Question
I'm at a crossroads here and I need to decide which way to go. I'm aware of some of the opinions regarding sellers who use third-party online auction management systems. I've been re-reading old threads to refresh my memory.
What I've been doing isn't working anymore. I have no detailed records of any of my sales prior to July of this year. A recent post over at the eBay boards led me to make an inquiry of my state taxation dept. and they did tell me that in the event of an audit, I would be required to produce detailed sales records of ALL of my transations, not just those in-state. They'd want to see invoices, a database, ledger, whatever, showing what was shipped and to who and where.
(Please note that I've been paying my state sales tax and my income tax to the IRS, that has not been a problem. I've got the paper trail of deposits and expenses, just not the detailed sales records.)
Well, so going forward, I've got to get it in gear.
I've worked with various systems over the last few years and nothing is perfect. Each has pluses and minuses. I started using SM in July. It would be almost perfect but for a couple of things. Recently they "misplaced" the data, for some people in excess of 24 hours. Mine was "misplaced" less than that, but it still shook me up that it happened and I hadn't even been with the program that long. Second, the download of monthly data works perfectly BUT they leave out the customer information!!!! So, in order to capture my customer info, I have to manually save each invoice to hard drive and back up on CD. It's really half-a$$ed to leave out such critical info from the database download, and I'm not the only one who has been asking them to put it in there. To my knowledge, they've done nothing about it.
I've tried to stick with it, because I know now of the objections that some people have to having their information entered into an online database. But I'm quickly getting frustrated because I feel it's a fragmented system. Everything should be in one place. So I've been feeling fragmented lately. http://community.here.com/infopop/em...icon_frown.gif
Anyhow, I'm not asking for specific recommendations. I know what I've tried and what I like and don't like. We could debate until the moon turns green why sellers should/shouldn't enter their customer info into a third-party database, etc.
The bottom line is that if a seller is running a business vs. just selling off personal possessions here and there, the seller has to keep detailed sales records to satisfy the tax man (or woman). That's the law. And it's the seller's choice as to whether they decide to handwrite everything into a ledger, copy and paste everything into a computer spreadsheet, use a third-party desktop application, or enter it into a third-party online database like Auctionworks, Andale, Vendio, etc.
And it's the buyer's choice as to whether or not they bid on an auction that uses a third-party online software.
From the comments I've read about this issue, many people object to the third-party being used to do the recordkeeping, yet they would bid on the auction anyway and then try to insist that the seller not enter their information. Don't most people realize that when a seller uses a third-party to launch auctions, that there is a very good chance their name, address, and email are going to be entered into that database for recordkeeping and tax purposes? Regardless of what their wishes are after-the-fact?
I'm really wondering about this, because I'm trying to make the right choice for me without pissing off buyers. http://community.here.com/infopop/em...n_confused.gif
blackcastlebooks
Answer
and while its not totally in one place, it all ties together.
I keep my sales records in an Excel spreadsheet with a different sheet per venue. Depending on the venue, some include name & address in the spreadsheet and some don't. Those that I don't keep that information in the spreadsheet, its in my Invoicing system, and by the shipping date, I can match up the invoice and the sale between the two systems.
That system takes care of my total sales.
I then have a sub-system for in-state sales where I record them again for calculation of sales tax on them (I don't usually pass it on to my buyers, I pick it up myself because for as few in-state sales as I make, putting the info in my templates and trying to chase them down is more work than I want to bother with - and its been less than $3 tax due for the year).
I make my sales tax & income payments as you do - and recognize the likelylihood of an audit is practically nill for the size of my business. But if I needed to, I can pull the information they need.
I transfer the monthly activity into my accounting program to prepare monthly financials.
I do as much of my stuff in Excel as I can because I can make it do almost anything I need to reporting wise. I prefer not to depend on a 3rd party program and risk the potential for a problem eating my data and leaving me no back up.
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I list at many different sites : My Ebay Storefront and My Ioffer Storefront
Or perhaps you'd prefer to visit SYI Listings and finally My Website
Answer
Try easy auction. It has an access based database. The data base is stored on YOUR computer. Only you can lose it. The great thing with the database is you can sort/search by many things. When I get a sale I always sort by seller email ( or ID) I then can see easily if they have anymore auctions running YOu can write up your auctions offline & list whenever. I've noticed some people use it only for the after auction management. You can send an EOA notice but you don't have to. IT combines completed but unpaid auctions in one click.. You can also customize the EOA notice and/or type whatever in it. YOU can also download all your ebay fees (not sure about paypal) to your database. Theres a place you can put in all expenses including cost of good and a report that shows all, plus your profit per item.
easy auction is a one time fee of I think $50 but it has a 30 day trial. I hope this is the right link to Easy Auction
My Ebay auctions
Answer
You can always regen your sales data from the eBay fees. Just download the history and you will have a starting point. Then reconcile that back to your bank deposits.
