Set-up Invoice / Payment Defaults

Invoice / Payment Defaults: This area is where settlement forms to Buyers, Consignors and Referrers are created. Also, general financial settings are established for credit card fees and discounts. For those clients using Quickbooks, import/export functions are programmed in this area

1) Payment Settings

• Set Credit Card Payment Fee (add a % to be applied later to buyer invoices for those who pay by credit card
• Set Payment Discount here in order to apply later to a buyer invoices where a "Cash discount" (or other) may be applicable
• Check-box to "Hide Shipping Information". This applies to all companies that do not apply shipping to their invoices

All invoices mailed from FWS will show this email address as the Sender

        

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2) Invoice Template

• Set up a custom buyer's Invoice Template for each "Auction Type" to be deployed after an auction

**Note: Every Invoice will contain an Item List along with other information. The default item list ("Purchases Table") for the Buyer Invoice will display basic information including; Lot Number, Ttile of Item, Hammer Price, Buyer's Premium (if any), and a Sub-Total for the item. FWS makes it possible to alter this listed display by changing the Item List under Settings / Invoice/Payment Defaults / Invoice Item List Template. Please refer to section 3) Invoice Item List Template in the next section.

Step 1: On the Invoice Template choose the item data you wish to include on your buyer’s invoice from a set of short-code options listed at the top of this page and apply them to the WYSIWYG box. If you have changed the Invoice Item List Template (Section 3), the new list will be displayed when selecting   (Purchases Table: List of Items won by the buyer).

What are Short Codes? Short codes are hooks that pull information from the FWS database. When they are selected, they will display dynamic information on your form. Below is the list of Short Codes that relate and can be used on the Buyer's invoice:

 
Use the above Short Codes to populate your invoice with data from the FWS database:

SAVE your template or RESET TO DEFAULT will restore the original FWS file

 

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3) Invoice Item List Template:  This area is the table-builder for the Short Code used in: 2) Invoice Template   (Purchases Table: List of Items won by the buyer). FWS provides a default Item List but you can build a custom item list using this tool.

Step 1: List of Short Codes available for use in the table-building process:

 

Step 2: The default setting is 5 columns in the row which includes 5 data fields.

 

 If you wish to add additional data to the 5 columns:

Adding a New Row: Choose the table icon and create the number of fields to display for the item list. Choose the “Source” icon to display the code behine the m table:

Step 3: Make sure that the total width for all fields in a row add up to 100%. This will allow the display on the screen and printed invoice to display the correct width across the page. If the total amount exceeds 100% the fields will go beyond the page limit.

 

Copy one of the lines from the existing code and paste another line to this configuration: For example, copy this line: <td style="width: 15%;">[hammer-price]</td> and then replace [hammer-price] with another short code. Reallocate the % percentages to then accommodate the additional field to display. For example, here is the revised code for adding and displaying a thumbnail of the purchased item opn an invoice:

 

Click SAVE  or  RESET to DEFAULT

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4) Consignor Settlement Template

• Set up custom Consignor Settlement Template for each Auction Type to be deployed after auction

Following is a list of the available short codes for populating the Consignor Settlement template:

 

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5) Consignor Settlement Item List Template 

The item list is a short code used on the Consignor Settlement Template which will display the list of items sold by the consignor and the affiliated commissions and fees. This template can be updated at Invoice/Payment Defaults/Consignor Settlement Template. 

Choose the item data you wish to include on your Consignor Settlement from a set of short-code options. Make alterations to the payment table by adding or subr=tracting short codes.

Add additional fields by following the procedure described above in Section 3 / Step 3

 

 
Click SAVE  or  RESET to DEFAULT

 

 

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6) Referrer Settlement Template: Fees paid to an agent for referring property (Refer to above Section 4: Consignor Settlement Template for instructions)

• Set up custom Referrer Settlement Template for each Auction Type to be deployed after auction

 
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7) Referrer Settlement Item List Template: Refer to previous sections for information

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8) Quickbooks Settings

These settings will dictate how FWS exports data into an IIF file (Quickbooks data file format). This IIF file can then be imported into Quickbooks, including bank deposit totals generated by buyers (Auction Application/Payments) and Consignor payment checks (printed in Auction Application/Consignment/Print Checks).

Add Quickbooks Bank Account Names (bank accounts must exactly match name assigned in Quickbooks). **You can assign the same bank account name to any of the above, depending on your Quickbooks accounts:

 

Choose which types of Quickbooks checks will be used in the printing of consignor settlement checks. Either Voucher or Standard checks may be selected.