Invoice/Data Screen
Much of your auction management work will be done from the Invoice/Data Screen
All changes to data on the invoice screen are automatically saved when you close the invoice screen or click "Next Invoice".
The checkbox next to the area where you enter the buyer's address is merely to serve as a method to show that you have confirmed the address is correct. You should always confirm the address before shipping. Once you have confirmed the address is correct you check the box.
When you send an email the status is automatically updated to whatever status is associated with the formletter type you choose.
To update the status without sending an email just select the new status from the dropdown status selector
The status date is automatically set to the current date.
Upon closing the invoice screen the data will be moved to the status folder you have updated to
To edit the status date move the mouse cursor over the status date area and click the left mouse button and select the date from the popup calendar
The self-insured checkbox is for those who self-insure some items and not others. It is a way to indicate to yourself whether you have self-insured or purchased insurance.
Also, the self-insurance option determines whether the insurance amount is sent to DAZzle/Endicia if you are using that to print postage.
From the USPS Shipping Calculator screen:
Move the mouse cursor over the status date area and right click
The invoice number is assigned automatically when you update the status or send an email where the status is changed. If you void an invoice and the item is in a folder other than Current & Recent then you assign an invoice # by clicking the Update button.
The purpose of the invoice number is to have a permanent reference to each sale. Since you may combine items, the eBay item number isn't sufficient to refer to a given invoice.
There is no option to not have an invoice number. It is required to tie combined items together on a single invoice
An invoice session is the sequence of processing items by selecting them in the spreadsheet and clicking the invoice button to process all selected items. If you have only selected one item or if all the items you have selected are for one bidder then the session ends after processing one invoice. If you have selected all winners then you click Next Invoice to move to the next invoice in the session. If you click the Close button then the invoice session ends.
The usefulness of an invoice session is email type and label type are remembered during the session. Say , for example, you have selected multiple winners and are now ready to send the congratulatory email. The first invoice in the session you select the email type and thereafter you merely have to click the send email button since the email type is remembered during the session. The same holds true for printing labels. The label type is remembered during the session.
There are two types of notes:
If this is a new invoice session. click the dropdown arrow next to the "Send Email" button to select the formletter type you wish to send. If this is not a new invoice session, just click the Send Email button and the formletter type is remembered from the previous invoice.
Be sure and Setup your Email Preferences before sending your first email
How to view the Invoice/Data Screen
The buyer's addresses are stored on disk and remain with the user for all items they purchase in the future so you only have to enter the address for a given user once. You should, of course, verify the address is correct prior to shipping an item.
You may enter or paste the buyer's address into the appropriate field. Some processing occurs when you enter or paste an address because the size of the address is limited. Processing includes limiting spaces between words to one (ie: you cant enter space twice). The address is limited to 105 characters maximum
The formatting of USA addresses is critical if you are going to print the USPS Priority Mail Label with e/Delivery Confirmation or if you are going to write the address to addressbook.csv for importing into USPS Shipping Assistant or if you are going to send the address to DAZzle/Endicia. The formatting must be as follows:
City, ST ZIP (City followed by comma followed by space followed by 2 letter state code followed by space followed by zipcode)
If the address doesn't conform to the above formatting then you will receive an error message "Cannot Parse this Address"
User notes are stored on disk and remain with the user for all items they purchase in the future. This could be used for things like special shipping instructions etc.
When notes for the user are present a notes icon will be displayed next to the userid in the invoice screen as well as in the notes indicator column in the spreadsheet
To enter notes for a user click on the userid area of the invoice screen
User notes are limited to 75 characters maximum
Credit Card data is stored on disk and remains with the user for all items they purchase in the future.
To edit credit card info click in the area where you see "Credit Card Number"
Unlike user notes, these notes are tied to individual invoices and remain with the invoice but not with the user. These would normally be notes to yourself about packing, etc.
Enter invoice notes in the Notes area
