Auction Studio

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Introduction to Auction Studio Tutorial Video:

CLICK HERE for Time Bookmarks (For Video)

 

Article Navigation

- Auction Studio Invoicing Settings

- Wire Transfer/ACH

- Setup Payment Methods

- Viewing Invoices

- Invoice Status Type & Generation

- Customer Profile Access

- “To Do” Tab

 

IMPORTANT: At this time, Auction Studio only supports USD. Please inquire with our team for other currencies.

UPDATE March 18th, 2021: Avalara is no longer supported by our system.

 

Auction Studio Invoicing Settings

NOTE: ALWAYS setup options before an auction, then as needed thereafter. Auction Studio must be enabled (by Auction Mobility support team) prior to auction creation and will not function for any auctions that were created prior to the date/time it was enabled.

In Auction Studio (click on “Go to Auction Studio” from your bidding platform), in the top-left, click on the admin name and choose Account Settings:

Screen_Shot_2021-02-19_at_11.03.58_PM.png

 

Using the tabs on the left, complete the following.

  • Business name
  • Address details
  • Branding details
  • Upload logo/Select business color

Screen_Shot_2021-02-19_at_10.51.40_PM.png

 

 

If you would like to accept payments by either Wire Transfer or ACH, using the tabs on top, enter your bank account information:

Screen_Shot_2021-02-19_at_10.50.50_PM.png

 

To setup your payment methods and other options, click Receivables. Using the tabs on the left, complete the desired information and configurations under each section:

Screen_Shot_2021-02-19_at_10.48.49_PM.png

 

Viewing Invoices in the Auction Mobility Admin Console

At the end of your auction, you will be able to access your invoices by clicking on the View Reports tab. (Be certain that you have configured your business information and logo PRIOR to generating your invoices.)

 

Clicking the Invoices tab located at the top of the page will bring you to a list of your invoices for the specific completed auction.

 

Once you are in the Invoices tab, you will be presented with multiple options via the drop-down selector. These are bulk options and will apply to all the invoices, unless you have selected specific invoices using the checkboxes on the left-hand side. Using the checkboxes will only apply the request to the selected invoices.

 

 

Invoice Status Type & Generation

There are different status types of an invoice as defined below:

- Not Generated: An invoice in this state remains un-pushed to Auction Studio and will not allow editing, viewing, or issuing of said invoice.

- Issuable: Once generated, the invoice becomes issuable. This is the state where you would edit the invoice prior to sending to the customer when/if edits are required.

- Issued: Once issued, the invoice will be sent to the purchaser via the provided email.

 

If there is a card on file for the client, you have the ability to charge all issued invoices in bulk by selecting the invoices and then using the "Charge All Issued Invoices" option from the drop-down selector.

 

 

While processing each invoice (or the selected invoices), you will receive a status message based upon the requested action.

 

After each process is complete, you will receive a success message.

 

You can access Auction Studio in a couple of different ways. In Auction Studio, you can make any further edits to invoices. To edit/alter any invoice, simply click the Edit in Studio option to the right of the invoice that requires the edit/alteration.

 

The status of the invoice must be labeled as Generated in order to Edit in Studio. This will open the specific invoice in Auction Studio.

Once in Auction Studio, you will have multiple options, including:

  • Rearranging the order of the listed items
  • Manually adding an item(s)
  • Viewing any payments made
  • Viewing any previous communications
  • Shipping information

 

Upon opening an invoice, you will be able to rearrange the order of the listed items, manually add new item(s), or import existing items.

 

Selecting the More Actions drop-down menu (located at the top right of the screen) offers even more options!

 

Customer Profile Access

You can access the Auction Studio customer profile by clicking on the Full Profile option within a given invoice, or by selecting Customers in the left menu.

 

Select your specific customer and you will be able to view all of the customer’s information in the Details tab.

 

The Invoices tab will allow you to view and create invoices for this specific customer.

 

The Communications tab will allow you to view the past communications and status of an invoice.

 

The Payments tab will allow you to access the payments made on customer specific invoices.

 

The PDFs tab will allow you to generate PDF invoices in bulk, filtering by status (customer-specific).

 

You can also access all payments (non-customer specific), by clicking Payments in your left-side menu. Use filters to locate specific invoices quickly.

 

To Do” Tab

This tab allows you access to manage invoices that require follow up attention. Here, you can view Payments That Need Attention, Payments not fully applied, Unissued Invoices, and Overdue invoices.

 

You can also directly issue an invoice by clicking on the invoice itself from this screen. This will pull up the individual invoice that you have selected and allow you to Issue Invoice.

 

Upon clicking on the Issue Invoice button, the Invoice Options screen will open and provide you with various options, such as:

  • Issue the invoice now
  • Charge the credit card on file immediately
  • Schedule the invoice to be issued at a later date
  • Issue the invoice but not charge the credit card on file at this time (manually enter a later time).

 

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Time Bookmarks (For Video)

GENERATING INVOICES AND HOW TO ACCESS AUCTION STUDIO - 00:09

                INVOICE STATUS DEFINITIONS - 00:53

EDITING AN INVOICE - 00:29, 02:55

                MANUALLY ADDING A NEW ITEM TO AN INVOICE - 03:19

                CUSTOMER SHIPPING INFORMATION - 03:45

                MORE ACTIONS DROP-DOWN MENU - 04:15

                                See a preview of what the invoice will look like. (PUBLIC INVOICE) - 04:25

                                DOWNLOAD PDF - 04:38

                                CALCULATE TAX - 04:55

                                APPLY A PAYMENT - 05:03

                                ATTACHMENTS - 05:35

                                VOID INVOICE - 06:46

                                CHARGE INVOICE - 07:24

                                EXTEND A DUE DATE - 07:40

                                SEND A REMINDER - 08:10

                                DELETE INVOICE - 08:26

                                INVOICE SETTINGS - 09:16

AUCTION STUDIO HOME PAGE AND INVOICES TAB - 10:18

MENU OPTIONS ON THE LEFT - 11:28

                TO DO - 12:16

                CUSTOMERS - 13:19

                                DETAILS - 13:48

                                INVOICES - 14:11

                                COMMUNICATIONS - 15:31

                                PAYMENTS - 15:55

                                PDFS - 16:05

                                ACTIONS (ADD A CARD | EDIT/DELETE CUSTOMER) - 16:26

                PAYMENTS - 17:52

                                ACTIONS DROP-DOWN MENU - 18:22

                                                APPLY PAYMENT - 18:22

                                                CHANGE INVOICE STATUS - 19:13

                                                EDIT PAYMENT - 19:33

                                                ISSUE A REFUND - 19:53

                                                DELETE PAYMENT - 20:47

                MORE > COMMUNICATIONS - 21:04

                ADD + - 21:41

                                MANUAL CUSTOMER - 21:55

                                MANUAL INVOICE - 22:24

                                MANUAL PAYMENT - 23:10

ACCOUNT SETTINGS - 23:46

                ACCOUNT NAME, PHONE NUMBER, ADDRESS, EMAIL, LOGO, BUSINESS COLOR - 24:04

                BANK ACCOUNT INFORMATION - 24:30

                RECEIVABLES - 24:41

                                CUSTOMER BCC - 24:49

                                AVALARA - 24:55 UPDATE March 18th, 2021: Avalara is no longer supported by our system.

                                INVOICE SETTINGS - 25:16

                                CUSTOMERS - 25:31

                                PAYMENTS - 25:46

                                SHIPPING - 25:55

                                PAYMENT METHODS - 26:00

                                MORE > ACTIONS (ISSUE ALL ISSUABLE INVOICES) - 26:22

 

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