In-Dashboard Invoicing will use a Bidder’s profile details to populate the Debtor Details of their Invoices, such as their Full Name, Company Name and Address. In-Dashboard Invoicing will also incorporate any changes a Bidder has made their profile details at the point of Invoice Generation. However, you may encounter a scenario where a Bidder has entered incorrect details or may request the Debtor Details on their Invoice be changed.
You have two options in this regard; Change Debtor or Edit Debtor Details manually. We recommend editing debtor details manually, but the steps for both options are detailed below.
Change Debtor Explained – Reassigning an Invoice from Bidder to another
After you have clicked the blue Edit button for an Invoice, you’ll find the Debtor Details at the top-left of the Edit Invoice menu, topped with a blue Change Debtor button:
Change Debtor allows you to reassign this Invoice to another existing Bidder/User, with the pre-requisite that this Bidder will have to already exist on your User list (i.e. they have successfully filled out the Create Account form on your Portal).
Changing Debtor will reassign an Invoice to the new Bidder’s account, and create a Credit Note with the original Invoice’s details and debtor (Bidder) assigned to it.
Step 1 – Open the Users & Groups > Users menu in a new tab
Before we begin the Change Debtor process, click on the Users & Groups > Users dropdown at the top of your screen, then right-click the Users option and click Open in a New Tab:
Changing Debtor requires either a valid User ID # or Username, opening your Users list in a new tab will greatly help expedite this process.
Step 2 – Copy the new Debtor’s User ID # or Username from the Users menu
Switch to the new tab you just created, and click the yellow Modify Filter button at the top-left of the Users list to filter your full Bidder list:
After you’ve located the new Debtor, right click either their User ID # (the 4-6 digit number found under the first column of the User list table), or right-click their Username and click Copy, then return to your original Edit Invoice tab:
Step 3 – Click the blue Change Debtor button
Now that you’ve copied the new Debtor’s User ID # or Username, click the blue Change Debtor button at the top-left of the Edit Invoice menu:
The Invoicing will then ask you to confirm the action, click the blue Change Debtor button at the bottom of the confirmation panel to proceed:
Step 4 – Paste the new Debtor’s User ID # or Username and click Find User
After clicking Change Debtor, the confirmation panel will change to the Find User panel. Paste either the User ID # into the User Ref# field at the top, or paste their Username into the Username field, then click the green Find User button at the right-hand side of the panel:
If your pasted details match an existing Bidder, you’ll see a small preview list of their details (Company Name, Name, Username, Email and Job Title). Click the blue Change Debtor button at the bottom of the Find User panel to proceed:
Step 5 – Review your Invoice’s details and click Save
The Dashboard will now display a yellow “View the original, credited Invoice” confirmation message at the top of your screen, and the Debtor Details will have changed to reflect the new Bidder’s details:
Scroll down and double-check the details and Line Items for this Invoice and make any necessary edits, then click the green Save button at either the top-left or bottom-left of the Edit Invoice menu to finalise your changes:
You’ll now be returned to the Invoices menu, your new Invoice will be sitting in Draft status, whilst the original Invoice will appear greyed out and is now a sendable Credit Note:
Sending the Credit Note to the original Bidder is optional, but is heavily recommended if the original Debtor was sent their Invoice.
Editable Invoices, Originals Preserved – When making certain Edits to an Invoice, the Webtron Dashboard will prompt you to Credit that Invoice to save a copy of the original and create a new editable copy of that Invoice, so the original Generated Invoice details are accessible and preserved for your reference.
To send out the new Invoice, follow the standard Draft to Approved action chain (Mark as Ready, Approve), then click Send to Buyer.
Editing Debtor Details manually
After you have clicked the blue Edit button for an Invoice, you’ll find the Debtor Details at the top-left of the Edit Invoice menu. Ignore the Change Debtor button, the following options can be clicked on and edited:
Edited Invoice, Original Recipient – Manual changes to the Debtor Details do not change which Bidder profile this Invoice is assigned to, clicking Send to Buyer will send the “New Invoice” notification email to the Email Address set on that Bidder’s profile. If that Bidder requests the Invoice be sent to a different Email Address, click here to open the Saving Invoices as PDFs guide.
Step 1 – Edit any of the Debtor Fields, as requested by the Bidder:
Option 1 – Debtor – The Debtor First and Last name are separated into two fields, the left field is their First Name, the right field is their Last name.
Option 2 – Company Name – Company Name is an optional field on your Portal’s Create Account form so may appear empty.
Option 3 and 4 – Address Line 1 and Address Line 2.
Option 5 – Town or City
Option 6 – County/State
Option 7 – Postal/Zip Code
Option 8 – Country – Country appears as a dropdown, click the dropdown to select a different Country.
Step 2 – Once you have finalised your Debtor Detail edits, click the green Save button at the top-left of the Edit Invoice menu to confirm your changes.
Step 3 – If you have already sent a previous copy of this Invoice to the Bidder, under the Actions column, click the Ready to Approve button to move the Invoice from Draft to Awaiting Approval status. Then click Approve to move the Invoice from Awaiting Approval to Approved status. You can then click Send to Buyer to notify the Bidder of their updated Invoice and make the updated Invoice available for download by the Bidder on your Portal.
