on Charges), with those fields only supporting up to 2 digits for the decimal value (i.e. 16.50 for a 16.5% Buyers Premium). Click into the field and backspace the extra decimal value.
5. This field can’t be recognised, please start typing a name or valid ID – This error appears if the Category, Vendor or Currency fields have been partially filled in or filled in with a value that doesn’t match an available option for those fields. To fix this, click into each of the fields and start typing a Name or ID number, the Dashboard will offer a clickable pre-fill after at least 2 characters have been entered.
   • If no pre-fill appears for Category, contact Webtron Support via the Get in Touch page.
   • If no pre-fill appears for Vendor, check your Vendor list by opening the Users & Groups > Vendors menu.
6. Please select a valid Purchase Option – This error appears if you try to add a value to a field that isn’t valid for the Purchase Option that Item is using (i.e. adding an amount to the Purchase Price field whilst your Lot is set to Purchase Option: None). To fix this, select a Purchase Option that can use that field or clear the value in that field.
7. This field is not valid for this Item type. Either the value must be deleted or a suitable Item type chosen. – This error appears if you try to add a vlaue to a field that isn’t valid for the Item Type that Item is using (i.e. adding an amount to the Display Price field whilst your Item is set to Item Type: Lot). To fix this, click into the highlight field and clear what you’ve added.
   • Item Type can only be changed if your item is still a Ghost Item. Once converted from Ghost Item status, the Item Type is locked and cannot be changed via Bulk Edit.
8. Per Item is not appropriate for a quantity of one. Either change the quantity or choose Per Lot – This error appears if you change a Lot’s Bidding Type from Per Lot to Per Item, but the Quantity for that Lot is still set to 1. To fix this, Per Item bidding requires a Quantity of 2 or higher, click into the Quantity field for that Lot and raise the value to greater than 1.
9. There is a problem with one of the fields within the address. Please edit it to correct the error. – This error appears if you have unticked Use Auction Address and there are issues with the Location fields. To identify what the issue is, click on the Location field for that Lot to open the Location panel.
   • At least one of these fields; City or Postcode, must contain a value. – The Location fields require either the City or Postcode field be filled in. To fix this, add a value to either of those two fields, then click Save at the bottom of the Location panel.

FAQ – Editing Items and Timed Item Statuses