posted on October 26, 2000 09:25:11 AM
What I'd like to know is how do you keep track of your eBay auctions & sales? Do you print off each item and make notes on them, then list them on a spread sheet? Do you just keep a list of everything?
I've tried a few different ways but want to fine tune everything so it's not so time consuming.
I really appreciate your help.....how do you do it?
posted on October 26, 2000 09:39:39 AM
I write things in a 3-ring binder, with sections for listings, date and price sold; incoming payments; money I spend on inventory; and miscellaneous (ebay fees, postage, packaging materials). Once a month I upload into Quicken (an ancient version which I bought for $1 on ebay but which does everything I need just beautifully).
The notebook allows me to see at a glance which items sold but have not been paid. I add notations for 10-day reminders, ebay notices, etc.
this works OK for me, but I'm a small-time seller with around 30 items listed at any given time.
posted on October 26, 2000 09:44:54 AM
Try auction watch pro or eBud both work great but auction watch pro is still free.
eBud is quite detailed.
[ edited by gemtrader2 on Oct 26, 2000 09:45 AM ]
posted on October 26, 2000 09:46:39 AM
If you want to do things low-tech and cheap, print your winning auctions, flip 'em over and use a BIG rubber stamp that details everything. Just fill it in and file it in a pending completion file. When you ship it, put it in a shipped file, then move it one more time to a received/closed file when and/if you hear from the bidder. After thirty days you should do so as a matter of course.
I use a home made database, a spreadsheet could work as well for most, some folks use auction tracking software like eBud.
You really do need to keep track of everything. My database saves me countless headaches and makes my business extremely efficient. I could not imagine running my business in any other way.
posted on October 26, 2000 10:08:33 AM
What I do to keep track of things RIGHT AT THE COMPUTER (this does not comprise my entire bookkeeping system) is: Use 5 x 7 index cards, making one for each auction that ends with a bid.
I keep these in a little plastic file/letter holder beside the computer. They are filed, front to back, according to status. When I hear from the buyer, I note it on the card, along with mailing address if they send it. When the money comes in, I pull the card, note the payment and when received, then take the card to the desk where we do our wrapping. Cards left in the front of the file are the ones I have not heard back from, so I don't forget to stay on top of that.
When the packages are mailed, I take the cards back to the computer, email each buyer, then the cards go into a file box.
I devised this because I hated sitting at the computer with a notebook if I needed to look up a hard copy, and this gives me an easy-to-handle copy with the address on it. It would not work for someone with a lot of auctions, but for me, it works great.
posted on October 26, 2000 11:30:46 AM
I also use an index card system right at the computer. I make a new card for every auction with auction #, starting bid and title. I have a index card holder and sections for "Current Auction" (first slot) "EOA Sent, Waiting for Reply" (second slot) "Received Reply, Waiting for Payment" (third slot) and Finished/Date Mailed (fourth slot). Oh, and "Review" in the fifth slot. I move each card through the different stages as they progress. Once a month I put all the "Finished/Date Mailed" cards in my file cabinet and consider them closed. Review is for things like returns, FVFs, questions from potential bidders, reminders to check feedback, etc. and I check it every day. I have had great results with this system and it fits neatly into a small space. I run about 25 auctions a week and I have yet to see a need for something more high tech.
posted on October 26, 2000 11:48:20 AM
Gee, you all have some great ideas!! I guess I should have said that I only do about 25 auctions a week, so it's no BIG deal...just time-consuming. (I actually have a life outside eBay....really!)
I've thought about the index card thing and really think that sounds like a simple, easy way to do things - thanks!!
I'd still like to hear more ideas though, so type away!
posted on October 26, 2000 12:18:33 PM
Invenna's Auction Amigo, combined with Auction Watch's own Auction Manager Pro, and a small file cabinet. These three tools keep it all straight for me with minimal effort. Before I discovered Auction Amigo (free, btw, unlike eBud, and IMO a better program) I was always confused and scrambling to find a "system".
Do a search for Invenna to find it.
Only down side is that it only works with eBay, not Yahoo or any other auction sites.
posted on October 26, 2000 12:45:49 PM
I print two copies of the EOA notice with Seller's address on it. One goes in with my check, the other gets filed in "Waiting for Delivery."
