Split by Vendor Invoicing gives your Buyers a separate Invoice for each Vendor whose Items they won, instead of one Invoice for the whole Auction.

This guide covers how it works, and adding each Vendor’s collection details to their Invoices.

Before you start

• Split by Vendor Invoicing is a setting on your account that Webtron switches on. Contact us through the Get in Touch page to have it switched on or off.
• Each Item needs its Vendor set. See Creating and Managing Vendors.
• Reconcile and generate as usual: see Generating, Sending and Printing Invoices. If each Vendor collects from a different place, don’t use Add Notes when you generate; add the details to each Invoice afterwards (below).

Why this helps

• Clearer collection: if your Items’ locations are set per Item, each Invoice shows the Item Location rather than the Auction Location.
• No mixed bills: each Invoice lists only one Vendor’s Items, so questions and disputes are easier to settle.

How it works in practice

1. Run the Auction as normal. If your Vendors collect from different places, set each Item’s Location (for example with Bulk Edit in the Item List).
2. Reconcile the Auction and generate the Invoices. The Webtron Dashboard makes a separate Invoice for each Vendor for every Buyer.
3. Review the Invoices, add notes, then approve, send and settle them as usual.

Adding collection details to each Invoice

If your Items’ locations aren’t set per Item, use each Invoice’s Notes field to tell the Buyer where to collect.

Step 1: Generating the Invoices

1. Reconcile the Auction and generate its Invoices, without Add Notes. See Generating, Sending and Printing Invoices.

Step 2: Checking each Invoice’s Vendor

1. The Invoices list is still in Debtor order, so a Buyer who won Items from several Vendors has several rows: one Invoice per Vendor.
2. Select Items on a row. The Vendor column shows the Vendor’s Ref No.
3. To match a Ref No to a Vendor, open Users & Groups > Vendors. Ref No is the first column of the Vendors table.

Step 3: Adding the collection details

1. Select Edit on the Invoice’s row.
2. In the Notes field, type that Vendor’s collection details: address, contact numbers and collection dates.
3. Select Save. The note shows under the Total Due figure at the top of the Invoice.

Then approve and send the Invoices as usual. Editing Invoices is covered in Editing Invoice Debtor Details, Content and Line Item Amounts.

FAQs

Related guides

• Webtron in-Dashboard Invoicing
• Generating, Sending and Printing Invoices
• Editing Invoice Debtor Details, Content and Line Item Amounts
• Creating and Managing Vendors