— SECTION 4 — INVOICING & ACCOUNTING —
Money in, money out — with the required documents.
Buyer invoices and consignor settlements are generated from the same document system. Commissions are calculated by a rules engine, not from memory. The e-invoice is generated entirely in-house, and incoming payments are automatically matched using the invoice number.
◆ZUGFeRD BASIC
◆Commission tiers
◆CAMT.053
◆DATEV export
◆Bulk invoicing
◆Live preview
◆Distance selling / OSS
◆Third-country imports
◆Anti-money laundering check
— THE PROCESS —
From knockdown to posted payment.
1
Invoice the knockdowns
Bulk invoicing for an entire auction, controlled by the invoicing rules engine.
2
Apply the commission
The appropriate rule is determined according to a clear priority and applied with the relevant tiers.
3
Generate the document
ZUGFeRD PDF with embedded XML — approval followed by email delivery.
4
Match the payment
Import the bank statement in CAMT.053 format and match it using the invoice number.
5
Transfer to accounting
Revenue accounts and account assignment, export to DATEV.
Live preview: you see the document while you build it. The finished PDF appears next to the item list and updates with every change — an item added, shipping costs changed, pro forma converted to invoice: the document updates immediately. What the customer will receive is visible before posting. Feedback and the email history for the process are shown alongside it.
— COMMISSIONS —
Your auction house’s calculation model — not one dictated by the software.
Rules engine with tiers
Commission types, calculation methods and reference values are maintained as master data — the system reflects your model instead of forcing you to adapt it.
Clear priority hierarchy
Customer category before customer, then auction category, category, auction and finally the auction house standard. It is always traceable which rule was applied.
Buyer’s premium contract model
Buyer and seller sides are managed separately and shown on each document.
Free-form invoice items
Additional costs, fees or special services as separate items on the document and the object.
— PAYMENTS & ACCOUNTING —
The bank statement handles the reconciliation.
Individual entries from the CAMT.053 file are matched to open documents using the invoice number — anything that does not match remains pending for manual clarification.
Bank assistant
The auction house’s bank accounts as master data, imported statements, individual entries and, from these, the list of open items.
✓ Automatic matching via the invoice number
Transfer to accounting
Complete accounting entries are generated for every document — account, contra account, BU key, as well as net, tax and gross amounts, aggregated by account. The rule determining which account is used is defined by the account assignment; your auction house’s revenue accounts and BKZ codes are maintained as master data and can be provided to the tax advisor as an assignment list.
✓ Accounting entries can be reviewed before the document leaves the auction house.
— SPECIAL TAX CASES —
These are the cases where invoices otherwise fail.
Distance selling / OSS
If goods are sold to a private individual in another EU country, the destination country’s tax rate applies. The tenant determines whether the rule is applied and from which date. If the buyer has a VAT ID, the process switches from private to business — and the tax country is recalculated.
Import from third countries
The object can be marked as having been imported from a third country, including the country of import. Through the contract, you can set this attribute once for all objects; in the list, an indicator with the country code shows it. The corresponding import tax rate is applied to the document line.
Margin scheme
Goods subject to the margin scheme are handled separately and are excluded from the distance-selling regime — the tax rate does not follow the destination country. Customer types also determine which notice appears on the document.
Tax rates with validity periods. Rates are maintained by country and tax class with valid-from/valid-to dates; the system flags overlapping periods. For a document, the rate valid on the document date applies — even for subsequent invoicing or a cancellation months later.
Anti-money laundering check before approval. From a threshold — preset to €10,000 — the system requires a confirmed ID document before bids can be approved. The sum of all valid bids by one person is counted, not the individual bid: three bids of €4,000 do not pass unchecked. Accepted documents are ID card and passport with the status “verified”.
— FUNCTIONS IN DETAIL —
What this section includes.
INVOICING
- Buyer invoice and consignor settlement from one document system
- Invoice knockdowns — bulk invoicing across an entire auction
- Invoicing control via rules engine
- Free-form invoice items
- Alternative billing address
- Invoice approval as a dedicated workflow step
- Anti-money laundering check as an approval gate — above a threshold (preset to €10,000), a confirmed ID document is required; the person’s total bid amount is counted, not the individual bid
- Cancellations and credit notes
- Send invoice immediately by email
COMMISSIONS
- Commission rules with tiers
- Commission types, calculation methods and reference values as master data
- Scope of application with fixed priority
- Buyer’s premium contract model and displayed commission application per document
E-INVOICING & TAX
- ZUGFeRD BASIC — CII XML in PDF/A-3, generated entirely locally
- Tax rates by country and tax class with validity periods; overlapping periods are flagged
- Tax country determination from the process — collection, alternative shipping address and customer country are taken into account; the applied rule remains traceable
- Distance-selling regime (OSS) — destination-country rate, with tenant-level activation and effective date; margin-scheme goods remain excluded
- VAT ID — switches private ↔ business and therefore recalculates the tax country
- Margin scheme as a separate treatment
- Third-country import — import-country attribute on the object, settable via the contract for all objects at once; import tax rate applied to the document line
- Customer types with tax effects and document notices
PAYMENTS & ACCOUNTING
- CAMT.053 bank statement import with automatic matching
- Incoming payments and open items as a work list
- Auction house bank accounts as master data
- Accounting entries per document — account, contra account, BU key, net/tax/gross, aggregated by account
- Accounting-entry preview for an invoice, reviewable before transfer
- Revenue accounts / BKZ and account-assignment rules as master data
- DATEV revenue-account mapping with export of the assignment list
- Payment terms and payment methods per person
- Counter handover — cash sale and handover at the counter
Next: get the goods to the buyer.
Clarify conditional knockdowns, approve invoices, schedule collection appointments, and use the shipping and packaging assistant with automatic labels and tracking numbers.