Invoice Adjustments

Affiliates are responsible for ensuring their auction invoices are processed accurately --- regardless of when the status of the invoice changes. Failure to accurately process invoices affects bidders, K-BID, the State Department of Revenue and the future of the affiliate relationship.

Below are the steps an affiliate should follow based on certain scenarios:

Invoice Initially Processed as a NO SHOW:

Bidder Pays Invoice Late

• Immediately upon receiving payment, the affiliate changes the bidders invoice from NO SHOW to PAID.
• Immediately send an email to [e-mail] asking for the bidder’s bidding privileges to be restored --- include auction ID and bidder number.

Bidder wants to make a Late Payment but the Item(s) are no Longer Available

• Inform bidder his items are no longer available and his bidding privileges have been suspended. To have his bidding privileges restored he must contact K-BID directly through the bidder ticketing system on the website.  He will be subject to a penalty.

Invoice should have been Processed as a No Sale

• If the sale wasn’t completed due to a problem with the asset (mis-described, broken during removal, etc.) the invoice should be processed as a No Sale instead of a NO SHOW.
• This change can be made by the affiliate.
• It is important affiliates recognize the distinction between processing an invoice as a NO SHOW (the sale wasn’t completed due to bidder failure) and processing it as a No Sale (the sale wasn’t completed due to a problem with the asset.)

Invoice Initially Processed as PAID (Cash):

Invoice should have been Processed as Paid (Credit)

• Notify K-BID by sending an email to [e-mail] the payment method for invoice #____ on Auction #_______ should be changed to Paid (credit).
• This invoice adjustment will impact your sales tax report during the month the invoice was initially processed.

ONE ITEM INVOICE: Bidder returned the item due to the Item not being as Described

• Notify K-BID by sending an email to [e-mail] the status of invoice #____ on Auction #_______ should be changed to a No Sale due to an inaccurate description.
• If the initial process date and the change in status date straddles 2 billing periods, notify K-BID a credit is due for the BP on the returned item.

Invoice Initially Processed as PAID (Credit):

Invoice should have been Processed as Paid (Cash)

• Notify K-BID by sending an email to [e-mail] the payment method for invoice #____ on Auction #_______ should be changed to Paid (cash).
• This invoice adjustment will impact your sales tax report during the month the invoice was initially processed.

Adjustments to part of an invoice

In the event that:

• the winning bidder is a NO SHOW and another bidder wants to purchase the items, OR
• The winning bidder refuses/returns only some of the items on their invoice

The affiliate is responsible for notifying K-BID at [e-mail] with all relevant details (auction ID, lot numbers, bidder number/s) so the invoice(s) can be adjusted to reflect the actual purchases made.