How to refund an invoice in Wavebid

Editing an invoice with a payment attached

Before a payment is applied to an invoice, making changes to it is simple. Any "blue" number on an invoice can be clicked on and changed. This way, you can "override" the default accounting settings you have set for an auction. You can even click a blue number in a column header to override the whole column of taxes or buyers premiums. Any changes made will show up with a "*" next to them, denoting where values have been changed to be other than their defaults for the auction.

Once a payment has been applied, however, things can get a little trickier. The moment a payment gets attached to an invoice, Wavebid will "lock" the invoice from being edited. This is so that your financial records will always match up with your clients. In order to change anything on an invoice with any sort of payment on it, you will first need to "remove" the payment.

Refunding an Invoice

That being said, now that we know how invoices in Wavebid work, the refund process should make a lot more sense.

1. Find the invoice you would like to change/refund and hit the "edit payment" button in the top right.

2. This screen will show all of the payments attached to an invoice. On the far right, there will be a little trashcan icon next to each payment. Click on this to delete the payments, until there are no payments left.

3. If you have a payment system that is integrated through Wavebid, credit card charges made through Wavebid will be refunded upon the deletion of the payment. If you collected cash or checks, it us up to you to physically return the money or void the checks.

4. Now that the payments are all deleted, the invoice is editable again. From here you have a couple of options.

a. You can click any of the blue numbers to change things such as buyers premium or tax to be the correct value for your customer.

b. You can go back to the clerking screen, find the lot or lots on the invoice you wish to change, and re-clerk them. This is your best option if you wish to edit the hammer price, or, you can simply remove the winning bid and buyer number. This option is the best if you are trying to issue a discount on an item, or, return an item that was not actually purchased back into your "unsold" inventory.

5. Once you have made all necessary changes, simply re-add the payment as if you were checking out the buyer the first time. It is good practice to use the "notes" text box on the invoice to keep track of any changes or unusual circumstances involving the invoice that was refunded.


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