This article explains the configuration settings available in an eBay Channel in Tradebox.
To access the channel configuration settings go to the Channels Module and either double click on the channel from the list or select the channel and choose the Edit button. The Channel is split into 7 tabs:
eBay User ID is the ID name of the eBay account you are integrating Tradebox with. This must appear exactly as it does on eBay and cannot be changed after set up. A separate channel needs to be created in Tradebox for each eBay ID you wish to connect with.
Currency displays the currency of the channel. This field cannot be changed once it has been established. In general, a Tradebox channel can only download sales that have a matching currency. However, if the Site field is set to ALL, and the currency to GBP, Tradebox will download eBay orders of any currency and convert them to GBP automatically.
API Connection Details
Token displays the encrypted eBay token that allows Tradebox to connect to your eBay account. eBay hard expire your token every 18 months as a security precaution. When this occurs you will receive a warning in the software alerting you that the token has expired. To renew the token click on the arrow at the end of the token field. This will open the eBay login page. Follow the on-screen instructions or our guide.
Site displays which eBay marketplaces the channel is integrated with, as established in the setup wizard. By default, this is set to ALL.
Change Site to UK only: A channel with a site of ALL can be changed to UK only. This should only be used if you no longer want to download all eBay sales through a single channel and want to set separate channels up for each site. This process is not reversible so we recommend taking a backup and speaking to Tradebox support before undertaking this step.
Place all downloaded orders on hold automatically changes the status of every imported order to On Hold. This means that the order cannot be marked dispatched or posted to an accounts package until its status has been changed manually in the Order Module.
Create Tradebox Product Records allows the user to automatically create a product record in Tradebox when it encounters a SKU in an order that doesn't already exist in the Tradebox product list. This option only appears where the global Inventory Option (Configuration > Preferences) has been set to Tradebox. If the Inventory Option is set to Sage this option will be greyed out and any missing products will be automatically created. Where Tradebox creates products automatically it uses the online SKU and description only. It cannot create entries for quantities, pricing, location, dimensions etc, so it is advised to use this feature with caution. It is not recommended if you have products with a mixture of tax codes as Tradebox will create all products with your default tax code. There are a number of routes to import products into Tradebox that enable this missing information to be entered.
Ignore transactions prior to allows the user to establish a watershed date in the channel where the software will ignore any orders with an order date prior to the date entered.
Days to Download: How many days' worth of sales you want Tradebox to download for this particular channel. Tradebox will never download any duplicate sales, but it can cover old ground to see if any orders that didn't meet your criteria on first check are now valid for download, and also update order statuses if applicable.
Invoice Date allows the user to choose the date to use on the invoice produced by Tradebox. The options are:
- Order Date - The date the order was placed
- Payment Date - The date the order was paid for
- Despatched Date - The date the order was despatched
By default, this option is set to Order Date.
Discount Type allows the user to configure the type of discounts applied on downloaded orders which inform how the order is calculated in Tradebox. The user can choose:
- None - No discounts to be applied
- Order Discount - This applies a discount to the entire order
- Item Line - This applies a discount to the item, rather than the order. If chosen, Tradebox needs to know whether to apply the discount to the total number of units on the line, or, whether to apply the discount of each unit.
- Line = discount the line price after the unit price has been multiplied by the quantity
- Unit = discount the unit price before the unit price has been multiplied by the quantity
Download eBay Fees enables the user to download monthly eBay fees which are displayed in Reporting > eBay Fees. These fees can then be posted to an accounts package if integrated.
Download PayPal Fees enables the user to download individual PayPal fees which are displayed in Reporting > PayPal Fees. These fees can then be posted to an accounts package if integrated, either as individual transactions or a single grouped transaction. Filters within the fees screen allow individual fees to be gathered together by date, prior to posting to an accounts package, if integrated.
Use Variation as Title allows any available variation descriptions within the eBay order to be added to the downloaded product description, e.g. Nike Trainers could become Nike Trainers - Size 9 - Red.
Use PayPal Shipping Address allows the PayPal shipping address to be used in the order, rather than the shipping address from eBay. When this option is ticked new PayPal Credential fields appear allowing the user to enter their PayPal API Credentials.
