Welcome to Managed Payments

 

Hello, and congratulations on becoming a managed payments seller. With managed payments you can access everything you need to sell and get paid, in one location: a single source for fees, customised reports, refunds, simplified protections, and dedicated support. If you use third-party tools, there should be no change in how you use those solutions on managed payments.
 

Other benefits of managed payments include:

  • More ways for buyers to pay: Buyers can pay with credit and debit cards, PayPal, PayPal Credit, Apple Pay, or Google Pay.
  • Streamlined operations: Payouts are regularly deposited to your bank account weekly or daily as soon as funds are available, based on your preference. Regardless of how the buyer pays, payouts are consistently initiated 2 business days following an order confirmation.
  • Simplified fees: Once activated for managed payments, you will pay only one final value fee, consisting of a category-based percentage of the total amount of the sale, plus a fixed fee per order, with no third-party payments processing fees. Your final value fee will be automatically deducted from your sales proceeds, and the rest paid out to your bank account.

Seller Hub is the one location for you to:

  • Manage listings: You will find all the listing, reporting, and order management functionality of My eBay, Selling Manager, and Selling Manager Pro.
  • Monitor your business: You can create custom dashboards to track listing activities, sales, costs, traffic data, and more.
  • View payouts: If you are a managed payments seller, you can view previous payouts, find out when you will receive your next payout, and check if you have any funds on hold.
  • Analyse business performance: You will receive personalised insights, as well as tips to improve your business.
 
If you have an eBay Shop, you can also manage your Shop and access all the features of Promotions Manager and Promoted listings within Seller Hub.

To prepare your account for managed payments review this checklist and the details in this guide. We hope this guide helps you get the most of managed payments.


In this guide:  

Updating your listings for managed payments


Once we’ve reviewed the information you provided and your account is activated for managed payments, we’ll update your listings to reflect all the ways your buyers can pay. The process is automatic, so you won’t need to do anything.
 
When your account is activated for managed payments, you’ll receive an email notification to let you know when everything has moved.

When we activate your account for the new managed payments experience, you’ll see the following changes
  • New payment options will be available for your buyers, including credit and debit cards, Apple Pay, Google Pay, PayPal, and PayPal Credit.
  • Your payouts will be sent directly to your chosen current account.
  • If you had listings in any of the managed payments restricted categories, they’ll be automatically ended. Read our managed payments restricted items policy for more information.
 
During the activation process, some item sales will still go to your PayPal account. Once your account activation is complete, all your item sales will be sent to your chosen current account.
 
Tip: If your buyer paid for an item before your account is activated on managed payments, you’ll receive their payment to your PayPal account, not directly to your current account.
 

eBay for Charity

eBay for Charity will be supported from July and you can donate a portion of your sales to your desigated charity.
 
If you operate an eBay account for a nonprofit, when it is activated on managed payments, all of your existing listings and buyer feedback will be automatically updated, except for any existing listings with bids or offers.
 
Before your account can be activated on managed payments, you will be required to complete our onboarding process, including submitting documentation so we can verify your identity, registration with the charity commission, and charity registration number.

 

Managing payouts


Configuring payout settings

From the Payments tab in Seller Hub, you can view the details of your linked bank account. If your bank account details are out of date or if you want us to send your payouts to a different account, you will need to update your details. This can be done by taking the following steps.
  1.  Navigate to the Payments tab in Seller Hub
  2.   Select Payout settings in the left-hand sidebar
  3.  Click Edit, to the right of your current payout method
  4.  Provide your updated current account details
  5.  Select Update bank account
 Once the verification process is complete, we will send you a confirmation email.
 

Providing a bank statement for account verification

If you provide us with bank account details that cannot be verified, we will send you an email and display a notification in Seller Hub directing you to submit a bank statement.
 
When submitting a bank statement, please ensure that it
  •  Is for the account that you are linking to eBay
  •  Is for an account that belongs to yourself
  •  Is less than 3 months old
  •  Shows at least the last 4 digits of your current account number
  •  Shows the logo of your bank
  •  Matches the name on your eBay account
 
The image of your bank statement can be in JPEG, JPG, PDF, or PNG format. The maximum file size is 10 MB.
 

