Help
Help
Search the Help pages
(Does not search for items or products)
 SearchTips

Selling Manager - updating sales records

Every time that 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 are archived. You can update sale status, shipping costs and buyer information.

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

  • When you first open a sales record for a new transaction, the buyer's username and email address is already 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 shipping address either manually by typing the new information in each text box, or you can update it instantly through the copy & paste window. Use the copy & paste feature to save time and ensure accuracy if you receive your buyer information through a PayPal email.

To update your buyer's shipping address:
  1. From any email containing the buyer's shipping 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 shipping address that your buyer enters at checkout time.

Transaction Details

Calculating shipping costs

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

  • Any changes that you make to shipping & handling are 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 Shipping & Handling field shows the cost of shipping the item. Initially, this field contains the value that you specified in the Sell Your Item form or in checkout.

Updating the note to buyer

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

Updating Sales Status & Notes

Use the Sale Status & Notes section to keep track of payments received, shipments, 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 are reflected in your Sold and Archived views.

How eBay Checkout updates the sales record

  • In the Status Summary the checkout field appears only if you have enabled eBay checkout. The date indicates when the buyer completed checkout.

  • If you have enabled checkout in your preferences, checkout will automatically update the shipping field 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, if you updated shipping & handling when the buyer requested the total.)

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

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

    • Shipping & Handling

    • Additional Shipping

Updating Payment status

To update payment information through the sales record:
  1. Select the Paid on check box. The current date appears in the date-format boxes.

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

  3. From the Paid with drop-down menu, 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, clear the check box.

  5. To save your changes click the Save button.

Updating shipping status

To update shipping information in a sales record:
  1. Select the Shipped on check box. The current date appears in the date-format boxes.

  2. Update the Shipped on date in mm/dd/yyyy format, if you shipped 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 clear the check box.

  4. To save your changes click the Save button.

Adding notes to yourself

Use the Notes to yourself 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 the Save button to save the information.

Selling Manager Pro subscribers:

Your cost per item

Cost per item is used to calculate your total cost in your profit and loss report. Cost per item is be pre-filled with the unit cost you provided in the Product Details section when you created the 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 is 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. To save your changes, click the Save button.

Actual Shipping Cost

The Actual Shipping Cost field calculates your total cost in your profit and loss report. It represents the actual shipping you pay for. It is pre-filled with the shipping & handling information specified at the time of the listing.

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

  2. Delete the pre-filled amount.

  3. Enter the updated amount.

  4. To save your changes, click the Save button.

Contact Customer Support

If you're looking for more help or have a question to ask, please contact us.

Contact us

Have a question? We can help.

 Contact us

Ask eBay members

Get help from other eBay members. Visit the Answer Centre to post a question.

Related Help topics