There may be cases where you need to add one or more line items to a new invoice—e.g. if an item is sold post-sale or if an invoice is credited.
Line items become available once:
The items are reconciled, and
Invoices have been generated
✅ This process can be repeated without duplicating invoices, even if items close after the original reconciliation or invoice generation.
⚠️ Important:
These are typically unsold or credited items, so their value will default to £0 when the invoice is created. You must edit the amount due during invoice creation—otherwise, the invoice will be marked as "fully paid".
If you’re using shared auctioneers, you may not be able to access the user(s) you need. If so, contact [email protected].
Steps to Add New Line Items
1. Go to Auctions & Items > View Auctions (or just click on the top right button View Auctions)
2. Set your filter to show Reconciled auctions by selecting Reconciliation and click on the green button Apply
3. Scroll to your auction and click on the three dotted menu located next to the Actions button. From there, click on Invoices
4. Click on Line Items
To Add a Single Line Item
Scroll to the relevant item
Click Add To Invoice on the Actions column at the far right of the table
To Add Multiple Line Items
Tick the checkbox next to each required item (left-hand column)
Click the Add to New Invoice button at the top of the item's list
Assign the Items to a Bidder
In the pop-up:
Enter the Username OR User Ref# of the bidder
Click Find user
The user details should appear on that window. Click on Add to New Invoice
Click on Generate Invoice
Edit the invoice as needed (e.g. change invoice date, bank details, add notes etc)
Click on Generate Invoice
Important Notes
At this point, each line item will show a default hammer price of £0.00
Click the Edit Amounts button next to each line item to set the correct amount
⚠️ If you click Save before editing the hammer prices, the invoice will be saved as a Draft. You can still edit it later by clicking Edit in the Invoices screen.
You will see a confirmation message in blue at the top of the screen, e.g.:
"The Line Item was successfully added to Invoice 011111/0/V1"
Once all changes are complete, click Save (at either the top or bottom of the screen) to finalise the new invoice.