Downloads and Uploads
Download Orders indicates whether the channel has been activated to download orders. By default, when a channel is setup, both download and upload options are turned off. To enable a channel to download orders, select the channel in the Channel module grid and choose the Activate button. The channel in the grid view will display a green tick under the Active and Download columns. The upload column will remain turned off, indicated by a red cross in the grid.
Upload Stock Levels displays whether the channel has been configured to allow Tradebox to pass stock levels back to the sales channel platform. This option can only be turned on from within the channel settings. When selected a confirmation box will ask the user to confirm whether stock levels should be uploaded.
Upload Negative Quantities as Zero enables negative stock level quantities to be substituted for a stock quantity of zero and is used where platforms don't allow negative stock.
Use 'Out of Stock' Option is a setting specific to eBay and allows a listing to be marked as 'out of stock' when a stock level of zero is passed to the listing. If this is not ticked, zero quantities will not be uploaded in order to avoid ending the list. Before the Out of Stock option can be used in Tradebox, this function needs to be applied in the eBay preferences:
- My eBay > Site Preferences
- Under Selling Preferences select Show
- Tick the Use-Out-Of-Stock option and click on Apply
A more in-depth explanation of these settings can be found in the Download and Upload Options article.
The VAT Tab allows the user to choose which rate of VAT to apply against Sales, Carriage and Other income streams from the UK, EU and Rest of World (ROW). These rates are fed from the general configuration settings found in Maintenance > Tax Rates where the user can apply the percentage rate against each VAT rate.
All EU Sales are B2B allows the user to apply a blanket setting against all sales from within the EU so they are treated as B2B and VAT is not applied to sales.
Use Product Tax for Carriage configures Tradebox to calculate VAT on carriage income based upon the tax status of the products in the order. If all products in the order are VAT exempt then VAT on carriage will be calculated as VAT exempt using the appropriate tax code. If ANY of the products in an order are liable for VAT then carriage income will be calculated with VAT.
For more detailed information on how Tradebox handles VAT, see our article here.
The orders section of the channel will display all orders that have been downloaded for that particular channel. It displays the following information:
Type: Displays either Sales Order or Sales Credit Note.
Date: The order date. By default, this is the date the order was placed.
No. The Tradebox order number, which is automatically assigned on download.
Channel No. The order number from the channel, in this case, the Amazon order number.
Customer: The customer's name.
Value: The total value of the order.
Status: The order status within Tradebox.
Double clicking on any order in the grid opens the order in full. The grid can be sorted by any column and is sorted by order date by default.
The Sales Tab displays gross turnover figures for the last 3 years in both a table and a graph, juxtaposing the last 3 years fixed calendar sales. The graph has Column Chart icon and a Line Chart icon allowing the user to toggle between a column chart and line chart.
The top section of the status tab displays a list of marketplace order statuses and the corresponding Tradebox order statuses they are mapped to. This controls at which status your orders will download to Tradebox. The bottom section of the grid controls which statuses are set to post to your accounts package (if integrated). To edit a marketplace status, double click on it and a pop up box will appear that allows you to choose what Tradebox status to map it to, and whether you want that status to download. To edit a Tradebox status, double click on it and a pop up box will appear that will allow you to choose whether or not you want orders with that status to post to your accounts. Unpaid orders cannot be downloaded from eBay, so the default statuses are Paid and Despatched.
This is explained in more detail here.
The Accounts Tab provides connection details to the chosen Accounts package through this screen and is established per channel allowing different channels to be configured independently. Tradebox One currently only supports Sage 50. Integration for Xero, Sage One and Quickbooks will be released in later versions and configured through this screen.
Company allows the user to choose the Sage Company data they wish to integrate with from a drop down list.
Data Folder displays the path to the chosen Sage Data folder
Tradebox One requires 2 Logon Names for integration with Sage 50; TBUSER and TBSERVICE. These fields are prepopulated with the required login names that need to be set up in Sage. Passwords need to be provided if the TBUSER and TBSERVICE users in Sage have been given a password.
The Sage Accounts Guide provides step by step instructions on configuring the Accounts Integration in Tradebox One.
The 'Configuring Sage for use with Tradebox One' article also provides an in-depth overview of the actions required in setting up Sage.