*Internal* System Release Notes June 11th
FEATURE – No Sale/Pending Report
To help streamline the management of lots marked as Pending or No Sale in either a live webcast or timed auction, a new report/filtering option is now available within the Clerking Grid. This report separates lots by status, allowing you to quickly identify which lots were sold, marked as no sale, or marked as pending.
For each applicable lot, the report includes valuable information such as:
- Reserve amount (if a reserve was set)
- Last bid amount
- Hammer price (if applicable)
- Leading bidder information
- Seller information (if applicable)
This report makes it much easier for office staff to review auction results and make any necessary adjustments to invoicing or seller settlements.
How to Access the Report
- Navigate to the Clerking Grid.
- Click the green Download icon.
- Select the drop-down arrow next to the download button.
- Click Pending / No Sale Lots.
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An Excel spreadsheet will be downloaded to your computer.
When you open the spreadsheet, you will initially see all lots listed. At the bottom of the workbook, you'll find separate tabs labeled:
- No Sale
- Pending
These tabs display only the lots that match the selected status, along with all relevant details listed above, making it easy to review and take any necessary follow-up actions.
Additional Enhancement in the clerking grid:
In addition to the downloadable report, the clerking grid now displays the actual seller name, their company (if listed) and the commission label for the rate assigned to that particular lot. In addition to showing this information, if you hover over it with your mouse, you are presented with a tool tip that provide you with the full contact details for that seller:
In the tool tip, you can see the Seller name, their company, their seller agreement #, their commission label, their address information and their phone #.
A similar tool tip is now available for the bidder who is the winning bidder on the lot. If you hover over their bidder # and bidder name field, you will be presented a tool tip with their name and phone #.
In addition to these display changes for the data, you can now ALSO filter the clerking grid by lot status. You can elect to filter the lots by either All, Sold, Pending or No Sold.
This provides two key benefits:
A. Easier Negotiations
You can quickly access the seller and bidder information, making it simple to contact both parties and determine whether an agreement can be reached on the sale price if a lot was sold pending because it was close to the reserve, but did NOT meet it.
B. Faster Buyback Identification
If you notice that the leading bidder and the seller are the same person (as shown in the example below), you can immediately identify the lot as a buyback and mark it as a No Sale without any additional investigation. NextLot's improved No Sale commissions will help ensure that you earn your appropriate commissions on these lots.
Please note the following about Pending Lots:
Lots in a timed auction can only automatically be marked as Pending IF a reserve price is entered into the NextLot system and the LastBid$ is NOT greater than or equal to the Reserve price.
Lots in a webcast based auction can only be marked Pending if the clerk sells the lot as Pending in the webcast clerk screen.
UPDATE- Seller Settlement Report
When navigating to the Seller Settlement Report by going to Master Accounting → Auctions and clicking the blue Show button for the desired seller settlements, you'll notice that the report has been updated to provide a more comprehensive and user-friendly overview.
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The report now displays additional information in a clear and organized format, including:
- Settlement #/Date Settlement was created
- Seller # (if the seller is checked in multiple times, it will only list the 1st seller agreement # assigned to that seller)
- # of Lots on the settlement
- Gross Proceeds
- Commission
- Expenses
- Credits
- Seller Net Proceeds
- Payments Recorded
- Date/time stamp of when the settlement was last emailed
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This enhancement provides a quick snapshot of each seller's settlement information without requiring you to click into individual seller settlements. Instead, you can now view key settlement details for all sellers within an auction in a single location, making it easier to review and manage seller settlements efficiently. At the bottom of the list will be a totals column for all of the numerical fields.
In this view you will also see that the Seller/Company of the seller is hyperlinked. If you hover over it, you will be presented with a tool tip displaying all of that seller's contact information.
If you click on the link of the Seller's name/Company, you will be taken to the the master sellers tab filtered down to the search for that particular seller (example shown below)
This allows you to easily access all of the settlements for that seller, edit the seller's contact information or update their permanent seller commission.
In addition to the updated layout, you can now also download an excel spreadsheet of the seller information. The spreadsheet of this data can be downloaded in the upper right hand corner of the UI (shown below)
Once downloaded, you can review the data that was shown in the UI within a spreadsheet. This can be uploaded into an external accounting platform and simply used for review.
UPDATE: Seller Commission Label Display in Lot Assignments
To improve the user experience, the Lots Accounting page within an auction has been enhanced to display additional seller information directly within the Seller column.
You can now see:
- Seller Name
- Company Name (if applicable)
- Seller Number
- Commission Rate Label
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You can hover over the seller's name to view their name, company (if applicable), their seller # and commission label and address information in a tool tip.
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This update makes it easier for administrators to quickly identify which seller is assigned to a lot and confirm the commission structure that applies to that item without needing to navigate elsewhere.
For example, in the screenshot above, Gabi Odell has been checked in twice under different seller profiles, each with a different commission structure—one for fishing equipment and one for farm equipment. By displaying the commission label directly in the Seller field, administrators can more easily verify that the correct commission rate has been assigned to each lot.
The same update has been applied to modal you use to select a particular seller to assign to them to a lot. If you search for a seller's name and they are checked in under multiple seller numbers to have different commission rates, you will see the commission label within the dropdown selection when choosing a seller # to assign to a particular lot.
Reminder: Managing Commission Templates
Commission labels are created and managed under:
Master Accounting → Template Commissions
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Within this section, you can view all commission templates and their corresponding labels, which are then displayed throughout the system where applicable.
Another important benefit of this update is that when assigning sellers to lots within the Catalog App, you can now see the commission label directly alongside the seller information. This makes cataloging much easier and provides a quick reference for determining which commission structure applies to a particular item, even when a seller has been checked in multiple times under different commission rates. This added visibility helps ensure lots are assigned to the correct seller profile and commission rate throughout the cataloging process.
In the catalog app, if you search for a permanent seller # that is checked into the auction, all other seller agreements containing that particular seller will be displayed as options as well. For example, in the below screen shot, the search conducted was for seller 222 (the permanent seller # assigned to Gabi Odell. Gabi Odell was also checked into this auction under a different commission, so it is shown. If Gabi Odell did NOT have a permanent seller #, then the additional seller agreement options would NOT be listed.
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