This article describes the process for receiving and tracking bidder payments made via atgPay.
This article contains the following sections:
- Types of Bidder Payments
- Tracking Bidder Payments
- Failed Bidder Payments
- Processing High-Dollar Payments
- When to Ship/Release Items
Types of Bidder Payments
Bidder Initiated Payments
For events utilizing atgPay, Bidders will have a Pay Now button within their received invoice.
If an invoice contains a high-risk item and the auction company does not have a High-Risk Merchant ID, there will not be a Pay Now button on the invoice. The auction company and bidder will need to arrange payment outside of atgPay.
Once an invoice has been paid, the bidder will see a View Receipt button in place of the Pay Now button. Bidders will also receive an email confirming their payment was received.
Manually marking an invoice as "Paid" will disable the Pay Now button for the bidder. To re-enable the Pay Now button for the bidder, go back to the invoice and uncheck the Invoice Paid box.
Auctioneer Initiated Payments
atgPay provides auction houses with the option to charge winning bidders via credit card for unpaid invoices. This feature works for initial invoice payments and additional fees that may be charged later.
Requirements must be met in order to initiate payments. For more information, see atgPay: Auctioneer Initiated Payments.
If Autopay is enabled on the event, the winning bidder's credit card on file will be automatically charged either 24 or 72 hours after their invoice is sent. The bidder's invoice will indicate which credit card will be automatically charged and when (ex. 24 hours). For more information, see atgPay: Autopay.
Payments Outside of atgPay
If a bidder needs to pay outside of atgPay (ex. cash, check, wire transfer) on an atgPay enabled event, they can make payment to the auction house and then the invoice will need to be manually marked as "Paid".
Tracking Bidder Payments
Payment Processing Portal
Payment tracking and activity can be found under the Payments menu within the atgPay Payment Processing Portal.
Approved: The submitted payment is authorized by the issuing bank, confirming the availability of the funds, in addition to validating the cardholder’s submitted CVV & AVS (address) information. The funds have not been added to your balance at this stage.
- Pending: Immediately after payment is made, the transaction is under an initial review by the processor's Risk Team. Do not ship or release the item(s) at this stage.
- Captured: The Captured status means an approved payment was sent to the processing bank as part of their daily batch to begin the process of transferring funds from the cardholder to your payment processing account.
- Settled (SAFE TO SHIP/RELEASE): Settled indicates that the process of transferring funds between the cardholder and your payment processing account is now completed, and the money is now part of your Available Balance.
- Failed (DO NOT SHIP/RELEASE): This status indicates that the attempted transaction failed authorization by the cardholder’s bank, and thus, the payment is invalid and will not be Captured or Settled.
- Refunded: After payment has Settled, you can reverse it by issuing a refund back to the cardholder’s bank. The money related to a refunded transaction will then be deducted from the your Available Balance.
Once onboarded, Proxibid will enable email notifications for when a transaction has settled, failed, and when a disbursement has been sent out. You can edit these email alerts and the recipient email addresses directly via atgPay Payment Processing Portal. For more information, see atgPay: Processor Email Alerts.
As bidders pay their invoices, you'll see them marked as paid on the event's Invoices page in AuctionBuilder.
- Click on the Click here to view sent invoices link on the Invoices page to view the payment status.
Pending and completed payments will appear as "Paid" on the Invoices Page, while Failed payments will revert to appearing as unpaid.
Click on the Edit link to the right of an invoice to view the payment's transaction status. The Transactions Summary section at the bottom of the invoice will display the transaction status:
- Payment Initiated- Processing
- Paid (complete)
- Payment Failed
These statuses update daily until the payment is finalized. If a payment fails, the invoice will no longer appear as "Paid" on the Invoices Page. The bidder can then attempt to pay their invoice again through their Proxibid account.
Please note, the Transaction Summary section is on visible on invoices generated after March 22, 2023.
Winning Bidder Report
Payments can also be tracked via the Winning Bidders Report. To access the report, click on the Reporting link located on the left side of the AuctionBuilder Dashboard and select the auction event from the Winning Bidder drop-down.
The payment status will appear below the total, along with a more specific transaction status. The transaction status will note if the transaction is still processing, has failed, or is complete. Completed transactions will simply appear as "Paid".
Please note, the transaction status information is only visible for invoices generated after March 22, 2023.
The report can be downloaded by clicking the Click here to download information in CSV format link located in the top left corner of the page. Payment status is indicated via the Paid column on the .CSV. and mirrors that of the Invoices Page.
While the .CSV will display a basic payment status, it will not display the more specific transaction status pictured above.
Failed Bidder Payments
Bidders are not notified if their payment attempt has failed. If a failed payment is seen on the invoice or via the atgPay Payment Processing Portal, the auction house should re-send the invoice to the bidder, and contact them to advise of the failed payment. The bidder can then use the Pay Now button on the invoice or in their Proxibid account to re-submit their payment.
Processing High-Dollar Payments
Proxibid's payment processor will review high-dollar transactions to determine if additional information is required to approve. For more information, see atgPay: High-Dollar Transactions.
When to Ship/Release Items
The items will be safe to release when the transaction status is “Settled" in the atgPay Payment Processing Portal. The "Settled" status indicates that the process of transferring funds between the cardholder and your payment processing account is now completed, and the money is now part of your Available Balance.
Payments made via bank transfer (ACH) will take longer to process and items should not be released until the transaction status shows as "Processed" (not 'Pending' or 'Settled') in the 'Balance Details' section in the atgPay Payment Processing Portal.
For more information on shipping, see atgPay: Shipping Options and Fees.