Introduction

• A Bidders button (to register and manage bidders)
• A Bidders tab (to review bidder activity, balances, and purchases)
  
• You can also take payments, charge credit card fees and print out Tax Invoices
• An Agents tab (to review rebate agents, rebate %, and bidder counts per agent)
• A Payments tab (to review all payments received and remove/refund payments if needed)

Sale Tips

• Outstanding bidder payments can be sent to Stockyard Accounting (if enabled) to be processed later. This allows you to process and close the sale even if some bidders have not paid yet.
• Check the right-click menus in the Bidders, Agents, and Payments tabs — most bidder-sale actions are accessed there.
• Purchaser Ways tab: Bidders linked to lots will appear under Purchaser Ways

Sale Layout

• Bidders button (used to create/register bidders)
• New tabs located next to Lots, Vendor Listing, Purchaser Ways etc. :
  • Bidders
  • Agents
  • Payments

If you cannot see these, confirm the sale is created as a bidder sale (or check security/layout configuration).

Lots and Office screen changes

Bidder field in Office

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Bidders

Creating a bidder (bidder entry)

1. Click the Bidders button.
   
2. Enter the bidder details (see “Understanding the bidder fields” below).
3. Press OK (top left) to save the bidder.

After saving, Stockyard automatically opens the next bidder entry screen to keep registration moving quickly (useful when multiple bidders are waiting).

Understanding the bidder entry fields

Important

• While typing in Name, press F6 to search the Address Book. Search results appear in the window to the right.
• Yellow fields are prefilled from Address Book details (once selected).
  

• Bidder Number – auto generated (can be manually changed if required)
• Name – start typing (manual entry or Address Book search via F6)
• Other Name – used when the person is set up as an Individual in Address Book
• Licence Number, Phone, Email, Address – confirm or complete as needed
• PIC – PIC of the bidder (purchaser)
• Agent (Optional) – the Rebate Agent linked to this bidder. Invoices will be generated to go to this Agent instead of the Bidder.
• Additional Contact Information – contact and alternate phone
  

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Editing a bidder

1. Go to the Bidders tab.
2. Right-click the bidder.
3. Select Edit Bidder.

You cannot use F6 to search/replace a bidder while editing from the Bidders tab. F6 is available when adding new bidders via the Bidders button.

Payments and balances

• Orange = outstanding balance
• Green = paid in full (no outstanding balance)
• Light grey = has not purchased a lot

Making bidder payments (optional)

Payments can be optional during the sale because you can still process the sale with outstanding balances, and (if enabled) handle them later in Stockyard Accounting --> Banking Deposits.

1. Go to the Bidders tab.
2. Find a bidder highlighted in Orange (outstanding).
3. Left-click the bidder to view the pens/lots purchased.
4. From here you can:
   • Mark all lots to be paid
     
   • Part-pay using different payment sources
     
     
   • Print the Tax Invoice for the bidder - If you have added an Agent, they will be listed as the Name on the Tax Invoice.
     
   • Pay individual lots (e.g., Pen 1, 2, 4 via card; Pen 3 as cash) --> Click Pay button when you've individually selected the Pens to pay.
     
     

Refunding a payment / reprinting a receipt

1. Open the Payments tab.
2. Find the payment.
3. Right-click:
   • Remove Payment (refund/remove), or
   • Reprint Receipt
     

You can also reprint receipts by locating the bidder in the Bidders tab, or by running the Bidder Receipt report.

Agents

Checking rebate agent rate

1. Open the Agents tab.
2. Review the Bidder Count and Rebate % for each agent.
3. Left-click an agent to change the rebate rate from the default (Rebate Agent charge rate) to a custom percentage.
   

• Right-click the agent → Remove Rate
  

Reports

• Tax Invoices (Agency) – The tax invoice name will reflect the Agent name (if assigned to Bidder) or the Bidder name (if no Agent assigned)
• Bidder Receipt – reprint receipts of bidder purchases
  
• Bidder Balance – balances in a report layout (similar to the Bidders tab)
• Bidder Delivery – delivery address and carrier details
• Bidder List – all bidders in the sale (including those who purchased nothing)
• Bidder Lot List – which pens/lots a bidder purchased and at what rate
• Bidder Sale Summary – summary of breeds vs stock types purchased
• Sale Banking – end-of-sale banking review (purchase types for the day)