Features

• User-friendly interface.
• Function toolbar and handy Tabs for fast navigation.
• Use mouse and/or keyboard shortcuts.
• Quick entry of lot information.
• User-defined charges and extra charges.
• Add restrictions to charges.
• Bidders can be linked to Belvoir Address Book records to facilitate speed of bidder entry or bidder numbers added in bulk.
• Receive bidder payments and produce banking deposit slips.
• Process credits within the sale.
• Many useful reports including Sale Summary, Bidder balances, Sale Lists, Catalogue and Selling Sheet.
• Display reports on-screen before printing.
• Re-print invoices as required.
• One-click sale processing with ability to open the sale for update and re-process the sale as many times as needed.
• Can be used as a stand-alone program or fully integrate with Belvoir Accounting, producing general ledger and client journals.
• Can be used in office and synced to a laptop.

Sale Setup

Basic sale information is entered in one screen for ease of maintenance.

• Enter Location, Description and Sale Date.
• Comment for internal use - this comment does not print on documents.
• Define the charges and lot types that apply to this sale.

Clearing Sale Sale Control

This is the main sale screen. It has the following tabs which can be clicked to open or opened via keyboard shortcuts.

• Lots [F4]
• Vendors [F5]
• Bidders [F6]
• Payments [F7]
• Extra Charges [F8]
• Special Features

The Lot Tab

Click the ‘Lots’ tab or press [F4] to display the lot list. Functions of this tab include -

• At-a-glance lot information
• View and edit lot details
• Add new lots
• Split Lots
• Restrict to only list lots for a particular vendor or bidder

The ‘Lots’ tab displays a dynamic list which summarises each lot’s current details and are colour coded to help quickly identify a lot’s status -

• Green - Sold
• Cream - Open
• Grey - Passed In

Right-click a lot to select functions from a drop-menu, such as ‘Split Lot’ (for lots with a quantity greater than 1) or ‘Print Invoice’.

Click a lot to open the lot record for viewing and/or editing.

Use the arrow buttons in the Function toolbar to quickly move through the lot list. Other toolbar functions include -

• Add a lot
• Inactivate the lot
• Clone the lot
• Split the lot

The Vendor Tab

Click the ‘Vendors’ tab or press [F5] to display the vendors list. Click the ‘Add’ button or press [Ctrl][F5] to add a vendor by selecting or adding their Address Book record.

Functions of this tab include -

• Add vendors to the sale
• Edit a vendor’s Address Book details
• Display a vendor’s lots
• Print a vendor’s Account Sale
• Remove a vendor from the sale (Inactivate)

The ‘Vendors’ tab displays a dynamic list which summarises each vendor’s GST registration setting, lot and financial details.

Right-click a listed vendor to select functions from a drop-menu, such as ‘Go To Address Book’ or ‘Print Account Sale’.

Click a listed vendor to display their lots.

The Bidder Tab

Click the ‘Bidders’ tab or press [F6] to display the bidder list. Click the ‘Add’ button or press [Ctrl][F6] to add a bidder to the sale. Functions of this tab include -

• At-a-glance bidder lot and financial summary
• View bidder lots
• Add new bidders
• Edit bidder details
• Process payments
• Print invoices and receipts

The ‘Bidders’ tab displays a dynamic list which summarises each bidder’s current lot and financial details.

Rows are colour coded to help quickly identify a bidder’s financial status -

• Green - paid up (no outstanding amount owing)
• Orange - has balance owing
• Cream - no lots bought in sale

Adding New Bidders

There are 2 methods to add bidders into a sale -

• One at a time using the ‘Add’ button in the ‘Bidders’ tab
• In bulk using the ‘Add Bulk Bidders’ function in the ‘Special Features’ tab

Via ‘Bidders’ Tab

• Fast bidder entry using Belvoir address Book lookup
• Multi-field search function

Via ‘Bulk Bidders’

• Fast bidder number allocation.
• Specify bidder numbers to add to the Sale
• Allocate numbers to bidders and enter bidder information later.

Click a bidder to display their lots

The Payments Tab

Click the ‘Payments’ tab or press [F7] to display a list of payments received from bidders. Functions of this tab include -

• At-a-glance bidder payment information.
• Bank payments and produce a Bank Deposit Slip.
• Remove a payment.
• Print an invoice.

The ‘Payments’ tab displays a dynamic list which summarises each bidder’s payments. Rows are colour coded to help quickly identify a the status of the payment -

• Green - not yet banked
• Purple - Banked

Right-click a payment to select functions from a drop-menu, such as ‘Print Invoice’ or ‘Remove payment’.

Click the ‘Bank’ button or press [Ctrl][F7] to bank payments not yet banked and produce a deposit slip.

Extra Charges

Click the ‘Extra Charges’ tab or press [F8] to display the extra charges list. Click the ‘Add’ button or press [Ctrl][F8] to add an extra charge. Extra charges can be added to purchasers and vendors in the sale.

Extra Charges can be ‘Contractor Supplied’, ‘Contactor Supplied with Collection’ or ‘Expensed directly’. Collection fees, if they apply, are set-up in the actual charge and the calculated fee is displayed in the list.

Functions of this tab include -

• Add and edit extra charges.
• Remove (inactivate) extra charges.
• Specify Purchaser or Vendor to charge and the contractor.

The ‘Extra Charges’ tab displays a dynamic list which summarises extra charge.

Click a listed charge to open it for viewing and/or editing.

Extra Charge comments and Contractor name are printed Invoices and Account Sales.

Sale Reports

The ‘Reports’ button in the Sale Control toolbar launches the report selection screen which allows you to -

• Select the report to generate.
• Specify clients to generate the report for.
• Generate the report to Screen.

Once the report has been generated to screen it can be sent to the Windows Printer for printing or sent to a print/fax/email queue. Reports can be generated as many times as required. All non-client reports include time and date the report was printed and the employee that printed it.

The Reports available to generate are -

Account Sale

Lists all vendor lots with Lot number, Quantity, Description, Price, and Value for each lot, providing totals for each and calculating applicable GST.

This document also -

• Lists applicable charges and extra charges and deducts these from the total owed.
• Provides the vendor with a Tax Invoice for these charges.

Invoice

This is a Tax Invoice and lists all lots bought by a bidder with lot number, description, price, quantity and value for each lot, providing totals for each and calculating applicable GST. Lists applicable charges and extra charges and add these to the invoice total.

Note: When payments are made an invoice prints out automatically with the receipt details.

Sale Summary

This comprehensive report lists sale information in a transparent and easy-to-read format. Sections for Vendors, Bidders, Extra Charges and Charges report on current sale information.

Bidder Balances

This report can be run to include all bidders who purchased lots or only those with outstanding balances at the time the report is generated.

Catalogue

This report is a listing of all lots and includes the Lot Number, Quantity, Description and Comments

Bank Deposit

Lists all cheques included in the deposit, totaling these and cash paid. This report can be used as the deposit slip when banking funds.