Receiving payouts

To receive your payouts, you will need to link a current account to eBay. We consistently initiate payouts to your bank within 2 business days of an order confirmation, regardless of how the buyer paid.
 
You have the option to schedule payouts to your bank account weekly or daily, as funds are available. You can adjust your payout schedule in the The Payout settings section in the Payments tab of Seller Hub.

 

Tracking your payouts in Seller Hub


The Payments tab in Seller Hub helps you keep track of all the payouts you receive from eBay.
 
Within the Payments tab in Seller Hub, you can track the money you earn on eBay from the moment the buyer pays, to when you receive it in your current account. In the Summary section, you’ll find an overview of your payment information. For more detailed information, you can check the Payouts, All transactions, and Reports sections.
 

In the Summary section, you can:

  • Review your funds: See the overall status of your funds, including how much you got paid in your last payout, and when your next payout is due
  • Review and pay your invoice: Check the balance you owe, and make a one-time payment if you don’t have an automatic payment method set up on your account
  • Change where or when you get paid: Update the current account you receive payouts to, or switch between daily or weekly payouts
  • Change your automatic payment method: Update the payment method you use to pay your monthly eBay invoice
  • Track your transactions: See details about recent activity on your account, including information on sales, payouts, postage labels, the account funds where sent to, and the number of included transactions
 
Information available in the Payouts section

The Payouts section provides you with an overview of the payouts you’ve received from us. You can see the total amount of each payout, when it was sent, Each payout has a unique identifier, which you can select to see a more detailed breakdown. You can also search for specific payouts by Date, Buyer Username, Order Number, or Payout ID.

Your payout schedule will automatically be set to daily. You can view your payout schedule, and change the frequency of your payouts from daily to weekly in the Payout Settings section within the Payments tab in Seller Hub.
 

Transaction status

There are a variety of statuses that can apply to transactions that occur on your eBay account. They include:
  • Available funds: The amount you will be paid in your next payout.
    • Your Available funds may change if we process any additional orders or refunds before your next payout.
    • If you refund a buyer, and you don’t have enough to cover the full amount from your Available or Pending funds, we will charge your payout current account or automatic payment method to cover the remaining amount.
      • These refund payments will appear as a new line item in your transaction report as a transfer, next to the corresponding order.
  • Pending funds: The amounts that aren’t ready to be sent in a payout yet. Generally, funds that appear as pending are either still being processed or have been placed on hold.
    • If we are still processing your funds, you do not need to do anything—the transactions will be moved to your Available funds as quickly as possible.
    • For funds that are on hold, we will provide guidance on steps you can take to resolve any outstanding issues.
  • Processing: An order has been paid by the buyer, but is awaiting settlement.
  • On hold: The funds on an order are restricted, as the order hasn’t been shipped, hasn’t been delivered, or has an open claim against it.
  • Completed: An order has been settled.
  • Open: Funds are in dispute, and will be taken from Available funds and added to Pending funds (total funds will not change).
  • Released: Funds that were on hold have now been released. These funds will show in Available funds rather than Pending funds.
 
You can filter your transactions by status, dates, or by searching for a specific order ID.
 
 

Orders and shipping


Order fulfillment

When a buyer purchases an item from you, the transaction details will appear in the Manage Orders section in Seller Hub. Orders first have a status of Pending, however once the buyer makes a payment, the transaction status changes to Awaiting Shipment. You should post the item once you see this status.
 

Support for third party tools

If you are directly integrated with eBay APIs or MIP, you may need to make updates to get new payments data and functionality. You will need to integrate the Finance API to get payout details. Learn more about the managed payments API in our developers program portal.
 
 

Returns, refunds, and claims

eBay provides buyers the option to submit disputes and claims through the Resolution Centre for most situations. By centralizing the dispute management process, you’ll have greater visibility into claims and disputes, and be able to manage them more effectively.
 
