posted on March 15, 2002 12:28:30 PM new
Greetings! I've been selling on eBay for almost six years now. Up until now I've been doing all my record keeping with a pen and paper. I've finally decided that there has to be a better, more efficient way. So... I went out and got myself FileMaker Pro v.5.5 and am working on designing a database for myself. I'm doing pretty well on my own... but I was hoping some of you might be able to evaluate my work and offer suggestions. Here's what I've got so far:
I manually enter the following fields:
item number
item description
starting bid
final bid
shipping amount
bidders e-mail address
shipping address
date contacted
date responded
date payment received
type of payment received
when item was shipped
date re-contacted bidder (if they never sent payment)
cost of item
notes (text box for various side-info)
I have option boxes that I can click for the following special circumstances:
relist - if item was relisted
deadbeat - if the bidder never paid
extra - if the item was an extra item outside of eBay
did not sell - if the item didn't sell
Multiple items - checked if the bidder bought more than one item
Multiple items total - field to fill out the total of all items from the customer so that I know what size check to look for
Then, I have calculations that calculate and display the following on each record:
Total amount due
AW Fees
Listing Fees
Final Value Fees
Item Profit
Here's what I'd like to do and could use some help/suggestions.
1) Print mailing labels from the data for the items I need to ship. I'd like to include the item description on the label so that I can just print out the label sheet and pack up the items without having to return to my computer. Is it okay to mail items in the following format?
First Name, Last Name
Street Address
City, State, Zip
(item description)
or will that confuse the post office? Is there a better place for me to print the item description?
2) Is there a good way to link multiple records together when a bidder purchases more than one item?
3) Can I use the database to generate my end-of-auction notices? If so, how?
4) Generate monthly and yearly reports of total sales, total profit, total fees, average profit per item, number of items sold, etc...
Is there anything else I should be using the database for? Any suggestions at all would be appreciated! I'm really hoping that this might save me some work in the long run! Thanks for all your help!
posted on March 15, 2002 12:44:46 PM new
Auctiontamer. www.auctiontamer.com. $39.95. Should take care of it all. only problem is using it with AW. IT could be done casue it can inport auction information from eBay once listed.
posted on March 15, 2002 01:02:27 PM new
I created my own database using Access so I can't give you specifics about your program but mine creates EOA notices and labels as well as storing all of my items. Regarding mailing labels and items, I have a report that prints out showing the customer name and item so I can match the package to the label. For people with multiple items, fill out the complete address on one of the items and just the customer name on the others. Then I set the item report to show all items being mailed that day while the labels only print if there is an address.
I have an item category as well as item name. Otherwise you will have a lot of items starting out the same. Categories would be like Star Wars, Star Trek, Beanie Babies, etc. The name would be more specific.
You will want to track the date you file a non-paying bidder complaint so you will know when to go back and claim your FVF credit.
You need to track where different people are in the process. Some have not responded, some have responded but not paid, some have paid but you have not mailed yet, some have paid with a check so you are waiting for the check to clear. You need to see who is in what part of the process so you can contact the slackers.
posted on March 15, 2002 01:30:35 PM new
I use a database program called FileMaker pro - It would work well. A little bit of a learning curve, but worth it. I also use FM Pro to custom design my own invoices, etc. I can have it calculate figures pretty easy, works great for record keeping.
posted on March 15, 2002 07:10:29 PM new
I also use FileMaker Pro 3 (FMP). It has a label printing function but it was not cooperating when I tried to align it with Avery labels, so I developed a new technique. In FMP it is very easy to make reports which include the database fields you want, so I built a report template that includes, from left to right, buyer's name and address in the first column, item description in the second column, and the item number in the third column. After I have posted my "paids" into the database, I print a list of the buyers whose records I have flagged as needing a label and print the "paid and ready to mail" report, take it to my shipping and receiving department (the dining room table) and do the packaging. Yes, it involves cutting each address off the list and sticking it to the package with tape, but it's not time-consuming or difficult, the cutting need not be precise, and it's a whole lot cheaper than Avery labels, which I cover with a piece of tape also. (I include the item number because I enter it on a little receipt that I stick in the box with the item; if the buyer is inclined to leave feedback, the item number makes it easier, but I'm working on an automated receipt). For items shipped in envelopes it's even easier, because I set up a report format with my return address, the item number (printed below my return address in small type) and the buyer's name and address. I can find all the records flagged for envelope and print out a bunch of them all at once, (Sorry for rambling on, but I'm kinda pround of my database.)
BTW, the USPS does not want you to print anything below the last line of the address, but you can put whatever you want above the address. Make the item number or description or whatever in a different type face, and maybe very small, and leave a blank line between it and the buyer's name. Take a look at a magazine mailing label - lots of cryptic info before it gets to your name.
posted on March 15, 2002 07:42:30 PM new
I built my database using Access 97. I have a variety of queries that tell me who is late in paying or needs an NPB alert or who hasn't supplied me with a shipping address. It lets me generate business documents, emails and labels nearly automatically.
One of the thing you don't need are fields of limited utility:
starting bid
date responded
date payment received
type of payment received
These are nearly useless IMHO. There are other fields I do not bother with either. Auction fees belong in a ledger-one big number each month. Just record what you collect from the bidder in your database.
A lot of databases ambitiously try to capture all sorts of information, with an excess of data entry on the part of user, adding to the size of the tables, and affecting performance adversely. It needs to serve you, you do not want to be wasting time and resources serving it.
posted on March 15, 2002 10:25:32 PM new
Hey Lanefamily- I down loaded Auctiontamer and have listed with it etc, but I have yet to see what if anything it does. What is it supposed to do ?
posted on March 16, 2002 05:33:14 AM new
So far, this thread has provided some very useful information.
Question: Is anyone taking the information directly from the eBay-generated e-mails and loading that into the data base? Or are you simply typing the stuff in?
Also: Once you have the data base set up, are you using it for post-sales management (a la AW) or are you still using their WBN?
posted on March 16, 2002 12:19:30 PM new
Would anyone here be prepared the share the template they made for Access? I have Access but I have not been able to set anything up with it for lack of time. I'd love to get more automated!
posted on March 16, 2002 10:46:18 PM new
Personally, I would NOT put any type of description on the mailing label unless it was in some type of code only you would understand.
Why give anyone any ideas as to the contents of the package?
posted on March 17, 2002 11:25:42 AM new
I agree: I had some packages come with that info on the label. !!!! I had the same on some bidder's payment envelope. Like shouting: "Somebody steal me please!!"
I put the auction/sale transaction number on the label. Nothing more.
As to providing a template, it requires no Access skill to make a table and then a simple form to run it. There's nothing mystical about it that you can't figure out yourself. The problem is providing what works for me would not necessarily work for you at all. If you don't do it yourself, you won't be able fix it when something needs changing or fixing. Try it. Some of us would be glad to answer questions you have along the way.
