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For a Timed Auction, ensure all Lots and Listings are either in Sold (Closed), Unsold (Closed), or Withdrawn status. If there are any Lots or Listings in Draft, Preview or Suspended status, select them by ticking their checkboxes on the left-hand edge of the table and click the grey Withdraw button above the Item List table.
Once in Withdrawn status, return to the Auctions & Items > View Auctions page.
Step 2 – Click Reconcile under the Actions column
Open the Auctions & Items > View Auctions page and locate the blue Reconcile button under the Actions column on the right-hand side of the page. This will open a panel with three options:
- Proceed (with emails)
- Proceed (but don’t send emails)
- Cancel
If you are ready to proceed, we recommend clicking Proceed (but don’t send emails), but you can also click Cancel to abort if you aren’t ready to proceed yet.
After clicking Proceed (but don’t send emails), another panel will appear with two options:
- Confirm
- Cancel
If you’re ready to proceed, click Confirm. The Dashboard will now load for a moment as it moves your Timed Auction from Live to Reconciliation status, and a confirmation message will appear once the process has finished.
Click Close to dismiss the confirmation panel, your Timed Auction will now show as Reconciliation under the Status column.
Common Mistakes when Reconciling a Timed Auction
If you attempt to move a Timed Auction to Reconciliation status without following the above steps, you may see the following warning message:
“Auction ‘Auction Title’ [Auction ID Number] status unchanged. Unchanged item states – (already reconciled or unable to reconcile) DRAFT/PREVIEW/LIVE/SUSPENDED: Number of Unchanged Items.”
“Unchanged item states” means that you have one or more Lots that can’t be reconciled. The Dashboard will detail which status they are in and how many Lots or Listings are in that status. Follow Step 1 of this guide to move your Timed Auction Lots and Listings to Withdrawn status before attempting Reconciliation again.
The same warning message will appear if you attempt to move your Timed Auction from Live to Reconciliation before the Auction’s set End Date and Time.
A Timed Auction in Reconciliation or Archived status cannot be restored, Reconciliation and Archiving are final, and all Edit options (as well as Item Export via Bulk Edit) are disabled for those Auctions and their Items. If you have Reconciled or Archived an Auction by mistake, email support@webtronoa.com for assistance.
FAQ – Reconciling Timed Auctions
Q: Can I edit the Auction or any Items after they have been Reconciled?
A: No, Reconciliation is final and all Editing options will disappear for both the Auction and the Items inside it. Sold Items (Lots and Listings) will automatically move to Reconciliation status after reaching their End Times. Auctions and Items in Reconciliation status cannot be restored to Live status.
Q: Can I prevent Items in Sold (Selling Status) from being auto-reconciled?
A: No, if a Lot has met it’s Reserve or is Unreserved upon reaching it’s End Time, and a Listing has been purchased or had an offer accepted, they are moved to Reconciled status to prevent any unintentional changes or edits.
Q: Is it Reconciliation status or Reconciled status?
A: Both, Reconciled is just the past tense terminology for Reconciliation. Reconciliation is both the name of the process and the status itself, we use both Reconciliation and Reconciled interchangeably.
Q: Do I really need to move my Auction to Reconciliation status before generating Invoices?
A: For in-Dashboard, no, but we heavily recommend waiting until your Auction has been reconciled, as generating Invoices in Live status may result in multiple invoices for the one Bidder/Buyer. For the Webtron Xero Invoicing Module, yes, your Auction must be in Reconciliation status to appear as a selectable option in the module.
Q: What is the difference between Reconciliation and Archived?
A: Reconciliation status is more focussed on post-Auction processes, such as Invoicing and tabulating results. Whilst you can’t edit the Auction, all Invoicing must be done in the Reconciliation phase. Archived status is primarily for once your post-Auction processes have concluded and will help keep your View Auctions > Reconciliation status filter organised.
Q: Do Reconciled Auctions appear in the Past Auctions?
A: Yes, but both the Past Auctions menu and individual auctions can be hidden. The Past Auctions page can be hidden from your Portal but must be requested and actioned by us (click here to email support@webtronoa.com and request Past Auctions be hidden from your Portal). Auctions can be hidden from the Past Auctions menu by simply ticking the Hidden checkbox on the View Auctions of the Webtron Dashboard:
Q: I’ve accidentally Reconciled my Auction, what do I do?
A: Get in touch with us at support@webtronoa.com immediately.