eBay Processing

Last updated: December 2016

Contents To start eBay processes ........................................................................... 2

To log in ........................................................................................... 2

To check messages .............................................................................. 2

To check orders awaiting payment ........................................................... 3

To ship eBay orders ................................................................................ 3

To check orders awaiting shipment ........................................................... 3

To print packing slips ........................................................................... 4

To print the shipping label ..................................................................... 5

To assemble the shipment ..................................................................... 6

To assemble a rod shipment ................................................................... 6

To list items on eBay .............................................................................. 6

To set the selling details ....................................................................... 7

To resize an item image ........................................................................ 7

To ship RMA replacements ........................................................................ 8

To open the RMA batch in Sage 100 ERP ..................................................... 8

To enter the order information ............................................................... 8

To calculate shipping costs with UPS WorldShip ............................................ 9

To open the Enter Import Key dialog box ................................................. 9

To calculate shipping costs with Stamps.com Premier .................................. 11

To assemble the shipment ................................................................... 11

To change batches ............................................................................ 11

To make a new batch in the Shipping Data Entry Batch dialog box ................... 12

To create invoices ................................................................................ 12

To prepare the invoice ....................................................................... 12

To enter the information in Sage 100 ERP ................................................. 12

eBay Processing | 2

To start eBay processes Use the following instructions for beginning eBay processes, including logging in,

checking messages, and checking orders awaiting payment.

To log in

1. Open an internet browser.

2. Click the eBay shortcut in the bookmarks bar.

3. If the Log in page appears, click Sign in. If it doesn’t, you will be taken to the

Seller Hub page automatically.

This process will take you to the Seller Hub page (see screenshot below), where all

eBay processes happen.

To check messages You will check your messages at least once per day to respond to customers and take

care of any problems.

1. Start at the Seller Hub page.

2. Click Messages in the top right-hand corner of the page.

eBay Processing | 3

3. Answer messages as needed.

4. Leave the Messages tab open so you can respond to messages as they come in.

Note: Customers may email for various reasons. Below are some of the

responses you may make:

• For questions about reels or other items being sold, answer the questions

as thoroughly as possible.

• For complaints, copy and paste any relevant tracking, shipment, PayPal,

or order information into the email response. o Be polite to all

customers.

o Remember that you are not the Post Office. When the customer

complains if something was delivered on a weekend or is in the wrong

place, all you can do is re-provide him/her with the tracking

information.

• Say thank you in all messages to customers. Be professional.

• Sign your own name if it is relevant. This depends upon the situation,

such as if the customer is one you work with often.

To check orders awaiting payment

1. Start at the Seller Hub page.

2. In the Orders box, click Awaiting shipment – print shipping label.

3. In the left-hand panel, click Awaiting payment.

4. Click the down arrow next to the item in the Actions column for the desired

listing.

5. Click Send invoice. The action will change to Mark as payment received once

the invoice has been sent.

The customer will receive a notification in his/her email invoice to prompt a

payment.

To ship eBay orders This section describes all of the processes associated with shipping eBay orders. These

processes include checking eBay orders that are awaiting shipment, printing packing

slips, printing the shipping label, assembling the shipment, and assembling rod

shipments.

To check orders awaiting shipment

1. Start at the Seller Hub page.

eBay Processing | 4

2. In the Orders box, click Awaiting shipment – print shipping label.

3. Look at the listings, and then go collect all of the items to be shipped from the

warehouse.

4. Open a new tab, and click on your computer’s PayPal bookmark.

5. Click Log in, and press Enter to get to the PayPal page.

This will open a list of all of the payments that have been made through PayPal. The

payments come in chronologically with the newer payments appearing at the top.

To print packing slips

1. Scroll down to the bottom of the list of items to make sure the older orders

have been processed. Items that still need to be shipped will say Print shipping

label in the Actions column.

2. Click on the name of the order you want to ship. This will take you to the

transaction details for that order.

3. Under Shipping at the very bottom of the page, click Print Packing Slip. This

opens up the packing slip details.

eBay Processing | 5

4. Click Print. The Print dialog box will open.

5. Change the number of copies to be printed to 2, and then click Apply.

6. Click Print again.

7. File away the first copy of the packing slip.

8. On the customer’s copy of the packing slip, write, Thank you, eBay

Department, [your name].

9. Click Done to be taken back to the transaction details.

To print the shipping label

1. Under Shipping at the very bottom of the page, click Print Shipping Label.

This takes you to the Create Shipping Label page.

2. For the Carrier name, choose USPS.

3. For the Service type, choose Priority if the shipping cost for the package is

over $5.00. If it is under $5.00, choose First-Class Mail.

4. Choose the appropriate Package type. This will be Package/Thick Envelope for

all items except rods.