I print two copies of my buyers' response with THEIR address. One goes in my "waiting for checks file" (then *to ship* and then *shipped* with appropriate annotations)and the other copy goes in the box.
I also use (with varying degrees of diligence and attention on my part) email folders in my email software for transactions and their statuses -- EOA Notices, Waiting for Payment (Buyer has responded), To Ship, Shipped. Should add one for Do Feedback too.
AuctionTamer is a really cool piece of software that also has some neat seller tracking tools, I just haven't gotten around to using those features. Basically, I hate data entry, esp. since the old fashioned manual methods work just fine.
posted on October 26, 2000 02:31:54 PM
For a not too large seller.
Three files and one drawer:
WBN sent, WBN answered, Payment rec'd. The drawer is for Items shipped.
I print out the successful auction, write the total including shipping on it, send out the WBN, and it goes in the 1st file.
When the winner responds, ---> 2nd file.
Payment received goes there with a note as to how the payment was made, the date I rec'd it, and when it should ship. These are kept chronilogically by the date they'll ship.
When I ship, they go in the drawer with any insurance forms, etc.
Recently, because of the slight increase in NPB's, I've added a Monday morning check to see if anyone needs a reminder to pay me.
As to keeping track of income, expenses, etc., I use an Excel worksheet once a month. All the info I need is on my shipped items, because I use a formula to calculate my starting bid, so I know from that (99% of the time) what I paid for the item.
This is very simple, and probably wouldn't work for large quantity sellers.
posted on October 26, 2000 03:20:41 PM
There's a VERY extensive listing of auction management programs at http://www.auctionbytes.com/bin/bizdirectory/biz-directory.pl?category=auctionmanagementsoftware .
All programs can also be user rated and reviewed so you get a good sense of what people are using and why
posted on October 26, 2000 03:27:41 PM
eBud is by FAR the best...and well worth the money. Just the charge you get from the ka-ching is worth the money! Their online support has improved from barely adequate to superb. I do all my auction biz from that program.
posted on October 26, 2000 07:35:22 PM
I stand corrected, Auction Amigo is no longer free to new users. I got the free upgrade since I've been registered for a while.. but I'd pay the $39.95 gladly. Still a better deal IMO than eBud and their recurring license fee.. ack! I hate that, and I stopped using eBud in favor of Auction Amigo even when I had plenty of free time left on eBud.
For someone like me, who tends to create my very own "paper hell", the less paper the better, so while I still use printouts for hard copies, I prefer to do all the rest of my recordkeeping with Auction Amigo, and my email files (all of my auction related stuff goes to a different email address and into a file marked "Auctions".
I must be clueless, but I have yet to see/use/try any of Auction Watch's post-sale management features. I use Auction Manager Pro all the time for bulk listing and creating ads. Where is the post-sale management stuff to be found??
posted on October 26, 2000 08:47:01 PM
First off I run about 200 per month so it isn't an extreme load. We have a 1 page Word document template that we use 1st for listing, then for tracking and finally permanent record for tax purposes.
The listing starts out by composing title and description in this Word document Then I just copy paste to Mr Lister or the sell page. Once the item is listed we print out a hard copy of this document.
On this document we have a spot to record other info such as:
our inventory number (assigned when item bought), cost, listing amount, eBay item number, address of buyer, email/Id of buyer, date notification sent, date reply received, item weight, shipping method, high bid, payment method (chk#, MO, PayPal,etc.), date customer payment received, date cust notified, shipping cost, feedback left, date shipped or scheduled, comments such as email follow-up, etc. It's fairly easy to keep a close eye on status of responses and payment.
We have a 3 ring binder with sections for active, sold, & relist. We just move the document to appropriate section. Once the item is shipped we hold it in a leave feedback file until transaction completed. Then it gets filed with all appropriate papers like insurance & receipts
stapled to it for tax purposes.
It'd be nice to automate and have all the info in a data base but this has worked for us for 3 yrs now, even though it sounds like a lot of work.
posted on October 27, 2000 05:40:23 PM
I use an ordinary 6x9 lined tablet. On the right in pencil I list the item & postage amount. In the center I put the auction # & on the left I put the date I listed & how many days the auction will run.
