User Guide for Easy Auctions Tracker: The Ultimate eBay Spreadsheet!
You must FIRST complete the steps located on the Setup & Instructions tab of your spreadsheet to ensure it is properly setup (to enable macros, create your authentication token, etc.). The information below will NOT work if your spreadsheet is not properly setup first.
You will be pulling all of your transaction data into the eBay Spreadsheet SELLING tab. This will be the tab that you use most often.
Select the "eBay Spreadsheet SELLING" tab near the bottom of your screen. All of the controls to import your transaction information are located on this tab.
The two methods of importing your data are described below:
1. To import your transaction information for an entire month, select the Month, Year and User for which you want to retrieve your sold & unsold items. (This was the month the listing was last modified, such as shipped or feedback left/received for the item.)
Then click on the "Get All Items" button. Please note: sold items which have been marked as shipped in your eBay account and unsold items will be pulled into the spreadsheet.
2. To retrieve just a single item, select the Month, Year and User for which you want to retrieve your sold items. Then click on the "Get Item" button. Note: Unsold items are only retrieved when the "Get All Items" button is used (as shown in step 1 above).
Important: Be sure that you don't click on anything nor change tabs while data is being retrieved and entered. When the spreadsheet is finished pulling items from eBay, the system messages box will read:
Finally, verify the retrieved information against eBay's records in My eBay, Selling Manager, etc.
Be sure to put in your cost into the "My Cost" column as a negative number as well as the Actual Shipping Cost (also as a negative number).
eBay stores your transaction information on its servers for 3 months, with the exception of the buyer’s e-mail address. eBay only provides the buyer’s e-mail address for 2 weeks after the date the item is sold. All requests made after that time will show as “Invalid Request” in your spreadsheet.
You can pull your transactions into the spreadsheet as often as you'd like, even daily or a few times per day. When the application is running, it checks to see which transactions are already there, so that you don't get duplicates. Just remember that when you click on the "Get All Items" button, only sold items which have been marked as shipped in your eBay account and unsold items will be pulled into the spreadsheet. Items that have not yet shipped will not be pulled into the spreadsheet until they are marked as shipped.
All of your transaction data will automatically be pulled into all of the tabs, as well as the Yearly Summary, the Profit Chart tab, and the Donations tab (if you did any charity listings through MissionFish). Do not manually add any info. into these tabs as they are pivot tables and automatically pull the info. from your eBay Spreadsheet tab for you.
How to Manually Add Items to Easy Auctions Tracker
If you sell on other sites or even on Craigslist, you may want to keep all of your transaction data together by manually adding that transaction info into the spreadsheet. Additionally, the only two items our spreadsheet does not take into account are the eBay store monthly fee (if you have an eBay store) and PowerSeller discounts. You can add these manually by following these steps:
-go to your eBay Spreadsheet
-go to a blank row
-right-click and choose "EasyAuctionsTracker" then "Manually Add Item"
-fill in the title (such as January Top Rated Seller discount or January eBay Store Fee)
-fill in the amount of the Refund (for Top Rated Seller discount) or Additional Payment for eBay store -fee (put an additional payment/eBay store fee in as a negative number)
- fill in the date for the Date Sold
-click on "Add Item" at the bottom
The information you just added will go to the top of the list of transactions on the eBay Spreadsheet SELLING tab.
Setup & Instructions tab
This tab is only used during the setup of your spreadsheet. Up to 5 eBay Selling ID's can be entered on our sheet to retrieve data. On the Setup & Instructions tab-Step 2-you will need to go through Step 2 each time you add a Selling ID. You will need an eBay token for each of the selling ID’s that you use.
eBay Spreadsheet SELLING tab
This is the tab that is used most often in our spreadsheet. This tab shows all of your selling activity on eBay.
Transactions are pulled into the spreadsheet when they are either marked as shipped in your eBay account (i.e. My eBay, Selling Manager, etc) or go unsold. Active items and items that are sold and are awaiting payment or awaiting shipment will not appear in your spreadsheet (until they are sold and marked as shipped). If you ship with eBay or Paypal Shipping, the items will automatically be marked as shipped on your eBay account for you. If you ship your items at the post office or with another online shipping method, you will need to manually mark the items as shipped (then they will be pulled into your spreadsheet).
If you use the Custom Label field when listing your items on eBay, this info will now be pulled into this tab in Column AQ labeled SKU. On eBay’s servers SKU is what eBay uses to identify data in the Custom Label field.
You will notice that there is now a formula in the My Cost field. This is used in conjunction with the new SKU (Custom Label) field to look up the cost of items you have listed in on the Inventory tab. If you do not want to use this field, you can simply enter your cost which will replace the formula.
eBay Spreadsheet BUYING tab
This tab will retrieve your eBay buying transactions for items you bought on eBay. This is an optional tab for those who wish to use it (such as sellers who buy inventory, shipping supplies, etc. on eBay).
