Deleting Lots and Reconciling Example and Test Auctions
Estimated reading: 6 minutes
Deleting Lots is Permanent – Once a Lot is Withdrawn and Deleted, it cannot be restored solely through the Webtron Dashboard. You can resync your Lots from Ardex, but any existing Bids on the deleted Lot will be lost. All Exports and Reports will also no longer contain any details of that original Lot.
Deleting Lots and Reconciling Test Auctions overview
Whilst Lots can be deleted from the Webtron Dashboard, Auctions cannot be deleted. That being said, redundant Auctions (for example, testing or training purposes) can be Reused, or Reconciled and Archived.
This guide details the quickest method for deleting your Lots and Reconciling an Auction.
Reusing Test Auctions
Instead of creating a brand new Auction, as long as your existing Test Auctions are in either Preview or Live status, they can be fully edited (Title, Description, Date, etc.) and reused.
From the View Auctions page, click the blue Edit button under the Actions column and run through each of the Edit Auction tabs to update your Auction Details:
Reusing Auctions Warning – Please note, only Example and Test Auctions can be reused. Items in your real Auctions that have concluded will move into Sold – Reconciled status and cannot be deleted. Deleting Unsold Items will also erase them from any Reports (such as the Bid Table, and Auction Results Export).
Changing Auction Type Note – Once created, an Auction cannot change Type (Timed or Webcast), Auctions cannot change format.
Withdrawing and Deleting Lots from an Auction’s Item List
Step 1 – Accessing the Item List from the View Auctions page
To get started, navigate to the Auctions & Items > View Auctions page:
Once on the View Auctions page, look to the middle-right of the Auctions table. Under the column labelled Items, click the # Items link to open the Item List for that Auction:
Step 2 – Selecting and Withdrawing Lots
Once the Item List has loaded, look to the top-left of the Item List table for the Select All checkbox. Click this checkbox to select all of your Lots:
Once all of your Lots are selected, click the grey Withdraw button above the table. A confirmation panel will appear, click the green Confirm button to proceed:
Your Item List will now reload and your Lots will move to Withdrawn status.
Step 3 – Deleting your Withdrawn Lots
Now that your Lots are all in Withdrawn status, click the grey Delete button above the Item List table:
This will prompt a confirmation pop-up, click the green Delete button at the bottom of the pop-up to proceed, or click the red Cancel button to stop.
After clicking the green Delete button, the Webtron Dashboard will now bring up a confirmation prompt, you are required to fill in the word DELETE in all caps, then type in a reason for the deletion, this is recorded and saved in your User Audit Trail. Once you’ve filled in the Audit Message, click the green Delete button at the bottom of the panel to confirm and delete your selected Lots.
Final Confirmation – This is the final step for confirming your intent to delete your selected Item(s). Once you click Delete, your selected Item(s) are permanently deleted, they cannot be recovered. If there is the possibility the Withdrawn Item(s) will be reinstated at a future time, we recommend Drafting and Exporting your selected Item(s) via Bulk Edit.
The Dashboard will now reload and your selected Lots will disappear from the Item list table, they have now been permanently deleted from the Webtron Dashboard.
Editing your Auction End Date and Time
To prevent accidental Reconciliations, the Webtron Dashboard will prevent you from Reconciling an Auction if it has not passed it’s set End Date and Time.
To bring the End Date and Time forward, from the Item List click the blue Details shortcut at the top-right of the page. This will open the Preview Auction Details menu, at the top-left of the menu click the green Edit Auction button:
Once the Edit Auction menu loads, click on the Dates tab, then scroll down to the Auction Ends section and click on the End Date to open the End Date calendar panel. Set the Date to today’s Date by clicking the date highlighted in yellow:
Then set the End Time to the nearest 5 minute-increment by using the Hour and Minute dropdowns, then click the green Save Auction button at the top-left of the menu to apply the new End Date and Time:
Reconciling your Auctions
Once your Auction End Date and Time passes, you can now move your Auction from Live to Reconciliation status.
Reconciliation is Final – Once moved to Reconciliation, your Auction cannot be returned to Live status.
Step 1 – Navigate to the View Auctions page and click the blue Reconcile button
Return to the Auctions & Items > View Auctions page in the Webtron Dashboard, and look to the right-hand side of the Auctions table. Under the Actions column, click the blue Reconcile button for that Auction:
A confirmation panel will appear, click the centre option labelled “Proceed but don’t send emails“. A final confirmation panel will now appear, click the green Confirm button to proceed:
The Dashboard will load for a moment and a confirmation panel will appear in the centre screen confirming your Auction has been moved from Live to Reconciliation status:
(Optional) – You can now also move the Auction into Archived status by clicking the blue Archive button where the blue Reconcile previously appeared. Archived is a secondary Closed status, we do not recommend Archiving an Auction if you still need to retrieve Auction Reports via API.
Auction Status Filter Reminder
The next time you open the View Auctions page, you may notice your Reconciled Auction has now disappeared. By default, the View Auctions page will display Auctions in Live status.
To see your Past Auctions in Reconciliation and Archived status, click the yellow Modify Filter button at the top-left of the View Auctions menu, under the Status section tick Reconciliation and Archived, then click the blue Apply button:
Your Reconciled and Archived Auctions will now appear on the View Auctions page.
