auction management



clerk tour

The role of the Clerk is assigned to one or more individuals by the administrator. The clerk is responsible for receiving and posting payments, handling non automated emails, tracking unpaid items, general maintenance of Accounts Receivable, issuing RMA’s, and releasing items for shipment. The clerk fulfills these duties by logging in using the assigned password and ID, and then accessing the clerk menu option.  Upon accessing the Describer's menu, the Clerk’s home page is presented.

The first menu option available, Assign Shipping Costs, presents a report notifying the Clerk of items sold that require custom shipping or handling quotes.  These may be items sold to a buyer outside of the contiguous 48 states, or to a buyer in a foreign country.  In any event the Clerk is notified by this report of the existence of these items and the requirement to notify the buyer of the total shipping costs so the transaction may be completed.  This report appears as follows:

The next item available from the Clerk menu is the “Process Payments” item.  When this item is selected the following screen appears.

There are several choices available from this screen.  PayPal payments can be processed by selecting any of the choices in the “Process PayPal Payments” box.  Also, non PayPal payments can be found and processed by using any of the search fields available in the middle portion of the screen.

When processing PayPal payments make a selection from the choices available in the “Process PayPal Payments” menu box.  The first menu option, “Match Verified”, presents the screen shown below.

The information presented here represents payments received from PayPal Verified accounts where the information provided from PayPal matches the corresponding information in the system.  These payments can then be applied by the clerk by checking the box next to the amount thereby closing the open receivable and placing the item on a shipping list. 

The second choice in the “Process PayPal Payments” box is “Match Unverified”.  The action resulting from choosing this option is similar to the one described above, except payments received are from unverified PayPal accounts.

The final choice in the “Process PayPal Payments” box is “Remaining Transactions”.  Selecting this option brings up a report showing payments received from PayPal where a mismatch exists between the information provided by PayPal and that generated by  Most often this is a result of some error entered during the buyer’s checkout such as a typo or a shipping address different from the one recorded.  The important point is that the error is flagged, and the Clerk notified that additional action is required before the transaction can be closed.

It is also possible to find individual transactions using any of the search fields shown on the screen directly above the report.  These fields are used when processing non PayPal transactions.  As with all report screens in, it is possible to sort the report table by clicking on any bolded column heading, as well as finding an item within the report by using a browser’s find function.  After locating and selecting a payment to process from this list, the following screen is presented.

Here the amount and type of the payment is shown.  From this screen it is possible to accept the payment submitted and schedule a shipment date, contact the buyer by email, or review the checkout of the buyer.  Not shown in this screen shot, but available for your review, is all customer information including the shipping address.  When satisfied with the action taken, click the appropriate button to save, update, or cancel the auction.

The next item available for the Clerk is to manage and process UPIs.  To manage UPIs, select the “UPI Status” menu option and the following menu appears. automates management and reporting of UPIs by identifying three possible statuses:  UPI Eligible for Reporting to eBay; UPI Reported to eBay; and UPI eligible for Final Value Fee Refund.  The first menu option prepares a report for those accounts that are past due and that are eligible for reporting to eBay.  To actually report an item as unpaid, all that is necessary is to click the “Report an UPI” button.

After reporting an UPI to eBay, the system will continues to monitor and report its status.  This report is accessed by selecting the second menu option” UPI Reported to eBay”.  Finally, after the required amount of time passes and it becomes possible to recover final value fees from eBay, the system moves these items to another report and allow you to file the claim.  This report and procedure is accessed by the third menu option, UPI eligible for Final Value Fee Refund.

It is possible that a buyer may submit a payment during the UPI process.  When this occurs, after Clerk accepts and processes the payment, the item is automatically removed from the UPI process with no additional action necessary on your part. offers you the opportunity to sell an item directly without completing, or even initiating, the auction process.  From the Clerk menu options, select “Non Auction Sales”, and then enter either the item number of the product that you intend to sell, or a keyword appearing in its title.  The screen shot below shows the results of a search for an item containing the keyword “laser”.  This action will bring up the following screen. 

As with all searches in the system, entering additional descriptive keywords will narrow the search.  To complete the non auction sale, simply select the desired item, fill in the information on the screen that appears, and the following occurs: a new sale is created; inventory amounts are adjusted; a new receivable is created; and a new checkout process is initiated. recognizes that there will be times when it is necessary to review and make changes to an existing transaction.  Obviously, this should be the exception rather than the rule.  The Clerk menu option, “View and Edit Transactions” allows you to find a specific transaction, and make any necessary changes.  Selecting this menu option begins the process by presenting a screen with several search fields available that assist you in quickly finding a specific transaction.  Here is a screen showing the transactions completed and available for editing after searching for a hypothetical bidder’s email address.

When in use, the fields in the “Bidder ID” and “Bidder Email” columns would be filled in.  The status presents icons that graphically illustrate the internal status of the product in the system.  Clicking a number in the “Transaction ID” column presents a screen that contains all of the information associated with this transaction.

This screen shows an auction canceled for administrative reasons.  Some fields on this screen have been edited for privacy.  Normally the fields:  Bidder ID, Bidder Email, Billing Address First Name, Billing Address Last Name, Shipping Address First Name, and Shipping Address Last Name would be filled in with the appropriate data.  Also, there are additional fields under “Customer Information” not shown.  After making any changes necessary, the edited transaction is saved and all records in the system updated.

In those cases where it is necessary to accept returns from a buyer, has a RMA system in place.  This allows you to control returns, and account for them in the system.  When necessary the Clerk can initiate an RMA by selecting the “Process Returns (RMA) menu option.  The initial screen allows you to either create a new RMA, or search for an existing one by making use of a RMA number, or various status filters.  The screen below shows the results by searching a hypothetical database for “All Open RMAs”.

After completing the required search and locating the desired RMA, selecting the number in the “RMA Number” column will present the information entered about the transaction.  The screen below shows a hypothetical RMA that has already been processed.  Again, some fields have been edited to reflect privacy concerns.  This screen allows input from various members of the staff gathered while resolving the issue.  When the process is complete, you will have complete documentation of the transaction for future use.

The final menu option available from the Clerk menu is the support option.  This takes us to the learning center on our web site where there are additional resources to help you use the system.

This concludes our brief overview of the Clerk function.  You may continue to tour the system or obtain more detailed information on how to use the program by following the links listed below.


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