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This article describes the processing for applying payments to an invoice (checkout), deleting payments from an invoice, and creating additional payment methods that can be applied to invoices. For information on applying payments to sellers, see Seller Payments. For information on how bidders can pay with their credit cards directly through an emailed invoice, see How Can My Bidders Pay Online in Wavebid?

This article contains the following sections:

 

Applying Payments

Payments are generally applied to invoices one invoice at a time in order to capture the specific payment data. For information on recording multiple payments at once, see Bulk Update Invoices as Paid.

  1. Navigate to the appropriate auction from the Dashboard, then select Accounting > Invoices.
  2. Search for a buyer by entering a name or paddle number into the Search field.
    • Use the Filter by Unpaid drop-down to filter out fully paid or unpaid invoices.  InvoiceFilter.jpg
  3. Click on an invoice to open it.
    • For more information about invoices, see Invoices.
  4. If the invoice looks correct, make a payment by clicking the Dollar Sign icon in the top right corner of the page.  CheckoutInvoiceDollarSign.PNG
  5. The Payments tab and Payment Entry pop-up window should automatically open.
    • If the Payment Entry window does not open, click the Add Payment button.                                  CheckoutPaymentWindow.png
    • Select a Payment Method from the drop-down. 
    • The Cashier field will automatically populate with the auction coordinator's email address.
    • If the buyer is paying more than what is due, use the If Paying More Than Due drop-down to select whether the buyer will be getting change back, or if the excess will be applied to a balance due. 
      • Give Change: Change is typically used for cash transactions when an overpayment is given back to the bidder immediately and using the same payment method. Ex. $250 invoice with a $300 cash payment, resulting in an immediate $50 cash back in change. The amount will appear as "Change Given" on the invoice. If Give Change is selected, the system will calculate the change due.
      • Apply Balance Due: This option is used to indicate that a "Refund is Due" to be paid back to the bidder at a later point in time and/or in a different payment method that was originally accepted. For example, a $250 invoice with a $300 payment which originated from a wire transfer deposit, resulting in $50 "Refund Due" which needs to be issued via Company Check.  Refund Due will be displayed on the invoice and payments page. For more information on refunds, see Invoice Refunds and Discounts.
  6. Click the Save button. The Payments tab will refresh with the newly added payment. CheckoutPaymentApplied.PNG
  7. Additional payments can be added by clicking the Add Payment button.
    • Click the Trashcan icon to the right of a payment to delete it.
    • Click the Pencil icon to the right of a payment to make edits.
  8. To return to the invoice to confirm that the payment was applied, click on the Invoice Number (in blue text).
    • A "Paid in Full" watermark should appear on the invoice, along with payment details. CheckoutPaymentsTabInvoiceNumber.PNG   CheckoutPaymentonInvoice.PNG

If a company has a Payment Gateway set up through Wavebid, bidders can pay with their credit cards directly through an emailed invoice. For more information, see How Can My Bidders Pay Online in Wavebid.

 

Applying Credit Card Payments

An auction house must use one of Wavebid's integrated Payment Gateways to process credit card payments through Wavebid.

 

Applying Credit Card Payments in Bulk

To apply credit card payments to multiple invoices at once:

  1. Navigate to the applicable auction from the Dashboard, then select Accounting > Invoices.
  2. On the Invoice page, check the box to the left of each invoice to be charged.
  3. Click the Credit Card icon in the top right corner of the screen. Credit cards on file with the Payment Gateway will automatically be charged for their invoice totals.
    • Wavebid does not store credit card information.
    • Transactions will appear on the Credit Transaction Report.                              CCPayments3.jpg
  4. A pop-up window will open displaying the number of credit cards that were charged. Click the Ok button to continue.                                       CCPayments4.jpg

 

If needed, the Invoices page can then be filtered to see which of the remaining invoices are unpaid. CCPayments5.jpg

 

Applying Individual Credit Card Payments

To apply a credit card payment to an individual invoice:

  1. Navigate to the applicable invoice.
  2. Click the Dollar sign icon in the top right corner of the page. A pop-up window will open.
  3. Verify that the Amount is correct.
  4. Select Credit from the Payment Method drop-down. 
    • If Credit is selected and the company has a Payment Gateway on file, the Process Credit Card checkbox will appear along with all the fields required for entering the credit card details.
    • If Credit is selected and a company has a Credit Card fee in place under Auction Settings, that premium will be added to the invoice total. 
    • For information on using registration deposits as payment, see Registration Deposits.
  5. Enter the credit card details.
    • If the company does not have a Payment Gateway selected for the auction, the user will only be able to enter the last 4 digits of the bidder's credit card number, for records purposes.
  6. Check the Process Credit Card box.
    • If the company does not have a Payment Gateway selected for the auction, the Process Credit Card checkbox will not appear.CCPayments1.jpg
  7. To save the credit card information, check the Save Card Info box.
    • Credit card information is saved with the Payment Gateway, not Wavebid.
    • Only one credit card can be saved per bidder.
    • If the Save Card Info box is checked and the bidder already has a credit card on file, an error will occur. See the Troubleshooting section below for more information.          PaymentError3.jpg
  8. Click the Save button to process the transaction. Transactions will appear on the Credit Transaction Report.                                                  CCPayments2.jpg

 

Removing/Deleting Payments

The steps below will delete all historical records of ever having received the original payment. This option works well when the payment taken was an incorrect type, or an adjustment to the invoice is needed.

Issuing a refund on an invoice will not remove/delete payment(s). 

