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Bidder Check-In

The Check-In page is where information related to bidders is entered. The Seller registration page looks similar and will share customer information with the Check-In page, but will not allow consigner information to be altered. This article describes the process for manually adding new bidders to an auction, editing existing bidders, and copying bidders from another auction. For information on importing bidder data, see Importing Bidders and Sellers.

Create a New Bidder

Copy Bidders from Another Auction

View/Edit an Existing Bidder

Edit Bidder Credit Card Data

Reporting

 

Create a New Bidder                                                                                

When a new customer record (ex. bidders or sellers) is saved, Wavebid automatically checks the database for matching persons. If two customer records match, Wavebid will merge them into one record to avoid duplicates. For more information, see the Duplicate Customer Records section under Wavebid Basics.

  1. Navigate to the appropriate auction on the Dashboard and then select Accounting > Check-in.
  2. Click the Plus icon in the top right corner of the page. AddBidderButton.PNG
  3. Enter the bidder's information.    BidderInformation.PNG
    • Scan Personal ID: Click this field and then use a mag strip or barcode reader to scan the bidder's driver's license. The system will automatically read the available data into the system and use it to populate the Personal ID Number field (driver's license or state ID number) and the Personal ID Issuer field (State that issued the ID). Information can also be entered into these fields manually. For more information on scanning IDs, see ID Scanners.
      • Please note that ID data varies from state to state. Please try scanning at least a week prior to the auction event. If there is an issue, report it to support@wavebid.com. Most new formats can be created in less than a week. 
    • Scan Credit Card: Click this field and then use a mag strip or chip reader to scan the bidder's credit card. The system will automatically read the available data into the system. Companies must have one of Wavebid's supported Payment Gateways to activate this feature. 
      • Bidders who currently have a credit card on file will have the last 4 digits of the card number listed under the Payment Gateway. For information on changing the credit card information, see Edit Bidder Credit Card Data.                         BidderCCInfo.PNG
      • Bidders who do not currently have a credit card on file will say "none" under the Payment Gateway.                                                                         BidderCCInfo2.PNG
    • Notes: Enter any notes about the bidder.
    • Alert: Alerts appear as a pop up window when this buyer registers for another auction. It also appears as a pop up when the customer makes a payment. Don't accept registration, 
    • Perm Bidder #: Entering a number into this field will make the bidder a Permanent Bidder, meaning that they can be easily pulled from one auction to another. Each Permanent Bidder within a company must have their own unique Permanent Bidder Number. While the Permanent Bidder Number can be the same as the Paddle Number, it does not have to be. 
    • Perm Seller #: See Seller Check-In.
    • Tax #: Example, an EIN.
    • Tax Exempt: By checking the tax exempt box you can automatically make a customer tax exempt for all auctions. This can be changed at the invoice level, but if checked, the customer will be tax exempt by default.
    • Account Type: There are three different Account Types in Wavebid.
      • Reserve Not Met: Reserve Not Met is a “number” you can use when an item failed to meet the seller reserve. Any contract commissions for reserves will be automatically applied to the seller, and these price will not be included in any auction totals or in reports.
      • House Number: House Number is a number for use by the auction house if they get stuck with an item. Items assigned to a house number are not included in any totals and will not appear with a selling price on the seller settlement.
      • Auctioneer: Used for the auctioneer of the auction house.
  4. Enter the bidder's paddle information. BidderInformation2.PNG
    • Paddle #: The paddle number should not start with zero.
    • Online?: If a separate Premium is being charged for online bids placed at a simulcast auction, check the Online box. This will automatically apply the Online Premium to the bidder- if the Online Premium has been enabled at the Company or Auction Level. For more information, see Online Bidders.
    • Absentee?: Check this box to allow the bidder to place Absentee Bids. For more information, see Absentee Bids.
    • Tax Exempt?: Check this box if the bidder is exempt from paying taxes in this auction.
    • A Deposit Total field will be visible if registration deposits have been turned on. For more information, see Registration Deposits.
    • Auction/Invoice Notes: Text entered into this field will appear in the Notes field on the bidder's invoice. The field will not be visible to the viewer when printing a PDF of the invoice or emailing the invoice via Wavebid. If text is entered into the Notes field directly on the invoice, that text will appear in the Auction/Invoice Notes field under the applicable bidder on the bidder check-in page. For more information, see Editing Invoices. InvoiceNotesField.PNG
    • To add another Paddle Number to the bidder, click the Add link located at the bottom of the page. Each paddle number will generate a separate invoice.
  5. Click the Disk icon in the top right corner of the page to Save.

 

Copy Bidders from Another Auction                                                        

To save time, bidders can be copied from one auction to another.

  1. Navigate to the appropriate auction on the Dashboard and then select Accounting > Check-in.
  2. Click the Copy Bidders button in the top right corner of the page. A pop-up window will appear. CheckInAddBiddersFromAnotherAuctionButton.PNG
  3. Use Choose an Auction drop-down to select the auction the bidders should be copied from. CheckInCopyBiddersAuctionList.PNG
  4. Click the Ok button. A confirmation message will appear at the top of the page. CheckInCopyBiddersConfirmation.PNG
  5. The newly copied bidders can now be viewed/edited.

 

View/Edit an Existing Bidder                                                                    

When an existing customer record (ex. bidders or sellers) is saved, Wavebid automatically checks the database for matching persons. If two customer records match, Wavebid will merge them into one record to avoid duplicates. For more information on Duplicate Customer Records, see Wavebid Basics.

  1. Navigate to the appropriate auction on the Dashboard, then select Accounting > Check-in.
  2. If the bidder has already been added to the auction, type the first few letters of the bidder's name into the Find Customer field and then click on the bidder's name from the resulting Matching Customers list. The bidder's information will populate below. FindBidders.PNG
  3. To edit the bidder information, click the Edit link to the right of the bidder's name.
  4. Make the desired changes to the bidder's information. See the Create a New Bidder section below for more information on the various bidder information fields.
  5. To add another Paddle Number to the bidder, click the Add link located at the bottom of the page under the Paddle #. Each paddle number will generate a separate invoice. To delete a paddle, click the Trashcan icon to the right of the paddle information.
  6. Click the Disk icon in the top right corner of the page to Save.

Edit Bidder Credit Card Data

Edits made to a bidder's credit card information will not be saved. Instead, the existing credit card information will need to be deleted and a new one will need to be added. To delete a bidder's credit card information, click the Trashcan icon under the Scan Credit Card field. BidderCCInfo3.PNG

To enter a new card, click in the Scan Credit Card field and then use a mag strip or chip reader to scan the bidder's credit card. The system will automatically read the available data into the system. 

 

Reporting                                                                                                 

A list of all the bidders registered for an event can be found by navigating to the applicable auction from the Dashboard, then selecting Accounting > Reports > Registered Bidders.

Use the Search field at the top of the page to search for an item on the report.

Click on the column headers to change the order of items as they appear on the report.

To export the report, click the Export button in the top right corner of the page and then select the export type.

Columns can be added or remove from the report by clicking the Columns button in the top right corner of the page. Click on a column header to add or remove it. Column headers in blue will not appear on the report. Column headers in white will appear on the report.

 

 

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