For the majority of claims, returns, and refunds, eBay will continue to follow existing policies, and refunds will be returned to the original payment method the buyer used at time of purchase. Any refunds, chargebacks, or claim obligations for transactions before activating your account on managed payments should be handled through PayPal.
 

Refunds

You can issue refunds to buyers directly within Seller Hub, or through our Return Management API, within 90 days of the transaction. Sellers enabled on managed payments can refund the full order amount, or a percentage of the order, up to 100%. You can issue a refund by following the steps below:
  1. Locate the order in Seller Hub.
  2. From the dropdown menu, select Send refund.
  3. Select the reason for the refund.
  4. Specify a refund amount at the item or order level.
  5. Enter the desired refund amount, and select Send refund.
 
You will receive an email to confirm the refund has been initiated. Once the refund is complete, you will receive an email confirmation and the returned amount will appear in the order details. If you are issuing an order-level partial refund, the amount will be split proportionally across each item in the order. If you would like to send your buyer any additional funds, you may do so outside of eBay.
 
If you do not have enough funds in your Available for payout or Pending funds to cover the full amount of a refund, we will charge your payout current account or automatic payment method, depending on your preference, to cover the remaining amount. For example, if you issued a £100 refund to a buyer and you have a Pending funds balance of £80, we will charge your payout account or automatic payment method for the remaining £20.
 

Payment disputes

You can manage all disputes related to your eBay selling activities through the Resolution Centre.

A few common reasons buyers file payment disputes include

  • Not receiving their item
  • Receiving an item that does not match the description in your listing
  • Not recognizing the transaction
  • Duplicate charges
  • Changing their mind about the purchase
 
When a buyer opens a dispute, you will receive a notification from eBay. At that time, we may ask you for additional information or to confirm details of the transaction so we can respond to the dispute on your behalf.

When a dispute is filed by your buyer, you may choose to

  • Accept the dispute so that the buyer receives a refund
  • Challenge the dispute, and provide evidence or additional information, to show that you fulfilled the terms of the purchase

Information that can help when responding to a payment dispute includes

  • Tracking information showing the order was delivered successfully to the shipping address for the order
  • Detailed photographs of the listed item, indicating its condition, and proof of authenticity, if applicable
  • Correspondence between the buyer and yourself to show an attempt to reach a mutually beneficial resolution
Tip: When you accept a payment dispute for an item not as described, you can request that the buyer returns the item. Keep in mind that the outcome of the dispute is outside of eBay’s control, and we cannot force the buyer to return the item.
 
Once you have accepted a dispute, or challenged it by providing evidence, we will update you on the status as we receive additional information from the buyer. You can also check for status updates in the Resolution Centre.
 
If a buyer files a payment dispute, and you are found responsible, you will be charged a dispute fee by eBay. If you accept the payment dispute and issue a refund, eBay will waive the dispute fee, and you will be responsible for the refund amount issued to your buyer.

To help prevent payment disputes, you should always

  • Create detailed, accurate listings
  • Include multiple, high-quality photos of your items
  • Use a tracked shipping service that offers proof of delivery
  • Include signature confirmation on items that cost £450 or more
  • Be responsive to buyers who contact you through eBay messages
  • Retain correspondence between the buyer and yourself, along with other supporting documentation More information on handling payment disputes as a managed payments seller can be found in the Help Hub.
Note: While the final outcome of a payment dispute is outside of eBay’s control, we can still help by submitting information related to the dispute on your behalf.
 

Seller protections

eBay provides sellers protection against abusive buying activity, events outside of your control, and more. You can find information on our seller protections in the Help Hub.
 
