SEAPaSS

User Guide

Version 1.6.1 build 275

Last edited Tuesday, June 5, 2018

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Table of Contents
Introduction ............................................................................................................................... 4
Typical user flow for SEAPaSS .................................................................................................... 5
Signing in .................................................................................................................................... 6
First-time user ........................................................................................................................ 6
Prepare orders for shipping ....................................................................................................... 7
Default view and sorting options ........................................................................................... 8
Filter orders by urgency ...................................................................................................................9
Show only new or only modified orders ....................................................................................... 10
New shipments notification .......................................................................................................... 10
Local time displayed...................................................................................................................... 10
Process orders ...................................................................................................................... 11
Edit item details and amount paid ................................................................................................ 11
Add seller note .............................................................................................................................. 12
Confirm or change addresses........................................................................................................ 12
Select carrier options .................................................................................................................... 14
Update multiple shipments (bulk update) .................................................................................... 16
Generate shipping label ................................................................................................................ 18
Add or remove orders in manifests .............................................................................................. 21
Sending out shipments ............................................................................................................ 22
Process shipment (DHLeC) ................................................................................................... 22
Marked as shipped (Thailand Post) ...................................................................................... 24
Shipments in transit ............................................................................................................. 24
Marking shipments as “shipped” .................................................................................................. 25
Tracking status window ................................................................................................................ 26
After delivery ........................................................................................................................ 27
Help and support ..................................................................................................................... 29
SEAPaSS user guide .............................................................................................................. 29
SEAPaSS YouTube channel ................................................................................................... 29
Technical support ................................................................................................................. 30

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Signing out of SEAPaSS ............................................................................................................ 31
Auto sign out due to inactivity ............................................................................................ 31
APPENDIX ................................................................................................................................ 32
First-time user ..................................................................................................................... 32
Set up business name ...................................................................................................................32
About the SEAPaSS master account..............................................................................................33
Link additional eBay accounts .......................................................................................................33
Set up an supported carrier (DHLeC) ............................................................................................35
Set up an supported carrier (Thailand Post) .................................................................................36
Set up an additional (non-integrated) carrier ...............................................................................37
Confirm default address and phone number................................................................................37
Advantages of using a supported carrier (integrated carrier) ............................................ 40
Manually mark orders as "payment received" ................................................................... 40
Filter orders by account ...................................................................................................... 41
Export data to File Exchange format ................................................................................... 41
Import tracking numbers .................................................................................................... 42
Putting orders on hold ........................................................................................................ 44
Change business name ........................................................................................................ 45
Print packing slip ................................................................................................................. 46
Canceled items .................................................................................................................... 46
SEAPaSS glossary ..................................................................................................................... 48
Table of illustrations................................................................................................................ 50

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Introduction
SEAPaSS is a new order management platform from eBay designed to meet the requirements of sellers in
Southeast Asia. SEAPaSS stands for South East Asia PArcel Shipping Solution.

SEAPaSS is designed to be a “one-stop shop” platform which allows sellers to accomplish many shipping and
logistics-related tasks without leaving the SEAPaSS website.

Key features include:

 Automatic synchronization of sales data from eBay

 Tight integration with shipping carriers
 Support for consolidating data from multiple eBay accounts owned by the same seller
 Bulk printing of carrier shipping labels, packing slips and manifests.

With just one master SEAPaSS account, a seller can link to multiple shipper accounts in various carriers as
well as link multiple eBay seller accounts, thus significantly increasing the efficiency of managing multiple
accounts.

SEAPaSS also provides access to discounted shipping rates negotiated by eBay with regional carriers.

In addition, SEAPaSS features the ability to export and import order details to/from other systems.

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Typical user flow for SEAPaSS

Figure 1. Typical user flow, from when orders appear in the New tab until it is delivered.

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Signing in
Go to the main SEAPaSS page at [Link] and click on “Sign in”.

Figure 2. Sign in to SEAPaSS with your eBay credentials.

You can sign in with your current eBay credentials (your main eBay seller user ID and password). No
additional sign-up or registration is needed.

Please note that the account used for first sign up will be referred to as your Master Account and those
credentials should be used anytime you wish to login to the platform.

First-time user
If you are using SEAPaSS for the first time, a few important settings need to be configured before you can
use the tool. In particular, you need to link at least one carrier account before you can fully utilize SEAPaSS.
For more details, refer to the First-time user section in the Appendix.

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Prepare orders for shipping
Once you have set up your preferred carrier(s) and confirmed your business addresses, you can start using
SEAPaSS.

If you are still in the Settings window, click on the Paid Orders tab.

Under the New sub-tab, you will see a list of orders with items purchased from your eBay store(s) which are
already paid for.

SEAPaSS only displays orders that are completed and paid in full; if payments are still pending, orders will
not be shown on the platform. If you want to sync orders where payment did not complete automatically
(for example, Cash on Delivery orders) you will need to manually mark the specific orders with "Payment
received" via your eBay account. For more details, refer to the Appendix.

Each row is a single order which includes one or more items. Each order contains key order details such as
shipment status, item details, quantity sold, order date, amount paid, shipping fee paid and relevant buyer’s
information.

In accordance with eBay policy and to maintain a high seller standard, orders should be fulfilled as soon as
possible.

SEAPaSS assigns the initial status of “Sold & Paid” to all new orders retrieved from eBay, which is shown in
the Shipment Status column. This status will change later, based on the actions you perform on these
orders.

Figure 3. Default view of the New tab with new orders after logging in.

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Default view and sorting options
By default, SEAPaSS displays the “last modified” orders first, which means you will see the newest paid
orders or the orders you have recently edited at the top of each tab.

You can click on the various column headers to sort orders according to the corresponding data in each
column.

