Page 1 Supplier User Guide


Section One: Taking Photos 1.1 1.2 1.3 1.4 1.5

Camera Mannequins and models Background Lighting Taking the shot

Section Two: Information Upload (Spreadsheet template) 2.1 Image Name 2.2 Product Title 2.3 Descriptions 2.4 Barcode 2.5 Size 2.6 Stock on Hand 2.7 Pricing 2.8 Catalogue Drop Down 2.9 Freight 2.10 Tricks and Tips 2.11 What to do with you spreadsheet and photos

Section Three: Selling – What you need to know. 3.1 Purchase Requests 3.2 Packing Slip 3.3 Returns Procedure 3.4 Payment of your Sales

Section One: Taking Photos RetailonSale has developed a site which is easy to navigate, simple to purchase from, and most importantly has clear product imagery. With a multi supplier site such as ours, where each seller supplies their own images, we are careful to ensure that we do not allow a multitude of formats, which in effect can be confusing for the shopper and make the website look like a ‘jumble sale’. For this reason, we require fashion items to be photographed individually on mannequins, so that we can create a style and uniformity to best represent your products. Sometimes your existing product imagery from catalogues may be suitable, but this would be at our discretion. In addition to this, nearly all items that are uploaded onto RetailonSale, require clearcutting and inserting onto a true white background. To follow are some tips that we have found useful to help you get the most from your product shot. 1.1 Camera Any type of digital camera is suitable, anything from about 3 megapixels upwards is fine. If you make sure your pixel or image setting is at the highest resolution available, this ensures there is good clarity when the in page ‘zoomify’ is used by shoppers. 1.2 Mannequins and Models The use of mannequins really is essential for showing the shopper how the garment would look on. White/opaque coloured mannequins work better and those that are straight up and down, rather than styled or posed. Black is generally not a very easy colour mannequin to work with. If you do not have a mannequin available, you can always find a willing live model! This just means when shooting bottom halves, the waistband needs to be fully in view with either a contrasting fitted top tucked in, or if they don’t mind, their own waist is fine! Socks in a contrasting colour also are a good idea to differentiate hemlines. For top shots – make sure all hair is up and off the neck line and that there is a contrasting colour at hands and waistbands. When clearcutting, the process is very simple when the garment you are photographing has stark contrast to its surroundings. If you have a small mannequin and only larger sizes, just clip the back to make it fit the mannequin properly – oversized garments photographed on a small mannequin do not do a garment justice and a shopper wants to see what it would look like fitting properly. Reverse the clips if you are photographing the back.

1.3 Background To simplify the clearcutting process try to get your background as uncluttered as possible. A plain flat wall is preferable and one that is in contrast to the garments you are photographing. Usually a white wall suits most colours, but when you head into creams, whites and pastels, it pays to have a darker coloured background. We have found that a large sheet of polystyrene works well with one side white and the other side painted a strong colour. The polystyrene is versatile, easy to lean against shelves etc and can be moved around to places where there is more natural light. Photographers often use ‘blue’ or ‘green’ screens as these are colours not always found in day to day fashion garments. Alternatively, a sheet draped over a rack or pinned up can work equally as well.

1.4 Light Finding an area with good natural light is great if available. This just means there will be light on the garment and it helps with getting more accurate colours captured. Often just turning your mannequin slightly towards daylight can make a big difference. Just make sure you don’t have shadowing on the garment, or blocks of direct sunlight. 1.5 Taking the shot For the best sized image for our site, we generally use our camera in a portrait position. Get as much of the garment into the frame by moving closer to the mannequin rather than using the zoom. Also make sure the angle of the shot is horizontal to the ground as taking a photo on a downward angle can change the appearance of the items dimensions in the image. Make sure everything is in the frame and you can leave some space around the outside as this makes clearcutting simpler. Often, several shots of the same garment will need to be taken to get the closest likeness. The most important things here are to get the colour similar and to make sure the image is not blurry. This may mean trying with or without your flash. Dark colours like black, chocolate, charcoal etc, seem to be quite susceptible to camera shake and often come out blurred. Sometimes using a flash in these instances can help, as with red colours. If you have a garment which has a lot of detail, or just with jeans or pants, it is good to take a back shot. This can be cropped and inserted into the main picture.