5. Weigh the item, and then type in the Package weight. If the package is over

one pound, round up to the next whole pound; if it’s under one pound, put

exact ounces.

6. In the Package Description information, type the dimensions of the box. The

dimensions should be labeled on the box.

7. In the Shipping cost box, click the Calculate Shipping Cost button.

8. In the Shipping cost box, click Confirm and Pay.

9. Click Print. You may need to scroll down a little if the Print button doesn’t

appear automatically.

10. Choose Printer, and select the Zebra ZP 455 label printer.

11. Click Print.

eBay Processing | 6

To assemble the shipment

1. Assemble the box.

2. Tape once along the seam, and then tape two parallel lines on each side of the

seam.

3. Place the item(s) in the box. For reels that do not come in a box, brown

packaging paper will be added for cushioning.

4. Fold the customer’s copy of the packing slip in half horizontally, and then put it

on top of the item(s).

5. Close the box, and then tape two parallel lines on each side of the seam.

6. Center and stick the shipping label on top of the box.

To assemble a rod shipment

1. Put a zip tie on the butt end of the rod.

2. Put the rod in the tube.

3. Put the lid on the tube.

4. Tape the end of the zip tie to the outside of the tube.

5. Write open lengthwise on the tube with an arrow pointing to the zip tie.

6. Affix the shipping label horizontally on the tube. The text on the label should

be going in the same direction as the word open.

7. Put a fragile sticker towards the opposite end of the tube.

To list items on eBay This section describes the processes involved in listing items on eBay, including listing

the items online, checking item specifics, setting selling details, and resizing an

image.

1. Start on the Seller Hub page.

2. In the Listings box, click Show more.

3. In the Listings box, click sold.

4. Set the search parameters to Item title and type the model number of the item

into the field before pressing Enter.

5. Click on any listings that appear.

6. Click Relist when the item page comes up.

7. Confirm that all of the selling information is correct.

eBay Processing | 7

8. Check the item specifics to make sure they match.

Note: If the existing listing is incomplete or you have to make a new one, check

these item specifics with the website, the catalog, or the accompanying

paperwork:

• Is the item new or used?

• Is it right-handed or left-handed?

• Is it for freshwater or saltwater?

• Is the item description up to date?

Also be aware that:

• Used reels have 30-day warranties.

• New reels have a one-year warranty.

• If the reel is used, make sure “refurbished” is in the title.

• Mark the condition as used.

• Get photos from the website or find them through Google for older

items.

• Lew’s ships internationally, but the shipping details are the same.

9. In the Condition description field, type Reconditioned. Photo is a stock

photo.

10. Select Seller refurbished from the Condition drop-down menu.

To set the selling details

1. Set the duration for 5 days.

2. Select Schedule to start on, and select 6 p.m. for the time. The date can be

either the day the information is inputted or, if there are a lot of items, these

can be spread out through different days.

3. Set the Starting price at half off the retail price. Price information can be

found in the catalog.

4. At the bottom of the page, click List item.

To resize an item image

1. Open Paint.

2. Click File, and then click Open.

3. Navigate to your photo, and then click Open.

4. In the Image box, click Resize.

eBay Processing | 8

5. Change the number of horizontal pixels to 1600. The vertical number will

change automatically.

6. Click File, and then click Save.

7. In the Save as type drop-down menu, select 24-bit Bitmap.

8. Click Save.

To ship RMA replacements This section describes the processes for how to ship RMA replacements, including

opening RMA batches, entering order information, calculating shipping costs,

assembling the shipment, changing batches, and making a new batch.

To open the RMA batch in Sage 100 ERP

1. Collect the items to be shipped according to the Picking sheet(s) received by

the Service Department.

2. Open Sage 100 ERP.

3. In the toolbar, click Shipping Data Entry.

4. In the Shipping Data Entry Batch dialog box, click Batch number to find out

which batch you are in.

5. Find the RMA batch for the day or make a new batch if one does not exist. To

find a batch, go to the To change batches section. To make a new batch, go to

the To make a new batch section in the Shipping Data Entry Batch dialog

box.

6. Click Accept in the Shipping Data Entry Batch dialog box.

To enter the order information

1. Type the order number in the Order No. box. The order number can be found

in the top left-hand corner of the Picking sheet.

2. Press Enter, and double-check that the order information is correct.

3. Type the number of items you are shipping in the Shipped column.

4. Click Accept.

5. Change the number of copies to be printed to 2.

6. Designate what type of shipment the order is with the Print Comments

dropdown menu.

Note: There are three different selections you can make:

• If it’s a backorder, change the Print Comments to None.

eBay Processing | 9

• If one part of the order has shipped but one is backordered, select

Partial.

