This guide covers how to use the Invoice Generator inside VendorPlus to generate an Invoice Import spreadsheet for Xero.
VendorPlus Logins Required – If you have not received or lost your VendorPlus logins (Link, Username and Password), get in touch with us at support@webtronoa.com for assistance.
VendorPlus Xero Invoice Module overview
Our advanced Xero Invoicing Compatibility Module is housed in the legacy version of Webtron VendorPlus. Our Xero Invoice Module will pull your Auction results and reorganise them into an importable spreadsheet for Xero.
This guide is divided into 2 sections:
Single-Vendor Auction
Multi-Vendor Auction
If you are using a single Vendor Profile for all Items in your Auction, refer to the Single-Vendor Auction section. If you have set Vendor Profiles on a per-Item basis in your Auction, refer to the Multi-Vendor Auction section.
Multi-Vendor Notice – Ticking the Multi-Vendor checkbox will require you to also import the Auction Results Export from the Webtron Dashboard, and will also split your Invoices per-Vendor. If you are unsure how to proceed, please contact us at support@webtronoa.com for assistance.
Before proceeding, please ensure your Auction is in Reconciliation status (refer to previous guide if you have not done so already).
Generating your Xero Invoice List in VendorPlus (Single-Vendor Auction)
Step 1: Log into VendorPlus and open the Invoice Generator menu
Once you have logged into your VendorPlus, look to the top navigation row and click the Invoice Generator button:
Step 2: Select a Sale and Select a Status
Once the Invoice Generator menu loads, you’ll see a panel at the top-left of the page containing two dropdows; Select Sale and Select Status. Click the Select Sale dropdown, your latest Auction will appear at the top of the list, click an Auction title to select it:
Hidden Auctions Notice – If you have toggled the Hidden checkbox for an Auction inside the Webtron Dashboard, it will not appear in the Select Sale dropdown here in VendorPlus. Please double-check the Hidden column on the View Auctions page if your Auction doesn’t appear under the Select Sale dropdown.
After selecting a sale, click the Select Status dropdown and click the Sold option:
Step 3: Click Generate, and then click Download CSV when ready
Please Note – Refer to the Multi-Vendor Auction section of this guide if you have used more than one Vendor Profile on your Items. If you have used just one Vendor Profile for all Items, do not tick the Multi-vendor sale checkbox.
Once you have selected a status, the blue Generate button will enable, click Generate to activate the Xero Invoice Module:
Depending on the size of your Auction (Number of Items, Total of Bids etc.) it may take up to 30 seconds for the Xero Invoice Module to finish. Once it has completed organising your Xero Import spreadsheet, the green Download CSV will appear. Click the green Download CSV button.
Your Browser may prompt you to choose an area on your hard drive to save your Invoice spreadsheet, otherwise it will automatically download it to your device’s Downloads folder.
Data Protection Recommendation – The Xero Import spreadsheet contains sensitive Bidder information (such as Name, Contact Information, Address Details etc.). Please ensure you have saved your Import spreadsheet in a secure area. We recommend destroying (Deleting) the spreadsheet after you have completed importing your Invoices into Xero. You can re-generate the Xero Import spreadsheet as-needed and at any point before Archiving your Auction.
Your Xero Invoice list is now ready for import into your Xero account, click the next guide for detailed steps on how to do just that.
Setting your Invoice Branding Theme manually
If you have created multiple Branding Themes for your Invoices in Xero, you’ll need to set the Branding Theme you’d like your imported Invoices to use through a spreadsheet editor like Microsoft Excel, Google Sheets or Apple Numbers.
To find your Branding Themes in Xero, click on your Organisation Name at the top-left of the Xero Dashboard, navigate to the Settings and then click Invoice Settings, each of your Branding Themes will be listed here:
For the purposes of this Tutorial and as our recommended editor, we’ll be using Microsoft Excel.
Step 1: Open your Invoices spreadsheet in Excel and scroll to Column AA
First things first, open your Spreadsheet in Excel and scroll to the right until you see the column labelled BrandingTheme (Column AA):
Step 2: Add your Branding Theme name to the first cell under BrandingTheme
Click on the cell under the BrandingTheme heading and type out or copy the name of your Branding Theme from your Xero’s Invoice Settings page, then float your cursor over the bottom-right of the cell. When your cursor turns from a White plus sign to a Black plus sign, hold left-click and drag your cursor down to apply the name of your Branding Theme to all selected cells:
Step 3: Click Save
Once you’ve applied your Branding Theme name to all invoice rows, don’t forget to hit save:
Your Invoices spreadsheet is now ready for import into Xero.
