Online Deposits and Payments

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Contents

Summary

  • Auctioneers must have their own ecommerce merchant account with a valid MID before online deposits and payments can be taken through the GAP toolbox.
  • All transactions will be credited or debited directly to the auctioneer's merchant account via a secure payment gateway.
  • Please speak with support for more information. Details found in the Contacts section.

User Guides

Deposits & Payments UK Guide
Deposits & Payments US Guide

Fees

Setting card fees for an auction
  • Card fees can be set up for the different card types so that bidders are automatically charged a fee on top of the amount due depending on the card type they are using.
  • These fees can be either set at a percentage of the amount due or a flat fee.
  • Fees will be charged for both payments and deposits.
  • Fees are set when an auction is created or edited. Next to the card types that have been selected as being accepted for registering for this auction there are 2 fields, one for entering a % of fees based on the amount of the transaction, and the 2nd is for entering a fixed price value, so a fixed price fee will be charged for all transactions regardless of value.

Transaction log

Transaction log showing a deposit has been taken from a bidder
  • All transactions that happen either manually or automatically are recorded in a transaction log.
  • This can be viewed across all auctions for an auctioneer, or filtered to show for only one auction or for one bidder.
  • The ATG online support team are able to see all transaction logs.
  • Transaction logs can be viewed in the Toolbox by scoping to an auction, and then clicking on Transactions on the left menu. This will show transactions for this auction. To see transactions for an individual bidder click on that bidders name under Bidders, and then on the bidders page select Transactions from the sub menu.

Deposits

General

  • Deposits are taken at auctioneer level, so Bidders have a total deposit held against an auctioneer rather than for each auction.
  • All deposits and payments must be linked to an auction however.
  • Regular bidders can be marked so that they do not need to leave a deposit when they register for an auction.

Multiple deposits/ auction

  • If an auctioneer has several auctions occurring at the same time only one deposit will be taken for a bidder that has registered for more than one auction. I.e. if an auctioneer has two auctions occurring and both have been set up with £100 deposit, if a bidder registers for both auctions they will only need to pay £100 once.
  • If the deposit amounts are different then the difference will be taken at the point of registration so that the bidder always has the minimum deposit required for an auction that they have registered for.

Automatic deposits

  • Auctioneers are able to set up auctions so that automatic deposits can be taken for each event, this means that for a bidder to register they must first leave a deposit of the amount specified. The Deposit field needs to have a value and the Automatic Deposit checkbox needs to be checked when the auction is created or edited.
  • Different deposit amounts can be set up for each auction.
  • Only bidders where deposits have been successfully taken will be added to the auction in the Toolbox. These can be viewed by scoping to the auction and then clicking on Bidders on the left menu.
  • Once a deposit has been successfully processed:
    • Automatic approval: the bidder is approved automatically.
    • Manual approval: the bidder is added to the auction as pending approval.

Automatic deposit refunds

  • Auctioneers can set up auctions so that deposits are automatically refunded back to bidders who have not won any lots after an auction has ended. The Automatic Refund checkbox needs to be checked when an auction is created or edited to enable this.
  • This will happen at the point of when an auction is closed.
  • This functionality is for auctioneers wanting to only keep deposits for the duration of an auction.

Permanent deposits

  • The system can be set up so that bidders have permanent deposits.
  • Since all deposits are at auctioneer level, as long as deposits are not refunded they can be kept as a permanent deposit.
  • This means once a bidder has left a deposit with the auctioneer they will not need to leave another one for the next auction unless it is used as part payment for an item or if it is manually refunded.

Additional/Manual deposits

  • Additional or manual deposits can be requested from the Toolbox. Scope to an auction and click on Bidders on the left menu. Then click on the bidder who you want to request a deposit from. From the bidder’s page click on Deposits & Payments in the submenu and then click Actions>Request Deposit. Enter the amount and a reason and click OK. This will send an email to the bidder requesting a deposit or for an additional deposit, and the email will contain a secure payment link.
  • This can be used for bidders that auctioneers feel they need more guarantee with.
  • There is no limit to the number of deposit requests sent to a bidder.

Payments

General

  • All payments must be sent out with links to a specific auction.