For example, you can click on the Ordered On header to sort orders based on date of purchase in ascending
order (so older orders will show up first). If you click on the header a second time, the orders will be sorted
in descending order (newer first). If you click on the header a third time, sorting will be reset to “last
modified” again (so orders that were modified/or added recently will show up first).

SEAPaSS will remember the sort settings for each tab, but if you move orders from one tab to another, the
destination tab’s sorting is reset to “last modified”, so the latest orders which were just moved into that tab
will be displayed at the top.

If you manually move an order from one tab to another, for example, from In Transit back to New, a status
bar with a green background is briefly shown where the order had been. A status message is also shown
indicating where the order was moved.

Figure 4. Newly-moved orders are shown with a green status bar and their destination.

A tab which has new or newly-moved orders will be updated with a green icon containing an item count. If
you switch to that tab, those new orders will be briefly highlighted with a green background.

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Figure 5. In this example, some orders have just been moved into the Label Printed tab. Newer orders are always shown at the top of
the tab, and the newest ones are briefly shown with a green background.

Both the green icon and the green background will disappear after a few seconds.

Filter orders by urgency

The new “Handle by” pushbutton filters help sellers determine which are the most urgent orders
which need to be fulfilled first.

Click on one or more of the buttons to filter the relevant orders.

Figure 6. In this example, only "Overdue" orders are being shown.

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You can also refer to the “urgency” tags in the Order Dates column which indicate orders which are
overdue or due to be processed soon.

Figure 7. Two examples of “urgency” tags which appear in the Order Dates column.

Show only new or only modified orders

The new “State” filters help sellers differentiate between new and modified orders.

Click on New to show only new orders, or click on In Progress to show modified orders, for example
orders where the declared content has been edited, or where shipping details have been entered.

New shipments notification

If new orders arrive while you are in the middle of a SEAPaSS session, a notification box will appear
at the top of the page, near the SEAPaSS logo. You can click on refresh to see the latest orders. If you
do not click on refresh, the box will disappear after a few seconds.

Figure 8. Click on refresh to see the latest orders.

Local time displayed

The time and date which is displayed in the
Ordered On column is based on the local time
zone, with the difference between UTC
(Coordinated Universal Time) and local time shown
in brackets.

You can hover the mouse over the dates

(mouseover) to see the full date details for each
order.
Figure 9. For orders, local date and times are
displayed.

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Process orders
You can now process the orders in the New tab. The main steps include:

 Edit Item Details and Amount Paid

 Add Seller Note (optional)
 Confirm Shipping Details
 Generate Shipping Label(s)

Edit item details and amount paid

Before shipping out items, you can edit their titles to make them more suitable for shipping labels
and packing lists. To do so, click on the pen icon (Set declared content) next to an item’s title.

Figure 10. To edit item titles, click on the pen icon next to its title.

It is advisable to shorten overly-long titles; note that although eBay allows title lengths of up to 80
characters for listings, SEAPaSS limits titles to a maximum of 50 characters to align with shipping
label standards.

You should remove non-relevant eBay keywords or marketing phrases, and you may also want to
delete certain words or phrases such as “RARE”, “ONE OF A KIND” or “ANTIQUE” which could attract
unwanted attention to the package.

Sellers can also choose to add HS code numbers to the titles for taxation and classification purposes.

Some buyers may request that you edit the item’s title to protect their privacy, for instance, when
sending certain personal items to their office address.

Similarly, the Amount Paid for the item is often used as the “declared value” by customs when
computing duties and taxes. The Amount Paid can optionally be edited by clicking on the pen icon
(Set declared value) next to it, but be aware that changing this value can affect the amount of
insurance you can claim for the shipment and might also be used against you in case of buyer
dispute.

Figure 11. You can change the Amount Paid by clicking on the pen icon (Set declared value) next to it.

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Changes to the title or amount paid only take effect within SEAPaSS and do not affect the actual
eBay listing or the true amount paid. If you wish to reset the title or amount paid to its original value,
click on the pen icon again, delete the text (set to blank) and click on the Save icon.

Add seller note

You can optionally use the seller note feature to add reminders or notes to yourself, or to pass on
instructions to the warehouse. Seller notes are not displayed to the buyer.

To create a seller note, click on Add note… (Set seller note) below the item’s title.

Figure 12. Adding a seller note.

Type the note in the box and click on Save when you are done.

Figure 13. The seller note can be used to pass on instructions to the warehouse.

You can also add seller notes to orders located within any other tab, not just the ones within the
New tab.

Note: The seller note should not be confused with the Buyer’s Note, the shipping instructions from
the buyer which cannot be edited.

Confirm or change addresses

For every order, SEAPaSS pre-fills the address fields with details from the seller's and buyer's eBay
accounts, including names and mailing addresses.

You can hover the mouse over (mouseover) the buyer’s eBay name for each order under the Postage
Info column to show the “Ship To” details such as the buyer’s names, address and phone number.

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Figure 14. Hover your mouse over the buyer’s eBay name to show shipping details

If required, you can still add to or modify the buyer’s details.

For example, if you wish to modify the Ship To (recipient) address, click on the Edit button
below the buyer’s name.

The Edit Shipping Destination Address box appears.

If you make any changes in this box, click on Update to save them and continue.

Note that changing the ship to address is allowed, but not encouraged by eBay. If you change the
ship to address, SEAPaSS will warn you that the shipment won’t be covered by eBay or PayPal
policies.

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Figure 15. The Ship To (shipping destination) details can be edited.

You can also select a different “Ship From” or “Return To” if you had previously added one or more
business addresses in the Settings -> Addresses section.

This option is covered in the section below, Update multiple shipments (bulk update).

Select carrier options

You can now select the carrier options for each item you want to send out.