Generating your Xero Invoice List in VendorPlus (Split-by-Vendor Invoicing)
If your Auction contains multiple Vendors/Consignors and you have assigned multiple different Vendor profiles to the Items within that Auction, you have the option to split your Invoices by Vendor. You may need to do this if:
The Vendor’s addresses are the pickup locations
You need to tally Invoice totals on a per-Vendor basis
The Auction Results export from the Webtron Dashboard is required for Split-by-Vendor/Multi-Vendor.
Step 1: Open the Webtron Dashboard and navigate to the View Auctions menu
First things first, log into the Webtron Dashboard, then inside the Dashboard sidebar click the Auctions & Items dropdown, then click View Auctions:
If you haven’t done so already, activate the Reconciliation and Archived filters by clicking Modify Filter at the top-left of the menu, tick the two Reconciliation and Archived checkboxes under the Status section, then click Apply:
Step 2: Locate your Auction, click the Actions dropdown and click Export
To generate the Auction Results export, locate your Auction then look to the right-hand side of the Auctions table, click the Actions dropdown:
Then click the Export option at the top of the Actions dropdown:
The Dashboard will now generate and download the Auction Results spreadsheet (export.csv):
Step 3: Open your VendorPlus and navigate to the Invoice Generator
Once you’ve generated and downloaded the Auction Results spreadsheet, open and log in to your VendorPlus, then open the Invoice Generator menu:
Step 4: Select a Sale and Sold Status
Next, click on the Sale dropdown and choose or search for your Auction in the list:
Once you’ve selected your Auction, click on the Status dropdown and select the Sold option:
Step 5: Tick the Multi-vendor sale option
Once you’ve selected the Sold status, beneath the Status dropdown tick the Multi-vendor sale checkbox:
Ticking Multi-vendor sale will open up several more options, click the Exported Sale file bar to open your File Explorer and choose the Auction Results export spreadsheet (commonly labelled export.csv):
Step 6: Set your Invoice Split and Pickup options
Once your export.csv has uploaded, beneath the Exported Sale file bar, tick the Separate Invoices by vendor for each bidder checkbox:
This will enable the Include Vendor’s Address checkbox beneath that, this is completely optional and should only be used if the Vendor’s address is the pickup location for their Items.
Step 7: Click Generate and Download CSV
After setting your Invoice Split and Pickup options, click the blue Generate button:
Depending on the size of your Auction (in terms of total Lots) it may take up to 30 seconds to generate your Xero Import CSV. Click the green Download CSV button to download the generate Xero Import CSV:
Your Invoices are now ready to be imported into your Xero account.
Generating your Xero Invoice List (VendorPlus)
This guide covers how to use the Invoice Generator inside VendorPlus to generate an Invoice Import spreadsheet for Xero.
VendorPlus Logins Required – If you have not received or lost your VendorPlus logins (Link, Username and Password), get in touch with us at support@webtronoa.com for assistance.
VendorPlus Xero Invoice Module overview
Our advanced Xero Invoicing Compatibility Module is housed in the legacy version of Webtron VendorPlus. Our Xero Invoice Module will pull your Auction results and reorganise them into an importable spreadsheet for Xero.
This guide is divided into 2 sections:
If you are using a single Vendor Profile for all Items in your Auction, refer to the Single-Vendor Auction section. If you have set Vendor Profiles on a per-Item basis in your Auction, refer to the Multi-Vendor Auction section.
Multi-Vendor Notice – Ticking the Multi-Vendor checkbox will require you to also import the Auction Results Export from the Webtron Dashboard, and will also split your Invoices per-Vendor. If you are unsure how to proceed, please contact us at support@webtronoa.com for assistance.
Before proceeding, please ensure your Auction is in Reconciliation status (refer to previous guide if you have not done so already).
Generating your Xero Invoice List in VendorPlus (Single-Vendor Auction)
Step 1: Log into VendorPlus and open the Invoice Generator menu
Once you have logged into your VendorPlus, look to the top navigation row and click the Invoice Generator button:
Step 2: Select a Sale and Select a Status
Once the Invoice Generator menu loads, you’ll see a panel at the top-left of the page containing two dropdows; Select Sale and Select Status. Click the Select Sale dropdown, your latest Auction will appear at the top of the list, click an Auction title to select it:
Hidden Auctions Notice – If you have toggled the Hidden checkbox for an Auction inside the Webtron Dashboard, it will not appear in the Select Sale dropdown here in VendorPlus. Please double-check the Hidden column on the View Auctions page if your Auction doesn’t appear under the Select Sale dropdown.
After selecting a sale, click the Select Status dropdown and click the Sold option:
Step 3: Click Generate, and then click Download CSV when ready
Please Note – Refer to the Multi-Vendor Auction section of this guide if you have used more than one Vendor Profile on your Items. If you have used just one Vendor Profile for all Items, do not tick the Multi-vendor sale checkbox.
