This article will show you how to generate collections receipts for both sold and unsold items after an auction. These documents can then be signed when items are collected in person by the purchaser/vendor or by their shippers.  This is also a useful document for porters when looking for the items being collected and provides a useful record on the system of collected items that are no longer on your premises.

TABLE OF CONTENTS

• How to Create a Collection
  • From an Invoice
  • From an Item
  • From Unsold Lots
• Cancelling Item Collection from Invoices
• Cancelling Collection from Items
• Cancelling Item Collection from Unsold Lots

How to Create a Collection

From an Invoice

Once you have created invoices, you are then able to generate Collections.

In your selected auction, select Cashiers in the submenu and then Collections. You will see the following message

"There are no collected Items just yet"

Click on the button "Create Collection from Invoice" You will see your list of generated invoices.

Under Action, choose Set as Collected from the drop-down list. This will set all of the items on the invoice as collected. (You can also Set as Collected in the same way from the Invoices submenu).

You will then get a short online form to complete, and you can add any notes. Text written in the Collector Info field appears on the Collection Receipt PDF.

If you attempt to "set as collected" and the items have not been paid for you will see a warning notice displayed on the collection widget. This is just a warning notice and will not prevent you setting as collected.

Once you've submitted the Collection form, select Collections again from the submenu; you will see the list is now populated.

If you now select the green PDF in the "File" column, it will show you the Collection Receipt. This can then be signed when items are collected in person or by shippers.

In the Invoices submenu, the invoices that have been set as collected will show a green checkmark in the Col column

From an Item

Similarly as above, you can also create a collection from Items but instead of selecting Create Collections from Invoice

Select Create Collections from Items and follow the procedure as for Invoices above

You will see a list of all of the items in the auction; go to the item and then to the Action column and select Set as collected.

Alternatively, if you have a number of items being collected, select the lots in the left-hand column, go to the drop-down list and select Set as Collected and then click the Execute button.

You can use the filter to select the winning bidder of the lots before selecting them for collection.
Alternatively, you can create a collection of items belonging to multiple different winners, if, for example, someone is picking up lots on behalf of someone else.

From Unsold Lots

You can also arrange collection notes for unsold lots or RTOs (Return to Owner)
In your selected auction, select Cashiers in the submenu and then Collections. You will see the following message:

"There are no collected Items just yet"

Select Create Collections from items

You will see a list of all of the unsold items in the auction (highlighted in red). Go to the unsold item(s) and then to the "Action" column and select Set as Collected, and then Execute.

Don't forget you can use the filter to select the owner of the unsold lots before selecting them for collection.

You will then see the Collection widget to complete, and you can add any notes. Text written in the "Collector Info" field appears on the Collection Receipt PDF

Now select Collections again from the submenu; you will see the list is now populated.

If you now select the PDF in the "File" column, it will show you the Collection Receipt, which can be signed once items are collected - this is also a useful document for porters when looking for lots being collected. "RTO" on these collection receipts show the item is being Returned to the Owner.

Cancelling Item Collection from Invoices

While in Collections, go to the Action column and select Cancel Item Collection. You will see a confirmation prompt; click OK to cancel the collection.

Cancelling Collection from Items

In your selected auction, select Manager from the submenu, go to the "Action" column and select "Cancel Item Collection" You will see a confirmation prompt; click OK to cancel the collection. This will cancel the collection for that item.

If you then click Generate PDF in the Action column on the Collections datagrid, that item will be removed from the collection PDF

Alternatively, you can remove the complete collection receipt by clicking Cancel Items Collection on the Collections datagrid, and that PDF will be deleted, and the associated lots will revert to the not collected state.

Cancelling Item Collection from Unsold Lots

In your selected auction, select Manager in the submenu, go to the "Action" column and select "Cancel Item Collection" You will see a confirmation prompt; click OK to cancel the collection. This will cancel the collection for that item.

If you then click Generate PDF in the Action column on the Collections datagrid, that item will be removed from the collection PDF

Alternatively, you can remove the complete collection receipt by clicking Cancel Items Collection on the Collections datagrid, and that PDF will be deleted, and the associated lots will revert to the not collected state.

It is also worth noting that you can use the filter in a number of ways, including listing only the items that have been collected.

The invoices view will also show when a lot has been collected.