Unmatched orders and duplicate stock items (SKU matching)

ProfitClerk matches each eBay sale to your stock by SKU (eBay's "custom label"). When the SKU on the sale matches an item in your stock, the sale gets that item's cost and the units come off your stock. When it does not, the order is marked Unmatched: no cost is found, and its profit is too high until you fix it.

How matching works

• The SKU on the eBay sale is compared with the SKUs in your stock.
• Spaces at either end are ignored, and so is the difference between capitals and small letters: BLUE-01 matches blue-01.
• Anything else must be the same. BLUE-01 does not match BLUE01 or BLUE-1.
• A sale with no SKU on eBay cannot match anything.

When a sale matches, the item's cost is fixed for that sale at the time, by average cost and by FIFO, so later restocks never change past profit.

Find unmatched orders

• Website: on Orders, choose the Unmatched filter. After a sync, the message also says how many unmatched orders there are.
• App: on Sales, tap the Unmatched filter.

Opening an unmatched order shows No item cost recorded with "The SKU … matched no inventory item."

Fix unmatched orders

Pick the fix that fits:

1. Add the item with the same SKU. In Inventory (Stock in the app), add the product with exactly the SKU on the eBay listing. Future sales then match by themselves.
2. Match past orders again. Existing orders are matched when eBay sends them again. Run Re-import missed orders (Settings › Sync, up to 90 days) covering the dates of those sales.
3. Set the cost on the order. On the order, enter the cost per unit and save (Set cost on the website, Add the item cost in the app). This changes that sale's profit only and does not touch your stock.
4. Many at once. Use Import item costs with a spreadsheet of SKUs and costs.

Duplicate items in stock

Two items for the same product usually means two different SKUs, for example one typed by hand and one from a job lot. Sales only find the one whose SKU matches the listing, so the other just sits there.

To tidy up:

1. Decide which SKU matches your eBay listing. Keep that item.
2. Restock the kept item with the units and cost from the other (Restock), so the cost is not lost.
3. Delete the duplicate. Its past sales stay in your reports.

Adding stock with a SKU you already have does not create a duplicate: it restocks the existing item. The app warns you: "Already in stock: … Saving adds to it."

Variations and multi-item orders

• Listings with variations (sizes, colours) need a different SKU for each variation on eBay, and a matching item in your stock for each.
• Orders with several items are stored as one line per item, each matched by its own SKU. One line can be matched while another is unmatched.

Selling more than you recorded

If a sale uses more units than your stock shows, the extra units are costed at the item's average cost and the cost is marked estimated. Restock the item with what you really bought to firm it up.

Still stuck? Contact us with an order number and the SKU on the listing.