SEAPaSS obtains the buyer’s chosen shipping service (as previously selected from the options offered
on your eBay listing, based on eBay shipping policies) and displays it in the "Shipping term" field.

Figure 16. Make sure you are using a service with a similar or faster delivery estimate as offered on your listings.

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This dictates the delivery time the buyer is expecting based on the selected service's estimated
delivery date.

It is advisable to make sure you are using a service with a similar or faster delivery estimate as
offered on your listings.

In addition, some services are limited in terms of destination (Ship To) countries and package sizes
(dimensions and weight) so you should confirm that the service selected is suitable for the shipment,
based on the carrier’s policies.

Click on Choose carrier… for each order under the Delivery Info column which located to the right of
the window.

Figure 17. Click on Choose carrier to select a carrier.

A dropdown menu appears with various supported and additional (non-integrated) carriers which
are available. The carrier(s) shown will be the ones you chose during the First-time user setup. You
can also refer to the Set up a supported carrier and Set up an additional carrier sections in this guide.
In addition, you can also click on Add carrier… to return to the Settings -> Carriers section.

Figure 18. In this example, DHL eCommerce has been selected as the carrier.

Next, choose the carrier service type and after that, key in the package weight. Once you have
confirmed all the shipping details, click on to save the changes.

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Figure 19. In these examples, service options for DHL eCommerce are shown, and the package weight is keyed in.

The selected shipping options are displayed and the item’s Shipment Status changes to “Prep for
label”. The button (print label) is activated and you are now ready to print the shipping label.

Figure 20. An order after shipping-related details have been saved.

Update multiple shipments (bulk update)

While you can process each order row separately, SEAPaSS also provides the ability to update
multiple shipments at the same time. This feature is particularly useful when you want to ship out
many orders which contain the same or similar items.

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Select one or more orders by checking the leftmost box in each row. Then click on More Actions ->
Bulk Edit Shipments.

Figure 21. Select one or more orders, then click on More Actions -> Bulk Edit Shipments.

The Bulk Edit Shipments box appears. You can select or key in details in the Delivery Info, Package
Volume and Declared Info sections.

The Addresses section allows you to change the “Ship From” or “Return To” address for the selected
orders, if you had previously added one or more business addresses in the Settings -> Addresses
section.

Figure 22. In this example, all selected orders will be set to use the same carrier, with the same package weight, return
address and declared info.

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Generate shipping label
With the addresses, package details and shipping options confirmed, you can now print shipping
labels for your orders.

Figure 23. The Print Label button is activated after package and shipping options have been confirmed.

To generate a label for a single order, click on the Print Label button which is located in the
Actions column to the right of each order.

The shipping label is generated in PDF format, and will be saved to your default download folder
(usually the “Downloads” folder located in your default user folder).

After the label is generated the order is immediately moved from the New tab to the Label Printed
tab

Figure 24. Confirmation of a label generated and order moved.

You can also print labels for multiple orders at one go, similar to doing a bulk update. However, you
can only perform a bulk label printing for orders which use the same carrier.

Select one or more orders (which use the same carrier) by checking the leftmost box in each row.

Click on the Prints Labels button. If this is the first time you printing a label, SEAPaSS will ask you to
select the default type of printer you are using, either a Document printer or a Label printer. The
Document printer selection generates a PDF file formatted with up to 4 labels per page (A4 size),
while the Label printer selection generates PDF files with one label per page (thermal printer size).

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Figure 25. Shipping labels will be generated in PDF file format, and both document and label printers are supported.

The shipping labels are generated in

PDF format, and will be saved to your
default download folder (usually the
“Downloads” folder located in your
default user folder).

You can use a PDF reader program

such as Adobe Acrobat Reader to
view and print the shipping labels.

Figure 26. A DHLeC shipping label in PDF format shown in Acrobat

Reader.

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Figure 27. A shipping label for Thailand Post shown in Acrobat Reader.

After the labels are generated, you will see messages indicating the process was successful, and the
shipments are automatically moved from the New tab into the Label Printed tab.

Figure 28. Confirmation of multiple labels generated.

Click on the Label Printed tab to view your shipments. The shipments are now grouped into
manifests and sorted by carrier. Tracking numbers have been generated for each shipment, if the
carrier service type supports tracking.

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Figure 29. Orders in the Label Printed tab with tracking numbers shown, and grouped into carrier manifests. In this
example, DHLeC and Thailand Post are being used.

At this point, the tracking numbers are shown in red and are only visible in SEAPaSS (not yet visible
to buyers).

Add or remove orders in manifests

Manifests will remain in the “open” state until you decide to process them further. Confirm the
shipments in the manifest, and if needed, you can still remove shipments from the manifest by
clicking on the remove shipment button (with the red X).

Shipments that have been removed from the manifest will return to the New tab.

If you need to reprint shipping labels, you can do so by clicking on the Print label button.

You can also add shipments to the manifest at this stage. To do so, just click on the New tab to
follow the same process orders workflow. After you print shipping labels, shipments are
automatically moved out from the New tab into the Label Printed tab.

The shipments will be added to the existing manifest for each carrier.

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Sending out shipments
Once you have added shipments to a manifest (in the Label Printed tab), you are ready to start sending
them out. The main steps are:

 Process shipment (DHLeC) or marked as shipped (Thailand Post)

 Print manifest (DHLeC)
 Contact carrier for item pickup or drop off (DHLeC)
 After shipment is delivered

Process shipment (DHLeC)

Hover your mouse over the button. By default, the “send a pickup request” and “mark
all orders as shipped” options are enabled.

Figure 30. The “send a pickup request” and “Mark all orders as shipped” options are enabled by default.

If you keep these default options, this will sync the shipment’s shipping status and tracking number with
eBay, which means the buyer can see this information. If you do not wish to mark all orders as shipped or to
send a pickup request, uncheck the relevant boxes.