Payment Requests

  • For securer payments it is advisable for auctioneers to always send payment request links to bidders.
  • There is no limit to the number of payment request links that are sent to a bidder.
  • The system will automatically calculate how much is due from a bidder depending on what they have won and the various charges that are set up for the auction i.e. buyer’s premium and Internet surcharge. However this amount can be overwritten if additional charges are due from the bidder, such as deliver or storage costs.
  • Once the amount has been confirmed by the auctioneer an e-mail will be sent out to the bidder with a secure payment link in it.
  • Scope to an auction and then click on Bidders in the left menu. Check the box next to each bidder you want to send a payment request and then click Actions>Send Payment Request. A box will be displayed breaking down the payment amount that will be sent to each selected bidder. Clicking OK will send an email to each bidder requesting payment and with a secure payment link.

Payments without consent

  • The Toolbox has the functionality to take funds directly from the card registered to the sale. As this transaction does not seek the approval of the bidder, it is more likely to incur a chargeback. Auctioneers are advised to use this only as a last resort.
  • To take a payment without consent scope to the auction, click on bidders on the left menu and then click on a bidder from whom you want to take payment from. Once on the bidder’s page click on Deposits & Payment in the sub menu and then Actions>Take Payment. Enter in the amount and the reason and then click OK. The payment will be taken from the bidder’s card and they will be sent an email to inform them that the payment has been taken.
  • This functionality is only available 30 days after an auction has finished.

Use deposits as payments

  • Auctioneers are able to use deposits for part payment or full payment of lots won by a bidder.
  • Usually, if deposit refunds are manual, then deposits will be used for payment, but this can be removed when payment requests are sent. If this is the case and later you wish to use a deposit as a payment then scope to the auction, click on bidders on the left menu and then click on a bidder from whom you want to take payment from. Once on the bidder’s page click on Deposits & Payment in the sub menu and then Actions>Use Deposit as Payment. Enter in the amount and the reason and then click OK. The deposit will be used to pay all or part of the outstanding balance so if a payment request is then sent it will only display the remaining balance if applicable.
  • Once a deposit has been used for payment an automated e-mail is sent to the bidder telling them that their deposit has been used as payment.

Refunds

General

  • Any card fees that are taken as part of a transaction are never refunded.
  • An automated e-mail is sent to the bidder for all successful refunds.

Deposit Refunds

  • Deposits can be refunded at any time and the full amount or a part refund can be made.
  • To refund a deposit scope to an auction and click on Bidders in the left menu. Click on the bidder you want to refund a deposit to, and from the bidder’s page click on Deposits & Payments from the sub menu. Click Actions>Refund Deposit, the deposit amount held for this bidder will be populated in the amount field, this can be changed if required. Enter a reason and click OK. This will refund the deposit amount specified and send an email to the bidder to inform them of this.
  • Refunds will only be made back to the cards that the original payment was taken from.
  • In the unlikely event of the refund failing then the transaction must be processed offline using other methods such as cheques or BACs.
  • It is the auctioneer’s responsibility to update the system if an offline refund has been made. Otherwise the bidder may not need to leave a deposit the next time they sign up for an auction. To update the system if an offline refund was made scope to an auction and click on Bidders in the left menu. Click on the bidder who was refunded a deposit offline, and from the bidder’s page click on Deposits & Payments from the sub menu. Click Actions>Refund Deposit Offline, the deposit amount held for this bidder will be populated in the amount field, this can be changed if required. Enter a reason and click OK. This will update the system with the offline deposit refund

Payment refunds

  • Only the full amount (minus fees) can be refunded for payments.
  • Payment refunds will always be made back to the card that it was taken on.
  • If the refund fails, for example because the card has been cancelled, then the refund must be made offline.
  • To refund a payment scope to the auction, click on bidders on the left menu and then click on a bidder from whom you want to provide a refund to. Once on the bidder’s page click on Deposits & Payment in the sub menu and then click Refund in the Actions column for the payment you want to refund. In the pop up box click on Issue Refund and this will refund the amount of the payment (minus and card fees) back to the bidder’s card. An email will be sent to the bidder informing them that a refund for a payment has been made.

List of Deposit and Payment Scenarios

For a list of Deposit and Payment scenarios, see the Deposits and Payment Scenarios page.

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