Choose the buying ID at the top (cell C1) for the user you want to retrieve the transactions for and then click on the “Get All Items” button. All items that you bought up to 60 days ago will be pulled into the spreadsheet.
All accounts you entered in Step 2 on the Setup & Instructions tab, will appear in the drop-down box. If you have a separate buying ID, then you will need to go to the Setup & Instructions tab and create a token for that ID.
Monthly Summary tab
The Monthly Summary tab is just to the right of the eBay Spreadsheet BUYING tab and can display one or multiple months' data. You can look at specific month's data on this tab anytime. Just go to cell C3, click on the drop-down box and choose the first date of the month you'd like to view (i.e. choose 1/1/2012 to view January's data).
This tab is a pivot table, which pulls data from the eBay Spreadsheet SELLING tab. No data entry should be made on this tab. All data entry should be made on the eBay Spreadsheet SELLING tab.
Yearly Summary tab
The Yearly Summary tab is just to the right of the Monthly Summary tab and will display your yearly data at a glance. One line is shown for each month’s data-separated into manually added items, eBay Sold items and eBay Unsold Items for each month, with a Grand Total for the year at the bottom.
This tab is a pivot table, which pulls data from the eBay Spreadsheet SELLING tab. No data entry can be done on this tab. All data entry should be made on the eBay Spreadsheet SELLING tab.
This is an optional tab for those to help you keep track of your inventory on-hand and its cost. Enter all of the information for your items. On this tab, enter the cost as a positive number. The formula is written to convert it to negative on the eBay Spreadsheet SELLING tab.
If you use eBay’s Custom Label field when listing your item, then put the same info into the Item SKU/ID field in column F. The data that you enter in the Custom Label field does not have to be a specific format. On eBay’s servers SKU is what eBay uses to identify data in the Custom Label field.
We programmed the Inventory tab so that anyone who uses the Custom Label field on eBay's site could automatically have the My Cost in the main eBay Selling Spreadsheet filled in from the Inventory tab.
For example, if an identifying label (45678) is put in the Custom Label field on eBay's site AND on the Inventory tab, then the item sells. 45678 will be pulled into the main eBay Selling Spreadsheet tab in Column AQ, which will then look up the My Cost on the Inventory tab for you.
If you don't want to use this, you can manually overwrite the formula that is in the My Cost column (just as in previous year’s spreadsheets), by putting in your cost as a negative number.
Using the Custom Label data on the Inventory Tab is completely optional. You are welcome to use the Inventory tab however best suits your needs.
Enter the date, item and cost for your expenses. Choose a category from the drop-down box for each expense (this is optional). As expenses are added to the list (in columns B-E), a pie chart is generated automatically for you to the right (cell H3).
You can customize the category choices for your business by editing cells H33-H62. Just go to column H and modify the categories to fit your needs.
Please note: the category list ends in cell H62. If you need more categories than spaces we have allotted, please let us know and we will help you extend your list.
Mileage Tab –This tab gives you a place to record your mileage for tax purposes. Check with your accountant for info on how to claim this on your tax return.
This tab is used by Trading Assistants (or others who sell on consignment) to designate Client names and respective commission charged to the client.
Please see http://www.easyauctionstracker.com/TA.html for more info on how to use the Clients tab.
This tab is used by Trading Assistants (or others who sell on consignment) to generate customizable statements for their consignment clients.
This tab is a pivot table, which pulls data from the eBay Spreadsheet SELLING tab. No data entry can be done on this tab. All data entry must be made on the eBay Spreadsheet SELLING and Clients tabs.
Please see http://www.easyauctionstracker.com/TA.html for more info on how to use the Invoices tab.
Profit Chart tab
The profit chart is generated for you automatically from the data that is in the eBay Spreadsheet SELLING tab. Monthly revenue, net profit and percentage of net profit are indicated at the bottom of the chart for you as well as on the chart.
This tab is for sellers who use eBay’s Giving Works to donate a percentage of their sales to a selected charity. Use the drop-down box in cell C2 to choose the first date of the month’s data you'd like to view (i.e. choose 1/1/2012 to view January's data). Transactions that have data on the eBay Spreadsheet SELLING tab in columns AH, AI & AJ (automatically from eBay) will appear on the Donations tab.
This tab is a pivot table. No data entry should be made on the Donations Tab.
Important Note: **Easy Auctions Tracker is not web-based, nor is your information saved anywhere outside of your computer. We highly recommend that you back up your file monthly (or more often if you choose) on an external hard drive (such as a thumb drive, etc.) to avoid data loss. We will not be able to be recreate your data.**
For information on how Trading Assistants can use Easy Auctions Tracker, please visit our Trading Assistants page at http://www.EasyAuctionsTracker.com/TA.html
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