Ex: 10/D 10/24. Right beside that when the auction is over
I put the bidders user ID, circle it & put their email address. On the right above the postage amount I put the amount the auction ended. When I send them their EOA notice I put a simple EM (for email) in red ink right under their email address. When they answer I put their home address in the middle under the auction # I list 7 auctions on each page. I also use red ink for the method of payment, chk, PP, MO etc. & the date I mailed the package & FB for feedback & another EM with a line under it to let me know I emailed the buyer that I have mailed the package. If I have to send another EOA notice I again write EM & put a date beside it. Couldn't be easier or cheaper to do. Of course I am a small volume seller, about 40 auctions a month. This works great for me & I have not made a mistake....yet.
posted on October 27, 2000 08:09:13 PM
I'm doing about 100-150 auctions a month, and although my method is simple, it works for me. I just print out the "My E-Bay" information. I circle the items that have bids and cross off those that didn't. Under the winning items I write the name and address of the winner. When I package it up I put an x to the side, and when it's shipped I check-mark it. I also write the date payment was received and date shipped next to the winner's address. Sometimes I have to write kind of small, but it keeps it all on one page. I tried the index card thing for a while but found myself having to do too much writing by hand! Once everyone on that page has paid, I file that page so my stack of ongoing auctions remains manageable. To keep track of e-mail, I just don't delete an item or the information pertaining to it until I've heard back from the buyer (via feedback or e-mail) or until 6 weeks have passed. Then it goes into the "deleted items" folder for another couple of weeks until I get confident enough that the sale was finally, completely, satifactorily ended.
posted on October 27, 2000 08:23:06 PM
BlackCoffeeBlues..
I use eBud and have enjoyed using it. But, the recurring license cost is annoying! I was going to use AW since it was free, but I have just got through all my problems with Auction Manager Pro bulk lister and it has just started to become a time saving tool for me. Before I just fought with it and wasted time. So this has scared me off from using AW for management and inventory. Is that fee you mentioned a one time fee?
Also since I think you have used both, what features about the Invenna one do you like that eBud doesn't have.. One for me would be to send out auctions congrats notices automatically. With eBud I have to manually OK the send. Does Auction Amigo rely on the sellers page being available also? This has been a problem for me with all of the outages.
posted on October 27, 2000 10:57:30 PM
I use a 3-ring binder & a form I created. The form lists 5 auctions, with areas for auction title & number, cost of item (to me), minimum bid, final price, postage charged, fees, buyer's ID, email addy, & address, date payment received, date to mail & box to check to indicate transaction is complete.
I have three form emails that I send for every auction: an EOA, a "payment received," and an "on its way."
posted on October 28, 2000 05:55:17 AM
Mine is a fairly simple way....
I use a 3 ring binder and paper. For each item listed I put the name of the item, auction number, beginning and ending dates and opening bid and any pertinate info.
At the end of the auction, I put the ID# and Email addy of the winner. I usually do send EOA's out the same day or next day. Once I receive a response I write their mailing addresss down and their choice of shipping, insurance, etc.
Once I recieve payment, if it's PayPal I print out the payment page (copy and paste) and staple it to the back. One the front I write "Paid PP and the date and amount" and highlight. If I receive MO or check, I write all the banking info (copied from the front of the check) and put "rc'd MO, etc , date, amount and highlight. I also staple the envelope to the back.
When I ship the package I again staple the reciept, insurance greeny thing to the front and write "shipped and date" again I highlight the info.
Feedback is the same, once posted I put the date of feedback.
Once I have 3 hightlighted area on the page I know I am done and have completed what I need to do. It's easy for me to glance and see what I have done...or forgotten, like feedback.
Everything is in small baby steps and I have ALL info on one page. Once the auction is completed, I put the single page into a expandable folder at my computer (for future reference) once the file folder is full then I empty it into my eBay box sitting in my closet.
To me this might be an outdated mode, but I don't have alot of time to transfer everythign to spread sheets and at this time I'm not really interested in profit and loss, etc. I'm just a Mom cleaning out my kids closets.
posted on October 28, 2000 06:47:05 AM
For eBay I use eBUD - although I am not truly found of its layout - for me it works best for eBay.....
