General and Per-Auction

Before we get into the swing of generating invoices and vendor statements, we first recommend reviewing your Invoicing Settings in VendorPlus+.

Once we confirm your VendorPlus+ to Xero connection has been set up, you’ll see a new Invoicing menu appear in your VendorPlus:

There are 3 menus contained within VendorPlus+ Invoicing:

1. Auctions – This is your Auction List, from which you can generate and sync Invoices and Vendor Statements, as well as set per-Auction settings.
2. Vendors – This is the home of the Vendor Profiles you have created in the Webtron Dashboard and, if you are using VendorPlus+ Consignments, your Vendor Users. From the Vendors > Vendor Profiles menu, you can set Commission rulesets and Branding Themes on each for each of your Vendors.
3. Settings – This is the home of your General Settings, which are universal settings that cover both your Auctions and Vendors, as well as unique settings like your Chart of Accounts.

For the purposes of this guide, we’ll be covering the settings available in the Settings menu.

The VendorPlus+ Invoicing Settings menu

Opening the Invoicing Settings menu

From anywhere in VendorPlus+, look at or scroll to the top of your screen. In the menu bar, float your cursor over the Invoicing option, then click Settings in the dropdown:

Here is a full breakdown of each of the options available in the Invoicing Settings menu:

• Automatic Sync Enabled
  • Yes – Once you move your Auction to Reconciliation status, VendorPlus+ will automatically generate and sync your Bidder/Buyer Invoices to Xero in Draft status.
  • No* – Invoices must be generated manually for each Auction through the VendorPlus+ Invoicing > Auctions menu.
• Formatting/Invoice Formatting
  • Invoice Line Item Titles – We recommend leaving this as-is, by default your the Line Item containing your Lots and Listings will contain the Lot Number, Title and Summary for each item joined together.
  • VS/Vendor Statement Line Title – We recommend leaving this as-is, by default the Line Items in your Vendor Statements will contain the Lot Number and Lot Titles.
  • Title Length – We recommend leaving this as-is (100 characters) as a more limited title length will ensure your Invoices and Vendor Statements aren’t excessively tall.
  • Phone as Country Field
    • Yes – The Country field of the Bidder/Buyer’s Address details will be replaced by the Main Phone Number listed on their User profile.
    • No* – The Country field will be left as-is.
  • Home Country – This is used to detect international bidders/buyers so that your regional tax is automatically cleaned from their invoices.
• Accounts
  • This section allows you to link your individual Chart of Accounts to specific amounts/conditions. For example, you can route your Hammer amounts to a specific Account, and your Buyers Premium/BP to a different account. Please note – Xero only allows you to choose Revenue-type accounts for your Chart of Accounts routing.
• Tax Rates
  • This section allows you to link your Xero Tax Types to specific Conditions, in this case Default (Local) and Overseas. This is an additional fallback to the Home Country setting, allowing you to set GST/VAT on Income for Australian/New Zealand/United Kingdom bidders/buyers, and GST/VAT Free Income for bidders/buyers outside of your region.
• Custom Charges¹
  • This section allows you to apply Custom Charges/Fees based on specific conditions, and at the Per Item, Per Invoice and Per Invoice (sum of items) level. These Charges can also be tax applicable so you can set Tax on Income or Tax free Income for your Custom Charges.
• Reports²
  • Country of Origin – Set your Country to display your Auction Reports will special localisation features, such as per-State/Province/Region bidding tallies.
  • Email Recipients – Add a list of email addresses that will automatically be sent Reports post-Auction.
• PDF Settings – As well as the Xero Invoice and Bill PDF templates, VendorPlus+ Invoicing contains a customisable PDF template that can be generated on a per-Invoice and per-Statement basis. These PDFs can be tailored to match your branding and give you an easier way to send an Invoice or Statement without having to pull and save them from inside Xero.
  • Company Name
  • ABN/Tax Number
  • Company Address
  • Phone
  • Email
  • Logo
  • Footer Text

Settings shared between General and Per-Auction

The following options can be customised at either the General (applies to all) or per-Auction levels.

The per-Auction Settings can be opened and set by navigating to the Invoicing > Auctions menu, then click the Settings icon at the top-right of each Auction:

Here is a full breakdown of each of the settings available in the Auction Settings panel:

• Auction Settings
  • Multi-Vendor
    • Yes – This will split your Invoices by Vendor and we recommend using this if this Auction contains multiple Vendors.
    • No* – This will group all of a Bidder/Buyer’s won items into the one Invoice and we recommend using this if this Auction contains only a single Vendor.
  • Vendor’s Address
    • Yes – This will include the Vendor’s Address details as a line item in the Bidder/Buyer invoices. We recommend using this if the Vendor’s Address is the pickup location for their items.
    • No* – This will not include the Vendor’s Address anywhere on the Invoice.
• Buyers Premium Rules
  • Your Buyers Premium Rules can be set globally or on a per-Auction basis. This will allow you to set a capped/split Buyers Premium or a flat rate Buyers Premium, as well as choose if the Buyers Premium is a flat rate amount or a percentage derived from the Hammer/Unit total of your items.
• Additional Settings
  • Tax Inclusive Line Items
    • Yes – Your item’s Hammer/Unit total are inclusive of tax.
    • No* – Your item’s Hammer/Unit total are exclusive of tax.
  • Bills/Vendor Statements: Require Paid Invoice
    • Yes – Vendor Statements will only include line items from corresponding invoices that are marked as Paid in Xero.
    • No* – Vendor Statements will include all line items regardless of the Invoice’s Paid/Unpaid status in Xero.
  • Show Unsold Items on Vendor Statement
    • Yes – Unsold Items will be listed in the Vendor Statement with a Hammer/Unit total of $0
    • No* – the Vendor Statement will only include Sold Items.
  • Invoices: Skip Deleted in Xero – Please note, voided Invoices are always skipped if you choose to re-generate Invoices, this setting applies to Invoices that have been completely deleted.
    • Yes – Deleted Invoices will not be re-created if you manually re-generate Invoices.
    • No* – Deleted Invoices will be re-created if you manually re-regenerate Invoices.
  • Invoices: Override Issue Date – Please note, this setting affects Invoice Due Date as well.
    • Leave blank* – the generated Invoices will use the current date as the Issue Date.
    • Date Set – the generated Invoices will use the date you have chosen as the Issue Date, the Due Date will now be the Issue Date + your default Due In setting.

In the next guide, we’ll cover accessing your Vendor Profiles and setting per-Vendor Commission Rulesets and Branding Themes.