Welcome to Sportlots Sellers User Guide - Account Summary

The "Account Summary" screen is where sellers can review and process orders.

Pending Payment
Fill to Buyer
Fill to Box
Orders Filled
Prior History

Orders Placed/Pending Payment

Orders in the "Pending Payment" category are orders that buyers have placed but have not yet paid for. Under no circumstances should a seller ever ship an order in this status. There is always the possibility that the buyer may not pay for the order.

On the "Pending Payment" screen, the seller can do the following:

  • Click on any of the orders to see the details from each of these orders.

  • Click on the "Contact" link to send information regarding this order to the buyer. This can be especially useful if the seller sees a problem with the order. It's possible the seller can let the buyer know before payment is made so the buyer can remove the card from the order beforehand, preventing the seller from having to refund the buyer their money. Do not use this feature to ask the buyer to send payment. Sportlots already sends email reminders to buyers regarding this.

  • Click on the "Report Card" light. This provides the seller useful information about the performance of the buyer. For example, if the buyer's report card shows that they typically leave a lot of negative feedbacks, the seller may want to take extra care in shipping the cards to help prevent any negative feedbacks. It can also help make decisions about adding a manual block on this buyer if the seller has had a bad experience with the buyer to prevent further problems in the future.

    Buyers have 17 days (21 days if the buyer is from Canada) from the date the order was placed to get payment to Sportlots. If payment isn't received within this timeframe, the inventory will be restored back to the seller's Sportlots store, or in the event that this was an auction order, the auctions will be relisted for the seller the following day. Buyers who fail to pay for orders will have this tracked on their report card. Sellers can choose to set "auto-block" criteria to prevent buyers who fail to pay for orders from viewing their inventory or auctions. For more information about setting auto-block criteria, see the "Seller Profile" section in the Seller's Guide.

    Fill to Buyer

    Orders in the "Fill to Buyer" category are orders the seller needs to fill and ship to the buyer because Sportlots has received payment from the buyer.

    On the "Fill to Buyer" screen, the order summary information will be highlighted in Grey. In the Order header information the seller can click on the "Fill Order" button to mark this order filled. The seller should then ship the order directly to the buyer as soon as possible after this button has been clicked. The seller will have 10 days (or 17 days if the seller and buyer are in different countries) from the date the order is marked filled to get the order to the buyer before the buyer can start a formal "Not Received" issue with the seller.

    On the Order header information, the seller can also click on the "Contact" link to directly communicate with the buyer in the Sportlots Message Center. This may be use to further clarify information about the cards in the order. If there is any concerns about the card the buyer is receiving, it is best to get this resolved with the buyer before shipping the cards.

    Under each Order Header, each of the items in the order will be shown. If the seller is able to completely fill this order, will be required to be changed on each of the items. However if the seller is unable to fill all or a part of the order, the "Qty Filled" dropdown must be used to select how many of the items can be filled. This must be done prior to clicking on the "Fill Order" on this orders header section.

    At the bottom of this page, the seller may notice up to two different buttons:

  • The "Print Labels" button will give the seller a list of all of the addresses for the orders on this page. The seller can print this page and cut out the addresses for the packages they are sending out.

  • The "Pull Cards" button will also show up at the bottom of this page if the seller has fixed priced store orders to fill. This page can printed off and used to initially pull all of the cards from inventory at once instead of going into the same boxes multiple times to fill orders.

    Fill to Box

    Orders in the "Fill to Box" category are orders the seller needs to fill, bundle up the packages into a single box and ship to Sportlots. Sellers should always fill all of the orders on this screen at the same time, but should consider waiting a longer period of time in order to let the orders in this category build up so that the seller saves on overall shipping by bundling up these orders into a single shipment. In order to encourage this, Sportlots will deduct 3 days from each order's fill time so that the seller can bundle up multiple packages while no hurting their fill speed on their report card. For example, if a seller actually fills an order in this category in 5 days, Sportlots will only calculate a 2 day fill time on the seller's report card. It is actually possible to have negative fill times on these orders, which will reduce the sellers overall fill speed.

    On the "Fill to Box" screen, the order summary information will be highlighted in Grey. In the Order header information the seller can click on the "Fill Order" button to mark this order filled. The seller should then ship the order directly to the buyer as soon as possible after this button has been clicked. The seller will have 10 days (or 17 days if the seller and buyer are in different countries) from the date the order is marked filled to get the order to the buyer's PO Box before the buyer can start a formal "Not Received" issue with the seller.

