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Invoice Settings

This article describes the impact that each of the various Invoice Settings will have on an auction's Invoices. Invoice Settings can be set and saved to create Invoice Templates, which can be applied at a Company Level or Auction Level.

For information relating to the Notes field on the invoice, see Editing Invoices. To add a bidder's shipping address to the invoice, see Invoice Shipping Address.

Company Level vs. Auction Level

Options Tab

Header Tab

Details Tab

Summary Tab

Payment Tab

Footer Tab

Other Tab

Company Level vs. Auction Level                                                             

Invoice Settings are set and saved to create Invoice Templates, which can be applied at a Company Level or Auction Level. Invoice Templates selected at the Company Level will be applied to all auctions, unless a different Invoice Template is chosen at the Auction Level. Changes made to an Invoice Template at the Auction Level will not flow back to the Company Level, meaning they will only impact that specific event. Auction Level Invoice Templates will override Company Level Invoice Templates.

 

To access Company Level Invoice Settings, navigate to My Links > Company > Accounting Settings > Invoice Settings. Click on the Invoice Template name to edit. Once changes are made, click the Disk icon in the top right corner to Save. Changes made to Company Level Invoice Templates will only affect auctions created after changes are made. Existing auctions will remain unchanged unless changes are made to Invoice Templates at the auction level.

 

To access Auction Level Invoice Settings, navigate to the appropriate auction from the Dashboard and select Auction > Edit Settings. Then click on the Invoices tab. Once changes are made, click the Disk icon in the top right corner to Save. Changes made to Invoice Settings at the auction level will not flow back to the company level, meaning they will only impact that specific event. Changes will impact any unpaid invoices related to that auction. Invoices that have a full or partial payment applied will not be impacted. Payments must be removed from an invoices before edits can be made. For more information, see Payments.

 

At the Company Level, the various Invoice Settings tabs run horizontally, while they run vertically at the Auction Level. The settings within each tab are the same at each level and are listed below.

 

Options Tab                                                                                              

These settings control a set of overall settings for the invoices for the auction. Hover over the Question Mark icon to the right of each setting to see what that setting will impact on the invoice. InvoiceTemplateOptionsTab.PNG

 

Header Tab                                                                                               

Text entered into the Default Invoice Header for new auctions field will appear as a custom plain text message at the top of the printed invoice. It will not appear when viewing the invoice on a browser. 

Text entered into the Default Invoice Intro for new auctions field will appear as a custom plain text message above the Buyer and Auction Information on the printed invoice. 

InvoiceHeaderFields.PNG         

 

InvoiceHeaderandIntro.PNG

 

Details Tab                                                                                                

Alterations in this section are not recommend without first reaching out to Wavebid support. InvoiceDetailsTab.PNG

 

Summary Tab                                                                                           

Alterations in this section are not recommend without first reaching out to Wavebid support.InvoiceSummaryTab.PNG

 

Payment Tab                                                                                             

Fields with an Eye icon to their left will be visible when applying payments during the Payment process. To remove a field from visibility, click the Eye icon. They Eye will now have a Slash through it, meaning that it will no longer be visible. Click the Eye again to make it visible. InvoiceSettingPaymentsTabVisibility.PNG

To rearrange the order in which the fields appear, click and hold on the Arrows icon to the right of the field and drag and drop into the new order.

The Pencil icon can be used to edit the fields themselves. However, alterations to those fields are not recommend without first reaching out to Wavebid support.

 

Footer Tab                                                                                                

Text entered into the Default Invoice Footer for new auctions field will appear as a custom text message at the bottom of the printed invoice. It will not appear when viewing the invoice on a browser.
 
Text entered into the Default Invoice Ending for new auctions field will appear as a custom text message when the invoice is fully unpaid or has a partial Cash payment.
 
Text entered into the Default Invoice Ending Credit Transactions for new auctions field will appear as a custom text message when the invoice is fully unpaid or has a partial Credit payment.
 
Text entered into the Default Picklist Ending for new auctions field will appear as a custom test message toward the bottom of Picklists. For more information on Pick-lists, see Using a Pick-List for Checkout.
 
Text entered into the Default Invoice Ending Cash Transactions (PAID) field will appear as a custom text message when the invoice is has been fully paid in Cash or when the highest amount from multiple payments on a single invoice is Cash.
 
Text entered into the Default Invoice Ending Credit Transactions (PAID) field will appear as a custom text message when the invoice is has been fully paid in Credit or when the highest amount from multiple payments on a single invoice is Credit.         
 
All of the Invoice Ending options listed above will appear in the same place on the invoice. Which Invoice Ending appears is based on the status of the invoice and/or payment type.
 
                 InvoiceFooterFields.PNG
 
InvoiceFooters.PNG
 

Other Tab                                                                                                 

Text entered into the Printed Invoice Label field will appear as a custom text message above the bidder paddle number and invoice number. If a Printed Invoice Color is not chosen, this text will appear black.

Click on the Printed Invoice Color box to select a background color for the company information that appears in the top left corner of the invoice. This will also be the color of the Printed Invoice Label text. InvoiceColorSelector.PNG

 

InvoicePrintedLabelandColor.PNG

Colors can be selected in 3 ways:

  1. Drag the color selector to the left or right and then click on a color in the color scale panel.
  2. Click on the Dropper icon and hover over any color on the screen. Click to select.
  3. Type the color data into the RGB fields. Click the Arrows icon to the right of the RGB fields to enter the HSL or HEX data for the color instead. Click the Enter key to select.

Once selected, the chosen color will appear in the Printed Invoice color box.

 

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