Reconciliation allows you to make any corrections or raise disputes against lots that were sold during an auction after the auction has closed. Examples of reconciliation changes can be changing the Sold status of a lot, changing the buyer or changing the hammer price. This is done if there were errors or mistakes during the auction.
Edit Lot Result Details
To edit Lots first ensure the auction has been closed, by clicking on the Close Auction button which can be found by clicking on Auction Details on the left menu. Once this is done, click on Lots on the left menu, and then change the current view dropdown box to Results. This grid will display the lots along with their winning bidders and hammer prices. For timed auctions, all lots that have bids placed on them will display the number of bids, the highest bidder, and the highest bid placed. If a lot has been sold, it will show as sold in the Lot Status column. If the lot has not sold it will show Not Sold in this column. The following pieces of data in the lot results will link to other pages:
- The Highest Bidder name is a link to that Bidder’s detail page
- The Hammer Price links to the lot Audit Trail
- The Number of bids links to the bid history for that lot
The Hammer Price field will be highlighted in red if the current hammer price is lower than the value of the highest maximum bid for that lot. The Lot Results grid also provides a quick way to edit the Opening price and Reserve price. By double clicking on the Opening price cell in the grid or the Reserve Price cell in the grid, the user can make changes to these values without the need to go to the Edit Lots screen.
The final column labelled Actions has an Edit link for each lot. If you click on this you can make changes to the result of that lot. The Edit Lot Details window will open and will have the following fields:
- Status: This will change the outcome of the lot, so it can be Sold or Passed/Not sold
- Sold to: The winning bidder can be changed here by choosing a different bidder from the second dropdown box, which will list all bidders that are registered to that sale.
- Hammer Price: The final hammer price can be changed in this field
- Reason: If any changes are made to the above fields a reason must be selected. This is mandatory field
- Notes: A note must be entered if Other was selected for the reason. Notes can also be entered to provide more information if a different reason was selected
If the dispute has resulted in the lot being cancelled then the sale can be cancelled. In order to do this select the lot or lots you want to cancel the sale for by checking the check box next to the each lot. Then click on Actions and Cancel Sale. You will be asked to supply a reason, which will be recorded against the cancelled lot. After clicking OK the hammer price will be changed to 0 and the winning bidder will be removed.
All cancelled and edited lots can be viewed on the Disputes and Edits view under Lots. All the same actions can be performed on these lots as can be done on the Results Grid View.
The results for all the lots can be exported to a CSV file by navigating to the Results view under Lots and then clicking on Actions > Export. A CSV file will be created of the data that is displayed in the grid.
Import Reconciliation Data
You can import Reconciliation and dispute data from your back office system by clicking on the Action button and selecting Import Reconciliation Results on the Lots Results screen. You will be asked to select a file to import, which will be used to update your lots once the auction has closed. Import files have the following fields, and where applicable the fields must be populated with an item from the list. The file should be in a CSV format.
- Number: Enter the lot number that you want to reconcile or raise a dispute on.
- SaleLocationEnum: For timed auctions this will be filled with Online. If you are raising a dispute only for a lot, then this column should be left blank.
- HammerPrice: Enter the new hammer price for the lot if reconciliation is to be performed. If you are raising a dispute only for a lot, then this column should be left blank.
- EditReasonEnum: For reconciliation, you would enter the reason for editing a lot. The values that can be entered are WrongBidder, WrongHammerPrice or ReserveNotMet.. If you are raising a dispute only for a lot, then this column should be left blank.
- OtherEditReason: If none of the options in EditReasonEnum match your reason for editing this lot, then some text to explain why this lot is edited needs to be entered here. If you are raising a dispute only for a lot, then this column should be left blank.
- PaddleNumber: For reconciliation enter the paddle number or bidder reference number, depending on what you have set your auction to use, in this column. If you are raising a dispute only for a lot, then this column should be left blank.
- LotStatusEnum – For reconciliation, this column will contain whether the lot was sold or not. The values for this column are Sold or NotSold. If you are raising a dispute only for a lot, then this column should be left blank.
- Reason – If a dispute is being raised in this lot then the dispute reason is entered in this column. The values that can be entered in this column are:
- Bidder cannot be contacted
- Bidder wants to cancel sale
- Part payment received from bidder
- Suspected fraudulent payment
- Vendor wants to withdraw sale
- CancelSale: For a dispute, if you want to cancel a sale then enter Yes into this column.