If a buyer files a payment dispute and the transaction is eligible for protection, we will cover the amount of the dispute, and waive the fee if the following is true prior to the payment dispute being received:

When a buyer reports that they haven’t received their item

  • An eBay Money Back Guarantee case was found in your favor, or
  • You refunded your buyer, or
  • You provided tracking information that included the following:
    • A delivery status of ‘delivered’
    • Date of delivery
    • Shipping address matching the address on the order
    • Signature confirmation, if the item costs £450 or more

When a buyer reports that an item doesn’t match the listing description

  • An eBay Money Back Guarantee case was found in your favor, or
  • You refunded your buyer in full, or
  • You previously issued a partial refund for an item that was returned to you used or damaged

When a buyer reports that they don’t recognize the transaction and you provided tracking information that included the following

  • A delivery status of ‘delivered’
  • Date of delivery
  • Shipping address matching the address on the order
  • Signature confirmation, if the item costs £450 or more


Business financing


Many options for working capital loans and business financing solutions are available that are compatible with managed payments. If you have existing business loans, including PayPal Working Capital, you can still register for managed payments.
 

Consider using eBay Business Capital provided by Asto

eBay Business Capital provided by Asto can offer you a simple option to get the extra working capital your business needs. Apply online to access from £150 to £150,000 on your terms.
  • Access to a no obligation credit limit
  • Decide when and how much you want to borrow up to your credit limit, knowing you can have the cash in your account in minutes
  • Set your term length, choose the repayment term that suits your business, from 6 to 12 months, and see the interest costs for your loan.
  • Learn more here
Asto Digital Limited is the lender for eBay Business Capital. eBay Marketplaces GmbH is the credit broker and is authorised and regulated by the Financial Conduct Authority. eBay (UK) Limited, an eBay affiliate, may receive commission for this service. Subject to status, guarantees and indemnities may be required. Asto terms and conditions apply.

eBay Marketplaces GmbH is a Swiss private limited company whose registered address is at Helvetiastraße 15-17 Bern CH3 005 Switzerland.
 

Implications for PayPal Working Capital loans

We want to ensure your transition to managed payments is as smooth as possible. Once your account is enabled for eBay managed payments, you may need to take additional steps to repay your PayPal Working Capital advance.
 
When eBay manages payments, your eBay sales are no longer visible to PayPal. If you’re a PayPal Working Capital customer, this means that even when PayPal is included as a checkout option, PayPal will no longer be able to see your eBay sales or be able to deduct automatic repayments from them.
 
PayPal has a number of free and easy solutions to help you manage your PayPal Working Capital advance repayments. To ensure your obligations are fulfilled, please visit payal.com/gb/workingcapital/FAQ to understand the actions you should take.

 

Financial reports


The Reports section within the Payments tab is where you can print and download your Payout and Transaction reports. Your reports can be downloaded anytime in CSV or PDF format.
 
Transaction reports provide you with a detailed overview of your eBay selling activity containing information such as:
  • Transaction date
  • Order Total
  • Payout Date
  • Final value fee
Payout Summary reports contain information such as:
  • Payout Date
  • Payout ID
  • Status
  • Payout Method
  • No. of transactions
  • Amount
  • Currency
 
Your monthly eBay statement

Each month, we will send you an email to let you know that your monthly financial statement is ready to download from Seller Hub.

Here’s how to download your financial statement

  • Go to the Payments tab in Seller Hub
  • From the menu on the left, select Report
  • Select Statement report
  • Select Download
Monthly statements are available to download from Seller Hub for one year.
 
In your eBay statement, you’ll find a summary of your managed payments activity and a detailed view of your transactions, including information on claims, refunds, payment disputes, payouts and more for that month. Please note, the eBay statement is not an invoice.
 
Note: Transaction information is available for up to 7 years, starting from the date an account is enabled for managed payments.
 
After your account is activated on managed payments, you will continue receiving a monthly invoice containing a summary and breakdown of your fees. You will also see line items for payment processing, and chargeback fees, as applicable. You no longer have to worry about additional fees from third-party payment processing providers.
 
When eBay manages your payments your transaction related fees are deducted from the buyer’s payment during the transaction process.

 
Reconciling your sales transactions

You can download reports of your sales activities, fees, and payouts through Seller Hub, and then reconcile these reports with your own internal sales data to make sure that everything matches up. You need the following documents to reconcile your accounts:
  • Your invoice which shows the fees that have been charged to your account.
  • Your list of orders sold which includes important information about each transaction.
  • Your payout transaction report, a summary of all completed, available, and pending payouts.
With these files, you will be able to reconcile your internal records with eBay’s information about your transactions. We recommend you consult your financial advisor when reconciling financial information.
 
