Editing Invoice Content and Line Item Amounts

This guide covers Editing Invoice details, as well as the Line Amounts on your generated Invoices inside the Webtron Dashboard. Can’t see the tutorial video for this guide? Click here to watch it on YouTube – https://www.youtube.com/watch?v=oHi0R3K73Ss&list=PLw8RuwC1CKuoF3H2Mwhew81nu9EhVqrVp&index=11

Editing Invoices – All Options

This guide is broken up into three sections; Editing Debtor Details, Editing Invoice Details, and Editing Line Item Amounts. The in-Dashboard Invoicing menu will generate invoices based on:

• Auctioneer profile
  • Company Details (Business/Company No., Address)
  • Direct Transfer Details (Account Name, Account No., BSB, Instructions for transfer notes)
  • Logo (Optional but recommended, Webtron can set a default logo for your Invoices)
  • Payment Terms (Payment deadline from Invoice receipt, liabilities, etc.)
• Auction Details
  • Auction Name (Name/Title of the Auction you set)
  • Auction Date (This appears above the Line Items on the Bidder’s copy of the Invoice)
  • Buyer’s Premium % (the Buyer’s Premium percentage set at the Auction level)
  • Additional Taxes (the Hammer Tax, BP Tax and Charges Tax set at the Auction level)
• Bidder/Debtor Details
  • Bidder’s Account Details (Full Name, Company Name, Address)
• Item Details
  • Final Hammer Amount (the Highest Bid the Items sold for)
  • Buyer’s Premium and Additional Taxes (if set on a per-item basis, an Item’s Buyer’s Premium or Hammer/BP Tax will override the default set at the Auction level)

These details can be changed on a per-Invoice basis, but we recommend changes to these details are made before Generating Invoices, as editing some of these details on a per-Invoice basis can be quite time consuming. Default details such as Direct Transfer details, Payment Terms, Buyer’s Premium and Additional Taxes cannot be bulk edited, and must be changed on per-Invoice and, in some cases, per-Line-Item. Invoices generated in the Webtron Dashboard can only be edited one-by-one.

Opening the Edit Invoice menu

Step 1 – Navigate to Auctions & Items > View Auctions

To start Editing an Invoice, open the Invoices menu for your Auction by navigating to the Auctions & Items > View Auctions page:

Step 2 – Enable the RECONCILIATION filter, then open the Invoices menu

If you do not already have the Reconciliation filter applied, click the yellow Modify Filter button at the top-left of the View Auctions menu, tick RECONCILIATION, then click the blue Apply button to show all Auctions in Reconciliation status:

After that, click the blue Invoices button under the Actions column for your Auction:

Step 3 – Click the Edit button under the Actions column inside the Invoices table

Inside the Invoicing menu you’ll find the Generated Invoices table, and under the Actions column for that table, each Invoice will have a dedicated blue Edit button. Click the blue Edit button to open the Edit Invoice menu:

After opening the Edit Invoice menu, we also recommend clicking on the Users & Groups dropdown at the top-left of the Dashboard, then right-click Users and click Open in a New Tab, as Editing Invoices often requires referencing Item Details (such as the Hammer amount) and opening another Dashboard page in a new tab will help you expedite that process.

Editing Invoice Details

In-Dashboard Invoicing will use certain default Content to populate parts of your Generated Invoices, with the additional option for adding Notes at the Generate Invoices phase. The following Invoice content can be edited after Invoice Generation:

• Invoice Date – Date the Invoice was created by default. Clicking this field will open a Calendar panel, however, you can only choose a date from the past, not a future date.
• Our Ref – Optional additional field that will pre-fill the External Ref value for that Bidder, if you use that feature. Otherwise it will appear blank.
• Notes – If added during the Generate Invoices phase, your Notes will appear in this text box. You can add additional details to this text box or edit the existing Notes.
• Title (Lot Title) and Summary – The Title and Summary of each Line Item can be edited by clicking the small pencil icon. This will open a small panel containing two text boxes, one for Title, and one for Summary.
• Payment Terms – Pre-loaded by your Auctioneer profile default Payment Terms.
• Bank Details – Pre-loaded by your Auctioneer profile default Bank Details or chosen Bank Details at the Generate Invoices phase, if you have multiple sets of Bank Details.

If you have Generated your Invoices but need to make changes to the the Invoice Details defined above, click the blue Edit button under the Actions column in the Invoicing menu > Generated Invoices table. Changes to Invoice content can only be made per-Invoice. Bulk Editing Invoices is not possible.

Editing Line Item Amounts (Amounts, Fees, Quantity and Taxes)

Line Items are individual or grouped Lots and Listings that the Bidder has won and have been assigned to their Invoice(s) during the Generate Invoices phase. You can edit the following Amounts, Fees, Quantity, and Taxes on a per-Line-Item basis:

• Amounts
  • Final Hammer Amount (the Highest Bid amount)
  • The Buyer’s Premium Amount (if Treat BP as an Amount is ticked)
  • Charges (additional optional charges such as postage and handling, storage fees etc.)
• Buyer’s Premium and Taxes
  • Buyer’s Premium %
  • Hammer Tax Rate %
  • BP Tax Rate %
  • Charges Tax Rate %
• Quantity (Amount, in whole numbers)

Step 1 – Scroll down to the Line Items section and click Edit Amounts

After you’ve opened the Edit Invoice menu, scroll down until you see the Line Items section:

At the end of each Line Item row (right-hand side) you’ll find two blue buttons;

• Edit Amounts
• Credit

Click the blue Edit Amounts button to proceed.

Step 2 – Credit this Invoice

If an Invoice is in Awaiting Approval or Approved status, and immediately upon clicking Edit Amounts, a confirmation panel will appear the Dashboard will ask you to Credit the Invoice. This will create a new Editable copy of this Invoice, and transform the original Invoice into a Credit Note, preserving a copy of the original Invoice for your reference.

Click the blue Credit Invoice button to proceed:

The Dashboard will load for a moment and create a new editable copy of the Invoice, you’ll see a yellow “View the original, credited Invoice” confirmation message at the top of your screen once it has finished:

Step 3 – Edit any of the Amounts and percentages listed

After crediting the Invoice, scroll down and click Edit Amounts again. A small Edit Amounts panel will now appear at the centre of your screen, with the following options listed:

• Qty. (Quantity)
• Hammer (Hammer Price)
• Hammer Tax Rate % (Tax on the Hammer Price)
• Buyers Premium %
• Treat BP as Amount checkbox
• BP Tax Rate % (Tax on the Buyers Premium value)
• Charges (Additional flat fee amount)
• Charges Tax Rate % (Tax on the Charges amount)

Click into any of the fields for each option to edit them, then click the blue Update button at the bottom of the panel to confirm your changes to that Line Item:

Step 4 – Repeat the process for all Line Items then click Save

Repeat the Edit Amounts process for each Line Item as needed, then scroll down and review the Totals section. After reviewing your changes, scroll up or down and click the green Save button at either the top-left or bottom-left of the Edit Invoice menu to finalise your changes:

You’ll land back on the Invoices menu, with the Preview Invoice panel displaying your newly edited Invoice:

Your new Invoice will appear in Draft status, you’ll need to follow the standard Draft to Approved action chain for Invoices to enable the Send to Buyer button for that Invoice.

Credit Note Explained

The original Invoice will appear greyed out above the edited Invoice, with the option to Send to Buyer if you would like this Bidder to have a copy of the Credited Invoice. Clicking View on the Credited Invoice will show you the exact amounts that have been credited: