Click on Auction Check-Out from the Navigator or the Navigator Toolbar.
Click on the bidder to be checked out from the list of bid card numbers or enter the bid card number.
To invoice all bids for that particular bidder, click Invoice All Bid(s).
To select individual bids, click on them using your mouse. To make multiple selections, use your <Shift> or <Ctrl>. Press the <Enter> key or click Invoice Only Selected Bids to bring up an invoice.
To find a Lot for either a status question, or for modification, click the Find Lot button.
3. The buyer maintenance form will appear with this buyer's information if you have selected this behavior from Maintain Settings & Options. Click the exit door once you have verified the information.
4. The next screen is invoice maintenance.
From here, you have several options depending on your situation:
To print the invoice and add receipts later, click on the Quick Print button and then click Exit.
To e-mail the invoice, click on E-Mail Invoice.
To enter a receipt (or multiple receipts) and print the receipt, click Add Receipt, enter your receipt information, accept the print job, and then click on the Exit button.
To apply a previously added deposit, click Apply Deposit.
To maintain (add, delete, or edit) receipts, click on the Receipts tab.
To void (or delete) the invoice, click the Delete button in the Invoice Controls. Please note that this deletes the entire invoice from the system, including the invoice number.
When checking out bidders, the Invoice Maintenance form remembers what button you clicked first (Quick Print, Quick Add Invoice Receipt, or Invoice Receipts) and automatically sets the focus to that button on the next checkout. This allows you to check out successful bidders with very little mouse input, thus speeding up the process.
To invoice all successful bids at once, click Bidders Left, then Invoice All Bidders.
To Print Outstanding Invoices at the end of your auction, click the Reports button at the lower left of the buyer check-out screen.
Select the first report (All Invoices with Print & Sort Options).
Select Only Outstanding Invoices when prompted.
Using the Sidebar Menu displayed above you can also easily:
Look up lots by Description by clicking on Find Lot
View List of Invoices with editing functions by clicking on View Invoices
View Unsold Lots and return those lots to the consignor by clicking Advanced then Unsold Lots
Enable the Check-Out Presenter
The Check-Out Presenter allows you to display a customer's items and hammer prices on a second monitor during checkout.
To use the Check-Out Presenter you will need to connect a second monitor, and enable the Extended Desktop options in your Display Settings
You can now click the Check Out Presenter button on the lower left corner of the Check-Out Bidders screen.
Adding Charges to Buyers Invoice
Auction Flex allows for not only pre-set charges to an invoice via Buyer Charges in Auction Setup, but you can easily add miscellaneous charges to any invoice at time of checkout for live auction, or pre-emailing for online only.
Adding a charge to a buyer is also a good way to adjust the price to the buyer for damage or any other reason that would result in a discount to the buyer, without affecting what you owe the consignor. You would add a negative ( - ) charge to the invoice in this case and give it a clear description such as “Discounted for scratching the side while loading into the truck”.
Open Maintain Invoices or Check-out Bidders.
Locate and open the appropriate invoice.
Click the Invoice Charges tab.
Click Add Charge from the Charge Controls section of the form.
Enter a description of the charge.
Enter the amount of the charge.
If the charge is taxable, check the box for Taxable.
Click Ok.
Editing Invoices
You can always go back to an existing invoice in Auction Flex and adjust it for refunds, changes to item descriptions, tax status of items, prices, or to re-send to buyers.
Item Price
From Auction Check-Out, type in the bidder number and click Invoice Bids.
Highlight the desired item.
Click Edit Price from the Item Controls section.
Change the price in either Unit or Ext. Price and click OK.
Tax Status
From Check-Out, type in the bidder number and click Invoice Bids.
Highlight the desired item(s).
Click the Tax 1 or Tax 2 buttons from Item Controls to toggle the tax status for selected items.
Item Lead/Description
From Check-Out, type in the bidder number and click invoice bids.
Highlight the desired item.
Click Edit Item from the Item Controls section. This opens up the Editing Inventory screen.
On the Editing Inventory, you can change information such as Lead, Description, and Inventory Type.
Deleting an Invoice
You can always go back and delete an invoice. Keep in mind that once deleted, the invoice, and its invoice number can never be recovered. Also, the clerking for those items is not deleted by design. You can create a new invoice if desired by going to the Check Out Buyer screen.
Click on the Check-Out Bidders button.
Open the correct invoice by clicking the Invoices button on the left side of the screen, then double-clicking the desired invoice.
Click the Delete button
Returning Items to Consignor
After an auction is complete, there are often lots left unsold. Using Check-Out Successful Bidders, items can easily be returned to the proper consignor(s). What Auction Flex is doing, in essence, is creating a zero-dollar invoice, which reduces the on-hand and available quantity for that item to zero. This also creates a receipt line on the seller settlement stating that the auctioneer has returned (and no longer has control or possession) of the item.
Before returning unsold lots, they must first be clerked as Not Sold. Click Clerk Auction on the Easy Navigator, then go to Remaining. Highlight all unsold items by clicking on the first lot, then shift-clicking on the last.
Click Clerk Selected Lots as Not Sold and clerk the items to a previously set House Not Sold number.
Click the Unsold Lots button.
Select all items to be returned to the consignors and choose Return To Consignor on the left.
