Creating Invoices from Unsold and Credited Items

Estimated reading: 8 minutes

The Line Items menu explained

In the Webtron Dashboard, after clicking Generate Invoices, the Invoicing menu will automatically populate the Line Items menu with Unsold Items from that Auction. If you Credit any Line Items from your Generated Invoices, they will also return there. From the Line Items menu, you are able to both check the Invoices that Sold items appear on, as well as create new Invoices from Unsold and Credited Items.

Reconciliation Requirement – If you have Generated your Invoices without first Reconciling your Auction, you may note the Line Items menu will appear empty of any Unsold Items. Return to the View Auctions page and ensure you have moved your Auction to Reconciliation status, and then once Reconciled, click Generate Invoices again to populate your Line Items menu.

Creating a new Invoice from the Line Items menu

Step 1 – Accessing the Line Items menu

Navigation Path: Webtron Dashboard > Auctions & Items > View Auctions > Actions column > Invoices > Line Items

Once you’ve logged into the Webtron Dashboard, navigate back to the Auctions & Items > View Auctions page, ensure Modify Filter > Auction Status RECONCILIATION is ticked and applied:

After enabling the RECONCILIATION filter, open the Invoicing menu by clicking the blue Invoices button under the Actions column inside the Auctions table:

New Tab Recommended – This guide requires Bidder Information that is best found from the Users & Groups > Users menu. To reduce back and forth navigating, we recommend clicking the Users & Groups dropdown, then right-click Users and click Open in a New Tab.

Once the Invoicing menu has loaded, you should now see you Generated Invoices table in the centre of the screen, look to the top-right of the menu, next to the green Generate Invoices button (immediate left), you will find a grey button labelled Line Items. Click the grey Line Items button to open the Line Items menu:

Step 2 – Selecting Unsold/Credited Items for a New Invoice

Once the Line Items menu has loaded, you’ll see the Line Items table containing your full Item list for this Auction. The easiest way to differentiate between Sold and Unsold/Credited Items in the Line Items menu is to look to the right-hand side of the table, under the Actions column.

Unsold/Credited Items will be marked out with a blue Add to Invoice button, whilst Sold Items will be marked out with a blue Invoice button. The blue Add to Invoice button for Unsold/Credited Items will begin the Creating a New Invoice process, whilst the blue Invoice button for Sold Items will open a panel containing a preview of the Invoice that Item appears on.

New Tab Recommended – Before proceeding with the following steps, we heavily recommend opening a new tab if you haven’t done so already. For ease of navigation, we recommend clicking the Users & Groups dropdown, then right-click Users and click Open in a New Tab.

From your Users list, copy either the Username or User ID # for the Bidder you will be assigning this Invoice to, then return to the Line Items menu:

For Creating an Invoice with a single Unsold/Credited Item, use the blue Add to Invoice button under the Actions column.

For Creating an Invoice with multiple Unsold/Credited Items, use the checkboxes along the left-hand edge of the Line Items table to select multiple Items, then click the Add to Invoice button above the Line Items table.

Step 3 – Assigning a Bidder to a New Invoice

Immediately upon clicking the Add to Invoice button, Find Debtor For New Invoice panel will appear, asking you to provide either a User Ref # or a Username. This is to assign an existing Bidder profile to this Invoice and automatically populate the Debtor Details (Full Name, Company Name, Address) on the Generated Invoice for you.

User Ref # – User Ref # refers to a Bidder’s permanent User ID number, this can be found in the Users & Groups > Users list, appearing under the first column (User Id) of the User list table.

Username – Username refers to a Bidder’s chosen Username, this is their alternative login for your Portal. This can also be found in the Users & Groups > Users list, appearing under the second column (Username) of the User list table.

To prevent any mishaps with similar Usernames, we recommend copying the User Ref # instead of the Username. To copy, double left-click the number, then right-click and choose Copy, or press CTRL and C.

We recommend using the User list Modify Filter options to filter/search for your Bidder, or if you have their Email Address handy, you can use the User Quick Search at the top-right of the Webtron Dashboard (click the Invoices dropdown and switch it to Users if it isn’t already set to search Users):

Paste their User Ref # inside the Find Debtor panel, then click the green Find User button on the right-hand side of the panel. If the User Ref # or Username you provided is valid. A small preview of the Bidder’s Debtor details (Company Name, Name, Username, Email, and Job Title) will appear above the blue Add to New Invoice button:

After you’ve checked their Debtor details, click the blue Add To New Invoice button at the bottom of the Find Debtor panel, this will then open the Generate Invoices panel. This panel will allow you to review the Display Date, Sales Tax and Bank Details that will appear on this Invoice, and you can also click the blue Add Notes button to add any specific Notes to this Invoice, then click the blue Generate Invoice button at the bottom of the panel to proceed.

Notes Inheritance – Invoices created from Unsold/Credited Items will not inherit any Notes you set when Generating the first set of Invoices. If this Invoice requires the same Notes as your already-generated Invoices, switch to your other tab, navigate to the Invoicing menu, click Preview on any of the Invoices inside the Generated Invoices table, then highlight and copy the Notes from the Invoice Preview.

Step 4 – Set your Line Amounts, Buyer’s Premium and Save.

The Webtron Dashboard will now load the Edit Invoice menu and you will see your Bidder’s Debtor across the top-left of the page, and the selected Line Items inside the Invoice Line Items section below that.

Set Buyer’s Premium and Taxes – Invoices created from Unsold/Credited Items will NOT retain their original Hammer amount (if they received any Bids). You will need to set this again during the Edit Amounts step. We recommend opening the View Auctions page in another tab, should you need to retrieve the last highest Bid amount from the Bid Table.

Scroll down and click the blue Edit Amounts button at the end of each of your Line Items, this will open the Edit Line Item Amounts panel, from here you can set:

The Hammer Amount
The Hammer Tax Rate %
The Buyer’s Premium % (with the additional option of ticking Treat BP as Amount checkbox to set a whole amount for the Buyer’s Premium)
BP Tax Rate %
Charges Amount
Charges Tax Rate %

Buyer’s Premium and Tax percentages set on each Item or at Auction-level will be pre-filled by default.

Once you have set your Line Item Amounts, click the blue Update button at the bottom of the panel to confirm and update the Invoice. Repeat as needed for each of the Line Items appearing on your Invoice, then scroll down and review the Totals section:

After setting your Line Item Amounts, scroll down to review the Payment Terms and Bank Details text boxes, click into either of the text boxes to edit those Invoice details:

Once satisfied, scroll up to the top of the Edit Invoice menu and click the green Save button at the top-left.

Step 5 – Send your newly generated Invoice

You will now return to the Invoicing menu, with a Preview panel displaying your new Invoice on top of the Generated Invoices table. Click close to dismiss the Invoice Preview panel, depending on Company Name Alphabetical order, your new Invoice may appear at the bottom of the Generated Invoices table. To speed up the process of finding it, we recommend opening the yellow Modify Sort & Filter button at the top-left of the Invoicing menu, then tick this checkbox filter option:

Filter by
- Not Sent
- Not Credited

This will display any Invoices that you haven’t sent to the Bidder yet, as well as hide any Credit Notes.

Follow the standard procedure of Approving the Invoice and clicking Send to Buyer, if you’re unsure, here are the steps:

Under the Actions column click the blue Ready to Approve button, then click Confirm, then in it’s place click the blue Approve button, then click Confirm, and finally click the blue Send to Buyer button, then click Confirm.