Invoicing in VendorPlus+ leverages our deep connection with Xero to generate invoices for your winning Bidders and Buyers, making the invoicing side of your Auctions much, much faster, and with the added benefit of Xero’s robust accounting and payment gateway options.

Getting Started with VendorPlus+ Invoicing

If you already have a Xero account or have set one up, we’ll first ask you to invite us to become a User on your Xero account, we can then handle the initial setup of connecting your Xero account to your VendorPlus+

We’ll then walk you through setting up your:

1. Chart of Accounts
2. Default Buyers Premium and Tax Rates
3. Default Commission Rate for Vendors/Consignors

Recommended Workflow

If you’re new to VendorPlus+ Invoicing, we have a few recommendations on which procedures to follow and in what order:

Workflow 1 – Initial Setup and Checks

Before you generate any Invoices or Vendor Statements for the first time, we heavily recommend checking your Settings, these include your:

Workflow 2 – Auction and Item Details Checks

We recommend following this workflow while you are setting up your new auction or before your auction opens for bidding/buying:

• Check your Buyers Premium and Tax Settings

Default and Per-Auction Settings

VendorPlus+ Invoicing allows you set a broad amount of Default settings, and then override them on a per-Auction basis.

For example, Split Buyers Premiums and Commission Rates. The Webtron Dashboard currently supports only percentage-based Buyers Premiums, but with VendorPlus+ Invoicing we can assist you in setting up Amount and Percentage-based Buyers Premiums, as well as capped Buyers Premiums.

You can then modify the following Invoicing settings on a per-Auction basis:

General Settings

VendorPlus+ Invoicing contains a dedicated Settings menu, from which you can set several general/universal settings that apply to all of your Invoices and Vendor Statements:

• Automatic Sync Enabled
  • Yes – Once you move your Auction to Reconciliation status, VendorPlus+ will automatically generate and sync your Bidder/Buyer Invoices to Xero in Draft status.
  • No* – Invoices must be generated manually for each Auction through the VendorPlus+ Invoicing > Auctions menu.
• Formatting/Invoice Formatting
  • Invoice Line Item Titles – We recommend leaving this as-is, by default your the Line Item containing your Lots and Listings will contain the Lot Number, Title and Summary for each item joined together.
  • VS/Vendor Statement Line Title – We recommend leaving this as-is, by default the Line Items in your Vendor Statements will contain the Lot Number and Lot Titles.
  • Title Length – We recommend leaving this as-is (100 characters) as a more limited title length will ensure your Invoices and Vendor Statements aren’t excessively tall.
  • Phone as Country Field
    • Yes – The Country field of the Bidder/Buyer’s Address details will be replaced by the Main Phone Number listed on their User profile.
    • No* – The Country field will be left as-is.
  • Home Country – This is used to detect international bidders/buyers so that your regional tax is automatically cleaned from their invoices.
• Accounts
  • This section allows you to link your individual Chart of Accounts to specific amounts/conditions. For example, you can route your Hammer amounts to a specific Account, and your Buyers Premium/BP to a different account. Please note – Xero only allows you to choose Revenue-type accounts for your Chart of Accounts routing.
• Tax Rates
  • This section allows you to link your Xero Tax Types to specific Conditions, in this case Default (Local) and Overseas. This is an additional fallback to the Home Country setting, allowing you to set GST/VAT on Income for Australian/New Zealand/United Kingdom bidders/buyers, and GST/VAT Free Income for bidders/buyers outside of your region.
• Custom Charges¹
  • This section allows you to apply Custom Charges/Fees based on specific conditions, and at the Per Item, Per Invoice and Per Invoice (sum of items) level. These Charges can also be tax applicable so you can set Tax on Income or Tax free Income for your Custom Charges.
• Reports²
  • Country of Origin – Set your Country to display your Auction Reports will special localisation features, such as per-State/Province/Region bidding tallies.
  • Email Recipients – Add a list of email addresses that will automatically be sent Reports post-Auction.
• PDF Settings – As well as the Xero Invoice and Bill PDF templates, VendorPlus+ Invoicing contains a customisable PDF template that can be generated on a per-Invoice and per-Statement basis. These PDFs can be tailored to match your branding and give you an easier way to send an Invoice or Statement without having to pull and save them from inside Xero.
  • Company Name
  • ABN/Tax Number
  • Company Address
  • Phone
  • Email
  • Logo
  • Footer Text

General and per-Auction Settings

The following options can be customised at either the General (applies to all) or per-Auction levels.

