SCAN form

[alwaysthebest4u]

Long time seller, After numerous missed pickups and lack of scanning package issues for several days this Christmas, I created my first SCAN form today for 11 packages. After ANOTHER  missed pickup, took them to post office. Employee scanned the page and gave me receipt.
30 minutes later , no change on EBay. Anyone could give me idea if there should be delay on each package showing accepted ? Thought it would show right away.

[luckythewinner]

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@alwaysthebest4u wrote:

Thought it would show right away.

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eBay shows a snapshot of the USPS site. It is not a real-time snapshot and can be delayed by minutes, hours, or even days. 

Also, what does the USPS website say?

[robbie31415]

It's holiday, things are delayed.

Typically shows on the USPS website within 30 minutes, eBay can take a few hours to recognize the scan, same with all scans. Sometimes eBay system doesn't log the Delivered scan for several hours after actual delivery. 

Gotta expect some lag time.

Give it a few hours.

[alwaysthebest4u]

Updated within hour. Thank you

[chowpit36iw]

If it offers any reassurance, I use scan forms exclusively when shipping multiple packages. Haven't been dinged for a late shipment yet. Even if it's just 2. For personal reasons I go to the post office. 

[deserdog]

I use to use scan forms, but no more. If you look at the first scan of the scan form, it says; Shipment received, acceptance pending. It is not an acceptance scan for all the packages. If it was, it would be huge payday for scammers. I get each package weighed and scanned in, so I have a receipt showing the acceptance scan and the weight of each package. I also have a picture of each package that shows the wight and size of the package.

[robbie31415]

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@deserdog wrote:

I use to use scan forms, but no more. If you look at the first scan of the scan form, it says; Shipment received, acceptance pending. It is not an acceptance scan for all the packages. If it was, it would be huge payday for scammers. I get each package weighed and scanned in, so I have a receipt showing the acceptance scan and the weight of each package. I also have a picture of each package that shows the wight and size of the package.

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Your approach of getting each package individually weighed and scanned for an acceptance receipt is definitely a thorough way to ensure accurate tracking and insurance coverage. Having a record of the package's weight and size, along with a photo, adds an extra layer of security—especially if you're concerned about claims or discrepancies.

However, I wanted to clarify a common misconception about scan forms. While it's true that the first scan on a scan form reads "Shipment received, acceptance pending," this doesn't mean the packages lack an acceptance scan in the eyes of platforms like eBay. eBay considers this "provisional acceptance" as valid, and in their system, there's no functional difference between an individual acceptance scan and the scan form's acknowledgment. Both are treated the same when it comes to proving shipment.

While scammers might exploit other areas of the process, the scan form itself isn't inherently a loophole for them. It’s more about convenience for sellers handling bulk shipments, and for many, it’s an efficient way to streamline operations. That said, your method does provide additional peace of mind, and if it works for you, it’s a solid practice. It all comes down to balancing efficiency with risk management based on your shipping volume and priorities.

[theteamsetguy]

@robbie31415 ,

People want instant gratification these days.

Bot 8675309

[deserdog]

I remember when scan form first started being used.. The person accepting the scan form was suppised to count that the number of packages on the scan form match the in number and classes of mail. I have never seen a single clerk doing this. This does not happen often, but it has happened: A package in the shipment on the scan form disappears after the scan form is scanned, but before the individua package gets an acceptance scan. The package is then just gone. The post office will claim they never had it.

[robbie31415]

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@deserdog wrote:

I remember when scan form first started being used.. The person accepting the scan form was suppised to count that the number of packages on the scan form match the in number and classes of mail. I have never seen a single clerk doing this. This does not happen often, but it has happened: A package in the shipment on the scan form disappears after the scan form is scanned, but before the individua package gets an acceptance scan. The package is then just gone. The post office will claim they never had it.

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Thank you for sharing your experience! However, I need to clarify a few points about scan forms and their intended use.

The count on the scan form is actually for the shipper's use, primarily to help ensure that no packages are forgotten or left behind. It’s not the responsibility of the clerk to verify that the number of packages or their classes match what’s on the scan form. Their role is to scan the form to acknowledge receipt of the shipment, not to perform an audit of the count or contents.

Regarding your earlier point about scammers, it’s important to note that this concern doesn’t directly relate to the functionality of the scan form. I had acknowledged that having individual acceptance scans does provide an extra layer of protection for insurance claims with USPS because it confirms the package's entry into their system with details like weight and size. However, this aspect is strictly relevant to USPS procedures and does not affect eBay’s evaluation of a seller's performance.

For eBay, the system recognizes both provisional acceptance (from the scan form) and individual package scans as valid proof of shipping. What matters to eBay is whether an acceptance scan (in any form) shows the seller shipped within their stated handling time. Beyond this, individual scans or using a scan form doesn’t impact buyer protections or seller evaluations on eBay.

In short, while individual scans provide additional security for USPS insurance purposes, the broader functionality of scan forms aligns with eBay’s needs for tracking handling time. I hope this helps clarify things!