Editing Invoice Debtor (Bidder) Details
Editing Debtor Details
In-Dashboard Invoicing will use a Bidder’s profile details to populate the Debtor Details of their Invoices, such as their Full Name, Company Name and Address. In-Dashboard Invoicing will also incorporate any changes a Bidder has made their profile details at the point of Invoice Generation. However, you may encounter a scenario where a Bidder has entered incorrect details or may request the Debtor Details on their Invoice be changed.
You have two options in this regard; Change Debtor or Edit Debtor Details manually. We recommend editing debtor details manually, but the steps for both options are detailed below.
Change Debtor Explained – Reassigning an Invoice from Bidder to another
After you have clicked the blue Edit button for an Invoice, you’ll find the Debtor Details at the top-left of the Edit Invoice menu, topped with a blue Change Debtor button:
Change Debtor allows you to reassign this Invoice to another existing Bidder/User, with the pre-requisite that this Bidder will have to already exist on your User list (i.e. they have successfully filled out the Create Account form on your Portal).
Changing Debtor will reassign an Invoice to the new Bidder’s account, and create a Credit Note with the original Invoice’s details and debtor (Bidder) assigned to it.
Step 1 – Open the Users & Groups > Users menu in a new tab
Before we begin the Change Debtor process, click on the Users & Groups > Users dropdown at the top of your screen, then right-click the Users option and click Open in a New Tab:
Changing Debtor requires either a valid User ID # or Username, opening your Users list in a new tab will greatly help expedite this process.
Step 2 – Copy the new Debtor’s User ID # or Username from the Users menu
Switch to the new tab you just created, and click the yellow Modify Filter button at the top-left of the Users list to filter your full Bidder list:
After you’ve located the new Debtor, right click either their User ID # (the 4-6 digit number found under the first column of the User list table), or right-click their Username and click Copy, then return to your original Edit Invoice tab:
Step 3 – Click the blue Change Debtor button
Now that you’ve copied the new Debtor’s User ID # or Username, click the blue Change Debtor button at the top-left of the Edit Invoice menu:
The Invoicing will then ask you to confirm the action, click the blue Change Debtor button at the bottom of the confirmation panel to proceed:
Step 4 – Paste the new Debtor’s User ID # or Username and click Find User
After clicking Change Debtor, the confirmation panel will change to the Find User panel. Paste either the User ID # into the User Ref# field at the top, or paste their Username into the Username field, then click the green Find User button at the right-hand side of the panel:
If your pasted details match an existing Bidder, you’ll see a small preview list of their details (Company Name, Name, Username, Email and Job Title). Click the blue Change Debtor button at the bottom of the Find User panel to proceed:
Step 5 – Review your Invoice’s details and click Save
The Dashboard will now display a yellow “View the original, credited Invoice” confirmation message at the top of your screen, and the Debtor Details will have changed to reflect the new Bidder’s details:
Scroll down and double-check the details and Line Items for this Invoice and make any necessary edits, then click the green Save button at either the top-left or bottom-left of the Edit Invoice menu to finalise your changes:
You’ll now be returned to the Invoices menu, your new Invoice will be sitting in Draft status, whilst the original Invoice will appear greyed out and is now a sendable Credit Note:
Sending the Credit Note to the original Bidder is optional, but is heavily recommended if the original Debtor was sent their Invoice.
Editable Invoices, Originals Preserved – When making certain Edits to an Invoice, the Webtron Dashboard will prompt you to Credit that Invoice to save a copy of the original and create a new editable copy of that Invoice, so the original Generated Invoice details are accessible and preserved for your reference.
To send out the new Invoice, follow the standard Draft to Approved action chain (Mark as Ready, Approve), then click Send to Buyer.
Editing Debtor Details manually
After you have clicked the blue Edit button for an Invoice, you’ll find the Debtor Details at the top-left of the Edit Invoice menu. Ignore the Change Debtor button, the following options can be clicked on and edited:
Edited Invoice, Original Recipient – Manual changes to the Debtor Details do not change which Bidder profile this Invoice is assigned to, clicking Send to Buyer will send the “New Invoice” notification email to the Email Address set on that Bidder’s profile. If that Bidder requests the Invoice be sent to a different Email Address, click here to open the Saving Invoices as PDFs guide.
Step 1 – Edit any of the Debtor Fields, as requested by the Bidder:
Option 1 – Debtor – The Debtor First and Last name are separated into two fields, the left field is their First Name, the right field is their Last name.
Option 2 – Company Name – Company Name is an optional field on your Portal’s Create Account form so may appear empty.
Option 3 and 4 – Address Line 1 and Address Line 2.
Option 5 – Town or City
Option 6 – County/State
Option 7 – Postal/Zip Code
Option 8 – Country – Country appears as a dropdown, click the dropdown to select a different Country.
Step 2 – Once you have finalised your Debtor Detail edits, click the green Save button at the top-left of the Edit Invoice menu to confirm your changes.
Step 3 – If you have already sent a previous copy of this Invoice to the Bidder, under the Actions column, click the Ready to Approve button to move the Invoice from Draft to Awaiting Approval status. Then click Approve to move the Invoice from Awaiting Approval to Approved status. You can then click Send to Buyer to notify the Bidder of their updated Invoice and make the updated Invoice available for download by the Bidder on your Portal.