Invoice Adjustments

Affiliates are responsible for ensuring invoices are processed accurately at all times, regardless of when the invoice status changes. Inaccurate processing impacts bidders, K-BID, state tax reporting, and the long-term affiliate relationship.

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Core Rule - Invoice Status Control

• Affiliates can change:
  • Open → Paid, No Show, or No Sale
  • Unpaid (No Show / No Sale) → Open
• Affiliates cannot change:
  • Paid → Unpaid (No Show or No Sale)

If a paid invoice needs to be reversed or adjusted, K-BID must handle it.

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Price & Payment Adjustments (K-BID Required)

Any of the following must be submitted to K-BID:

• Bid/price changes
• Reversing a paid invoice
• Partial invoice corrections involving paid items

Email [e-mail] with:

• Auction ID
• Lot number(s)
• Bidder number
• New bid price or requested change
• Reason for the adjustment

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Common Scenarios

Invoice marked NO SHOW, bidder pays late

• Change invoice from NO SHOW to PAID immediately
• Email [e-mail] to restore bidding privileges
  • Include auction ID and bidder number

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Bidder wants to pay late but items are no longer available

• Inform bidder items are no longer available
• Bidding privileges remain suspended
• Direct bidder to contact K-BID at [e-mail]

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Invoice should have been NO SALE (not NO SHOW)

Use No Sale when the issue is with the asset, not the bidder.

• Affiliate can update this status directly
• Clearly document the reason

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Payment method correction (Cash vs Credit)

• Email [e-mail] with:
  • Invoice number
  • Auction ID
  • Correct payment method

Note:

• This impacts sales tax reporting for the original processing period

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Full invoice return (single item, not as described)

• Email [e-mail] to change invoice to No Sale
• If across billing periods, note that a BP credit is due

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Partial invoice adjustments

Situations:

• Winning bidder is a NO SHOW and another bidder purchases items
• Winning bidder refuses or returns part of the invoice

Action:

• Email [e-mail] with:
  • Auction ID
  • Lot numbers
  • Bidder numbers
• K-BID will adjust invoices accordingly

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NO SHOW vs NO SALE (Critical Distinction)

NO SHOW = bidder failure

Use when the bidder does not complete a valid purchase.

NO SALE = asset issue

Use when the item cannot be delivered as described.

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Key Takeaways

• Affiliates control most status changes, except reversing paid invoices
• K-BID handles all price and paid-status adjustments
• Always distinguish bidder fault vs asset issue
• When in doubt, involve K-BID early