*Internal* System Release Notes July 13th, 2026

FEATURE UPDATE – Display Credit Card Surcharge & Gross Total on Bidder Invoices

To provide greater transparency for bidders, we've updated the Bidder Invoice Summary and Invoice Payments sections to clearly display the total amount due when paying by cash versus credit card.

This enhancement allows bidders to see exactly how much they will owe before making a payment, including any applicable credit card surcharge.

Invoice Summary Updates

Within the Invoice Summary section of a bidder's invoice, you'll now see an additional total displayed beneath the Amount Due.

This new field shows the total amount due if the invoice is paid by credit card, including any applicable surcharge.

The surcharge amount is calculated using the Payment Card Fees configured within your account.

To manage these fees, navigate to:

Accounting → Payment Card Fees

Here you can create one or more surcharge percentages based on your credit card processor's requirements (for example, a 3% surcharge for Visa and Mastercard).

Important Notes

1. Credit Card Totals Only Display When Applicable

The Credit Card Total will only appear if at least one Payment Card Fee has been configured within the Payment Card Fees page.

If no payment card fees have been created, only the standard invoice balance will be displayed.

2. Multiple Payment Card Fees

If your business uses different surcharge percentages for different card brands (for example, 3% for Visa/Mastercard and 5% for American Express), the invoice will display each applicable credit card total.

This allows bidders to clearly understand what their total will be depending on the payment method they choose.

Invoice Payments Section Updates

The Invoice Payments section has also been enhanced.

A new Surcharge column has been added to display the exact surcharge amount that was applied when a payment was made by credit card.

The surcharge will continue to appear within the Method/Details column as well.

You'll also notice a new Charge Total column.

The Charge Total represents:

Invoice Payment + Credit Card Surcharge

In other words, this is the exact amount that will appear on the bidder's credit card statement.

Bidder Invoice PDF & Email Updates

These enhancements are also reflected on the bidder invoice that is:

• Emailed to the bidder
• Downloaded as a PDF

Within the PDF version of the invoice, you'll now see a new field located in the upper-right corner, directly beneath the Balance Due.

This field displays the total amount due if paying by credit card, including any applicable surcharge.

Additionally, the Invoice Payments section on the PDF now includes the same enhancements found within the Bidder Invoice UI:

• Surcharge column
• Charge Total column

The Charge Total reflects the total amount charged to the bidder's credit card, including both the invoice payment and the applicable surcharge, ensuring complete transparency between the invoice and the amount shown on the bidder's credit card statement.

FEATURE UPDATE – Bidder Login & Registration Header Language

To provide a clearer and more intuitive experience for bidders, the Register/Login page has been updated with new header text and instructional language. This also includes clicking on Register to bid when attempting to register or login for an auction. 

Previously, bidders could become confused about whether they needed to log in or create a new account before entering their email address. The updated language helps guide bidders through the process more clearly.

What's Changed?

• New instructional text has been added beneath the email address field that reads:

"Enter your email to sign in to an existing account, or to create a new one."

 

This updated messaging makes it clear that bidders should begin by entering their email address regardless of whether they are signing into an existing account or creating a new one, resulting in a smoother and more user-friendly registration experience.

FEATURE – Ability to Accept Incoming Payments from Sellers

There are situations where a seller owes money to the auction company instead of receiving a payout. For example, a seller may have very few items sell (or have items that do not meet reserve), but incur seller expenses that exceed their proceeds. If a seller earns $300 from their auction but requests a $500 Facebook advertising campaign, they would owe the auction company the remaining $200.

To support this workflow, the system now allows auction companies to record incoming payments from sellers.

To do this:

1. Navigate to the applicable Seller Settlement that has a negative balance due.
2. Under the Payments section, click Incoming Payments. When a settlement has a negative balance, the "incoming payment" option will be the only option and when the settlement balance is positive, it will read "outgoing payment".

The payment will also be recorded in the Seller Payments Report, providing a complete history of all seller payment activity.

You will also notice that when you take an incoming payment when you select check as the payment option, the Payee is listed as the auction company's name because the seller is writing a check TO the auction company.

FEATURE – Ability for Site Admins to Void Seller Payments

Previously, if an auction company accidentally marked a seller payment as finalized and later needed to change the payment amount or payment type, they had to contact their Account Manager or the NextLot team to have the payment removed. Only the NextLot team had the ability to delete seller payments.

Now, users with Manager permissions can void seller payments themselves, eliminating delays and allowing them to correct mistakes without disrupting their workflow.

To void a seller payment:

1. Navigate to the Masters > Sellers tab.
2. Search for and select the applicable seller.
3. Click the Settlement icon on the right side of the screen.
4. Scroll to the Payments section at the bottom of the seller settlement.
5. Click the new Void button next to the payment you wish to remove.

Once the payment is voided:

• The seller settlement will be reopened, allowing you to update the payment using the correct amount or payment method.
• The payment will remain in the settlement history but will display a status of Voided.

The Seller Payments Report will also update automatically to reflect the voided payment and the Notes section will record the email address of the manager who voided the payment, providing a complete audit trail for record-keeping purposes.

Please Note: When a seller payment is voided, the voided transaction is only visible in the Admin UI. It does not appear on the seller's settlement, ensuring the seller only sees the current, finalized payment information.

FEATURE – Ability for Site Admins to Void Bidder Invoice Payments

Previously, if an auction company accidentally marked a bidder invoices as finalized and later needed to change the payment amount or payment type, they had to contact their Account Manager or the NextLot team to have the payment removed. Only the NextLot team had the ability to void bidder payments.

Now, users with Manager permissions can void seller payments themselves, eliminating delays and allowing them to correct mistakes without disrupting their workflow.

To void a seller payment:

1. Navigate to Accounting > Auctions and click on the applicable auction invoices.
2. Search for and select the appropriate bidder.
3. Scroll to the Payments section at the bottom of the bidder's invoice.
4. Click Void next to the payment you wish to void.
   
   

Once the payment is voided:

• The bidder invoice will be reopened, allowing you to update the payment using the correct amount or payment method.
• The payment will remain in the invoice history but will display a status of Voided.

The Bidder Payments Report will also update automatically to reflect the voided payment and the  Notes section will record the email address of the manager who voided the payment, providing a complete audit trail for record-keeping purposes.

Please Note: This feature is not available for CardPointe transactions. At this time, NextLot cannot process CardPointe refunds or voids within the system. Any refunds or voids for CardPointe payments must be completed directly through CardPointe.

If you need to void or refund a CardPointe transaction, please contact your Account Manager for assistance.

Please Note: When a bidder invoice payment is voided, the voided transaction is only visible in the Admin UI. It does not appear on the bidder's invoice, ensuring the bidder only sees the current, finalized payment information