Once you have selected a status, the blue Generate button will enable, click Generate to activate the Xero Invoice Module:
Depending on the size of your Auction (Number of Items, Total of Bids etc.) it may take up to 30 seconds for the Xero Invoice Module to finish. Once it has completed organising your Xero Import spreadsheet, the green Download CSV will appear. Click the green Download CSV button.
Your Browser may prompt you to choose an area on your hard drive to save your Invoice spreadsheet, otherwise it will automatically download it to your device’s Downloads folder.
Data Protection Recommendation – The Xero Import spreadsheet contains sensitive Bidder information (such as Name, Contact Information, Address Details etc.). Please ensure you have saved your Import spreadsheet in a secure area. We recommend destroying (Deleting) the spreadsheet after you have completed importing your Invoices into Xero. You can re-generate the Xero Import spreadsheet as-needed and at any point before Archiving your Auction.
Your Xero Invoice list is now ready for import into your Xero account, click the next guide for detailed steps on how to do just that.
Setting your Invoice Branding Theme manually
If you have created multiple Branding Themes for your Invoices in Xero, you’ll need to set the Branding Theme you’d like your imported Invoices to use through a spreadsheet editor like Microsoft Excel, Google Sheets or Apple Numbers.
To find your Branding Themes in Xero, click on your Organisation Name at the top-left of the Xero Dashboard, navigate to the Settings and then click Invoice Settings, each of your Branding Themes will be listed here:
For the purposes of this Tutorial and as our recommended editor, we’ll be using Microsoft Excel.
Step 1: Open your Invoices spreadsheet in Excel and scroll to Column AA
First things first, open your Spreadsheet in Excel and scroll to the right until you see the column labelled BrandingTheme (Column AA):
Step 2: Add your Branding Theme name to the first cell under BrandingTheme
Click on the cell under the BrandingTheme heading and type out or copy the name of your Branding Theme from your Xero’s Invoice Settings page, then float your cursor over the bottom-right of the cell. When your cursor turns from a White plus sign to a Black plus sign, hold left-click and drag your cursor down to apply the name of your Branding Theme to all selected cells:
Step 3: Click Save
Once you’ve applied your Branding Theme name to all invoice rows, don’t forget to hit save:
Your Invoices spreadsheet is now ready for import into Xero.
Generating your Xero Invoice List in VendorPlus (Split-by-Vendor Invoicing)
If your Auction contains multiple Vendors/Consignors and you have assigned multiple different Vendor profiles to the Items within that Auction, you have the option to split your Invoices by Vendor. You may need to do this if:
The Auction Results export from the Webtron Dashboard is required for Split-by-Vendor/Multi-Vendor.
Step 1: Open the Webtron Dashboard and navigate to the View Auctions menu
First things first, log into the Webtron Dashboard, then inside the Dashboard sidebar click the Auctions & Items dropdown, then click View Auctions:
If you haven’t done so already, activate the Reconciliation and Archived filters by clicking Modify Filter at the top-left of the menu, tick the two Reconciliation and Archived checkboxes under the Status section, then click Apply:
Step 2: Locate your Auction, click the Actions dropdown and click Export
To generate the Auction Results export, locate your Auction then look to the right-hand side of the Auctions table, click the Actions dropdown:
Then click the Export option at the top of the Actions dropdown:
The Dashboard will now generate and download the Auction Results spreadsheet (export.csv):
Step 3: Open your VendorPlus and navigate to the Invoice Generator
Once you’ve generated and downloaded the Auction Results spreadsheet, open and log in to your VendorPlus, then open the Invoice Generator menu:
Step 4: Select a Sale and Sold Status
Next, click on the Sale dropdown and choose or search for your Auction in the list:
Once you’ve selected your Auction, click on the Status dropdown and select the Sold option:
Step 5: Tick the Multi-vendor sale option
Once you’ve selected the Sold status, beneath the Status dropdown tick the Multi-vendor sale checkbox:
Ticking Multi-vendor sale will open up several more options, click the Exported Sale file bar to open your File Explorer and choose the Auction Results export spreadsheet (commonly labelled export.csv):
Step 6: Set your Invoice Split and Pickup options
Once your export.csv has uploaded, beneath the Exported Sale file bar, tick the Separate Invoices by vendor for each bidder checkbox:
This will enable the Include Vendor’s Address checkbox beneath that, this is completely optional and should only be used if the Vendor’s address is the pickup location for their Items.
Step 7: Click Generate and Download CSV
After setting your Invoice Split and Pickup options, click the blue Generate button:
Depending on the size of your Auction (in terms of total Lots) it may take up to 30 seconds to generate your Xero Import CSV. Click the green Download CSV button to download the generate Xero Import CSV:
Your Invoices are now ready to be imported into your Xero account.
Branding Theme Recommendation:
If you have created multiple Branding Themes in your Xero’s Invoice Settings, click here to navigate to the portion of this guide that covers how to manually set the branding theme via Excel before importing your invoices into Xero.