Create / View Customer Receipts

Create / View Receipts **(Creating a receipt is the only way to enter property / items into the inventory)

Creating a Receipt will enter items into your company inventory

Once items are entered into your inventory, then you can generate these forms:

• Property Receipt (see Property Receipt Forms)
• Consignor Contract (see Item Contracts)
• Appraisal Form (see Appraisal Forms)

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Home page: Displays List of receipts by Receipt ID, Title, Date, Office Location, Consignor 

Search on Title / Receipt ID or Consignor Name, Company or Institution name, Receipt number

A)  “Complete” check-mark displayed = all items have been entered into system and ready for issuing consignor contract. After all items have been assigned to the receipt, User can “check” the receipt  “All Items have been Entered for this Receipt” and contract administrator will know the contract is ready to email/mail to consignor. This is helpful when a large consignment is being logged in by several departments.

B) Note bubble icon shows that there are notes associated with the receipt. Used for communication between departments regarding the receipt. Choose pencil icon to view receipt and all associated notes.

 

C) Select “List” Icon to display all items on a receipt. List can be sorted by headers and shows receipt items in line item format.

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Select Receipt or "New Receipt" will show the basic receipt information:

 

New Receipt  (Mandatory fields are: “Property Source” and “Consignor”)

Add Receipt Title (text box allows description of consignor and/or specific receipt information)

Choose Property Source for referencing source of property. Later on, you can use the report at Reports/Results by Period/Property Origin to view all property from a given source

Consignor: Search/Choose or, Add new consignor on-the-fly. When adding consignor on-the-fly through the modal pop-up window and SAVED, consignor can be emailed a link to register back on the website with a temporary password, at which point they will be able to view their consigned items on the Public-Facing Website

Account Executive / Sales Rep (search/choose) & (subsequently assigns sales representative to each item for later reporting and commission purposes). Account Executives will appear on this drop-down IF they are marked as such in their User file ONLY (you cannot add an Account Executive on-the-fly). Also, If the Account Executive is assigned globally to the Consignor, the AR will automatically populate on the receipt form and will be tied to all items. 

Referring Agent (search/choose or, Add new referring agent on-the-fly) & subsequently assigns referring agent to each item for later reporting and commission payout. If the Referring Agent is assigned globally to the Consignor, the RA will automatically populate on the receipt form and will be tied to all items. 

 

TAB = Override Consignor Defaults

Allows admin to override Consignor Seller’s rates, Insurance and insertion fees for all items on this single receipt ONLY and applies the rate changes to the Item record. When the consignor settlement is calculated after the auction the override Receipt rates will apply. 

SAVE Options::

1) Save Receipt = Saves receipt for later use

2) Quick Item Entry: Saves receipt and opens Quick Item Entry screen for logging in receipt items. Items can be added in succession using “Save and New”. All items will need additional fields populated when cataloging takes place.

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Adding New Items to a Receipt

For every new item, a receipt number will auto generate (e.g. "67-4" - receipt 67, item 4). Also, a unique Item ID # will be created (e.g. "205632"). These numbers are both UNIQUE ID's within your FWS data system.

• *Item Title
• Shelf Location
• Department
• Low Est / Insurance Value
• High Estimate
• Reserve
• Consignor Reference # (a unique number associated with the item by the consignor, or a museum deaccssion number, etc.)
• Select Auction (or leave as Unassigned)
• Office Location (location where the item will be sold)
• Item Status (based on status types set up under company Settings)
• Image Upload (place temporary images here - file upload method, drag-and-drop method, or take a photo with a tablet or phone)

 

SAVE & NEW (add another item to Receipt)

SAVE & PRINT BARCODE (downloads PDF for printing barcode). Option is to PRINT ALL BARCODES for the receipt at one time. Action button is top-right page. 

SAVE (save and update changes to individual item)

SAVE & CATALOG (takes you to the Item record where full cataloging takes place)

DELETE (delete item - item’s status is changed to “inactive” and will be hidden from receipt listing. You can NOT delete an item that is associated with an auction

Items that have been “Deleted” are hidden and can be displayed using Tab “SHOW DELETED ITEMS”.

How to un-delete an item (make an “inactive” item become “active”)

• go to Search Items and search on the Receipt number where this item was originally logged in, or if you know the ID #, search on that number.
• All “Inactive” items will display with an “Inactive” status at the end of the receipt list 
• Select item you wish to restore to “active” status
• At the bottom of the item ADMIN tab check "Active" box 
• The item will now display in the list of “active” items

 

Receipt Complete:

If receipt is complete and all items have been entered, you may check “All Items have been entered for this receipt”. This will appear as a check-mark under “Complete” on the Create/View Receipts home page and on the Item Contracts home page (where the person issuing Consignor contracts will know the receipt is complete)

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