How to Reconcile Auction Results After a Coin Sale

To reconcile auction results after a coin sale, get the platform's results report, match each row to a lot in your sale by lot number, check that the prices and quantities add up, and record the clean rows: invoices for the buyers, sold coins out of stock, and sales credited to consignors. Hold the rows that do not match, such as an unknown lot, a duplicate, or a sale below the reserve, and decide each one by hand. Then put the unsold coins back to work.

For a sale of 1,800 lots, reconciliation is where errors hide. A coin left in stock after it sold gets sold again. A consignor credited twice gets paid twice. The steps below catch both.

Step 1: Get the results report

After the sale closes, download the results from the platform, or use the report it emails you. Ask for the full report, with every lot, not only the sold ones. You want, for each lot:

• Lot number
• Sold or unsold (passed)
• Hammer price
• Buyer's premium and total
• Quantity sold, for lots of several coins
• Buyer name, email, and bidder number
• Sales tax, if the platform collected it
• Platform fee and net proceeds, if it pays you net

Column names and file formats differ between platforms, and platforms change their reports. Check the current format the first time you import from each one.

Step 2: Match each row to a lot

The lot number is the key. For each row:

• Known lot: the number matches exactly one lot in your sale.
• Unknown lot: the number is not in your sale. Usually a typo in an upload, or a lot added on the platform by hand.
• Duplicate: the number appears twice in the file.

Unknown and duplicate rows do not get recorded until a person decides what they are.

Step 3: Check the numbers on each row

Check	Example of a problem
Hammer plus premium equals total	Hammer $1,450 + premium $261 = $1,711, but the total says $1,811
Quantity sold is not more than the lot	A lot of 20 rolls shows 22 sold
Hammer is not below the reserve	Hammer $1,450 against a $1,900 reserve
Hammer is not below the coin's cut bid	Hammer $780 on a coin you would not sell under $850
The coin is still in stock	It sold at the counter last week
The lot was not withdrawn	It shows as sold on the platform
The lot was not already recorded	The same report imported twice

A row that fails a check waits. A row that passes is clean.

Lots of several coins

A lot of 20 Kennedy half dollar rolls might sell 12. Record 12 sold and leave 8 in stock. If the report has no quantity column, ask the platform how it reports partial sales.

Step 4: Record the clean rows

For each buyer, one invoice with all of their lots. For a buyer who won two lots at an 18% premium:

Lot	Hammer	Premium (18%)	Total
1	$150.00	$27.00	$177.00
2	$200.00	$36.00	$236.00
Invoice	$350.00	$63.00	$413.00

Add the sales tax from the report if the platform collected it, so your sales records match what the buyer paid.

Then:

• Take sold coins out of stock, in the same step as the invoice.
• Mark the payment. If the platform collected payment, the invoice is paid by the platform.
• Credit consignors with the hammer price of their coins, so their statements update.

When you consign to the platform

Sometimes you are not running the sale; you consigned your coins to the platform or another seller. Then your customer is the platform, not each bidder. Record one invoice to the platform for the sold lots, and record the platform's fee so the amount you receive is net of fees.

Step 5: Decide the held rows

Go through each held row:

• Below reserve: accept the sale (the consignor agreed to the bid) or treat it as unsold.
• Unknown lot: find the coin and correct the row, or dismiss it.
• Duplicate: keep one row, dismiss the other.
• Quantity mismatch: confirm with the platform, then record the true quantity.
• Not enough stock: find out where the coin went before you invoice anyone.

Write down why you decided each one. A month later, you will not remember why lot 1207 was dismissed.

Step 6: Put unsold coins back to work

Every passed lot is a coin back in stock. Set its status so it does not sit unnoticed, and plan where it goes next. What to do with unsold coin auction lots covers the options.

Worked example: a 1,842-lot sale

A dealer's HiBid sale of 1,842 lots closes. The report has 1,848 rows: one for each lot, plus three duplicates and three rows for lot numbers that are not in the sale.

Group	Rows
Sold, clean	1,503
Unsold, clean	333
Below reserve	4
Quantity mismatch	2
Unknown lot	3
Duplicate	3
Total rows	1,848

The 1,836 clean rows are recorded at once. Twelve rows wait for a person. Two of the four below-reserve lots are accepted after a call to the consignor; the other two become unsold. The three duplicates are dismissed. The three unknown lots turn out to be typos and are corrected.

Common mistakes

• Recording from the sale summary instead of the rows. Totals hide the one wrong lot.
• Importing twice. Check for lots already recorded on every import.
• Invoices without stock changes. The coin sells again next week.
• Ignoring partial lots. The unsold units disappear from stock.
• Consignor statements made separately. They drift from the invoices.

How CoinManagerPro reconciles results

In CoinManagerPro, the results import reads the results file of a platform sale, from HiBid, LiveAuctioneers, GreatCollections, Proxibid, Invaluable, Bidspirit, Bidsquare, or another platform whose columns you map once. You upload the CSV or Excel file on the sale's page and preview it, or forward the platform's results email to the sale's own results address. An emailed report must come from a member's sign-in address, and the sender's domain must pass email authentication.

Clean rows become one invoice per buyer, with the buyer's premium and the sales tax from the report. Sold coins leave stock, a lot of several coins can sell in part, and consignment totals update. When you consign to the platform, the lots go on one invoice to the platform, net of its fees. A row waits in Results review when its lot is unknown, it is a duplicate, it conflicts with a recorded sale, the quantity or price does not match, a withdrawn lot sold, there is not enough stock, or the hammer is below the reserve or the cut bid. Importing the same report again skips the lots already recorded. Unsold coins show on the unsold coins page. The import results help article has the steps.