Tip: All files can be downloaded in CSV format, which is supported by spreadsheet software such as Microsoft Excel or Google Sheets.

You can reconcile your transactions by performing the actions in the order outlined below

 
Download your invoice
  1. Go to the Account Activity section of My eBay
  2. Select the invoice you want to review
  3. Select Download

Download your list of orders sold

  1. Go to the Orders tab in Seller Hub
  2. Select File Exchange from Selling Tools
  3. Under Downloads, choose Create a Download Request
  4. Select Sold from the Listings and records dropdown
  5. Choose your desired date range, then click Save
  6. Go back to File Exchange, and select Completed Downloads
  7. Download your completed orders sold list

Download your Payout transaction report

  1. If you are a managed payments seller, you can create and download details of your payouts and transactions from the Payments tab in Seller Hub. To download details of an individual payout, select the payout ID, or get information on multiple payouts by downloading a payout file. If you are looking for a specific payout, you can search by payout ID or buyer username.
  2. After selecting the transactions you want more information on, select Download a report, and then select either:
    • Summary, if you are trying to reconcile payouts with deposits to your current account, or
    • Transactions, if you are trying to reconcile orders with payouts.

Viewing and creating transaction reports

To view previous transaction reports, and generate new reports, select Transaction Reports from the menu on the left of the Payments tab in Seller Hub.

Here is how to create a new transaction report in Seller Hub

  1. Go to the Transaction Reports section within the Payments tab in Seller Hub
  2. Select the Start Date, End Date, and Transaction Type
  3. Select Create Report
 
You will be notified by email when your report is available, and you can return to the Transaction Reports page to download generated reports and view your report history.
 
Note: Transaction information is available for up to 7 years, starting from the date your account is activated on managed payments.
 
 

Reporting / Reconciliation / Accounting Guide


General Reporting Questions

What new reports will be available once I have migrated to managed payments?

Through the Payments tab in Seller Hub, you can access 3 new payment reports briefly described below. The reports will only contain data for transactions that have been completed whilst your seller account has been enabled for managed payments.
  • The payout report shows all payments that have been transferred to your bank account within a certain period. This report contains information such as: payout ID, date, status, method, amount, currency, and number of transactions.

    You can use this data to reconcile your eBay payments with your bank statements.

    You can choose the timeframe of the report, and download it in CSV format.

screenshot 1
 
  • The transaction report provides information on individual orders and includes information such as: global order number, transaction date, type, amount, buyer, order total, quantity, item cost, shipping cost, seller specified VAT rate, and FVF fee amounts.

    You can choose the timeframe of the report, and download it in CSV format.

screenshot 2

 
  • The financial statement report provides a summary of your managed payments activity as a seller and a detailed view of your managed payments transactions, including information on claims, refunds, payment disputes, payouts and more in a given month.

    Financial statement reports are downloadable in PDF format, and are available monthly, in line with your billing cycle.

Note: The financial statement report is not an invoice and does not replace other reports.


screenshot 3

screenshot 4 screenshot 5 screenshot 6
 
  • What fields are in each report?
     
    • Transaction reports provide you detailed insights into your eBay selling activity on managed payments. They contain information below:

      table 1

    • Payout reports contain information below:

      table 2
 
  • How much historical data can I access through the new managed payments reports?
     
    • You can access up to seven years of data on transactions processed through managed payments starting from the date your account is activated.
    • Managed payments reporting does not provide you with information on transactions prior to the date your seller account is activated on managed payments.
    • You may be able to access data about earlier transactions processed by PayPal via the PayPal reporting console.
 
  • Can I still access my reports in the PayPal reporting console after my account is activated on managed payments?

    Managed payments will not impact your ability to access reports that were previously generated in PayPal. After a seller account is enabled for managed payments, all future reports are accessible in Seller Hub.
 
  • How are the reports in managed payments used alongside the order reports provided in Seller Hub?
     
