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Seller Check-In

This article describes the process for checking sellers into an auction, editing existing sellers, creating new sellers, and checking in permanent sellers. For information on importing sellers, see Importing Bidders and Sellers. For more seller information, see Seller Guide.

Check-In Sellers

Permanent Sellers

Reporting

 

Check-In Sellers                                                                                        

When a new or 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, see the Duplicate Customer Records section under Wavebid Basics.

 

Check-In Existing Sellers

Creating sellers/consignors for an auction can be a swift process for easy check-in to the sale. 

  1. Navigate to the appropriate auction from the Dashboard, then select Auction > Sellers.
  2. Type the first few letters of the seller's name into the Find Customer field and then click on the seller's name from the resulting Matching Customers list. The seller's information will populate below.               FindSellers.PNG
  3. To edit the seller information, click the Edit link to the right of the seller's name.
  4. Make the desired changes to the seller's information. See the Create a New Seller section below for more information on the various seller information fields.
  5. Click the Disk icon in the top right corner of the page to Save.

Create/Check-In a New Seller

  1. Navigate to the appropriate auction from the Dashboard, then select Auction > Sellers.
  2. Click the Plus icon to create a new seller. 
  3. Enter the seller'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 info@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. 
    • Notes: Enter any notes about the seller.
    • 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.
    • Perm Bidder #: See Bidder Check-In.
    • Perm Seller #: Entering a number into this field will make the seller a Permanent Seller, meaning that they can be easily pulled from one auction to another. Each Permanent Seller within a company must have their own unique Permanent Seller Number. While the Permanent Seller Number can be the same as the Seller Code, it does not have to be. Permanent Seller Numbers should not begin with zero.
    • Tax #: Example, an EIN.
    • Tax Exempt: Checking the tax exempt box will 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” to be used when an item fails to meet the seller reserve. Any contract commissions for reserves will be automatically applied to the seller, and the price will not be included in any auction totals or in reports.
      • House Number: House Number is a number for use by the auctioneer 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 Seller Code information. SellerCodeSection.PNG
    • Seller Code: For Permanent Sellers, the Seller Code can be the same as the Permanent Seller Number but it does not have to be. Seller Codes should not begin with zero.
    • Max Expense: The maximum amount of expenses to be charged to the seller. For more information, see Expenses and Credits.
    • Check Payable To: Name of the person or company payments should be made to.
    • Seller Settlement: Click this button to view the Seller Settlement. For more information, see Seller Settlements. The seller information may need to be saved before this button is enabled.
    • To add another Seller Code to the seller, click the Add link located at the bottom of the page. To delete a Seller Code, click the Trashcan icon to the right of the code information.
  5. Click the Disk icon in the top right corner of the page to Save.

Once seller information has been saved, the tabs at the bottom of the Seller page will be accessible. See the sections below for more information about each of those tabs. SellerTabs.PNG

 

Commissions Tab                                                                                     

For information on entering commission details, see Seller Commissions. Once commission information has been entered, click the Disk icon in the top right corner of the page to Save.

 

Contract Review Tab

Select a Contract Template from the drop-down menu. If no changes need to be made, click the Disk icon in the top right corner of the page to Save. If changes need to be made, click the Edit button and make the necessary changes to the contract. Once the changes have been made, click the Save button to the right. To print the contract, click the Print button.

Contract Templates are created at the Company Level and are populated based on selected Variables. For information on creating a new Contract Template, see Create a Contract Template below.

 

Schedule A Tab

View all lots being sold by seller, as well as quantities, reserves, and taxes

 

Expenses Tab

Assign Expenses to seller, or only to specific lots. Expenses can be set up company-wide and assigned through the expense code dropdown. For more information, see Expenses and Credits.

 

PDFs Tab

To upload a copy of the seller's contract or Schedule A document, click the Choose File button under the applicable section, select the appropriate PDF file from the computer, and then click the Disk icon in the top right corner of the page to Save.

 

Once sellers have been checked-in to an auction, they can be assigned to lots. For more information, see Seller Inventory.

 

Permanent Sellers                                                                                    

Sellers and consignors that frequently contribute to events can be assigned a permanent number so that seller information can be quickly pulled from one auction to another. Permanent sellers must have a number listed in the Perm Seller # field on their profile.

The option to automatically check-in permanent sellers will also need to be turned on by navigating to My Links > Company > Profile and then clicking on the Preferences tab. Click on the Sellers option on the left side of the page, check the box for Automatically check in permanent sellers, and then click the Disk icon in the top right corner of the page to Save.

To check-in all Permanent Sellers in an auction, navigate to the applicable auction from the Dashboard and then select Auction > Sellers. Click the Check-in All Permanent Sellers button in the top right corner of the page. This will check-in any Permanent Sellers with lots assigned to them in that auction. 

BulkPermSellerCheckIn.PNG

Example:

A company has Permanent Sellers 1-10.

An auction has lots assigned to Permanent Sellers 1, 3, and 5.

Clicking the Check-in All Permanent Sellers button will check-in Permanent Sellers 1, 3, and 5. Since the other Permanent Sellers do not have lots assigned to them in the auction, they are not checked-in to the auction. If lots are assigned to more Permanent Sellers later, the Check-in All Permanent Sellers button can be clicked again to check-in those additional Permanent Sellers.

Permanent Sellers can also be checked-in by clicking the Check-In icon located to the right of the auction's menu on the Dashboard. PermSellerCheckInDashboard.PNG

 

Reporting                                                                                                 

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

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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