This article describes the AuctionBuilder Invoicing process, including how to access, edit, manage, print and email invoices.
This article contains the following sections:
- Accessing Invoices
- Editing Invoices
- Bidder Shipping Address
- Marking Invoices as Paid
- Email Invoices
- Paid Invoice Email
- Print/Download Invoices
- Apply to Lots Tool
Accessing Invoices
It is imperative that auctions are reconciled and invoiced as soon as an event is closed. Proxibid buyer accounts will not reflect items won until invoices have been sent.
After all online bids are reconciled, the auction may be invoiced. Click on the Invoice link at the bottom of an auction event on the Dashboard to edit and send invoices. An auction's status must be set to Closed in order to invoice. For information on changing an event's status, see Event Status.
- The Invoice page can also be accessed by clicking on the Reconcile & Invoice link located on the left side of AuctionBuilder and selecting an auction event from the Select Auction to Reconcile drop-down.
The Customer Billing page will default to display unsent invoices. Click the Click here to view sent invoices link at the bottom of the invoice list to see a list of invoices that have already been emailed.
Invoices can be sorted by Name, User Name, Paddle Number, and Total by using the Sort By drop-down located at the top of the invoice list.
Click on the Edit link to the right of a buyer's name to view or edit a specific invoice. The invoice will open in a new tab within your browser.
Editing Invoices
Click on the Edit link to the right of a buyer's name to view/edit their invoice.
The buyer's information will appear at the top of the invoice.
Edits can be made to the Internet Premium and Sales Tax of each lot. To apply the same Internet Premium or Sales Tax rate to all of the sold lots in the auction, use the Apply to Lots Tool. For more information on taxes and premiums, see Taxes, Fees & Premiums.
Comments can also be entered at the lot level. These comments will be visible to the buyer.
Miscellaneous Charges and Shipping and Handling fees can be edited at the bottom of the invoice. To apply the same Shipping Fee to all of the sold lots in the auction, use the Apply to Lots Tool. For more information on fees, see Taxes, Fees & Premiums.
For more information on shipping fees for events using atg Pay, see atgPay: Shipping Options and Fees.
A Cash Discount can also be entered at the bottom of the invoice, if needed. The Cash Discount can only be entered as a percentage.
Once all the necessary changes have been made, click the Save button in the bottom right corner of the page.
Clicking the File Dispute button will open the Invoice Review page for submitting a dispute. For more information, see Invoice Review (Disputes).
Bidder Shipping Address
The bidder's shipping address will appears at the top of the invoice, as well as on the Winning Bidder report. Bidders can edit their Shipping Address on an unpaid invoice via the Edit Address button.
For more information on how bidders can update the Shipping Address on their invoice, see Shipping.
- Using the Edit Address button on the invoice will not update the default shipping address on file for the bidder.
- Updating the default shipping address on file for the bidder will not impact the Shipping Address on invoices that have already been received.
The bidder's updated Shipping Address will automatically appear on the bidder's invoice in AuctionBuilder, as well as on the Winning Bidder report.
The bidder will not be able to edit the Shipping Address via the invoice once the invoice has been marked as paid.
Marking Invoices as Paid
If the auction is a atgPay auction any payments will automatically mark the invoice as paid.
To indicate that invoice has been paid:
- Click the Edit link to the right of the applicable invoice.
- Check the Invoice Paid box in the lower right corner of the invoice.
- Click the Save button in the bottom right corner of the page. A confirmation message should appear at the top of the page indicating that the save was successful.
- To return to the invoice list, click the Back to Invoicing link at the top of the page.
- The word "Paid" should now appear to the right of the invoice.
Email Invoices
Email Invoices in Bulk
To email multiple invoices, check the box to the left of each invoice to be sent, or click on the Check All link at the bottom of the invoice list. Once invoices are selected, click the Send Invoices button at the bottom of the page. Invoices will be sent to the buyers' email addresses on file. A confirmation message will appear.
Emailed invoices will come from invoices@proxibid.com and will also appear in the buyer's Proxibid account under My Proxibid > Invoices.
To edit the text that appears in the body of the email that is sent along with the invoice, see Updating the Invoice Email.
Email Individual Invoices
Click the Send Invoice to email a copy of the invoice to the buyer's email address on file. A confirmation message will appear. If you have atgPay enabled for your auction, this is necessary in order to notify bidders that they can pay via credit card and access their invoice on their own My Proxibid Invoices page.
Emailed invoices will come from invoices@proxibid.com and will also appear in the buyer's Proxibid account under My Proxibid > Invoices.
To edit the text that appears in the body of the email that is sent along with the invoice, see Updating the Invoice Email.
Paid Invoice Email
Once an invoice has been paid, resending the invoice will generate and send a Paid Invoice email.
Print/Download Invoices
Print/Download Invoices in Bulk
To print/download multiple invoices, check the box to the left of each invoice to be printed/downloaded, or click on the Check All link at the bottom of the invoice list. Once invoices are selected, click the Printer icon button at the bottom of the page. A new page will open displaying a PDF of all the selected invoices. This PDF can then be printed or saved.
Print/Download Individual Invoices
Navigate to invoice and click the Print Invoice button in the bottom left corner of the page to preview and/or print the invoice. A new page will open displaying a PDF of the invoice. This PDF can then be printed or saved.
Apply to Lots Tool
During invoicing, the lot fees can be easily updated using Apply to Lots tool. If the fee is active in the event listing, the fee amount can be updated during invoicing.
For Sales Tax and Internet Premium, enter the percentage (ex. 6.75). Do not enter the percentage symbol (%) into the field.
For Shipping, enter the amount to be applied to each (ex. 5.00) lot or enter “0” to remove the fee.
Click the Save button to update changes. Amounts will not be updated until the invoice has been saved.