Auction Flex allows you to invoice individual bidders for all their purchases or for selected items. This guide covers how to generate and manage invoices from the Check-Out Bidders screen.
Step 1: Open the Check-Out Screen
Go to Navigator > Auction Check-Out
Either:
Click on the bidder's name or bid card number from the list, or
Manually enter the Bid Card Number
Step 2: Select Bids to Invoice
You have two options:
Option A: Invoice All Bids
Click Invoice All Bid(s)
This creates an invoice for every item purchased by the selected bidder
Option B: Invoice Selected Bids Only
Hold
ShiftorCtrlto click and highlight specific lotsPress
<Enter>or click Invoice Only Selected Bids to generate an invoice for the chosen items
Tip: To locate or verify a specific lot, click Find Lot
Step 3: Buyer Maintenance Form (If Enabled)
If enabled in your settings, the Buyer Maintenance screen will appear before the invoice is created.
Use this to verify or update the bidder’s information
Click the Exit button when finished
Step 4: Invoice Maintenance Options
Once the invoice is displayed, you have several actions available:
Action | Description |
Quick Print | Prints the invoice; use if receipts will be added later |
E-Mail Invoice | Sends the invoice to the buyer's email address |
Add Receipt | Adds a payment and prints the receipt |
Apply Deposit | Applies a pre-paid deposit to this invoice |
Receipts Tab | View, add, edit, or delete receipts |
Delete Invoice | Completely removes the invoice (including its number) from the system |
Note: Deleting an invoice does not delete the clerking records for those items.
Checkout Efficiency Tip
Auction Flex remembers which action you last performed in Invoice Maintenance (e.g., Quick Print, Add Receipt). It will preselect that option for the next bidder to speed up check-out flow.
Batch Invoicing: Invoice All Bidders
To invoice all bidders at once:
Click Bidders Left
Click Invoice All Bidders
This is helpful at the conclusion of a large auction when you’re ready to generate invoices for every buyer with winning bids.
Print Outstanding Invoices
To print only invoices with unpaid balances:
Click the Reports button in the bottom left of the check-out screen
Choose All Invoices with Print & Sort Options
When prompted, check Only Outstanding Invoices