    • The orders report is a CSV (comma-separated) file that contains all of the data that appears in the Seller Hub Manage orders page and more. You can use this report for the information to manage and dispatch orders.  Learn more in the Help Hub.
    • You can join your eBay Seller Hub orders report to your managed payments transaction report using the transaction ID field. 

      Both reports also contain the Order number field (assigned to each completed checkout your buyers make) and the Item ID field (assigned when you list an item).

      Attempting to join these reports together using Order number and Item ID fields may be complicated by multi-item orders and multi-quantity listings.
 
  • How can the new managed payment reports be used alongside File Exchange downloadable requests?
     
    • In File Exchange, it is possible to request and download information on recent eBay orders with several different statuses (awaiting payment, paid and waiting to dispatch, paid and dispatched). 
    • You can join these File Exchange reports to the transaction report generated for managed payments by using the transaction ID field (each item purchased by a buyer is assigned a unique transaction ID). 

      Both reports also contain the Item ID field (assigned when you list an item), attempting to join File Exchange reports with transaction reports using this field may be complicated by multi-quantity listings.
 
  • Which fields can I use to join the managed payment reports?

    A payout report can be joined to a transaction report by using the Payout ID field.


Managing eBay via a 3PP / API
 
  • I currently access reports on my eBay activity from my third party tool provider. Will these reports still be available once I migrate to managed payments?

    You should contact your third-party solution provider to discuss their managed payments readiness and what features / reports they are offering
 
  • How will I use my accounting / reconciliation solution once I have migrated to managed payments?

    You should contact your third party accounting and reconciliation provider to understand their managed payments integration.
    Sellers who use accounting/reconciliation solutions can also download managed payments CSV reports and upload them into your accounting solution to complete account reconciliation.
 
  • I currently have a direct API integration with eBay. Can I obtain eBay managed payments transaction and payout data via the eBay API provided by the eBay Developers programme?

    If you are directly integrated with eBay APIs or MIP, you may need to make updates to get new payments data and functionality. You will need to integrate the Finance API to get payout details. Learn more about the managed payments API in our developer programme portal.
     

Invoicing and VAT
 
  • Are there any changes to how I use the monthly eBay fee invoice once my account is activated on managed payments?

    You will continue to receive an invoice for eBay fees. There will only be a change of the invoice layout. If you are VAT registered, you can use the eBay Invoice the same way with managed payments as prior to joining managed payments.
 
  • Once my account is activated on managed payments, where do I find information on the VAT that I pay on my eBay fees?

    This doesn't change, you will still find the fees and VAT charged for your eBay selling activity in your monthly invoice.
 
  • Is the new financial statement a replacement for my eBay invoice?

    The financial statement provides a summary of your managed payments activity and is not a replacement for your monthly eBay invoice.

    screenshot 7


Fee CSV file, Fee Netting
 
  • How does my eBay fee CSV file work after I am activated on managed payments?

    All fees will continue to be available in the eBay fee CSV file.  Several additional columns have recently been added to the eBay fee CSV file for transactions where fees are netted:
     
    • isTransactionNetted: Indicates whether the fee charge or fee credit was netted with the seller's payout or not. Possible values - Y, N
    • ReceivedTopRatedDiscount: Indicates whether the seller received a Top Rated Plus discount or not. Possible values - Y, N
    • DiscountApplied: Value of any applicable discounts applied to the transaction. The discounts are already applied to the 'Amount' for netted transactions
 
  • Which eBay fees are now netted from my eBay payout rather than paid by the seller to eBay upon receiving the invoice?

    If your account was enabled for managed payments on or after the 18th July 2020, the Final Value Fee (Variable & Per Order Fixed Fee, including any adjustments for Below Standard performance or Very High “Item not as described”) will be netted prior to payout.
    The amount due for the remaining fees will be stated on the invoice and you still need to pay this amount to eBay as before.
 
  • If my payouts now have some eBay fees netted from them, how do I identify the sale price of items I have sold?

    You can access information on item sale prices in the applicable transaction or order report.





Last updated: 27 July, 2020.