Click on the Process with DHL button to continue. The shipments are moved from the Label Printed tab into
the In Transit tab.

The manifest is generated in PDF format, and will be saved to your default download folder (usually the
“Downloads” folder located in your default user folder).

You will need to use a PDF reader program such as Adobe Acrobat Reader to view and print the manifest.

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Figure 31. A DHLeC manifest in PDF format shown in Acrobat Reader.

The manifest is removed from the Label Printed tab and its details are stored in the Manifest History tab.
You can refer to previous manifests or download them by clicking on this tab.

Figure 32. After clicking on Process with DHL or Marked as Shipped (Thailand Post), manifests are removed from the Label Printed
tab. Shipments are moved to the In Transit tab which now has a green icon with an item count to indicate new shipments.

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Figure 33. The Manifest History tab allows you to download committed (sent out) manifests.

Marked as shipped (Thailand Post)

Figure [Link] in the committed tab with new options.

Thailand Post currently does not support pickup requests, so the only option available for these shipments is
to “marked as shipped”.

Once you are ready to send the shipment out, click on the button to continue. The
shipments are moved from the Label Printed tab into the In Transit tab.

This step will automatically sync the shipping status and tracking number with eBay, which means the buyer
can see this information.

You will still need to bring the package(s) to a Thailand Post branch or drive thru outlet to complete the
shipment.

Shipments in transit
After you click on the process with DHL or Mark As Shipped buttons, the manifest’s shipments are
automatically moved to the In Transit tab.

If you had used the default “mark all orders as shipped” option for the DHLeC manifest in the previous step,
the shipments’ tracking numbers have been synced with eBay and are now shown in blue. The “shipped”
status and tracking numbers are also visible to buyers when they access My eBay.

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If you had disabled “mark all orders as shipped” in the previous step, the tracking numbers will not be
synced with eBay yet and are still shown in red. The tracking numbers are only visible in SEAPaSS (not yet
visible to buyers).

Figure 35. Shipments in the In Transit tab with tracking numbers.

Marking shipments as “shipped”

If you had disabled “mark all orders as shipped” for DHLeC in the previous step, the tracking
numbers will not be synced with eBay yet and are still shown in red.

The Shipment column will display the warning “Not Marked as Shipped”, and the Mark as Shipped
button is activated for the affected shipments.

The tracking numbers are only visible in SEAPaSS (not yet visible to buyers).

Figure 36. A shipment in the In Transit tab which has not been marked as shipped [Link] tracking number is still shown in
red.

Once you are ready to sync shipments with eBay, click on the Mark as Shipped button.

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Alternatively, you can select one or more orders by checking the leftmost box(es). Then click on
Mark as Shipped.

Figure 37. You can select multiple shipments and click Mark as Shipped to sync tracking numbers with eBay.

The shipments’ tracking numbers will be synced with eBay and are now shown in blue. The
“shipped” status and tracking numbers are also visible to buyers when they access My eBay.

Tracking status window

After tracking numbers are synced with eBay, you can click on the tracking numbers to open a
tracking status window.

The status window will display shipping dates, Intermediate processing steps, and estimated delivery
dates. This information is similar to the tracking information avaiable in My eBay.

You can click on each node to see even more details about each step.

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 Figure 38. You can click on each node to see even more details about each step.

Currently, SEAPaSS only displays the tracking status for orders that were marked as shipped via
SEAPASS.

After delivery
After the carrier or buyer have confirmed receipt of an order, or when your carrier’s tracking website
indicates an order was delivered, you can move the order from In Transit to Delivered.

While in the In Transit tab, select one or more orders by checking the leftmost box(es). Then click on More
Actions -> Move To -> Delivered.

Figure 39. Move shipments to the Delivered tab after the buyer has received them.

The shipments are moved to the Delivered tab, and their tracking numbers and manifest numbers are
shown.

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Note: shipping services which support delivery scans (d-scans) will automatically be move to the Delivered
tab.

Figure 40. Shipments in the Delivered tab.

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Help and support
Many SEAPaSS features and fields include tooltips to help explain what a feature does or what information
needs to be keyed into a field.

You can activate a tooltip by hovering your mouse over a button, or over the icons. A few examples are
shown below:

Figure 41. Tooltips can be activated by hovering over buttons or the icon.

SEAPaSS user guide

The latest version of the SEAPaSS User Guide (this document) can be downloaded by clicking on the
icon next to your SEAPaSS username located in the top right area of the window.

SEAPaSS YouTube channel

A number of how-to videos are available on the SEAPaSS YouTube channel. These videos
demonstrate various features of SEAPaSS such as the first-time login and setup, and workflows for
supported carriers as well as additional carriers.

The channel is at: [Link]

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Figure 42. Various how-to videos are available on the SEAPaSS YouTube channel.

Technical support
Technical support for SEAPaSS is available via email. Click on the contact link at the bottom of the
SEAPaSS window, complete the Support form, click Send, and eBay will get back to you.

Figure 43. Fill in your contact details and describe the issue you are facing.

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Signing out of SEAPaSS
If you have finished processing orders for the day, or if you do not plan to use SEAPaSS soon, it is advisable
to sign out to improve security. To do so, click on Sign out located in the top right area of the SEAPaSS
window.

Figure 44. Sign out of SEAPaSS when you have finished processing orders, to improve the security of your account.

Auto sign out due to inactivity

SEAPaSS will automatically sign you out for security purposes after 30 minutes of inactivity, similar to
how online banking websites work.

A “Timeout warning” popup appears first, and you have 30 seconds to click on Continue, or you can
click on Sign Out.

If you do not click on either option within 30 seconds, SEAPaSS will sign you out and redirect you to
the welcome page.

