eBay - Importing Orders for Items not Listed by UltraCart

This page will help you understand how to handle importing orders into UltraCart from eBay where the listing wasn't posted by UltraCart. First let's review the eBay configuration options associated with order processing located under:

Main Menu → Configuration → eBay

Setting Name	Description
Import Orders for Auctions Not Listed by UltraCart	If you check this box, UltraCart will try to import orders from eBay where the item wasn't listed by UltraCart
Auto-generate items from eBay Listings During Import	If you check this box, UltraCart will create a new item where the item id is the auction number. It will attempt to lookup all the details from the item that are possible such as description, extended description, cost, weight, dimensions, etc. Not all of this information will be available depending upon how you listed the item.
Ignore orders placed before	Enter a time in this field in MM/DD/YYYY HH:MM:SS format. This will prevent UltraCart from importing a lot of existing orders from the eBay account. We recommend settings this field if you have an existing eBay account

There are two ways that UltraCart can handle importing these orders:

Map the auction number to an existing item in your store.
Let UltraCart create the missing item automatically from the eBay Listing (the second checkbox)

Map the auction number to an existing item in your store.

This is the preferred method of bring down orders from eBay and will take precedence over the auto-generation of items if you have that option enabled as well. We will use the channel partner item mapping functionality of UltraCart to translate from the eBay auction number to the UltraCart item ID. That way the orders flow down into UltraCart using the same SKUs that we already have configured in our warehouse and our dimensions and weights will be accurate. First we need to navigate to the item list and choose an item:

Main Menu → Item Management → Items → click an item id

The channel partner item mapping functionality is located on the Other tab of the item editor. Click on the other tab as shown below.

Now in the Channel Partner Item Mapping section we need to locate the eBay row and enter the eBay auction number into the From SKU field as shown below then save the item.

At this point UltraCart will translate the eBay auction number to the UltraCart item ID during the import process.

Let UltraCart create the missing item automatically from the eBay Listing

If you have selected this option in your order processing configuration then UltraCart will create a new folder automatically in your item management section labeled "eBay Auto-generated" as shown below.

When UltraCart imports an order it will automatically create a new item within this folder for the eBay Listing. The new item will have the following fields populated:

Field	From eBay Listing
Item Id	Auction Number
Description	Title
Extended Description	Description
Cost	Listing Price
Weight	Calculated Shipping Weight. Flat shipping listings will be configured as 1 LB
Length	Calculated Shipping Length. Flat shipping listings will not have dimensions configured.
Width	Calculated Shipping Width. Flat shipping listings will not have dimensions configured.
Height	Calculated Shipping Depth. Flat shipping listings will not have dimensions configured.

If you are using flat shipping on Ebay and auto generated items then you may need to edit the item after it is created and the first order before you will have accurate shipping from UltraCart

Monitoring for Missing Items

If you choose to import orders that UltraCart hasn't managed the listings for, but do not have the auto-generate option turned on then you can create a log jam. It is import to make sure one of your UltraCart users has the eBay notification turned on. Whenever a missing item is detected UltraCart will send these users an email letting them know an item is missing. The user can then go create the new item or map the auction number to an existing item and the order will import the next hour. To enable this notification go to:

Main Menu → Configuration → Users → Click edit on a user

Now in the notification section of the user select the eBay Notices as shown below and save.