Answer
I do mine the old, old-fashioned way.
On paper. With pen (my instrument of choice)
I've got three extended 13-column green spreadsheet pads (National Brand Premium Analysis Pad, 11" x 15 3/8" Item #45-613) which everything is listed. Fees (listing, fvf, credit card/PayPal, price I charged for shipping, ACTUAL shipping, etc./ buyer's/bidder/s name, address, phone, e-mail, and method of payment.)
Once in a blue moon I (or if I can con/pay one of my kids enough money!) will enter all the information into Excel, then it's backed up to a CD and stored in the lockbox. Must admit, I've been terribly lax (or too poor or not forceful enough) and it hasn't been done since.....um.......February? http://community.here.com/infopop/em...icon_frown.gif
Ok, soon as I return home from Savannah I'll do it. You've shamed me into it. http://community.here.com/infopop/em...icon_smile.gif Sticky note is attached to monitor top.
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~Weaving thru life on a silver cloud~
www.simplybaskets.com
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*Abe's* Antique Silver Shop
Answer
I do appreciate all of these suggestions, but I notice they all seem to be designed to avoid using an online system.
And I don't need to match up the eBay invoices to my records. I need to start generating the sales records complete with the customer's information that back up my trail of deposits.
Selling Manager has been buggy since I started using it and that hasn't been that long. But the biggest flaw is the inability to download the customer information to complete the sales records.
It forces me to use your system katiyana of having to tie in the actual invoice copies to the spreadsheet record. I don't like that. I want it all in one place. That's what would make me more comfortable.
I'd still appreciate comments though about my original question. Let me rephrase it. http://community.here.com/infopop/em...icon_smile.gif
Seller uses Vendio, Andale, whomever, and those logos are clearly in the auction. Buyer bids. Buyer requests after they win the auction that the seller not enter their information into the third-party system. (I think only experienced buyers would ask this.) Would the seller be correct in refusing to comply?
For the record, when I used AuctionWatch back when they were free, not once did I have someone ask me that. I also tried ChannelAdvisor for a couple of months, and no one asked me then either. But I have seen that position posted on these message boards, so that's why I'm asking now.
My opinion is that the seller doesn't have to comply. The seller chose that auction management system for whatever reason and is using it to be more efficient and to keep accurate sales records. If the seller has to be selective and not enter certain customer info, then the sales record is not complete. That defeats the purpose of the system. This has nothing to do with requesting the buyer to complete checkout or if the seller even uses the checkout system. Or personal contact vs. canned emails. This has to do with the fact that the seller is required to maintain complete sales records. I realize that's not the buyer's problem, but if the seller doesn't do things right according to their state law, they won't be in business very long if they get caught.
blackcastlebooks
Answer
Kathleen, we cross-posted. http://community.here.com/infopop/em...icon_smile.gif
I don't trust myself to keep up with it properly either manually. That's how I lost some data. http://community.here.com/infopop/em...icon_frown.gif
blackcastlebooks
Answer
BJGrolle-
Have you looked at AuctionSage?
It does everything you're looking for (record-keeping) plus much more. It is not an online program. It resides on your computer. It's the most stable program I've ever used.
All customer invoices (with name/address/userID/email address) are archived.
Sam
Answer
Why am I even bothering posting here? I guess that is the real question now.
What is the #1 gripe of sellers? Buyers don't read. FYI, I already had an email this morning from a buyer who wanted a quote for Surface shipping when the auction states Airmail and GPM only. And an email from a buyer this morning who requested that I ship Priority Mail. Only problem is he paid yesterday instantly after the auction closed and he paid the Media Mail rate. Never got a chance to send him an invoice, he was that quick.
I've already said I'm not looking for offline recommendations, what, twice now? And that's all I'm getting.
Forget it. http://community.here.com/infopop/em...s/icon_mad.gif
blackcastlebooks
Answer
I didn't see anything in your original post saying you only wanted info 3rd party online options - I thought you were looking for what others were doing to give you some ideas.
I choose not to use 3rd party online services for two reason (1) the cost and (2) the potential that my sales records could be used/compromised through the 3rd party that I don't want to occur.
My apologies again.
**********
I list at many different sites : My Ebay Storefront and My Ioffer Storefront
Or perhaps you'd prefer to visit SYI Listings and finally My Website