Similarly, if you close your browser window or exit your browser without signing out of SEAPaSS, you
will automatically be signed out after a few minutes.

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APPENDIX
The appendix covers less-used or more advanced features, and also one-time procedures in SEAPaSS.

First-time user
If you are using SEAPaSS for the first time, a few important settings need to be configured before you can
use the tool. These include choosing the Business Name, setting up carrier details and confirming or adding
addresses.

Set up business name

For first-time users, after logging in, the welcome page with the Business Name box and the terms
and conditions info box will appear.

SEAPaSS generates a default Business Name based on your eBay user ID. For example, if your user ID
is sellhats678, SEAPaSS will suggest business_sellhats678 as your Business Name.

Figure 45. The initial Business Name selection and Terms and Conditions page.

You can keep the suggested name or change it to another name you prefer. The Business Name is
used as the “signature” for shipping labels, and is also for your own reference. If needed, you can still
change the Business Name later by clicking on Settings -> Preferences.

Read through the terms and conditions, check the “I agree to SEAPaSS and terms and conditions”

box and click on

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About the SEAPaSS master account
SEAPaSS designates your main seller account as the Master Account, and it is used to access order
data from eBay.

You can also link additional eBay accounts to manage orders from those accounts with SEAPaSS.
However, only the Master Account credentials can be used to access SEAPaSS.

You can confirm the Master Account details by clicking on Settings -> eBay Accounts. The Manage
business account page is shown. Your eBay Account ID and email is listed, and the account Type is
“Master” and its Status is “Active”.

Figure 46. Seller account configured as the SEAPaSS Master Account.

Link additional eBay accounts

After you have logged in to SEAPaSS, you can additionally link other seller accounts which belong to
you. These will be designated as Linked Accounts, and SEAPaSS will sync with eBay to retrieve orders
for those accounts too.
Click on Settings -> eBay Accounts, then click on to link additional accounts to
SEAPaSS. A warning box appears indicating you will be directed to eBay’s sign-in page. Click
Continue, then sign in with the eBay account credentials.

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Figure 47. Sign in with the eBay account credentials on eBay’s sign-in page.

After you have successfully signed in, you will return to the Manage business accounts page which
will be updated with the new linked account details. Its account Type is “Secondary” and its Status is
“Active”.

Figure 48. A different eBay account configured as a secondary (linked) account for SEAPaSS.

If required, you can temporarily disable a linked account to stop the account’s orders from appearing
in SEAPaSS. You can re-enable a linked account later, but you will need to provide its credentials

again on eBay’s sign-in page. To perform these actions, click on either Disable or Enable
under the Actions column.

Note: If a seller account has previously been used to log in to SEAPaSS, you will not be able to add it
as a linked account. A seller account cannot be both a Master Account and a Linked Account at the
same time.

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Set up an supported carrier (DHLeC)
To fully utilize SEAPaSS, it is recommended to set up at least one carrier account. SEAPaSS works
best with supported carriers. To link one to SEAPaSS, click on Settings -> Carriers.

Figure 49. SEAPaSS works best with supported carriers.

Then, add your preferred supported carrier. Currently SEAPaSS supports DHL e-commerce (DHLeC)
and Thailand Post.

In this example, you will link a DHLeC account. Click on Link Account under the DHL logo. The Carrier
configuration window will appear.

You will need the DHLeC account ID and the Pick Up account ID. You can obtain these ID numbers
from your DHLeC account online, or by contacting DHLeC customer support.

Key in or paste the ID numbers in their respective fields. Next, you can edit the “signature” if desired.
This “signature” will appear on shipping labels. By default, the Business Name you chose earlier will
be used as the “signature”.

After that, select the country you ship from and click OK.

Figure 50. You can obtain account IDs from your carrier account online.

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The DHLeC account is now linked. This will be indicated by the word ”Active” in the DHL logo.

Figure 51. SEAPaSS account with a linked DHLeC account, as indicated by the word ”Active” in the DHL logo.

Set up an supported carrier (Thailand Post)

Thai-registered Master Accounts are automatically linked to Thailand Post by default. This will be
indicated by the word ”Active” in the Thailand Post logo. No further action is needed.

Figure 52. Thai-registered master accounts are automatically linked to Thailand Post.

Non-Thai master accounts can also be linked to Thailand Post. To do so, click on the Enable button
under the Thailand Post logo.

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Figure 53. Click on the Enable button to link the master account to Thailand Post.

The master account is now linked to Thailand Post and this is indicated by the word ”Active” in the
Thailand Post logo.

Set up an additional (non-integrated) carrier

You can also link a additional carrier in the lower section, but note that SEAPaSS has only limited
support for these carriers.

To do so, click on button under Additional carriers. Then click on Choose a carrier…, choose

from the list of carriers and click on .

You can still add additional carriers by clicking on the button. To learn about the benefits of
using a supported carrier, refer to the Appendix.

Confirm default address and phone number

By default, SEAPaSS will use the seller’s registered eBay mailing address and phone. This is used for
the “Ship From” (origin) and “Return to” address that appears on packing slips and carrier labels.

You can confirm this information by clicking on Settings -> Addresses. However, you cannot edit the
registered address from within SEAPaSS.

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Figure 54. The main business address will be your registered eBay mailing address, and is not editable.

You can still add additional addresses by clicking on the +Add Address
button.

In the New Business Address box, enter a short description in the Address
Name field, for example, “Warehouse address”. Then enter the full address details and click Add.

Figure 55. It is best to use a descriptive phrase for Address Name.

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In the Manage Default Addresses section, you can manage the “Ship From” addresses. If you have
added one or more new business addresses, you can click on the address box to select an alternate
address. Similarly, you can also change the “Return To” address.

