Generating, Sending and Printing Invoices

This is a complete guide to Generating, Approving, Sending and Printing your Invoices at the end of a sale inside the Webtron Dashboard. To mark invoices as paid, please refer to the next guide.

Tutorial Video – Generating, Sending and Printing in-Dashboard Invoices

Can’t see the tutorial video for this guide? Click here to watch it on YouTube – https://www.youtube.com/watch?v=RuvogJ6-Igo&list=PLw8RuwC1CKuoF3H2Mwhew81nu9EhVqrVp&index=12

Preparing your Auction for in-Dashboard Invoicing

Whilst you can generate Invoices early for both Timed and Webcast Auctions whilst they are in Live status, we recommend waiting until after you have moved your Auction from Live to Reconciliation status.

Invoices can be generated whilst an Auction is in Live status if:

• An Item or Items were Sold via Buy Now or Make Offer (Timed Auctions only)
• A Lot was marked as Sold by the Webcast Clerk (Webcast Auctions only)

However, generating Invoices whilst your Auction is still in Live status has one major drawback:

• If a Bidder/Buyer wins or purchases multiple Items, they will receive separate Invoices for each Item.

If you Reconcile your Auction before hitting Generate Invoices, all of a Bidder’s won Items will be grouped into a single Invoice*.

The process of moving an Auction from Live to Reconciliation slightly varies between Timed and Webcast Auctions, open the guides below in a new tab for a quick breakdown on reconciling each different Auction Type.

Reconciling a Timed Auction

Reconciling a Timed Auction – Live to Reconciliation Status Timed Auction Status - Live to Reconciliation The process of moving an Auction from Live to Reconciliation status differs slightly between Auction types, this guide covers how to move a Timed Auction from Live to Reconciliation. We'll be kicking this guide off from the Auctions & Items > View Auctions menu: Step 1 - Double-check your Item list For a Timed Auction, ensure all Lots and Listings are either in Sold (Closed), Unsold (Closed), or

Reconciling a Webcast Auction

Reconciling a Webcast Auction – Live to Reconciliation Status Tutorial Video - Reconciling a Webcast Auction Can't see the tutorial video for this guide? Click here to watch it on YouTube - https://www.youtube.com/watch?v=_ay3s4wWz8g&list=PLw8RuwC1CKuoF3H2Mwhew81nu9EhVqrVp&index=11 Auction Status - Live to Reconciliation The process of moving an Auction from Live to Reconciliation status differs slightly between Auction types, this guide covers how to move a Webcast Auction from Live to Reconciliation. Step 1: Double-check your Item list For a Webcast Auction, ensure all Lots are either in

Generating your Invoices in-Dashboard

Step 1: Open the View Auctions > Invoices menu

Now that your Auction is in Reconciliation status, click on the blue Invoices button found under the Actions column inside the View Auctions table here:

Step 2: Click Generate Invoices and check your Invoice Details

After clicking the blue Invoices button on the View Auctions page, you’ll land inside the Invoicing menu. It will appear as a large blank page at first, look to the top-right of the page and click on the green Generate Invoices button.

The Generate Invoices panel will now appear at the centre of your screen, with 4 options inside it:

• Display Date
• Sales Tax
• Bank Details
• Add Notes

The Display Date will default to Today’s Date, while your Sales Tax and Bank Details will be pulled from your Auctioneer Profile’s Default Financial Details:

If you need to update or add new Sales Tax and Bank Details, click Cancel on the Generate Invoices panel, and follow the guide below on how to access and update your Invoicing Details inside your Auctioneer Profile:

Step 3: Add a Note to all Invoices (optional)

Inside the Generate Invoices panel, click the blue Add Notes button and fill in the textbox:

We recommend using the Add Notes feature to add your Collection Details (Collection Address, Contact Numbers, Dates etc.), but it’s entirely optional. Using Add Notes in the Generate Invoices panel will add your note to all Generated Invoices.

Step 4: Click Generate Invoices

Once you’ve reviewed your Sales Tax and Bank Details, and added any notes, click the blue Generate Invoices button at the bottom of the panel to proceed:

The Invoicing menu will now load and, depending on the number of Items in your Auction, it may take up to 30 seconds to generate your Invoices. Once generated, a yellow “# Line Items were generated a # new Invoices.” confirmation message will appear at the top of your screen, confirming how the number of Line Items (your total number of Items for this Auction) and individual Invoices were generated.

