When a piece sells: from the sale to the courier
7:06 · Watch on YouTube
One sale from start to finish: Artifactly finds a sale on eBay, Etsy, Shopify or WooCommerce, ends the piece on your other connected marketplaces, and emails you what it did and what is left for you.
Then recording a sale yourself (Sold, or Sold at the till on your phone), the Sold, needs sending list, the invoice, address label and CN22, the job text for Shiply and AnyVan, and ticking the piece as sent.
About this video: The screens are the real Artifactly app, recorded on a demo shop with made-up stock. The voice is computer-generated.
Questions this video answers
What happens in Artifactly when a piece sells on eBay or Etsy?
It checks those marketplaces for sales every five minutes. When it finds one, it marks the piece sold. Then it ends the listing on your connected marketplaces, wherever it is live.
Does Artifactly take a sold piece off my other marketplaces?
Then it ends the listing on your connected marketplaces, wherever it is live. eBay listings are ended, Etsy listings are taken off sale, Shopify products are archived, WooCommerce products are set to draft, and it is removed from Google Shopping. Copy-and-paste marketplaces, such as Pamono or Vinterior, cannot be ended by Artifactly.
How do I mark a piece sold myself, or sold in person?
Every piece for sale has a Sold button on its card. It asks how the piece is leaving: Collected in person, or Needs sending. If the buyer takes the piece away there and then, at a fair or an antiques centre, use your phone instead, and scan the piece's label.
How do I make the invoice, address label and CN22 for a buyer, and arrange the courier?
Invoice opens the Commercial Invoice. Label makes the address label: the delivery address, the buyer's phone number, and a delivery code or reference. If the piece is going abroad, CN22 is the customs form. You book the courier on the courier's own site. Open Site opens Shiply or AnyVan in a new tab: paste the text there, and book.
Chapters
Full transcript
Word for word, as spoken in the video, by chapter.
0:00A sale, start to finish
This video follows a sale from start to finish. First, what Artifactly does by itself when a piece sells. Then how you record a sale yourself. Then the buyer's paperwork, the courier, and ticking the piece as sent.
0:16What Artifactly does by itself
When a piece sells on eBay, Etsy, Shopify or WooCommerce, you do not need to tell Artifactly. It checks those marketplaces for sales every five minutes. When it finds one, it marks the piece sold. Then it ends the listing on your connected marketplaces, wherever it is live. eBay listings are ended, Etsy listings are taken off sale, Shopify products are archived, WooCommerce products are set to draft, and it is removed from Google Shopping. Copy-and-paste marketplaces, such as Pamono or Vinterior, cannot be ended by Artifactly. If the piece is still listed on one of them, you take it down there yourself, and the sale email names each one. A piece you hold more than one of is different. The sale lowers the number in stock, the listings stay up with the new number, and it does not go on Sold, needs sending. It also emails you, and puts the piece on Sold, needs sending. On Marketplace Integrations, Sync Events shows each sale and each listing it ended, for 24 hours. The demo shop has no marketplace connected, so you will not see them here.
1:22The sale email
The sale email goes to the Contact Email in your Business Profile. Here are its real lines, with example details. The subject says where it sold, what it was, and the price. Then the SKU, the price, the order number when the marketplace gives one, and where the piece is kept. Next it says which marketplaces it took the piece off. If one could not be ended, it says so plainly, with the reason, because the piece can still be bought there. Check those straight away. Copy-and-paste marketplaces where the piece is still listed are named, and a sheet listing the piece is attached, so you can take it down there. And last, what to do next: arrange the courier, then tick it as sent on the Command Room.
2:06Recording a sale yourself
If a piece sells some other way, for example to a buyer who rang you, you record the sale yourself. In Inventory Control, find the piece: type its SKU in the search box. Every piece for sale has a Sold button on its card. It asks how the piece is leaving: Collected in person, or Needs sending. Then it marks the piece sold and ends it on every connected marketplace where it is live. A piece that needs sending waits on Sold, needs sending, like an online sale. One collected in person does not. We will not press it here. If the buyer takes the piece away there and then, at a fair or an antiques centre, use your phone instead, and scan the piece's label. This is what your phone shows. Sold at the till asks you first. Then it records the sale as made in person, and ends the piece on your connected marketplaces where it is live. A sale in person does not go on Sold, needs sending, because there is nothing to send. We close this without pressing anything.
3:06Sold, needs sending
Back to the online sales. At the top of the Command Room is Sold, needs sending. Every piece sold in the last 30 days that nobody has ticked as sent waits here, oldest first. The demo shop has two. Each row has the photo and the title, then where it sold, the day and the price. The bookcase sold on eBay on the eleventh of October, for 395 pounds. When the marketplace gives an order number, it shows on this line too. Where it is tells you where to fetch it from: here, the Antiques centre stand, Shelf C3. It comes from the place saved on the piece. Once the sale email has gone, a green line under the row says Sale email sent. If it could not be sent, a red line says so, and why. These two demo sales have no email record, so neither line shows.
3:59Invoice, address label and CN22
Next, the buyer's paperwork. It is made from Staff Notes, on a piece's card in Inventory Control. We use the Herbert Gibbs chest of drawers to show the windows; they are the same for every piece. Invoice opens the Commercial Invoice. Fill in the date, when it is due, the currency, and the buyer's name, phone and address. Your company and bank details come from your Business Profile. Generate Invoice opens it in a new window, ready to print or to save as a PDF, and keeps a record in Invoice History. We press Cancel. Label makes the address label: the delivery address, the buyer's phone number, and a delivery code or reference. Generate Address Label opens it, ready to print. We press Cancel. If the piece is going abroad, CN22 is the customs form. It starts filled in with your name and address, the piece, a quantity of one, its price, and its weight if one is saved. The HS tariff number you always fill in yourself, and the country of origin too when the piece has none saved. Artifactly never guesses them. Sale of Goods is ticked for you, and until both boxes are filled in, Generate CN22 stays greyed out. We press Cancel, and close Staff Notes.
5:24Weight and the courier job text
Now the courier. Open Shipments, press Choose from Inventory, and pick the piece. We pick the same chest of drawers. The courier needs the weight. If you have not weighed the piece, AI Estimate Weight works it out from the sizes, the material and the kind of piece. It is used on this screen only, and not saved to the piece. We press it. Here is the estimate: the weight of the piece, the weight with packaging, and the size based weight that some couriers charge by. Weigh it yourself when you can. Then open the Shiply and AnyVan tab, and type the buyer's postcode in Customer Postcode. We type a made up one. Each card has a listing title and a full description for the courier job, made from the piece, its sizes and weight, both postcodes, the floors, and your packing and requirements lines. Copy puts it on your clipboard, ready to paste. You book the courier on the courier's own site. Open Site opens Shiply or AnyVan in a new tab: paste the text there, and book. Artifactly does not book the courier for you.
6:33Tick it as sent
When the piece has gone, go back to the Command Room and press Sent on its row. It leaves the list, and Artifactly records who ticked it. Nothing changes on any marketplace. We will not press it here. Afterwards, What everyone did, on Billing and Account, shows who ticked it, with the words ticked a sold piece as sent, and the piece's name. That is a sale, from the marketplace to the courier. The next video shows Shipments in full.