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Updating Sales Records

Every time you sell an item Selling Manager and Selling Manager Pro generates a sales record. A sales record is displayed in your Sold View until they're archived. You can update sale status, postage and insurance costs and buyer information here.

For Selling Manager Pro subscribers: In addition to tracking the sales status, you can also track your cost per item and the actual postage cost.

In the sales record you can:

Buyer Details

Updating buyer information (Buyer Details)

  • The Buyer Details section of a sales record contains a buyer's eBay User ID, email address, and postal address.

  • When you first open a sales record for a new transaction, the buyer's eBay User ID and email address will already be entered for you. The buyer's email address is his or her eBay registration email address at the time that the sale closed. If a buyer changes his or her address after a listing closes, the corresponding sales record will not be updated.
    Note: You will be able to view, but not edit the buyer's email address. You will not be able to access the buyers email after 45 days from the close of the listing.

  • You can update a buyer's postal address either manually by typing the new information in each text box, or you can update it instantly through the copy and paste window. Use the copy and paste feature to save time and ensure accuracy if you receive your buyer information through a PayPal email.

To update your buyer's postal address:
  1. From any email containing the buyer's postage address, highlight the address and type ctrl-c to copy the text.

  2. Click anywhere in the copy and paste window in the sales record, and type ctrl-v to paste the address text.

  3. Click the < < Move button.

    If you use eBay Checkout, the buyer address fields will be automatically filled with the postal address that your buyer enters at checkout time.

Transaction Details

Calculating postage costs

  • The Transaction Details section of the sales record contains a postage section of the sales record to figure out the total price to request from your buyer.

  • Any changes that you make to the Postage & Packing section will be reflected in the total cost when you save your sales record.

  • The Price field shows the winning bid or fixed price amount for the buyer.

  • The Subtotal field displays the Price of the item.

  • The Postage & Packing field shows the cost of sending the item. Initially, this field contains the value that you specified in the Sell Your Item form or in Checkout.

We'll soon be discontinuing the postal insurance option.

Updating the Note to buyer

Enter any additional information you want to share with the buyer (for example, postage information or a personal messages). Type any information that you want into this box, and click Save. This information will be printed on the invoice documents and is also available as an email auto text variable.

Updating Sales Status & Notes

Use the Sale Status & Notes section to keep track of payments received, items sent/received and other post-sales related information. You can also update this information from the Sold View. Any changes that you make in the sales record will be reflected in your Sold and Archived Views.

How eBay Checkout updates the sales record
  • In the Status Summary the checkout field will only appear if you have enabled eBay Checkout. The date will indicate when the buyer completed checkout.

  • If you have enabled Checkout in your preferences, Checkout will automatically update postage and insurance fields for you.

  • If you make changes to the above fields before checkout is complete, the values will be automatically updated in the checkout summary. (For example, you updated Postage & Packing when the buyer requested the total.)

  • No new checkout invoice will be created and sent to the buyer when the update is completed using the sales record. Instead you can send an email to your buyer using the email feature.

  • If your buyer has completed eBay Checkout, you will no longer be able to update the following fields in the sales record:

    • Postage & Packing

    • Additional Postage

    • Insurance offered, required, or optional

Updating Payment status

To update payment information through the sales record:
  1. Tick the box next to Paid on. The empty date-format boxes will be automatically filled with the current date.

  2. Update the Paid on date in dd/mm/yyyy format, if you received payment prior to the current date.

  3. From the Paid with drop-down list, select the payment method for the listing.

  4. If you accidentally set the status in the Sold Listings view, and want to change it back, simply deselect the tick box.

  5. Click Save.

Updating postage status

To update postage information in a sales record:
  1. Tick the box next to Sent on. The empty date-format boxes will be automatically filled with the current date.

  2. Update the Sent on date in dd/mm/yyyy format, if you sent the item prior to the current date.

  3. If you accidentally set the status in the Sold Listings view, and want to change it back, simply deselect the box.

  4. Click Save.

Adding notes to yourself

Use the Notes to yourself memo box to include any additional details to keep track of about your sale with this buyer. These notes are just for you; the buyer won't see them. Type any information that you want into this box, and click Save.

Selling Manager Pro subscribers:

Your Cost Per Item

Cost Per Item will be used to calculate your Total Cost in your Profit & Loss Report. Cost Per Item will be pre-filled with the Unit Cost you provided in the Product Details View section when you created the item listing. If the sales record is not associated with a product or you didn't enter a Unit Cost on the Product Details view, this field will be left blank.

To update this field:
  1. Select the Cost Per Item field.

  2. Delete the pre-filled amount.

  3. Enter the updated amount.

  4. Click Save.

Actual Postage Cost

The Actual Postage Cost field calculates your Total Cost in your Profit & Loss Report. It represents the actual postage amount you pay. It will be pre-filled with the Postage & Packing information and the Postal Insurance that was specified at the time of the listing.

To update this field:
  1. Select the Actual Postage Cost field.

  2. Delete the pre-filled amount.

  3. Enter the updated amount.

  4. Click Save.

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