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Seller Check-In and Contracts

This article describes the process for checking in sellers, creating permanent sellers, and creating and updating seller contracts. For information on assigning sellers to lots, see Seller Inventory.

View/Add Sellers

Check-In Permanent Sellers

Create a Contract Template

 

View/Add 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 on Duplicate Customer Records, see Wavebid Basics.

 

View/Edit Existing Sellers

Creating sellers/consignors for your 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 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:
    • 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. 
    • Tax #:
    • 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 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:
  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.
    • Max Expense:
    • Check Payable 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 con n 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

 

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 Managing Seller Inventory.

 

Check-In 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. 

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

 

Create a Contract Template                                                                     

  1. Navigate to My Links > Company > Accounting Settings > Seller Contract Templates.
  2. To edit an existing Contract Template, select the template from the drop-down at the top of the page.                   ContractTemplateDropDown.PNG
  3. To start a new template, proceed with the steps below (if all the Contract Editor fields are blank) or click the Create New button in the top right corner of the page.
  4. Select the Scope from the drop-down.
  5. Enter a Name for the template and any Notes.
  6. Manually type contract verbiage into the Contract field.
  7. Variables can be inserted into the Contract field to create spaces for content to be pulled from the auction and seller information. Click on Variables from the table on the right side of the page to add them to the Contract field. 
    • In the example below, the text in yellow has been manually typed in, while the text in green has been added via the Variables on the right. SellerContractTemplateVariables.PNG
  8. Once complete, click the Save button in the top right corner of the page. 
    • To delete a Contract Template, select it from the drop-down at the top of the page and then click the Delete button in the top right corner of the page.

 

Variables

When the contract is applied to a seller, the Date Variables will be automatically populated by the current date. The Auction Variables will be automatically populated with information in the Auction Settings page. Seller and Commissions Variables will be automatically populated with information from the Auction > Sellers page. 

 

The example below shows how a commission Variable ends up populating a contract:

ContractCommissionVariable2.PNG

The "Selling Price - Fixed % Per Item" variable is inserted into the Contract Template.

ContractCommissionVariable.PNG

Once a Contract Template is selected, the seller's Commissions Tab information populates the "Selling Price - Fixed % Per Item" variable field. 

 

Updating Permanent Seller Contracts

If a Permanent Seller's contract has been updated recently, active and/or upcoming auctions may need to be updated to reflect the new rate.

  1. Navigate to the appropriate auction from the Dashboard and then select Auction >Sellers. (Select an auction the permanent seller has already been checked into.)
  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.
  3. The seller's old contract rate will be listed under the Commissions tab.
  4. Click the Refresh icon in the top right corner of the page to apply the new Permanent Seller contract to the auction. SellerRefresh.PNG
  5. A pop-up will appear confirming the seller has been updated. Click the Ok button. UpdatedSeller.PNG
  6. The updated contract terms will now be applied to the auction.

The process above can also be done in bulk, which refreshes all of the Permanent Seller contracts for all the Permanent Sellers checked into the auction.

  1. Navigate to the appropriate auction from the Dashboard and then select Auction >Sellers.
  2. Instead of selecting a specific seller for the auction, leave the Find Customer field blank and click the Refresh button. BulkPermSellerRefresh.PNG
  3. A pop-up will appear listing all of the sellers that have been updated. Click the Ok button. BulkPermSellerUpdate.PNG

Troubleshooting

If a company has Permanent Sellers who have gone through the de-duplication/merge process, the process above may not refresh the new contract as intended. To remedy this issue, please navigate to the Permanent Seller record (My Links > Company > Customers > Permanent Sellers). Locate the Permanent Seller in question and confirm their contract/commissions are correct. If needed, make updates. Click the Save button. Even if the contract is correct and unchanged, the Save button needs to be clicked. Doing so should update their Permanent Seller contracts in existing auctions and ensure that the Refresh button will work as intended for that seller.

 

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