  1. Navigate to the appropriate auction from the Dashboard, then select Accounting > Invoices.
  2. Search for a buyer by entering a name or paddle number into the Search field.
    • Use the Filter by Unpaid drop-down to filter out fully paid or unpaid invoices.  InvoiceFilter.jpg
  3. Click on an invoice to open it. For more information about invoices, see the Invoice Guide.
  4. Click the Dollar sign icon in the top right corner of the page. CheckoutInvoiceDollarSign.PNG
  5. The Payments tab will open. Click on the Trashcan icon to the far right of the payment to delete it.
    • If a company is using an integrated Payment Gateway for credit card processing, the card will automatically be refunded when the credit card payment is deleted. See below for additional information on deleting credit card payments.
    • Cash or checks must be physically returned/voided by the company.
  6. If all of the payments are deleted, the invoice will be editable again.
    • Invoices with full or partial payments cannot be edited.

Deleting/Editing Credit Card Payments

If a credit card payment is deleted before batch processing (generally, within 24 hours), the Trashcan icon will be available to the right of payment and clicking it will remove the payment and refund the money via the Payment Gateway.

If a credit card payment is deleted after batch processing (generally, after 24 hours), the Trashcan icon will still appear to the right of the payment, but clicking it will result in an error.

  • The error message will state that the transaction cannot be found. The user will need to access the Payment Gateway directly to cancel and/or refund money and click the Ok button in Wavebid to continue.
  • After clicking the Ok button in Wavebid, a Lightning Bolt icon will appear next to the Trashcan. Clicking the Lightning Bolt icon will break the link between Wavebid and the Payment Gateway for the current transaction only, meaning that the payment will be removed within Wavebid, but will not be cancelled through the Payment Gateway. This option is ideal for users who need to remove a payment in order to edit an invoice, but do not actually need to cancel a transaction or return funds.

 

Other Payment Types

Wavebid has standard Payment Methods that can be selecting when applying payments, such as Cash, Check, and Credit, but the site also allows users to add their own payment types, like Apple Pay and Venmo. Other Payment Types must be entered at the company level before they can be selected as a Payment Method at the auction level.

Selecting one of these Payment Types will not trigger the actual processing of a transaction; they are used to indicate that this Payment Method was used for accounting purposes.

  1. Navigate to My Links > Company > Accounting Settings > Other Payment Types.
  2. Enter a Name for the payment type (ex. Apple Pay, Venmo, etc.) OtherPayments.PNG
  3. Click the Save button. 
    • To edit an existing Payment Type, click the Pencil icon to the right of the payment Name.
    • To delete a Payment Type, click the Trashcan icon to the right of the payment Name. OtherPayments2.PNG
  4. When applying payments to an invoice, this option will now be available from the Payment Type drop-down when selecting Other as the Payment Method.      OtherPayments3.PNG

 

Reporting

Credit Transaction Report

Companies using a Payment Gateway can report on credit card transactions initiated in Wavebid. To access the report, navigate to My Links > Company > Reports > Credit Transactions.

  • Successful transactions will have a transaction number in the Trans ID column.
  • Unsuccessful transactions will not have a transaction number and will display an error code in the Short Response column. See the Troubleshooting section below for common errors.

 

Payment Summary Report

The Payment Summary lists all of the payment transactions completed within an auction. Refunds will not appear separately on the report, but amounts given as refunds will appear on the report in parentheses  under the applicable refund method. In the example below, a company check in the amount of $10.00 was issued as a refund to the bidder.

PaymentSummaryReport.PNG

Payments that were deleted, will not appear on the Payment Summary.

 

Troubleshooting

E00040: Customer Profile ID or Customer Payment Profile ID not found

If one of the above error messages appear on the Credit Transaction report, the user may have changed their credit card information since registering for the auction, or may not have a credit card on file.

To edit/add the credit card information and run a new transaction:

  1. Access the bidder's profile through the check-in page (Current Auction > Accounting > Check-In).
  2. Click the Edit link to the right of the bidder's name.
  3. Click the Trashcan icon below the Scan Credit Card field.
  4. Once the card has been deleted, click the Pencil icon to add the new credit card information.
  5. Click the Disk icon in the top right corner of the page to save the changes.   BidderCCOn_File.PNG
    • Bidders who do not have a credit card on file will not have the last 4 digits of the card number visible below the Payment Gateway on their bidder check-in page. Instead, the word "None" will be visible.                                                                                                        BiddersNoCCOnFile.PNG

Log in failed, approval Code=<null>,eternal Transaction Id=<null>return Values=<null>

PaymentError2.jpg

If the error message above appears, the user needs to re-enter their Payment Gateway login credentials in Wavebid. Instructions for doing so vary based on the Payment Gateway being used. For more information, see Payment Gateways.

Duplicate Payment Profile Exists

The user has selected to save the credit card on file, but there is already a different card on file for that bidder. Only one credit card can be saved for each bidder. There are two options for correcting this error:

  1. The current card on file can be deleted so that the new one can be saved.
    1. Access the bidder's profile through the check-in page (Current Auction > Accounting > Check-In).
    2. Click the Edit link to the right of the bidder's name.
    3. Click the Trashcan icon below the Scan Credit Card field.
    4. Once the card has been deleted, click the Pencil icon to add the new credit card information.
    5. Click the Disk icon in the top right corner of the page to save the changes.   
  2. When entering the payment, uncheck the "Save Card Info" box when processing the transaction. PaymentError3.jpg

Please Add/Update Credit Card Information on Buyer Check-In Profile

Clients using Authorize.net may see this message when attempting to charge a credit card for an existing bidder. This message occurs because the payment profile needs to be re-saved. Please navigate back to the bidder check-in page and save the payment information there. This should clear the error message and allow the credit card payment to be processed.

E00003 Error popup.jpg

 

 

 

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