Editing Invoices

This article contains basic information about editing invoices in Wavebid, including when invoices can and can't be updated, editing fees, taxes, and buyer's premiums, removing lots from an invoice, and moving lots to a new invoice. This article also describes the invoice Notes field.

For information on adding a bidder's shipping address to the invoice, see Invoice Shipping Address.

Please note that Wavebid does not currently offer pro forma invoices, though users may be able to Form Builder to generate a document serving the same purpose.

How Does Clerking Impact Invoices?

Editing Invoices

Move Lots to Another Invoice

Invoice Notes Field


How Does Clerking Impact Invoices?                                                       

Clerking a lot to a bidder (paddle) automatically generates an invoice for that paddle number. If the bidder has not been checked-in yet, the invoice will just contain the paddle number. If the bidder has been checked-in, the invoice will also contain the bidder's name and contact information.

Re-clerking a lot to "Pass" will remove the lot from the bidder's invoice (if the invoice is unpaid). For more information on clerking, see Clerking.

If all of the lots clerked to a bidder are re-clerked to "Pass" or to other bidders, the original bidder invoice will be deleted. Invoices are only generated for bidders who have lots clerked to them.

Invoices may need to be refreshed before clerking changes will appear.


Editing Invoices                                                                                        

The amount of information that appears on the invoice pertaining to the lot itself is determined by the Invoice Settings.

For information on adding a bidder's shipping address to the invoice, see Invoice Shipping Address.

When Invoices Can Be Edited

Invoices that do not have any payments applied to them can be edited.

Invoices that have full or partial payments applied cannot be edited until the payment(s) are deleted. Issuing a refund on an invoice does not delete a payment. See Payments for more information. Changes made to the auction settings, fees, clerking, premiums, etc. will not be reflected on an invoice with payments applied.

Editing Invoice Number

For information on editing the invoice number, see Invoice Settings. The invoice number can be manually edited even if a payment has already been applied to the invoice.

Editing Fees, Buyer's Premiums, and Taxes

Fees and Buyers Premiums and taxes can be edited directly from the invoice. If an asterisk (*) appears next to a Buyer's Premium or tax amount on an invoice, the amount has been manually edited so that it differs from the auction default(s). Please see the corresponding articles for information on making changes to these values.

For information on Convenience (credit card) fees, see the Accounting Tab section in Auction Settings.

Removing Lots

Re-clerking a lot is the best way to change the hammer price or remove a lot from an invoice. Clerking a lot as "Reserve Not Met" or "Pass" will remove it from an unpaid invoice.

Splitting Lots

For information on splitting a lot between bidders, see Can I Clerk 1 Lot to 2 Bidders?

Refreshing Invoices

If indirect changes have been made that impact unpaid invoices, such as lots being re-clerked or changing the Buyers Premium at auction level, invoices may need to be refreshed before those changes will be visible. To refresh all invoices, click the Refresh button in the top right corner of the page. RefreshInvoice.PNG

Buyer Information

The buyer's information, including name, address, contact information, can be edited on the invoice by clicking on the Edit link located above the buyer's information. However, buyer information cannot be edited on the invoice once any payments have been applied. To edit the buyer information on an invoice with payment(s), the payment(s) will first need to be removed. Once the buyer information has been edited, the payment can then be re-applied to the invoice.



Move Lots to Another Invoice                                                                  

In some cases, a bidder may wish to have one of their lots listed on an invoice separately from the rest of their purchased lots. 

  1. Navigate to the bidder's invoice.
  2. Check the box to left of the lot(s) that need to be moved.
  3. Select Move Selected Items from the Actions drop-down located under the lots. MoveLotsOnInvoice2.PNG
  4. A pop-up window will open. To move a lot to a new invoice for the same bidder, select New Invoice from the Select an Invoice drop-down and click the Move Items button.MoveLotsOnInvoice.PNG
  5. The bidder will now have two invoices on the Invoices Page. The first invoice number will end in 1 while the second invoice number will end in 2. BidderWith2Invoices.PNG


Invoice Notes Field                                                                                   

The Notes field can be used to make internal notes pertaining to the invoice or bidder. These notes will not appear on the bidder's copy of the invoice, regardless of whether it is printed or emailed. Text entered into the Notes field will appear in the Auction/Invoice Notes field under the applicable bidder on the bidder check-in page. Subsequently, any text entered into the Auction/Invoice Notes field on the bidder check-in page, will appear in the Notes field on the invoice.

Internal Invoice View


Bidder Invoice View



The information from the Notes field will appear in the Notes column of the Checkout Summary Report and the Invoices page (Accounting > Invoices), if the column is enabled. To enable the column, click the Columns button on the right side of the Invoices page and click on the Notes column header. Column headers in blue are not currently visible, while column header in white will be visible.InvoicePageColumns.PNG


For more information on managing the Invoices page, see Invoices Page.


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