Fulfill and track orders
App guide · Orders and fulfillment
Keep every order accurate from purchase to delivery
Section titled “Keep every order accurate from purchase to delivery”Fulfillment begins when you purchase the product from the supplier after an eBay sale. Tracking shows where that shipment is on its way to the customer.
The goal is to keep the supplier order, amount paid, estimated profit, and tracking information accurate in both Dropship Calendar and eBay.
Before you fulfill an order
Section titled “Before you fulfill an order”Confirm:
- The supplier product is still available.
- The customer’s shipping address is correct.
- The order has not already been purchased.
- The final supplier price, shipping, tax, and discounts.
Place the supplier order only once. If the order is still processing, wait for the current attempt to finish before buying it manually.
When Auto Ordering is handling the order
Section titled “When Auto Ordering is handling the order”If an order shows that Auto Ordering is processing it, allow that attempt to finish. Dropship Calendar will update My Orders when the purchase succeeds or needs your attention.
Do not place a second supplier order while the first attempt is still in progress.
Fulfill an Amazon order manually
Section titled “Fulfill an Amazon order manually”Use manual fulfillment after you have already placed the order on Amazon yourself.
- Open the order in My Orders.
- Choose the manual fulfillment action.
- Enter the Amazon order ID.
- Select the Amazon account used for the purchase.
- Enter the total amount paid, including shipping and tax after discounts or gift cards.
- Submit the order and confirm that it shows as fulfilled.
Entering the correct Amazon order ID and account allows Dropship Calendar to check the right order for tracking updates.
Amazon tracking is automatic
Section titled “Amazon tracking is automatic”After Auto Ordering places an Amazon order, Dropship Calendar checks Amazon periodically for tracking updates.
The same automation begins when you manually record the Amazon order ID and the Amazon account used for the purchase. If tracking is not available yet, Dropship Calendar will check again later. When Amazon provides tracking, Dropship Calendar records it and attempts to send it to eBay.
You do not need to repeatedly refresh the order or enter Amazon tracking manually unless the order shows that it needs your attention.
Fulfill with another supplier
Section titled “Fulfill with another supplier”Choose Fulfill with another supplier when you purchased the product somewhere other than Amazon.
Enter the total amount paid and mark the order as fulfilled. Because the purchase is not connected to an Amazon order, Dropship Calendar cannot retrieve its tracking automatically. Keep the supplier order information for your records and add valid tracking when the supplier provides it.
Replace a canceled Amazon order
Section titled “Replace a canceled Amazon order”If the original Amazon order was canceled and you placed a replacement:
- Open the fulfilled order in My Orders.
- Choose the action to edit its Amazon order details.
- Enter the replacement Amazon order ID.
- Select the Amazon account used for the replacement.
- Correct the total amount paid if needed.
- Save and confirm that tracking returns to a pending state.
Dropship Calendar will begin checking the replacement Amazon order for tracking.
Keep the supplier cost accurate
Section titled “Keep the supplier cost accurate”If the recorded amount differs from what you paid, use Edit supplier cost and enter the complete order total.
Changing the supplier cost corrects the recorded profit. It does not change the Amazon order or restart tracking checks.
Add and verify tracking
Section titled “Add and verify tracking”For orders placed outside Amazon, add the carrier and tracking number when the supplier provides them.
Always use tracking that belongs to that customer order. Never invent a tracking number or reuse tracking from another shipment. After saving, confirm that eBay accepted the update.
Tracking continues normally when a buyer cancellation request is open. If Dropship Calendar successfully uploads tracking to eBay, the request immediately shows Tracking uploaded — cancellation closed. Dropship Calendar checks eBay again later to confirm or correct that status.
If tracking is uploaded directly on eBay or by another service, the request may not update in Dropship Calendar until the next eBay order check. See Handle an eBay cancellation request.
For an item not received request, choose Add tracking inside Resolution Center when you need to send saved shipping details to the request itself. Review the tracking number, carrier, and ship date in the confirmation. Adding tracking does not guarantee that eBay will close the request.
If Aquiline tracking is still being created or uploaded, wait for that step to finish before using the item not received tracking action. A locally created number is not proof that eBay accepted it.
Convert tracking with Aquiline
Section titled “Convert tracking with Aquiline”Amazon sometimes provides a TBA tracking number instead of standard carrier tracking. Aquiline converts eligible Amazon tracking into tracking that can be shared with eBay.
You can choose:
- TBA Only: Convert Amazon TBA tracking numbers.
- All Tracking: Convert TBA numbers and other supported Amazon tracking.
- Disabled: Do not use Aquiline. The standard tracking process will continue.
Each successful conversion uses one Aquiline credit. Choose how Aquiline should work from Aquiline tracking settings.
Create Aquiline tracking before supplier tracking arrives
Section titled “Create Aquiline tracking before supplier tracking arrives”Some eligible Amazon orders show Create Aquiline tracking in My Orders. The same action may appear in Resolution Center while a buyer cancellation request is open.
The action creates an Aquiline number and queues it for upload to eBay. It uses one Aquiline credit. It is different from accepting or declining a cancellation request, and creating the number does not issue a refund.
After selecting the action in Resolution Center, wait while the tracking upload is pending. Accept and Decline are temporarily unavailable. The cancellation closes only after eBay accepts the tracking upload. If the upload fails, review the tracking result and the still-open request before choosing another action.
The action appears only for eligible eBay orders in the managed Amazon tracking flow after the supplier purchase has been recorded for at least one day and before other tracking is available. See Aquiline tracking settings for availability and credit requirements.
If tracking is still pending
Section titled “If tracking is still pending”Tracking may not appear immediately after an order is placed. Dropship Calendar will continue its periodic checks, so give Amazon time to prepare and ship the order.
If the order continues to show that it needs attention, confirm the Amazon order ID, selected Amazon account, and current order status directly on Amazon.
If you are unsure whether a purchase succeeded
Section titled “If you are unsure whether a purchase succeeded”Do not repeat the purchase blindly. Check the Amazon account’s order history, payment activity, and the latest message in My Orders. Contact support if you still cannot confirm whether the order was placed.