Figure 56. If you added address(es) in the previous step, you can change the “Ship From” and “Return To” addresses.

If you have picked a different “Ship From” and/or “Return To” address, click on Save for the changes
to go into effect.

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Advantages of using a supported carrier (integrated carrier)
Features accessible from within Supported carrier Additional carrier
SEAPaSS
Simple upload of tracking  
information to eBay
Preset box and envelope sizes
 
Generate carrier labels
 
Arrange for pickup
 
Access discounted shipping rates
 
Figure 57. There are many advantages to using an supported carrier with SEAPaSS.

Manually mark orders as "payment received"

SEAPaSS will only retrieve orders that are paid in full and
show up on eBay as “payment received”.

If for some reason you want to sync orders where payment

did not complete automatically (for example, Cash on
Delivery orders) you will need to manually mark these
specific orders with "Payment received" via your eBay
account.

To do so, log in to eBay directly using the relevant eBay

account, click on My eBay -> Sold and manually mark the
specific orders with "Payment received" using this menu.

Figure 58. Certain orders need to be

marked as "Payment received" so that
they will appear in SEAPaSS.

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Filter orders by account
If you have linked additional eBay accounts to SEAPaSS (via Settings -> eBay Accounts), any paid-for orders
from these accounts will also appear in SEAPaSS.

SEAPaSS defaults to showing all orders from all accounts, but you can also filter orders from a specific
account. Click on the Selected account button near the top right of the screen and select the account for
filtering. Select All if you want to view all orders again.

Figure 59. You can filter orders from a specific account.

Export data to File Exchange format

SEAPaSS allows you to export order data into a CSV-format file which is compatible with File Exchange (FX), a
popular tool used by high-volume sellers. The CSV -format file can also be read by other third-party seller
tools for eBay.

The export to FX option is available in the New, Packing, In Transit and Delivered tabs. To export data, select
one or more orders by checking the leftmost box in each row. Then click on More Actions -> Export to File
Exchange csv.

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Figure [Link] can export order data to a File Exchange (FX)-compatible file.

Import tracking numbers

If you choose to use an additional (non-integrated) carrier, you can still bulk import their order tracking
numbers into SEAPaSS to be synced with eBay.

Before using this feature, you will first need to add one or more additional carriers in the Settings page. For
more details, refer to the Set up an additional carrier section.

The file format used for importing tracking numbers is a comma-separated values (CSV) text file. It looks
similar to this:

Figure 61. A CSV text file with orders and tracking number data, as shown in Notepad.

The first row of the file contains the import headers, and the subsequent rows contain the order and
tracking number data. The data rows need to be filled up accordingly:

Header Field
Action Set this to: Status
ItemID The item ID as shown in My eBay
TransactionID The original transaction ID as shown in My eBay
ShippingStatus Set this to: 1
ShipmentTrackingNumber The tracking number obtained from the carrier
ShippingCarrierUsed The carrier code as listed on the eBay Developer Website, e.g. ARAMEX

Be sure to match up the ItemID, TransactionID, ShipmentTrackingNumber and ShippingCarrierUsed

correctly, or the import process will not work properly. Also note you can currently only import a maximum

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of 300 tracking numbers (300 lines) per file. If required, you can still import additional tracking numbers by
uploading another file.

To import the CSV file, click on the New tab, then click on More Actions -> Import Tracking…

The Import Tracking Numbers window appears:

You can drag and drop the CSV file into this box or click on browse to find the location where your file is
stored.

The Import Tracking Numbers window also has two options related to syncing. Marked as Shipped will
immediately sync the tracking numbers with eBay and mark the orders as “shipped”. The buyer will see this
order status and tracking number on My eBay.

The Overwrite option will overwrite any previous tracking numbers related to the orders in the CSV file.

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You can optionally check one or both of these options, then click on to import the tracking
numbers.

The CSV-format template file can also be downloaded directly from the popup:

Putting orders on hold

On occasion, you may not be able to fulfil orders immediately. Common reasons include having no available
stock, waiting for more shipping instructions from the buyer, and encountering issues with payment.

To avoid cluttering the SEAPaSS tabs, you can temporarily move orders to the On Hold tab until you are
ready fulfil them.

Only orders which are still in the New tab can be moved into the On Hold tab. To do so, select one or more
orders by checking the leftmost box in each row. Then click on More Actions -> Move To -> On Hold.

For easier future reference you can also use the feature to give some context for the reason
these orders are currently “on hold”

Figure 62. You can move orders into the On Hold tab until you are ready to ship them later.

Once you’re ready to fulfil these orders, click on the On Hold tab, and select one or more orders by checking
the leftmost box in each row. Click on the Restore button and the item(s) will be moved back into the New
tab.

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Figure 63. Clicking Restore will move orders back into the New tab.

Change business name

If needed, you can still change the Business Name at any time after the initial first-time setup. To do so, click
on Settings near the top right section of the website.

Figure 64. Access SEAPaSS settings.

The Manage business preferences window will appear.

Figure 65. You can change the Business name at any time.

Edit the name in the box under Business name. Your business name can only include letters, numbers, full
stops, asterisks, underscores, or dashes.

Click on Save for the changes to go into effect.

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Print packing slip
SEAPaSS allows you to print a packing slip for your orders which can be used for pick and pack.

Select one or more orders by checking the leftmost box. Then click on Actions -> Print packing slip.

Figure 66. A packing slip can be used to pass on selection and packing instructions to a warehouse.

This option is available from the “New” and “In Transit” tabs

Canceled items
eBay allows either the seller or buyer to cancel orders, subject to certain conditions. The cancelation needs
to be performed via My eBay; you cannot cancel orders via SEAPaSS. Canceled orders are also reflected in
SEAPaSS, and they are automatically moved to the Canceled tab.

