Inventory management with eBay

Inventory sync can be activated on the eBay account set up within Brightpearl. When active, Brightpearl will update your eBay account's listing availability to reflect the quantities you have available to sell. The quantity uploaded is flexible to suit all your needs.

Changes made in eBay will not download into Brightpearl.

When will inventory be updated?

An inventory level update is triggered at the following times:

  • When the a product is first connected to a listing on eBay (and inventory sync is active)
  • When the on hand inventory level at the chosen warehouse changes due to sales order allocations, inventory corrections, receiving items on sales credits, purchase orders or warehouse transfers
  • When the listing is disconnected and then reconnected to the product in Brightpearl (and inventory sync is active on reconnection)
  • When a full eBay stock sync is triggered manually from the eBay settings page. Note that this bulk sync action is limited by eBay to 4 full syncs per day. 
  • A full daily stock sync will also be run automatically by Brightpearl, which will help to maintain inventory levels for virtual stock that has not moved. This also provides a fallback mechanism should any inventory updates fail for any reason during the day.

The quantity will update on eBay in near real time.

Inventory and price sync on connection

When first implementing the eBay app in Brightpearl, you may wish to deactivate price and inventory synchronization until you've finished the setup and are ready to start using the connector. However, it's worth nothing that enabling synchronization settings later on will not automatically immediately update eBay, so eBay could still potentially display items which are out of stock in Brightpearl. 

When synchronization is active, prices and inventory levels are automatically sent to eBay when the listing is first connected to a product. After the initial connection, updates are only sent to eBay once the prices or inventory levels change - so if the synchronization of prices or inventory is activated after the listing and product are connected, the updates will only happen as subsequent changes happen in Brightpearl.

What quantity is uploaded?

There are several settings which control the availability of a listing:

  1. All on hand inventory
  2. Maximum quantity - "limited to ___ items per listing"
  3. Minimum quantity - "minimum of ___ items per listing"

You can choose to use either on hand inventory or a maximum quantity, but you can use a minimum quantity concurrently with either of those options.

This table indicates what quantity will be synchronized with eBay depending on the setup options used:

Option Min qty set? On hand > Min qty On-hand > Max qty Quantity synced
All on hand items No - - On hand quantity
All on hand items Yes Yes - On hand quantity
All on hand items Yes No - Minimum quantity
Maximum quantity No - No On hand quantity
Maximum quantity No - Yes Maximum quantity
Maximum quantity Yes Yes Yes Maximum quantity
Maximum quantity Yes Yes No On hand quantity
Maximum quantity Yes No Yes Minimum quantity
Maximum quantity Yes No No Minimum quantity

Quantity of a bundle

A Brightpearl bundle is not a physical item on the shelf, but a collection of stocked items that can be purchased together for a single price. A bundle is not stock tracked, but each of the individual items within the bundle can be stock tracked and can have a quantity. There is therefore a theoretical quantity of a bundle, which is the maximum number of bundles which could be sold based on the availability of the items included.

It is possible to activate bundle quantity synchronizing with your eBay account to send this theoretical quantity to eBay where a listing is connected to a bundle.

Learn more about bundle availability here.

Variants

Variant listings on eBay show the availability of each different variant. For each variant listing there must be a product group in Brightpearl, and that group must consist of one product for each different variant listed, with the relevant option values assigned. Each individual item in Brightpearl has its own inventory level in order to manage the availability of each different variant on the listing.

The inventory sync options used are applied across the whole group.

What happens if a single item goes out of stock?

If one of the variants goes out of stock it will no longer be available to buy through the listing, as eBay does not allow out of stock items to be sold. As long as the eBay account has been set to automatically relist items when they come back into stock the item will automatically be added back into the same listing once it becomes available.

As long as at least one of the variants in the group has availability, the listing will not end.

Multi-warehouse

Each eBay account integrated with Brightpearl can be linked to one or more warehouses, selected in the eBay channel settings in Brightpearl. The combined on hand quantity in the selected warehouses is used for updating product availability on eBay.

An additional warehouse must be selected to specify which warehouse downloaded orders should be assigned to, and therefore from which warehouse the inventory will automatically be allocated. Although only one warehouse can be assigned to an order, it can be shipped from multiple warehouses using advanced fulfillment.

Note: Auction listings are not fully supported. We recommend that auction listings are not used with Brightpearl.

Enabling out of stock listings on eBay

Enabling the out of stock listings option on eBay means that when you run out of on hand inventory in Brightpearl, your listings won't end automatically.

How to activate the out-of-stock-option on your eBay seller account

  1. Log into your eBay seller account.
  2. Go to My eBay > Account > Site Preferences .
  3. Under the Selling Preferences section select Use the out-of-stock-option .

eBay-use-out-of-stock-option.png

Managing eBay's listing update limit

You can choose to limit real time stock updates to only kick in at critical stock levels, to avoid exceeding eBay’s listing update limits. eBay allows 150 updates per day per listing including variations, which can mean that fast moving listings regularly exceed the daily update limit.

By limiting updates to those most critical, you can use your stock update allocation more efficiently.

Using the Sell Feed API

Early in 2022, eBay made a change to their API requiring customers must perform an additional step to ensure their bulk inventory updates could still be processed. If you find your bulk inventory updates are not being processed, try the following:

  1. Go to Channels > select your eBay channel > Settings.
    image-20220414-121525.png
  2. In the Settings modal, scroll down to the Inventory section. Go to the Bulk inventory update option and click Authorize use of Sell Feed API.
    image-20220414-120949.png

  3. You will be redirected to eBay. Log in to your eBay account.
    image-20220414-121152.png
  4. Once you have logged in, the authorization will be complete and you can return to Brightpearl. Now your eBay settings modal should display an option to run a bulk update:
    image-20220414-121327.png
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