Create and Send Consignor Contracts

Item Contracts

 

1) Generate Contracts: (Contracts listed here will include all new items that have been entered into the system and also assigned to a future auctions.)

 

Step 1: Generate Contract

 

 

• Displays all Consignor contracts ready to send listed in the order of the nearest future auction date. Logic here is that a contract may need to be issued ahead of the nearest future auction and the contracts are prioritized by that impending date. 
• Displays “check” if Receipt is “Complete” and ready to send (Marked by consignment personnel on the Receipt form
• Note bubble will be displayed if notes are attached to the Receipt. Notes may include internal instructions related to the Receipt (e.g. the Receipt may be incomplete and one internal department wishes to advise another department of this delay). The person issuing contracts will be able to read the notes and delay mailing a contract until further notice. Once the Receipt is marked as “Receipt is Complete”, the contract person will know that a contract can be issued. 

 

Choose contract to issue (pencil icon) / Display Individual Contract Page

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 Step 2: Assign Items to a Contract

 

 

• List of all items based on the nearest future auction date
• Select Contract to use Be able to choose a Default contract in Template Area?
• Choose items to include on contract (or Check All)
• You must first ASSIGN items to a contract.

Click "Assign" and proceed to the Contract generation page: 

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Step 3: View, Print or Email a Contract

 

 

Contracts page defaults to the “ Use the default contract” for the Contract template chosen previously. If you want to add special language to the template - special information to display to the client -  choose “Use an alternate contract version” and you will be able to modify the language used in the email and printed versions of the Contract form. See Step 4: Option for customizing Default Contract

 

Options available for processing Contract form:

• “VIEW” - allows you to display form to the screen and print and save
• “EMAIL” - allows you to email the form as a PDF to the consignor of record. Default email address will automatically be User’s email. If you want to email the contract to another party, the process would be to “Save” and then forward the saved PDF to a 3rd party.
• E-Sig - a link to an HTML version of the contract can be sent in the email to the consignor. The contract can be signed on-line and submitted by the consignor electronically. Once it is signed a check-mark will appear under “E-Sig” column in Pending Contracts. NEED TO DISCUSS - We probably need to make the E-Sig an option: “Use E-sig” in admin area
• SAVE” - automatically downloads a PDF version of the Contract for later use.

 

Note: when making modifications to the Contract template, certain codes may be introduced to the template that will allow data to be pulled from the database directly. These codes appear in the WYSIWYG toolbar and include these functions:

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Step 4: Option for customizing Default Contract

If you want to add special language to the template - special information to display to the client -  choose “Use an alternate contract version” and you will be able to modify the language used in the email and printed versions of the Contract form. At the bottom of the Contract page you will view the Contract template and be able to modify as needed.

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2)  List Contracts

 

Lists all the contracts that have items assigned to them and their status

• Assignment Date
• Consignor
• Contract Used
• # Items
• Auction
• Auction date
• Emailed - if so, then display email date
• Electronic Signature received?
• Received Contract? If received and checked in, the “thumbs-up” icion will display
• Edit Contract (pencil icon) allows you to re-send or print the contract 

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3)  Pending Contracts

 

 

• Lists all the contracts sent and ready to be checked back in by Admin.
• Contracts that have been E-Signed are noted here with a “check”
• Select Contract you wish to “receive” (use pencil icon) and click “Received and Accepted”. This will remove the contract from the pending

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4)  Contract Templates 

Contract Form templates can be created, named and customized. Then, when issuing Contracts, you can select the contract you wish to use. You may want to have a contract for certain types of buyers with different Contract terms. 

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5) Contract Item List Template

The most important feature on the Contract Template is the list of items consigned by your customer. 

FWS allows you to display information about the items consigned in your custom format. Note the list of Short Codes available and the many options for listing information about the items being consigned.

Example:

 

How to add more fields to your Property Receipt Template:

 

 

IMPORTANT: It is necessary for the total form width to equal 100% when applying fields to the Item List. If the form width exceeds 100%, the information will go off the right margin of the printed page when printing the document. By clicking on the Source Code button, the infor