Seller intake packet template
Use this template to document source type, allowed data, source-rights evidence, field mapping, contact routing, update ownership, and product-fit decisions before Parts Masters reviews any real seller file.
Seller intake packet template guidance only. Seller pricing remains manual quote only. This is not public seller pricing, not actual seller performance, not verified seller results, and not a lead, sale, traffic, backlink, ranking, conversion, revenue, ROI, or SEO guarantee. Parts Masters remains a direct-contact marketplace. Buyers confirm price, condition, fitment, freight, payment, title, and availability directly with sellers.
Packet sections
Each section is a blank record shape for owner review. Use it to summarize seller fit, rights evidence, field mapping, contact routing, update ownership, and decision status before any pending-only import path.
Identify who owns the supply, what source is being reviewed, and whether the first step belongs in Parts Masters.
Example format only: source type = seller spreadsheet; inventory lane = heavy-duty parts; reviewer = owner initials.
This record does not approve outreach, public listing activation, paid placement, or seller-result claims.Record which fields the seller authorized for review and which sensitive materials must stay out of intake.
Example format only: allowed fields = titles, specs, source URLs; excluded data = passwords, buyer lists, private records.
The packet must not store secrets, private customer data, payment records, unapproved media, or unredacted permission proof in repo docs.Summarize seller authority, media reuse permission, source URL permission, and attestation status without exposing sensitive proof.
Example format only: rights attestation = seller_provided; evidence type = written seller approval; evidence holder = owner.
A summary is not legal approval and does not replace counsel-reviewed seller agreements or source-rights records.Map seller source fields to Parts Masters review fields before any pending import or cleanup work starts.
Example format only: seller stock number maps to stock_number; seller list price maps to price_amount only when price_type=fixed.
Field mapping does not import, persist, publish, revise, delete, or mark inventory sold.Capture who can receive buyer interest and who can refresh stale price, quantity, sold status, photos, and availability facts.
Example format only: lead recipient = approved public sales desk; refresh cadence = owner-reviewed before public activation.
Contact routing does not send buyer or seller messages and does not guarantee response, fitment, availability, price, or final terms.Record whether the packet is blocked, needs owner review, or is ready for a pending-only import path.
Example format only: decision = needs-owner-review; allowed next step = ask seller for missing image rights summary.
Only the owner can move a packet from planning into real seller intake, import, placement, outreach, or provider action.Blank template
Do not put secrets, passwords, API keys, buyer lists, customer records, payment data, bank data, private employee contacts, unapproved media, or unredacted permission evidence in public docs or repo files.
| Section | Fields to record | Safe example | Boundary |
|---|---|---|---|
| Seller and source fit | seller business name, source owner, source type, inventory lane, seller fit notes, owner reviewer | Example format only: source type = seller spreadsheet; inventory lane = heavy-duty parts; reviewer = owner initials. | This record does not approve outreach, public listing activation, paid placement, or seller-result claims. |
| Allowed data and excluded data | allowed listing fields, allowed media fields, source URL policy, excluded data, redaction owner, secure evidence location | Example format only: allowed fields = titles, specs, source URLs; excluded data = passwords, buyer lists, private records. | The packet must not store secrets, private customer data, payment records, unapproved media, or unredacted permission proof in repo docs. |
| Source-rights evidence summary | rights attestation, permission evidence type, photo rights status, fitment/spec source, approval date, evidence holder | Example format only: rights attestation = seller_provided; evidence type = written seller approval; evidence holder = owner. | A summary is not legal approval and does not replace counsel-reviewed seller agreements or source-rights records. |
| Field map | seller external id, stock number, part number, listing type, category, price type, city/state, source channel | Example format only: seller stock number maps to stock_number; seller list price maps to price_amount only when price_type=fixed. | Field mapping does not import, persist, publish, revise, delete, or mark inventory sold. |
| Contact route and update owner | lead recipient, public phone, public email, branch route, price owner, availability owner, refresh cadence | Example format only: lead recipient = approved public sales desk; refresh cadence = owner-reviewed before public activation. | Contact routing does not send buyer or seller messages and does not guarantee response, fitment, availability, price, or final terms. |
| Owner decision and next review date | decision state, blocked reason, allowed next step, non-actions, rollback owner, next review date | Example format only: decision = needs-owner-review; allowed next step = ask seller for missing image rights summary. | Only the owner can move a packet from planning into real seller intake, import, placement, outreach, or provider action. |
Decision states
The packet can show what is ready, unclear, or blocked. It does not move seller inventory into a public marketplace action without a separate owner-approved workflow.
The seller source has been identified, but no source-rights or field-map record exists yet.
Use the intake checklist to decide what proof and fields are needed first.
Do not request private files, send outreach, import, publish, or store sensitive evidence from this state.Some source, rights, contact, field-map, update-owner, or product-fit detail is missing or sensitive.
Ask the owner to review the missing evidence outside public repo docs.
Do not turn a partial packet into public proof, seller pricing, outreach, import, or placement.Seller authority, reusable data/media, contact route, field map, and update owner are summarized for owner review.
Validate and import as pending only after owner approval and project-specific import checks.
Pending import readiness still does not publish listings, contact sellers, contact buyers, or prove seller performance.Permission is missing, media rights are unknown, contact routing is unsafe, or the source asks for out-of-scope transaction workflow.
Hold the packet until the owner records a safe correction or rejects the source.
Blocked sources must not be imported, published, promoted, sent to outreach, or used in seller-result claims.Separate software fit
The packet should say when the seller problem belongs in Parts Masters, Surplix/eAgent, or Shop Command. The products stay separate until a named workflow is approved and proven.
The seller has direct-contact marketplace supply that can be reviewed for source-rights-safe listings, wanted demand, and later seller reporting.
Parts Masters does not process checkout, payment, escrow, freight, title transfer, inspection, or guaranteed fitment and availability.Start seller intakeThe seller need is separate eBay listing research, comp review, repricing review, listing cleanup, or seller-controlled eBay workflow support.
Surplix/eAgent is separate from Parts Masters and does not authorize live eBay mutation, Parts Masters publication, checkout, or shared seller-result proof.Ask about Surplix/eAgentThe seller or shop needs service orders, technician time, parts workflow, customer history, invoicing readiness, or internal operations help.
Shop Command is separate shop software, not Parts Masters checkout, seller reporting proof, listing publication, or marketplace integration.Ask about Shop CommandStart with the intake checklist when the seller has not prepared the packet yet. Use listing readiness after source rights, field mapping, contact routing, and update ownership have owner-reviewed summaries.
Intake checklistEvidence indexListing readinessAsk what to record