How do I take partial payments on an invoice?
BidWrangler accepts more than one payment on a single invoice. However, BidWrangler processes partial payments differently than some other auction software. You cannot apply a payment to a part of the invoice, for example to specific lots. Each payment applies to the full invoice balance, and the Balance Due decreases after each payment. The invoice status shows Partially Paid until the Balance Due is $0.00. Then the status changes to Paid.
When to take partial payments on an invoice
Use partial payments when a buyer cannot pay the full invoice at one time. For example, a buyer with a large invoice can pay part of the balance today and the rest on a later date.
How partial payments affect the Balance Due and change
A payment in BidWrangler applies to the full invoice balance. You cannot apply a payment to specific lots or to a selected part of the balance. Each payment, up to the Balance Due, decreases the Balance Due by the full payment amount.
For example, an invoice has two lots. One lot costs $10 and the other lot costs $9, so the Balance Due is $19. The buyer can pay $9. If the buyer gives you $10 to pay for the $9 lot, the invoice shows no change due. The full $10 applies to the invoice, and the Balance Due decreases to $9.
The Change field shows a value only when a payment is more than the full Balance Due. A partial payment is less than the Balance Due, so the invoice shows no change for that payment.
WARNING: Do not give change back to a buyer on a partial payment. If you give change back, the Balance Due will not match the amount that you collected.
Your company decides when a buyer can pick up items. Some auction companies release items only after the buyer pays the full invoice.
How to record a partial payment on an invoice
In the Admin Portal, open the INVOICING AND PAYMENTS menu and select Invoices.
Find the invoice for the buyer and open it.
Scroll down and click Add Payment.
Select the payment type. For example, select Cash, Check, Wire Transfer, or Custom.
Enter the amount that the buyer pays now.
Save the payment.
Make sure that the Balance Due shows the remaining amount.
When the buyer makes the next payment, do steps 2 to 7 again.
NOTE: The invoice locks after the first payment. You do not need to unlock the invoice to add a payment.
FAQ
Can I apply a payment to specific lots on an invoice?
At this time, BidWrangler applies every payment to the full invoice balance. You cannot mark specific lots as paid. If a buyer pays the price of one lot, that amount decreases the Balance Due for the full invoice. The invoice shows one Balance Due for all lots on the invoice.
Why doesn't the invoice show change due on a partial payment?
The Change field shows a value only when a payment is more than the full Balance Due. For example, if a buyer gives $10 for a $9 lot on a $19 invoice, no change is due. The $10 decreases the Balance Due to $9. If you give change back on a partial payment, the Balance Due will not match the amount that you collected.
Can I add a payment to a locked invoice?
Yes. When an invoice is locked, you can still add a payment. To change other details on a locked invoice, unlock the invoice first.
What does the Partially Paid status mean?
The Partially Paid status shows that the invoice has one or more payments and still has a Balance Due. When the Balance Due is $0.00, the status changes to Paid automatically.
What if I enter the wrong payment amount?
Delete the incorrect payment before you add the correct payment. If you add the correct payment first, the system can record the extra amount as change. When you delete a payment, the Balance Due changes, but BidWrangler does not refund the money. Do refunds through your payment gateway.
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If you have questions about partial payments, send an email to helpdesk@bidwrangler.com.