• Auction Settings
  • Multi-Vendor
    • Yes – This will split your Invoices by Vendor and we recommend using this if this Auction contains multiple Vendors.
    • No* – This will group all of a Bidder/Buyer’s won items into the one Invoice and we recommend using this if this Auction contains only a single Vendor.
  • Vendor’s Address
    • Yes – This will include the Vendor’s Address details as a line item in the Bidder/Buyer invoices. We recommend using this if the Vendor’s Address is the pickup location for their items.
    • No* – This will not include the Vendor’s Address anywhere on the Invoice.
• Buyers Premium Rules
  • Your Buyers Premium Rules can be set globally or on a per-Auction basis. This will allow you to set a capped/split Buyers Premium or a flat rate Buyers Premium, as well as choose if the Buyers Premium is a flat rate amount or a percentage derived from the Hammer/Unit total of your items.
• Additional Settings
  • Tax Inclusive Line Items
    • Yes – Your item’s Hammer/Unit total are inclusive of tax.
    • No* – Your item’s Hammer/Unit total are exclusive of tax.
  • Bills/Vendor Statements: Require Paid Invoice
    • Yes – Vendor Statements will only include line items from corresponding invoices that are marked as Paid in Xero.
    • No* – Vendor Statements will include all line items regardless of the Invoice’s Paid/Unpaid status in Xero.
  • Show Unsold Items on Vendor Statement
    • Yes – Unsold Items will be listed in the Vendor Statement with a Hammer/Unit total of $0
    • No* – the Vendor Statement will only include Sold Items.
  • Invoices: Skip Deleted in Xero – Please note, voided Invoices are always skipped if you choose to re-generate Invoices, this setting applies to Invoices that have been completely deleted.
    • Yes – Deleted Invoices will not be re-created if you manually re-generate Invoices.
    • No* – Deleted Invoices will be re-created if you manually re-regenerate Invoices.
  • Invoices: Override Issue Date – Please note, this setting affects Invoice Due Date as well.
    • Leave blank* – the generated Invoices will use the current date as the Issue Date.
    • Date Set – the generated Invoices will use the date you have chosen as the Issue Date, the Due Date will now be the Issue Date + your default Due In setting.

General and Per-Vendor Settings

The following settings can be customised at either the General (applies to all) or individual Vendor Profile levels.

• Commission Settings
  • Commission Mode
  • Rate
  • Rate Type
    • Percentage*, or
    • Amount
  • Calculate Per
    • Per Item* – Commission is calculated based on the Hammer/Unit Total of each individual Item, or
    • All Items – Commission is calculated based on the Hammer Total of all Items
  • Display Mode
    • Separate Line* – Commission amount is displayed as the last line item in the Vendor Statement, or
    • Inline – Commission is display as a sub-line item alongside each Item
  • Commission Method
    • Standard* – Tax-Inclusive
    • Adjusted – Tax-Exclusive
  • Ignore Vendor Commission
• Branding Theme – Xero contains a branding theme templates that enables you to update the contents and styling of your Invoices and create new templates as-needed. VendorPlus+ then allows you to set either a default Branding Theme for all Invoices, or set the branding theme on a per-Vendor basis.

One-Touch and Manual Sync – How does it work?

Once your Auction has concluded and you have moved it to Reconciliation status, there are two potential workflows with VendorPlus+ Invoicing

One-Touch – Automated Bidder and Buyer Invoicing sync

With VendorPlus+ Invoicing, you can set the Auto Sync option to Yes:

When set to Yes, after you move a Timed or Webcast Auction to Reconciliation status, VendorPlus+ will detect the change and automatically generate your Bidder and Buyer invoices and sync them over to your Xero account.

The auto-synced invoices will land in Draft status in Xero so you can review them before sending them out.

Manual Sync

If your Auto Sync option is set to No, you’ll need to jump into VendorPlus+ to generate and sync your Invoices over to Xero, but the good news is it can be done in as little as 2 clicks.

FAQ – VendorPlus+ Invoicing with Xero