• If everything has shipped, select Full.

7. Click Print.

8. Staple one of the packing slips to the Picking sheet.

To calculate shipping costs with UPS WorldShip

1. Open UPS WorldShip.

2. Type the order number in the Enter Import Key dialog box. If the Enter Import

Key dialog box does not automatically pop up, follow the steps listed in the To

open the Enter Import Key dialog box section.

3. Check the customer’s shipping address that appears on the screen against the

one on the form.

4. Fill in the Length:, Width:, and Height: fields in the Package box.

6. Click Process Shipment. The shipping label will automatically be printed from

the Zebra ZP 455 label printer.

To open the Enter Import Key dialog box There are two ways to open the import key. The one you use will depend upon the

type of computer you have.

To open the import key via File Explorer

1. Open File Explorer.

2. Find and open the C:/drive.

3. Click Windows.

4. Click SYSWOW64.

5. Find and double-click odbcad32.

6. When ODBC opens, highlight SOTAMAS90, and then click Configure.

5. In the Weight (lb) box, find and fill in t he Package field .

eBay Processing | 10

7. Click the Logon tab.

8. Type DOI.

9. Type shipping in both the UserID and password fields.

10. Click Apply, and then click OK.

You will be able to open up the MAS100 IMPORT now. This method can be used on

both UPS and FedEx.

To open the import key via UPS WorldShip

1. Open UPS WorldShip.

2. Click the Import-Export tab.

3. Click Keyed Imports.

4. From the drop-down menu, select More.

11

5. Select MASS100IMPORT.

6. Click Import. The Sage 100 ERP Database Signon dialog box will open.

7. Click the Company: drop-down menu and select Do Outdoors Inc (DOI).

8. Type shipping in both the User Logon: and Password: fields.

Note: This window will sometimes pop up three times before the next window

opens.

The import key dialog box will open, and if you type in the whole order number, all

your information will be filled in except for the weight and the dimensions of the

package.

To calculate shipping costs with Stamps.com Premier

1. Open Stamps.com Premier.

2. Put the item in a small envelope.

3. Weigh the item. The weight will automatically populate the appropriate fields.

4. Type the customer information from the Picking sheet into the Delivery

Address field.

5. Click Print Postage.

To assemble the shipment

1. Assemble the box, and tape once along the seam and once more on each side

parallel to the seam.

2. Place the item(s) in the box, and add packing materials to cushion the item(s)

as needed.

3. Fold the customer’s copy of the packing slip in half horizontally and put it on

top of the item(s).

4. Close the box, and tape once along the seam and once more on each side

parallel to the seam.

5. Center and stick the shipping label on top of the box.

To change batches

1. In the top right-hand corner of the Shipping Data Entry dialog box, click Batch

number .

2. Click Cancel.

3. Click Lookup next to the Batch Number field.

4. Scroll through the existing batches, and click on the one you need.

12

To make a new batch in the Shipping Data Entry Batch dialog box

1. Click Next batch to the right of Lookup .

eBay Processing |

2. Type a name for and the current date of the batch into the Comment field.

3. Click Accept.

To create invoices This section contains steps for creating invoices, including preparing the invoice and

entering the information in Sage 100 ERP. You will need to have a calculator handy or

the calculator app open on your computer before you begin creating invoices.

To prepare the invoice

1. Open Sage 100 ERP, and then click Invoice Data Entry in the toolbar.

2. Make a new batch. See the To make a new batch section.

3. Click Next batch to the right of Lookup .

4. In the Customer No. field, type 90-eBay.

5. In the Warehouse field, type the code of the warehouse where the items came

in. The main warehouse is SFM and the store is SFO.

6. Click Lookup next to the Sales Tax Schedule field to calculate sales tax only

if there is nothing in the Sales Tax Schedule field.

Note: If the customer’s billing address is in Missouri, they will have a different

sales tax. For orders outside of Missouri, the sales tax will automatically be

selected.

7. Click Accept twice.

To enter the information in Sage 100 ERP

1. In the Item Code column, type the model number, and then change the

number in the Ordered column to reflect the quantity ordered.

2. Check the Unit Price column to make sure the price reflects the cost of the

item.

3. For any additional items, repeat steps 1–2 in new rows.

4. Calculate shipping based on all of the orders in the list, and then click Accept.

5. In the Freight Amount field, put the shipping total.

13

6. In the Reference Number field, type 9999.

7. Type in the Deposit Amount. This number should be the same as the

automatically-generated Net Invoice number.

8. Press Enter, and then click Accept.

9. Calculate the daily total amount of everything sold on eBay. Include the total

number of items and the total number of orders as well.

10. Write down the total of the order, how many items were ordered, and how

many orders there were.

eBay Processing |