Confirm pending sales across marketplaces: match each sale to one owned unit first
A pending sale is not committed stock until you tie it to one owned unit. Load every open sale in one pass, check the size and style code, then confirm only when the pair is in your records. One owned unit may have several linked marketplace listings; confirming a sale does not turn listing count into sold quantity. If two sites show a sale on the same unit, stop and follow the double-sell path instead of freeing stock through payout or paperwork.
Load pending sales without counting them as stock
Start in Confirm Sales and load every pending sale from the marketplaces you sell on. The screen shows what each site is waiting for you to accept. That list is not your owned-stock count.
One owned unit may have several linked marketplace listings. Listing count or the sum of live asks is not committed or sold quantity. Treat each pending row as a claim on a pair you still need to find in Inventory.
Write the marketplace order ID, the style code, the size and the sale channel on a manual log if a sale has no match yet. Keep unmatched rows open. Do not confirm them until you can name the owned unit they belong to.
If the same style code and size already has a confirmed unfulfilled sale on another site, open the first-ten-minutes guide before you press confirm on either sale.
Use this checklist before you confirm each sale
Run the same checks on every pending sale, in order. Stop on the first fail and leave the sale unconfirmed.
- Input: the pending sale row in Confirm Sales. Check: the style code, size and marketplace match the listing you meant to sell. Do: if any field differs from your listing record, fix the listing or find the correct owned unit before you continue.
- Input: Inventory for that style code and size. Check: one owned unit is free of any other confirmed unfulfilled sale. Reconcile confirmed unfulfilled sales against owned units before you add another. Do: record this pending sale against that one owned unit in your manual log.
- Input: the physical pair on the shelf or in its box. Check: the box label, size tag and condition match the owned unit record. Do: move a mismatch to a manual exception list and do not confirm until the record matches the pair in hand.
- Input: sibling listings linked to that owned unit. Check: you are not confirming a second sale on a unit that already sold elsewhere today. Do: confirm only the sale tied to the unit you verified; leave the other marketplace sale for the double-sell workflow.
- Input: the matched unit and pending sale together. Check: nothing in payout, invoice or label status would free this unit. Completing payout, paperwork or fulfilment never makes a sold unit available again. Do: confirm the sale on the Confirm Sales screen only after steps one through four pass.
After you confirm, verify sibling-listing cleanup on the other marketplaces. Auto Delist can delete linked listings when a pair sells on one marketplace, but you still check that cleanup finished. Never delist valid cross-listings merely because the number of offers exceeds stock.
What Confirm Sales does and what you check by hand
Confirm Sales loads pending sales from every connected marketplace and lets you confirm them on one screen. That saves tab switching. It does not replace the unit match in step two of the checklist.
Manual checks you keep: matching each pending sale to one owned unit, reading the physical box, and spotting a second sale on the same unit. What the tool helps with: loading all pending sales together, loading pending sales together and confirming only the sales you choose after the checks pass. You can enable monitors to confirm sales automatically. Leave automatic confirmation off until you have matched every open sale to one owned unit by hand.
If you use auto-confirm on Alias or WeTheNew, test it on one sale first. Watch that the confirmed sale lands on the correct owned unit and that a sibling listing on another site drops or queues in Review. Turn auto-confirm off for any marketplace where pending sales often arrive without a clear unit link.
Account Sales from the marketplace and Inventory Sales from your own stock are two different records. After you confirm, keep the sale recorded against that one owned unit as a confirmed unfulfilled sale. Do not create a second unit.
Close the confirm pass and tie it to the daily close
Confirmed unfulfilled sales now sit against owned units. Available stock is what is left after you reconcile those sales, not what your live listing count shows.
Restore availability only after a confirmed cancellation or a physically received and checked return. Do not free a unit because a label printed or a payout line appeared. Labels and invoices come later in the sale-to-shipment lane.
Carry the confirmed batch into your shipping prep and document pass. Match each confirmed sale to its label, invoice and proof of delivery in one workflow, as set out in the batch shipping guide.
At day end, fold this confirm pass into the daily reconciliation checklist. Owned units, confirmed unfulfilled sales, paid versus pending payouts and sale-linked documents should still agree. If a pending sale stayed open because no unit matched, leave it on the exception list for the next pass.
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