posted on February 25, 2001 07:56:48 AM new
I was wondering what method you guys use to keep up with your auctions, either buying OR selling? I can see how easy it is to lose track when you are doing both. I'm having enough trouble myself.
I have several folders setup in my Outlook Express that filters my mail to seperate things I have won from things I have sold, my bids, paypal receipts, etc.
Still with this method, things are hard to keep up with sometimes. I think it would be helpful if some of you long time eBayers posted what method works best for you. Thanks!!
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There is no susanfromar on eBay,
but if there were, it isn't me! [email protected]
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"Nothing is so complicated that
it cannot be explained simply"
- Albert Einstein
posted on February 25, 2001 08:24:02 AM new
I have all the auctions won or sold filed in Outlook Express (OE) by the auction ID#, when completed I move it to a "completed" file. I buy and sell on several sites and keep OE files for each site. I use different email form letters for each site and keep those form letters in each of the sites files.
Also, I print out "selected" portions for a 1 page auction information sheet and keep those filed by emailed addresses (I do not separate those by auction sites). When the transaction is completed I move the paper file to a "completed" filing system which is done by year.
I do a lot of multiple item shipping in the same package and find that it is very important that I keep track of the buyers purchases. With the duplicate filing system I can double check as I figure totals and ship. I keep the paper copies of auction and payment information forever. I back-up then delete the OE files at the end of the year.
When buyers and sellers contact me by email I can easily find the hard copy file. Or, if they give me an ID# I can find it in the OE file.
Unfortunately, some buyers and sellers use a different email address and fail to give me an auction ID# - they think I'm psychic - and I have to email them back saying "I have not record of [email protected] winning or selling. Please email me back with and auction ID# and/or the email address you are registered with so I can locate my records."
I also make sales from my web page, my newsletter and telephone - no auction ID# - that information is kept in OE files titled Direct Sales and paper copies are filed under email address.
This system is not perfect and I am always making small changes to improve it. It has been a system that helped me keep track of about 30,000 completed transactions in the past 2 years.
posted on February 25, 2001 08:31:37 AM new
My "method" is so old fashion. I do everything by hand, on an index card file system. I could do something on the computer but it's much better for me the way I do it. I put the date of the end of auction at the top of the card, the item number, amount sold for, when I sent the EOA, etc. I note all contact on it, when item was mailed, etc. I had several items over Christmas that were delayed for a really long time through the PO and I wasn't keeping record much at all and I couldn't tell people when I mailed or anything. So this way I am more aware of what has been paid for, what has not, of NPB and such. It's worked out well for me and I think I'm much more organized at it now than I was before.
1. When I see an item I am interested in, I copy it to Auction Trakker and add my max snipe amount. I also create a sub-folder with the auction number in Outlook under my Possible Sub-folder. I copy any pictures on the auction to the auction sub-folder.
2. If the price goes beyond my max before the end of the auction or if I don't win the auction with the snipe, I delete the auction from Auction Trakker and the auction sub-folder from Outlook.
3. If I win the auction: If shipping is stated in the auciton, I enter that into Auction Trakker. I send the EOA note from Auction Trakker (everything is read from ebay, so the item #, title and final amount are included in the note.), and move the auction sub-folder to my completed sub-folder.
4. When I get final information from seller, it is added to Auction Trakker. A confirmation note is sent to the selelr. I check for the zip+4 becasue most sellers don't include it. I print an envelope using word (including postal bar code) and a PO using AT. I send the payment and PO, usually today or tomorrow, depending on when the auction closed.
5. When I receive the item, I check it against the pictures from the auction, post feedback for the seller, email a Item Receipt, and print off a final copy of the PO for my records. I also delete the pictures from the auction sub-folder and move it to the arrived sub-folder.