Figure 67. SEAPaSS automatically moves canceled orders into the Canceled tab.

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The item’s Shipment Status will indicate whether the order was “Canceled by Seller” or “Canceled by
Buyer”.

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SEAPaSS glossary
The SEAPaSS documentation uses many shipping and logistics terms which sellers may already be familiar
with.

However, certain words and phrases refer to specific SEAPaSS features and may also have a slightly different
meaning when used in the context of SEAPaSS.

Business name The business name is automatically generated by SEAPaSS, and can be
modified by the user. By default, It will be used as the “signature” for
shipping labels, and is also for the seller’s own reference.
Carrier A firm that transports items via land, sea, or air. Also see Supported carrier
and Additional carrier.
CN22 CN22 is a customs document, and is required when goods are being
transported overseas. For most carriers, the Shipping Label serves as the
CN22. See Shipping Label.
HS code number HS (Harmonized System) code numbers are widely used in many countries
to classify goods for taxation and classification purposes.
Supported carrier A carrier which has system and network links to SEAPaSS to automate many
(Integrated carrier) tasks and a greatly reduce the need to log on to carrier websites. Picking an
supported carrier allows many tasks to be accomplished from within
SEAPaSS, including auto-filling in addresses, selecting package options,
obtaining shipping labels and tracking numbers, and auto-syncing with
eBay. A supported carrier also offers discounted shipping rates to SEAPaSS
users. Also see Additional carrier.
In Transit If you use a SEAPaSS supported carrier, orders are moved to the In Transit
tab after they have been added to a manifest, and committed for carrier
pickup or drop-off. Alternatively, for additional (non-integrated) carriers,

you can move orders to In Transit manually via the truck icon
which will be enabled after you select a carrier from the drop-down menu.
Orders in this tab can be synced with eBay to allow updating the tracking
numbers directly to the order(s) on your seller account.
Item A product that has already been sold on eBay via an auction or fixed price
listing. An item is part of an order which have already been paid for by the
buyer. Items and their transaction details are shown in rows.
Linked Account After setting up a Master Account in SEAPaSS, the seller can link additional
eBay seller accounts, designated as Linked Accounts. Orders from these
Linked Accounts will also appear in SEAPaSS, and the seller can manage
orders from multiple accounts with SEAPaSS. However, Linked Account
credentials cannot be used to access SEAPaSS.
Manifest In SEAPaSS, a Manifest is used to group several shipments into one carrier
delivery. You can add shipments into a new manifest or add them to an
existing one. Once a manifest is committed for delivery, no more shipments
can be added.

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Master Account A Master Account on SEAPaSS is the main eBay account used to access
order data on the platform. The seller can also link additional eBay accounts
to manage orders from those accounts with SEAPaSS. Only the Master
Account credentials can be used to access SEAPaSS.
Additional carrier A carrier that is not linked with SEAPaSS yet. In practice, this means
(non-integrated SEAPASS is unable to automatically exchange data with these carriers, so
users will not be able to print labels, schedule pickups or auto-populate
carrier)
tracking numbers from within SEAPaSS. Also see Supported carrier.

Order An order contains one or more items purchased by a buyer on eBay. Each
row displays one item (which can be sold in multiple quantities) and its
transaction details. Orders with more than one item are indicated with the
header Group of items (x). SEAPaSS only handles eBay orders which have
already been paid for. Auctions in progress and orders with pending
payments will not show up in SEAPaSS.
Packing Slip An optional document which can be used to pass on selection and
instructions for pick and packing. A packing slip contain information such as
the buyer’s and seller’s addresses, the relevant item details, seller and
buyer notes as well as relevant order and transaction IDs. Refer to Print
Packing Slip in the Appendix.
SEAPaSS Account The account used to access SEAPaSS features and services. The seller logs in
with the same credentials used for their main eBay seller account, and this
eBay account is designated as the Master Account.
Seller account Refers to the seller’s eBay account or accounts. One of which is set as the
Master Account for SEAPaSS. The seller can also link additional eBay
accounts to SEAPaSS, and these are designated as Linked Accounts.
Shipment In SEAPaSS, a shipment is an order that has been properly packed,
addressed and ready to be added to a manifest, before it is handed over to
the carrier.
Shipping Label This is the label to be attached to a package. It includes the item
description, item value, package weight, buyer’s and seller’s addresses,
sender’s signature and carrier-related barcodes. For most carriers, the
shipping label also serves as the CN22.
Tracking Number Tracking numbers are used by carriers to identify and trace shipments as
they move through the delivery system to the buyer. If you have set up an
supported carrier, SEAPaSS can automatically obtain shipment tracking
numbers from the carrier. SEAPaSS can also sync tracking numbers with
eBay. If you are using a additional carrier, you can also manually enter
tracking numbers and sync them with eBay.

