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  Home > Help >Selling & seller fees>Using selling tools>Selling Manager and Selling Manager Pro>Updating your sales records
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Selling Manager and Selling Manager Pro: Updating your sales records
In this article
In this article


Each time you sell an item, Selling Manager and Selling Manager Pro generate a sales record, which is displayed in your Sold view until it is archived. From the sales record, you can update sale status, shipping costs, and buyer information.

Note: Selling Manager Pro subscribers can also track cost per item and actual shipping cost.

To view a sales record:
From any of the Selling Manager Sold views, click on the record number you want to view.

Note: The record number is created by eBay and cannot be updated manually.

Updating the buyer's information

The Buyer Details section of a sales record contains a buyer's user ID, email address, and shipping address. The buyer's email address is their eBay registration email address at the time the sale closed. If a buyer changes their address after a listing closes, the corresponding sales record won't be updated.

Note: You can view, but not edit the buyer's email address. After 45 days from the close of the listing, you will no longer be able to view the buyer's email address.

If you use eBay Checkout, the buyer address fields will be automatically filled with the shipping address your buyer entered at checkout time. You can update a buyer's shipping address manually by typing the new information in each text box, or instantly using the copy and paste window to the right of the address. The copy and paste feature saves time and ensures accuracy if you receive your buyer information through email.

To update your buyer's shipping address using the copy and paste feature:
  1. From any email containing the buyer's shipping address, copy the text.

  2. In the sales record, click anywhere in the box under "Fill in buyer's name and address," and paste the address text.

  3. Click the < < Move button.

Updating the buyer's shipping costs

The Transaction Details section of a sales record includes:

  • Price – Shows the winning bid or fixed price amount for the buyer.

  • Subtotal – Displays the price of the item.

  • Shipping & Handling – 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. You can update the shipping fields and click Recalculate to adjust shipping costs.

How eBay Checkout updates the sales record

  • In the Sale Status & Notes section, the checkout field appears only if you have enabled eBay Checkout. The date indicates when the buyer completed checkout.

  • If you have enabled eBay Checkout in your preferences, the calculated shipping costs field will be automatically updated for you. Learn more about setting shipping costs. If you update information on this page before checkout is complete, the values will be automatically updated in the checkout summary—for example, if you updated shipping and handling when the buyer requested the total.

  • When you update checkout information through the sales record, you can't send a new invoice to the buyer. You can, however, send a winning buyer notification email to your buyer instead.

Changing the payment status

To update payment information through the sales record:
  1. In the Sale Status & Notes section, select the Payment received on check box.

  2. Update the payment date in mm/dd/yyyy format.

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

  4. Click the Save button to save your changes.

Note:

  • If the buyer pays using an electronic payment method, the payment status will be updated automatically.

  • If you accidentally set the status to Paid in the Sold view, and want to change it back, clear the check box.

Changing the shipping status

To update shipping information in a sales record:
  1. In the Sale Status & Notes section, select the Shipped on check box.

  2. Update the Shipped on date in mm/dd/yyyy format.

  3. Click the Save button to save your changes.

Note:

  • If you print a shipping label through eBay or PayPal, the shipping status will be updated automatically.

  • If you accidentally set the status to Shipped in the Sold view, and want to change it back, clear the check box.

  • To add a shipping tracking number, click Add Tracking Number in the Sale Status & Notes section of the sales record. This information will be visible to the buyer.

Adding a note for the buyer

In the Notes to buyer section (under Transaction Details), you can add a note for the buyer—for example, shipping information or a personal message. Just type your note in the field and click the Save button. This information is printed on the invoice documents and can be included in email when you click the Email Buyer button. Learn more about sending email to buyers.

Adding a note for yourself

Use the Miscellaneous notes box at the bottom of the page to note any additional details about the sale. These notes are just for you—the buyer won't see them. Once you've typed your note into the field, click the Save button.

Tracking international sales

When you sell an item to a buyer in a country other than the country where the item is located, this is considered an international sale.

To add a note that identifies an international sale:
  1. From My eBay, click the Account tab and select Site Preferences.

  2. Click the Show link next to "Sell Your Item form and listings."

  3. Click Edit next to Display "international sale" note in My Notes.

  4. Select Display "international sale" note, and click Submit.

Tracking your cost per item and shipping costs (Selling Manager Pro)

The cost per item and actual shipping cost fields are used to calculate your total cost in your profit and loss report.

Cost per item is pre-filled with the unit cost you provided in the Product Details section when you created the product. If the sales record isn't associated with a product, or you didn't enter a unit cost for the product, this field will be blank. To update the cost per item field, enter the updated amount and click the Save button.

The Actual Shipping Cost field represents the actual shipping you pay for. This field is pre-filled with the shipping and handling information specified at the time of the listing. To update the actual shipping cost field, enter the updated amount and click the Save button.

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