Sounds like a lot of work, but most of it is very quick. I would be much easier if all sellers did a zip+4 lookup and put their address in exactly as it comes up on ZIP+4 lookup.
posted on February 25, 2001 11:06:52 AM new
First of all, I am a very small time seller. When the auction ends, I print out a hard copy of it. I then turn it over and on the back of it print out a checklist I made up. This includes spaces to write winning email address, shipping address, date EOA sent, date confirmed, date shipped, along with type of payment, and if they want insurance, etc. etc. These are put in a binder and separated by tabs: New, waiting for confirmation, waiting for payment, hold for check, completed, etc.
When an email or payment comes in, I document it and move the page to the next tab. I also staple any DC or insurance receipts to it. I also make out the shipping label when I get the confimation email and staple it to the page. Not only is it already done when I get payment, but I can double check it against the address with the payment.
I pretty much have everything packaged by the time the auction ends, but I don't seal it and put the shipping label on until I've received payment.
As a buyer, I just bookmark the auctions I've won until I've received them.
[ edited by BlondeSense on Feb 25, 2001 11:17 AM ]
posted on February 25, 2001 11:15:50 AM new
I use auction watch.
As far as buying, I do not buy under my seller ID anymore. I created another ID strictly for buying due to the fact that there is a growing abundance of deadbeat sellers whom I do not want messing up my seller feedback.
As far as records, I printout a sellers list and match the items up to my records on auctionwatch. If auction watch goes down, I have my seller's list as back up. It is extremely simple and I do list hundreds of auctions every week.
As far as keeping track of my customers, I have a database set up ONLY for customers who purchase insurance. I will make a little extra effort to provide good service to those who pay for it. If a buyer does not purchase insurance, once the item ships it is out of my hands.
posted on February 25, 2001 11:21:11 AM new
blondesense: That's almost exactly the way I keep track, too. But I've made up and then printed lots of copies of a little tracking slip that attaches to the printout of the auction. I then just check off the items in order, as they are done.
posted on February 25, 2001 11:23:31 AM new
I use vrane ..he has a new system set up for you ...after his system has emailed your customers.you can add them to your data base on line...once they have sent a money order they have a colum for sent THE BIGGEST PROBLEM ON EBAY IS PEOPLE EMAILING YOU AND TELLING YOU THEY HAVE THE THE MONEY AND IT NEVER COMES ..if you do not get the money in 10 days it turns red..also if the bidder does not contact you in 10 days it also turns red ...this really helps when you are running so many auctions...once someone has paid you just check paid and you can delte it later...it is much simpler then AW for me!!!
posted on February 25, 2001 01:44:59 PM new
I'm using Auction Poster to prepare and post my auctions and EBud to manage them. They do cost money, but the time they have saved me is well worth it! I also have a little account book that I manually log in the auction item, start and end date, what high bid was, when the payment arrived, how (MO, check, BidPay) and amount. I keep this on a monthly basis just as a little insurance. I also now back up my Auction Poster and EBud stuff to a zip disk.
posted on February 25, 2001 02:02:03 PM new
I use an Access database. All the information I need for each auction is in there. I can then print out an EOA, a label, an invoice, a purchase letter, a check etc. using Microsoft Word. One click takes me to the auction page or lets me email the seller/bidder.
Doing this any other way is absolutely out of the question as far as I am concerned. I personally prefer fountain pens and manual typewriters but this is a business. (At least I can use my fountain pen for signing checks )
[ edited by mballai on Feb 25, 2001 02:03 PM ]
posted on February 26, 2001 12:46:06 PM new
I am a relatively small scale seller (8-15 items a week) and buyer (less lately) and I do it manually as well for both buying & selling. I have an 11 column chart on 8.5 x 11 in landscape format that I photocopy that I fill in the basics - item name, item #, end date, seller or buyer name, address & email - whatever's pertinent, item price, shipping, total, dates payment recd & items mailed OR date payment sent, cost & start price (selling only), feedback left & fb received. I add items to the selling chart when a bid has been received (I try to package items shortly thereafter and make a little mark next to the title to indicate I've done so). It is easy to see who has contacted me, who has paid, what I need to package, etc. I copy the selling and buying charts on 2 different colors of paper. Works like a charm for me.