    On the Order header information, the seller can also click on the "Contact" link to directly communicate with the buyer in the Sportlots Message Center. This may be use to further clarify information about the cards in the order. If there is any concerns about the card the buyer is receiving, it is best to get this resolved with the buyer before shipping the cards.

    Under each Order Header, each of the items in the order will be shown. If the seller is able to completely fill this order, will be required to be changed on each of the items. However if the seller is unable to fill all or a part of the order, the "Qty Filled" dropdown must be used to select how many of the items can be filled. This must be done prior to clicking on the "Fill Order" on this orders header section.

    At the bottom of this page, the seller may notice a "Pull Cards" button if the seller has fixed priced store orders to fill. This page can printed off and used to initially pull all of the cards from inventory at once instead of going into the same boxes multiple times to fill orders.

    After filling all of the orders in the "Fill to Box" category, the system will automatically send the seller to the "Orders Filled" screen, It is important to use the "Fill Today's Packing Slip's" from this next screen right away so that the seller can included them in with the packages ready to be shipped to Sportlots.

    Orders Filled

    Orders in the "Orders Filled" category are orders that the seller has filled. Sportlots will pay the seller for the order's in this category at the end of the month. The running Sportlots fees for the month can be seen at the bottom right corner of this screen. For fixed prices sales, the fee percentage can descrease as the month proceeds based on total sales volume for the month, so as a result, the fees on this page will not be accurate until the end of the month when the true fee percentage can be calculated. The seller can also see a summary of sales and postage in this category at the bottom of this page.

    On the "Order Summary" screen, the seller can do the following:

  • Click on the "Contact" link to send information regarding this order to the buyer. The seller must be sure to communicate with the buyer in a professional way.

  • Click on the "Report Card" light. This provides the seller useful information about the performance of the buyer. For example, if the buyer's report card shows that they typically leave a lot of negative feedbacks, the seller may want to take extra care in shipping the cards to help prevent any negative feedbacks. It can also help make decisions about adding a manual block on this buyer if the seller has had a bad experience with the buyer to prevent further problems in the future.

  • Clicking on the "Adjust" link will allow the seller to adjust the order after the order has been marked filled. Depending on the type of adjustment required, these screens can be a little tricky. So Sportlots have provided detailed videos for each screen in this process. Just click on the video machine icon on any of these screens to get detailed information on how to use these screens.

  • Clicking on the "Packing Slip" button will bring up a separate page to print out and put in with the order to the buyer. Sometimese when a seller has a lot of orders filled for the month, it can be tricky finding the order that the seller wants to print. As a result, Sportlots created buttons at the bottom to print out all of the packing slips for orders marked filled for that day. This will typically be much easier to use instead of trying to find the orders individually.

    Prior History

    After each month, Sportlots creates a category for each month so the seller can review their payments and order details. By default, Sportlots will only show the last three months of history, but the links at the bottom of the screen allow for more months to be displayed. If there are any fees, the seller can click on the fees to see a breakdown of fees in this category. The seller can see a summary of sales and postage in this category and, by clicking on the quantity, the seller can review all of the orders they were paid for that month.

    On the "Order Summary" screen, the seller can do the following:

  • Click on the "Contact" link to send information regarding this order to the buyer. This can be especially useful if the seller sees a problem with the order. It's possible the seller can let the buyer know before payment is made so the buyer can remove the card from the order beforehand, preventing the seller from having to refund the buyer their money. Do not use this feature to ask the buyer to send payment. Sportlots already sends email reminders to buyers regarding this. The seller must be sure to communicate with the buyer in a professional way.

  • Click on the "Report Card" light. This provides the seller useful information about the performance of the buyer. For example, if the buyer's report card shows that they typically leave a lot of negative feedbacks, the seller may want to take extra care in shipping the cards to help prevent any negative feedbacks. It can also help make decisions about adding a manual block on this buyer if the seller has had a bad experience with the buyer to prevent further problems in the future.

  • Clicking on the "Adjust" link will allow the seller to adjust the order after the order has been marked filled. After clicking on the "Adjust" link, the seller will be able to adjust the entire order by clicking on the "Adjust entire order" button. The seller can also adjust individual cards within the order by changing the quantity and price of each individual card and clicking the "adjust" button for that particular card. This can be a little tricky and many sellers do this incorrectly. Sportlots has provided "more info" links on this screen to quide the seller through this process. Be sure to follow the instructions and to this correctly. Once the adjustment is complete, it cannot be changed again.