Deleting Lots and Reconciling Example and Test Auctions
Deleting Lots is Permanent – Once a Lot is Withdrawn and Deleted, it cannot be restored solely through the Webtron Dashboard. You can resync your Lots from Ardex, but any existing Bids on the deleted Lot will be lost. All Exports and Reports will also no longer contain any details of that original Lot.
Deleting Lots and Reconciling Test Auctions overview
Whilst Lots can be deleted from the Webtron Dashboard, Auctions cannot be deleted. That being said, redundant Auctions (for example, testing or training purposes) can be Reused, or Reconciled and Archived.
This guide details the quickest method for deleting your Lots and Reconciling an Auction.
Reusing Test Auctions
Instead of creating a brand new Auction, as long as your existing Test Auctions are in either Preview or Live status, they can be fully edited (Title, Description, Date, etc.) and reused.
From the View Auctions page, click the blue Edit button under the Actions column and run through each of the Edit Auction tabs to update your Auction Details:
Reusing Auctions Warning – Please note, only Example and Test Auctions can be reused. Items in your real Auctions that have concluded will move into Sold – Reconciled status and cannot be deleted. Deleting Unsold Items will also erase them from any Reports (such as the Bid Table, and Auction Results Export).
Changing Auction Type Note – Once created, an Auction cannot change Type (Timed or Webcast), Auctions cannot change format.
Withdrawing and Deleting Lots from an Auction’s Item List
Step 1 – Accessing the Item List from the View Auctions page
To get started, navigate to the Auctions & Items > View Auctions page:
Once on the View Auctions page, look to the middle-right of the Auctions table. Under the column labelled Items, click the # Items link to open the Item List for that Auction:
Step 2 – Selecting and Withdrawing Lots
Once the Item List has loaded, look to the top-left of the Item List table for the Select All checkbox. Click this checkbox to select all of your Lots:
Once all of your Lots are selected, click the grey Withdraw button above the table. A confirmation panel will appear, click the green Confirm button to proceed:
Your Item List will now reload and your Lots will move to Withdrawn status.
Step 3 – Deleting your Withdrawn Lots
Now that your Lots are all in Withdrawn status, click the grey Delete button above the Item List table:
This will prompt a confirmation pop-up, click the green Delete button at the bottom of the pop-up to proceed, or click the red Cancel button to stop.
After clicking the green Delete button, the Webtron Dashboard will now bring up a confirmation prompt, you are required to fill in the word DELETE in all caps, then type in a reason for the deletion, this is recorded and saved in your User Audit Trail. Once you’ve filled in the Audit Message, click the green Delete button at the bottom of the panel to confirm and delete your selected Lots.
Final Confirmation – This is the final step for confirming your intent to delete your selected Item(s). Once you click Delete, your selected Item(s) are permanently deleted, they cannot be recovered. If there is the possibility the Withdrawn Item(s) will be reinstated at a future time, we recommend Drafting and Exporting your selected Item(s) via Bulk Edit.
The Dashboard will now reload and your selected Lots will disappear from the Item list table, they have now been permanently deleted from the Webtron Dashboard.
Editing your Auction End Date and Time
To prevent accidental Reconciliations, the Webtron Dashboard will prevent you from Reconciling an Auction if it has not passed it’s set End Date and Time.
To bring the End Date and Time forward, from the Item List click the blue Details shortcut at the top-right of the page. This will open the Preview Auction Details menu, at the top-left of the menu click the green Edit Auction button:
Once the Edit Auction menu loads, click on the Dates tab, then scroll down to the Auction Ends section and click on the End Date to open the End Date calendar panel. Set the Date to today’s Date by clicking the date highlighted in yellow:
Then set the End Time to the nearest 5 minute-increment by using the Hour and Minute dropdowns, then click the green Save Auction button at the top-left of the menu to apply the new End Date and Time:
Reconciling your Auctions
Once your Auction End Date and Time passes, you can now move your Auction from Live to Reconciliation status.
Reconciliation is Final – Once moved to Reconciliation, your Auction cannot be returned to Live status.
Step 1 – Navigate to the View Auctions page and click the blue Reconcile button
Return to the Auctions & Items > View Auctions page in the Webtron Dashboard, and look to the right-hand side of the Auctions table. Under the Actions column, click the blue Reconcile button for that Auction:
A confirmation panel will appear, click the centre option labelled “Proceed but don’t send emails“. A final confirmation panel will now appear, click the green Confirm button to proceed:
The Dashboard will load for a moment and a confirmation panel will appear in the centre screen confirming your Auction has been moved from Live to Reconciliation status:
(Optional) – You can now also move the Auction into Archived status by clicking the blue Archive button where the blue Reconcile previously appeared. Archived is a secondary Closed status, we do not recommend Archiving an Auction if you still need to retrieve Auction Reports via API.
Auction Status Filter Reminder
The next time you open the View Auctions page, you may notice your Reconciled Auction has now disappeared. By default, the View Auctions page will display Auctions in Live status.
To see your Past Auctions in Reconciliation and Archived status, click the yellow Modify Filter button at the top-left of the View Auctions menu, under the Status section tick Reconciliation and Archived, then click the blue Apply button:
Your Reconciled and Archived Auctions will now appear on the View Auctions page.