Vendors / Consignors & Manifests

Vendor Settings

Each vendor / consignor can override organization defaults that then cascade down to its auctions and lots. Most fields are left on Inherit and only overridden when a vendor genuinely behaves differently from your org-wide defaults.

Auction Defaults (top of the form)

• Default Buyer's Premium (%) — Pre-fills the buyer's premium on a new auction tied to this vendor.
• Default Timezone — Used for auction start/end times when this vendor's inventory is being auctioned.
• Default Pickup Location — Where buyers pick up items from this vendor's auctions.
• Default Terms & Conditions — Vendor-specific T&Cs appended to every auction (one-off auctions can override).

Cataloging / Workflow Settings (cascading)

• Auto Print Labels — Print item labels automatically when an item is cataloged.
• Use Serial Labels — Print sequential serial numbers on item labels.
• Use Existing Barcode — Reuse the scanned vendor barcode instead of generating a new one.
• Use Stock Photography — Allow stock photos instead of requiring original photos.
• Include Dimensions — Show length, width, height, and weight fields during cataloging.
• Default Condition — Condition code assigned to new items from this vendor.
• Available Condition Codes — Restrict which condition codes can be picked for this vendor's items.
• Default Quantity — Default quantity for new auction items.
• Serial Prefix — Prefix added to serial numbers on labels.
• Label Template — Default label template used when printing.
• Workflow Steps — Which steps appear in the cataloging workflow (single screen, photograph, describe, measure, condition, price, review, publish, force putaway).

Uploading Manifests

A manifest is a CSV provided by a vendor that lists the items in a shipment. Uploading a manifest before receiving lets you verify that all expected items arrive and track any discrepancies.

How to Upload a Manifest

1. Open the vendor / consignor's edit page (Management > Vendors / Consignors → click a vendor).
2. Switch to the Manifests tab. The tab shows a badge with the current manifest count.
3. Click Upload Manifest in the table header. This opens the Vendor Manifest Upload wizard with the vendor pre-selected.
4. Optionally pick a Lot to receive the manifest into.
5. Choose your CSV file (drag-and-drop or click to browse). Max size 10 MB.
6. Click Upload & Continue to move to the column-mapping step.

Only .csv (and .txt) files are accepted today; Excel files need to be exported to CSV first. The upload limit is 10 MB.

Column Mapping

After uploading a CSV, ListerLeo presents the column-mapping step. This is where you tell the system which columns in your spreadsheet correspond to which manifest fields. ListerLeo auto-detects common header names and pre-fills the mapping — you can adjust any field via the dropdowns.

Manifest Fields

Click Preview Data after confirming the mapping to see up to 10 rows from your CSV. Then click Process Upload to dispatch the import job — ListerLeo creates one manifest item per CSV row.

Manifest Matching

Once a manifest is uploaded, ListerLeo matches scanned items against pending manifest rows to track receiving progress.

How Matching Works

Matching is an exact barcode comparison, scoped to the manifest's vendor (and, when set, its lot). It is not a fuzzy/string match. When a scanned auction item has a barcode, ListerLeo looks for the first pending manifest item with the same barcode under the same vendor's manifests; if found, the manifest item is marked matched and linked to the auction item. If the manifest row has a cost and the auction item has none, the cost is copied over.

• Match Found — The barcode matches a pending manifest row. The manifest item's status becomes matched, received_quantity is set, and the manifest's matched-count is updated.
• No Match — No pending manifest row matches the barcode. The item is still created normally. When matching is run against a specific manifest, the manifest's extra_items counter is incremented.
• Batch Re-Match — After upload, you can re-run matching against existing scanned items on the manifest detail page. Pending manifest rows that still have no match are marked unmatched.

Possible manifest statuses are pending, partially_matched, and completed — resolved automatically as items get matched (no matches → pending; some but not all matched → partially_matched; every row matched → completed).

Receiving Against a Manifest

The manifest edit page shows the manifest form at the top with a Manifest Items table below listing every row from your CSV. Header actions include Run Batch Match and Receiving Report.

1. From the vendor's Manifests tab, click on a manifest row.
2. The manifest detail view shows every row with its barcode, SKU, title, expected quantity, received quantity, cost, status, and linked auction item (if matched).
3. Each manifest item's status badge is color-coded: gray for pending, green for matched, and red for unmatched. Use the status filter to focus on a single bucket.
4. The manifest's overall counts (total_items, matched_items, extra_items) update automatically as items are scanned and matched.

Manifest Discrepancies

Discrepancies surface as differences between manifest rows and the items that actually got scanned. ListerLeo's matching service builds a receiving report with three buckets:

• Received — Manifest rows whose status is matched and that are linked to an auction item.
• Missing — Manifest rows still in pending status (never matched to a scanned item). Likely short shipments or items lost in transit.
• Extra — Auction items linked to this manifest that aren't matched to any of its rows — i.e., scans that didn't have a corresponding manifest entry. The manifest also keeps an extra_items counter that is bumped each time a scan is matched against the manifest with no matching row.

Filter the manifest's Manifest Items table by status to drill into pending, matched, or unmatched rows.

Vendor Performance Data

Vendor performance data is available in Analytics > Vendor Performance. This report lets you compare vendors side by side on metrics like revenue, sell-through rate, and manifest accuracy.

Vendor Activity

Vendor-related activity (manifests uploaded, items scanned, lots created, settings changes) is tracked in the system's activity log. Each entry shows the timestamp, action, and the user who performed it.