Reviewing your Invoices

Once your Invoices have finished generating, they will appear inside the Invoicing table. To check the details of each Invoice, click the blue View button for each Invoice, found under the Actions column:

This will display the Invoice your Bidder will receive inside a panel at the centre of your screen.

Sending your Invoices

As a quick reminder, in-Dashboard Invoices follow this Status structure:

• Draft – Invoices created from Unsold or Credited Items (Line Items) and Edited Invoices will appear in Draft status.
• Awaiting Approval – Newly-generated Invoices and Invoices marked as Ready for Approval will appear in Awaiting Approval status.
• Approved – Invoices that have been Approved will appear in Approved status, and can now be Sent.
• Rejected – Invoices that have been marked as Rejected will appear in Rejected status.

Invoices can only be sent to your Bidders (Send to Buyer action) once they are in Approved status.

Step 1: Check your Invoice Status and move your Invoices to Approved status

Newly-generated Invoices will appear in Awaiting Approval status. To be sent to your Bidders, your Invoices must be in Approved status. If you have edited or created any new Invoices via the Line Items menu, also ensure they are moved from Draft to Awaiting Approval by using the Ready to Approve action.

Once all Invoices are in Awaiting Approval Status, select your Invoices using the Select All checkbox at the top-left of the Invoicing table, then click the blue Approve button above the table:

Step 2: Click Send to Buyer to send your Invoices

After your Invoices are now showing as Approved under the Invoice Status column, click the blue Send to Buyer button above the Invoicing table, then click Confirm to send out the “New or Updated Invoice” email notification:

Your Invoices will now be marked with a green Tick ✅ under the Sent column.

From the Bidder’s Perspective

After you click Send to Buyer, your Bidders will receive an email notification linking them back to your Portal. Once logged into your Portal, they can navigate to their Invoices page. The Invoices page lists off each Invoice this Bidder has received, including a short list of the Items that appear on that Invoice and a Outstanding Total:

Your Bidders can then hit the “Download” button to save a PDF copy of their new Invoice:

Printing and Saving your Invoices as PDFs

If you would prefer to send your Invoices directly to your Bidders via email, or you need to print off a physical copy of each Invoice, you can do so easily by using the Print button inside the Invoicing menu.

Printing and Saving an individual Invoice as a PDF

Step 1: Open the Invoice preview by clicking View, then click Print

To Print and Save an individual Invoice, click on the blue View button for that Invoice under the Actions column inside the Invoicing table. At the bottom of the Preview Invoice panel, click the blue Print button:

Step 2: Set your Destination to Save as PDF and click Save

Your browser’s Print window will now appear. The Print window differs in appearance between the various browsers (Chrome, Firefox, Safari, Edge etc.) but all will feature a setting labelled Destination.

Click the Destination dropdown and select Save as PDF if it is not already selected:

Then click Save, Confirm or Print to save this invoice as a PDF:

Your File Explorer or Finder will now appear, pick a destination folder on your hard drive, then click Save to finalise saving this Invoice as a PDF.

Alternatively, to print a physical copy of an individual Invoice, click on the Destination dropdown and select your Printer instead of Save as PDF, then click Print.

Printing and Saving Multiple Invoices as one combined PDF

Step 1: Select your Invoices and click the blue Print action above the Invoicing table

To Print and Save all or multiple of your Invoices as a PDF, tick the checkbox at the top-left of the Invoicing table to select all Invoices, then click the blue Print button above the Invoicing table, and finally click the blue Print button inside the confirmation panel at the centre of your screen:

Step 2: Click Print and then set your Destination to Save as PDF

A Preview Panel will now appear containing all of your selected Invoices, click the blue Print button at the bottom of the panel to proceed.

Your browser’s Print window will now appear. The Print window differs in appearance between the various browsers (Chrome, Firefox, Safari, Edge etc.) but all will feature a setting labelled Destination.

Click the Destination dropdown and select Save as PDF if it is not already selected:

Are you sick of the word Print yet?

Step 3: Click Save and choose a destination to save your PDF file via File Explorer/Finder

Once you’ve sent the Destination to Save as PDF, click the Confirm, Save or Print button at the bottom of your browser’s Print window (the label may differ between browsers).

Your File Explorer/Finder will now appear, pick a folder on your hard drive and click Save to download and save your PDF bundle to that folder:

Alternatively, to print a physical copy of your selected Invoices, click on the Destination dropdown and select your Printer instead of Save as PDF, then click Print.