FOR EVERYTHING ELSE I use AuctionTamer, which I feel is far superior to eBud and the layout is much better, I can view all actions taken in an action in a glance. Using AuctionTamer has made all the differences in our sales on Yahoo, we absolutely love it.
I guess because I mentioned competitive systems this will be eliminated....well I tried AM a number of times, and there are always endless glitches in it, and I just don't have time for that...sorry.
posted on October 28, 2000 02:14:19 PM
I print out 'my ebay' and scribble on it, too. Mostly I use that to keep track of things that have to be relisted.
I have recently changed the way I look after ensuring payments are received and items shipped.
Since I ship when payment is received I also leave feedback at the same time. That way the 'feedback not yet left' listing which ebay so nicely provides is the same as the payments not yet received and the same as items not yet shipped.
.....or at least it is most of the time!!!
Bill
[ edited by cdnbooks on Oct 28, 2000 02:17 PM ]
posted on October 28, 2000 02:32:20 PM
I use Auction Manager to upload to the auction sites, Auction Tamer to keep track of the auctions and send out post management letters etc and Peachtree Accounting for the bookkeeping and inventory functions.
posted on October 28, 2000 09:04:02 PM
I do it a cheap low tech way. After the auction is over I print out the auction page. At that time i write my eoa letter - print that out and staple to the copy of the auction. I do print out all e-mails I receive or send to the buyer. They come in real handy if there is a problem. Then I just put them in a file and wait until I get the payment - when the payment comes I pull it from the file - match it up - pack item - write on the copy of the auction what kind of payment it was and the date i shipped and put into a file to leave feedback after person receives item. I wait long enough to be sure the person has received item and then I leave feedback. It works really well for me and it is easy. I check the file every few days to see if anyone needs a reminder.
posted on October 28, 2000 10:33:13 PM
Well, my system is so simple - you may want more detail.... Turn 8 1/2 X 11 paper sideways....staple bunch of them together
On TOP line ... Item# Item Desc. $$sold date winner
Then on same top line, I draw 3 rectangular boxes [_______] put (1) check mark when (I) confirm it second check mark (in same box) when bidder confirms... Next box {________] I put $ for paid/date --- next box [_______] big X/date shipped---
At a glance - I can tell just where I'm at with any item!
If someone is delinquent with replying or paying I put a big "D" to remind me to send second notice either on pmt or confirmation.
I hate printing stuff out -- except I printout Paypal announcements, since bidder sends no paperwork. ALL payment envelopes are marked in RED- date, amount,if it's a check/m.o, item desc., insurance etc. and they go into one folder marked "To be shipped"
The records I keep above, also let me know what needs to be shipped. When ALL is done, I put a big "F" after the shipped so I'll remember to do feedback.
Fun, huh?
posted on October 29, 2000 10:43:22 AM
I am also a small time seller.
I have a worksheet I complete as I go that has a number of different sections:
Auction title and #.
Start and end date.
Start bid, reserve, end bid.
Description. (I don't write out my full description but use it to note keywords to include, measurements, imperfections, etc.)
JPG file name.
High bidder email and snail-mail address.
Final bid price $.
Shipping $.
Insurance $ and Y/N
Total $.
Date EOA sent.
Date confirmed.
Date payment rec. Ch/MO/PP
Date package mailed.
Hold until date. (if you hold 10 days for check)
Date notified of mailing.
Date feedback left P/Neu/Neg
Remarks. (such as multiple auctions won, relist, etc.)
Then at the bottom I have:
Final Price.
Cost. (my cost)
Ebay fee.
Total. (where I find out if it was worth it!)
Somehow or another I have crammed this all onto one page. I don't always fill out all of it (especially info that is on the auction page) but it helps keep me organized.
I staple these back to back with a print out of the auction and keep them in a binder with tabs such as "waiting for confirmation", "waiting for payment" etc. Payment envelopes/correspondence and post office receipts also get stapled on.
[ edited by BlondeSense on Oct 29, 2000 10:55 AM ]
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