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Table of illustrations
Figure 1. Typical user flow, from when orders appear in the New tab until it is delivered................................ 5
Figure 2. Sign in to SEAPaSS with your eBay credentials..................................................................................... 6
Figure 3. Default view of the New tab with new orders after logging in. ........................................................... 7
Figure 4. Newly-moved orders are shown with a green status bar and their destination. ................................ 8
Figure 5. In this example, some orders have just been moved into the Label Printed tab. Newer orders are
always shown at the top of the tab, and the newest ones are briefly shown with a green background. .......... 9
Figure 6. In this example, only "Overdue" orders are being shown. .................................................................. 9
Figure 7. Two examples of “urgency” tags which appear in the Order Dates column. .................................... 10
Figure 8. Click on refresh to see the latest orders. ........................................................................................... 10
Figure 9. For orders, local date and times are displayed. ................................................................................. 10
Figure 10. To edit item titles, click on the pen icon next to its title. ................................................................. 11
Figure 11. You can change the Amount Paid by clicking on the pen icon (Set declared value) next to it. ....... 11
Figure 12. Adding a seller note. ......................................................................................................................... 12
Figure 13. The seller note can be used to pass on instructions to the warehouse. ......................................... 12
Figure 14. Hover your mouse over the buyer’s eBay name to show shipping details ...................................... 13
Figure 15. The Ship To (shipping destination) details can be edited. ............................................................... 14
Figure 16. Make sure you are using a service with a similar or faster delivery estimate as offered on your
listings. ............................................................................................................................................................... 14
Figure 17. Click on Choose carrier to select a carrier........................................................................................ 15
Figure 18. In this example, DHL eCommerce has been selected as the carrier. ............................................... 15
Figure 19. In these examples, service options for DHL eCommerce are shown, and the package weight is
keyed in. ............................................................................................................................................................ 16
Figure 20. An order after shipping-related details have been saved. ............................................................... 16
Figure 21. Select one or more orders, then click on More Actions -> Bulk Edit Shipments. ........................... 17
Figure 22. In this example, all selected orders will be set to use the same carrier, with the same package
weight, return address and declared info. ........................................................................................................ 17
Figure 23. The Print Label button is activated after package and shipping options have been confirmed. .... 18
Figure 24. Confirmation of a label generated and order moved. ..................................................................... 18
Figure 25. Shipping labels will be generated in PDF file format, and both document and label printers are
supported. ......................................................................................................................................................... 19
Figure 26. A DHLeC shipping label in PDF format shown in Acrobat Reader. ................................................... 19
Figure 27. A shipping label for Thailand Post shown in Acrobat Reader. ......................................................... 20
Figure 28. Confirmation of multiple labels generated. ..................................................................................... 20
Figure 29. Orders in the Label Printed tab with tracking numbers shown, and grouped into carrier manifests.
In this example, DHLeC and Thailand Post are being used. .............................................................................. 21
Figure 30. The “send a pickup request” and “Mark all orders as shipped” options are enabled by default. ... 22
Figure 31. A DHLeC manifest in PDF format shown in Acrobat Reader. ........................................................... 23
Figure 32. After clicking on Process with DHL or Marked as Shipped (Thailand Post), manifests are removed
from the Label Printed tab. Shipments are moved to the In Transit tab which now has a green icon with an
item count to indicate new shipments.............................................................................................................. 23
Figure 33. The Manifest History tab allows you to download committed (sent out) manifests. ..................... 24
Figure [Link] in the committed tab with new options. ........................................................................... 24
Figure 35. Shipments in the In Transit tab with tracking numbers. .................................................................. 25

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Figure 36. A shipment in the In Transit tab which has not been marked as shipped [Link] tracking number is
still shown in red. .............................................................................................................................................. 25
Figure 37. You can select multiple shipments and click Mark as Shipped to sync tracking numbers with eBay.
........................................................................................................................................................................... 26
Figure 38. You can click on each node to see even more details about each step. .......................................... 27
Figure 39. Move shipments to the Delivered tab after the buyer has received them. .................................... 27
Figure 40. Shipments in the Delivered tab........................................................................................................ 28
Figure 41. Tooltips can be activated by hovering over buttons or the icon. ............................................... 29
Figure 42. Various how-to videos are available on the SEAPaSS YouTube channel.......................................... 30
Figure 43. Fill in your contact details and describe the issue you are facing. ................................................... 30
Figure 44. Sign out of SEAPaSS when you have finished processing orders, to improve the security of your
account. ............................................................................................................................................................. 31
Figure 45. The initial Business Name selection and Terms and Conditions page. ............................................ 32
Figure 46. Seller account configured as the SEAPaSS Master Account. ............................................................ 33
Figure 47. Sign in with the eBay account credentials on eBay’s sign-in page. .................................................. 34
Figure 48. A different eBay account configured as a secondary (linked) account for SEAPaSS. ....................... 34
Figure 49. SEAPaSS works best with supported carriers. .................................................................................. 35
Figure 50. You can obtain account IDs from your carrier account online. ........................................................ 35
Figure 51. SEAPaSS account with a linked DHLeC account, as indicated by the word ”Active” in the DHL logo.
........................................................................................................................................................................... 36
Figure 52. Thai-registered master accounts are automatically linked to Thailand Post. .................................. 36
Figure 53. Click on the Enable button to link the master account to Thailand Post. ........................................ 37
Figure 54. The main business address will be your registered eBay mailing address, and is not editable. ...... 38
Figure 55. It is best to use a descriptive phrase for Address Name.................................................................. 38
Figure 56. If you added address(es) in the previous step, you can change the “Ship From” and “Return To”
addresses. .......................................................................................................................................................... 39
Figure 57. There are many advantages to using an supported carrier with SEAPaSS....................................... 40
Figure 58. Certain orders need to be marked as "Payment received" so that they will appear in SEAPaSS. ... 40
Figure 59. You can filter orders from a specific account. .................................................................................. 41
Figure [Link] can export order data to a File Exchange (FX)-compatible file. ................................................. 42
Figure 61. A CSV text file with orders and tracking number data, as shown in Notepad. ................................ 42
Figure 62. You can move orders into the On Hold tab until you are ready to ship them later. ....................... 44
Figure 63. Clicking Restore will move orders back into the New tab. .............................................................. 45
Figure 64. Access SEAPaSS settings. .................................................................................................................. 45
Figure 65. You can change the Business name at any time. ............................................................................. 45
Figure 66. A packing slip can be used to pass on selection and packing instructions to a warehouse. ............ 46
Figure 67. SEAPaSS automatically moves canceled orders into the Canceled tab. .......................................... 46

51