Why don't my bidders have invoices?

If you have sold items that are not displaying on invoices, it means that the item has not been properly clerked to a winning bidder. This typically happens because;

• The item was sold to the 'Floor' and no paddle number was assigned, or

• A paddle number was assigned, but there was a typo, or

• A paddle number was assigned, but the item was sold before that bidder was registered to the auction

In this article, we'll demonstrate how to identify these lots, and what it looks like when we clerk to an unregistered bidder both on the online clerk and live clerk screens. We'll show you how to fix this by making sure the bidder is registered, and re-clerking the item.

More details on re-clerking can be found in this article.

Your auction's Auction Summary report shows the count of lots that are not on invoices. The count is clickable. Click the count to open a list of those lots. Use this list to find each lot that needs a registration fix or a re-clerk.

1. In the BidWrangler admin portal, open your Auction's Settings and click on the Report tab.

2. Open the Auction Summary report

3. Under Auction Details, find the count of lots that are not on invoices

Ideally, these two numbers should always be '0' since any value higher than zero indicates that there are items marked as sold but not appearing on any invoice.

The number for Sold Lots Not On Invoices is clickable, and clicking it will open the administer items page filtered for those items. This helps you identify what items are not currently on invoices, so you have a list of items to work through.

If an item is marked as 'Sold' but no paddle number is assigned, the bidder will simply show as Floor.

In the online clerking panel, the bidder shows as Floor in red text.

In the Live clerking panel, when you load the lot sold to the floor it will show a green. button with SOLD - $ High Bid - Floor.

If an item is marked as 'Sold' but only a paddle number shows - not a bidder's name - this indicates that either the paddle number was incorrect, or it was sold to an un-registered bidder.

In the online clerking panel, the bidder shows as Floor with a paddle number (no bidder name).

In the Live clerking panel, when you load the lot sold to the floor it will show a green button with SOLD - $ High Bid - "Paddle number"

During a live auction, it's much better to re-clerk these items using the Live Clerking Panel, since doing so in the online clerking panel while the sale is ongoing can interfere with what your clerk may be selling in the moment.

The Live Clerking panel is available with our live tools. If you do not have this turned on in your platform please reach out to helpdesk@bidwrangler.com

If the sale has finished, this is less of a risk, but re-clerking in the online clerking panel can trigger emails to bidders, whereas the live panel does not. More details on that can be found here.

In the Live Clerking Panel, enter the Lot Number and click Load.

The item will show with the green SOLD - $ High Bid - "Paddle number" button below it. Click this button, and the high bid and paddle number will be added to the fields at the top of the screen.

Enter the correct paddle number and click SOLD to re-clerk. Re-loading the item will confirm that the green button now shows SOLD - $ High Bid - "Bidder Name":

If the paddle number is correct, but the bidder has not yet been registered you will need to create a registration for that bidder first.

1. Navigate to the Live Registrations Panel (located under the hamburger menu). Please note that this option is only available for live auctions.

2. Click "New Registration" to enter the bidder's information and paddle number

3. Save the registration and open the Live Clerking panel

4. Load the item, and click the green SOLD - $ High Bid - "Paddle number" button to populate the information in the bid and bidder fields at the top of the screen

5. Delete the existing bidder number, and re-enter it - you'll see a name associated with the paddle number

6. Click SOLD to finish re-clerking

7. You can re-load the item to confirm it now shows SOLD - $ High Bid - "Bidder Name"

Once you've re-clerked your items, refresh the browser on your Administer Invoices screen to confirm that the invoices have now populated*, and Auction Summary report to confirm that your Sold Lots Not On Invoices is now showing 0.

*Note that invoices will need to be manually generated if you do not have Auto-Invoice Creation turned on in your auction settings.

Please let us know if you have any questions by emailing us at helpdesk@bidwrangler.com.