Section Two: Information Upload. We require that your product information is entered into our spreadsheet template. This information, coupled with your imagery creates your listings and is the source of all descriptions and prices etc. The template is in Microsoft Excel format however if you do not use Excel let us know and we will arrange an alternative program or format for you. To start we have provided an example listing for one style in three sizes, with a total quantity of 7 items – which is potentially 7 sales from this listing. In the following pages we have explained each column and its requirements as well as some tips and suggestions for making the best listings. **Note that all details are the same except for the Barcode, Size and Stock on Hand. Image name




Product Title

Short Descript

Long Descript



Stock on Hand



Our Price

GAS Lucita Satin Dress

Dotty Satin Dress mid calf length good fit looks great with either high heels or boots lovely fabric to wear




Dark Graphite



GAS Lucita Satin Dress

Dotty Satin Dress mid calf length good fit looks great with either high heels or boots lovely fabric to wear




Dark Graphite



GAS Lucita Satin Dress

Dotty Satin Dress mid calf length good fit looks great with either high heels or boots lovely fabric to wear




Dark Graphite



2.1 Image Name Image name is the name of the image that belongs to each specified listing. This may be a unique code that your camera has given the image and this can be used here. You do not need to re-name your images unless it is of benefit to you. This image name becomes our SKU number, which lets our system identify the listing and to which supplier it is allocated to.

You can select the image name and copy and paste directly into the template.

2.2 Product Title This is the title of your listing and should include the brand name and style name where applicable. To make this heading more search engine friendly, try thinking how you would search for it. For example if you’re listing a ‘black skinny jean’ it would not appear in search results for ‘black skinny jeans’, which would be a common search term. So use jeans, shoes, pants etc and you will find your products will get greater exposure. 2.3 Descriptions Short – this description only appears in search results from within the website so should be an abbreviated version of the long description. It is ok to leave this field blank. Long – this is the main body of your listing and is as important as your imagery. Your description should inform the customer of all features of your product and describe the fit as accurately as possible. Please note that comma’s cannot not be used anywhere in the template so replace with dashes (-) or full stops. 2.4 Barcode (SKU + Size) Each size line requires a unique code to set it apart from other sizes. When you receive orders this code will be quoted (referred to as ‘barcode’) so if you use SKU numbers to help you identify your products you can enter this here with the size of the item added to the end (making it unique). So for example if you had the SKU number QF1234 for a size 12 top you would enter QF1234-12 and so on. If however you do not wish to use a SKU here you can leave it blank and we will enter a random unique number for you. 2.5 Size Enter the size of each item in this column. If an item has unusual sizing or foreign sizing you may want to list in New Zealand equivalents and make a note in the long description of the original size. Adding the original size number to your barcode is a good idea to help you reference all future orders. We have a size filter which means that customers can view listings in their specific size – which makes it important to have a generic ‘kiwi’ size listed to prevent your listings being omitted unnecessarily. Where using letters for sizes please use capital letters only; S – Small, M – Medium, L – Large etc. 2.6 Stock on Hand This is the quantity that you have available in each corresponding size. 2.7 Pricing There are two price columns; an RRP which is the full price the item would be listed at in a retail environment, and ‘Our Price’ which is the price that your listing will be available for purchase on RetailonSale. There are two columns to allow for discounted sale product, however when listing current season/full price items simply enter the same price into each column.

2.8 Catalogue (Dropdown) If you click on a cell in this column an arrow will appear in the bottom right hand corner which opens a drop down list of pre-populated categories. Select the category most appropriate to the item you are listing as this is where the listing will be located on RetailonSale. We create new categories as demand necessitates, if you think we are missing an area for you products then please let us know.

This arrow will appear once the cell is selected.

2.9 Freight The freight columns allow you to add an additional shipping charge to your sales which is added to the total for each item sold. Alternatively you can price items inclusive of your freight charge and offer ‘Free Freight’. This option can be better as if each item attracts a freight charge it can become a deterrent when ordering multiple items, however we will combine your freight where ever possible.

2.10 Tricks and Tips Drag copy A lot of information you enter into the template will be used again within a listing as well as info that is consistent across all listings. To save you time on re-entering the same info you can copy and paste or simply use the ‘drag copy’ function. If you write the generic info for your listing, i.e. everything but the size and quantity, you can then highlight it and click, hold and drag the bottom right hand corner, as illustrated below.

1. Select the information to be copied

Hover over bottom right hand corner of the selection until your cursor turns into a black + sign

2. Hold and drag down the amount of rows you would like the original info copied into.

3. Make sure the info is accurate. Excel may have automatically filled any numbers as a series – a small box will appear where you can choose from a range of options.

Click on the box and select ‘Copy Cells’.

2.11 What to do with your spreadsheet and photos. Once you have completed the product info and template you can then send it to via the following options: Email – You can send your information directly to us by email, to the address above. Try limiting larger images to about 10 per email however if this is proving to be too slow or you have a lot of images then you may want to consider an alternative method from the options below. CD or DVD You can burn all your imagery to CD or DVD and post it to us. This is the easiest method for larger files and quantities as it does not rely on email, internet speed or connections. Please contact us for more info about sending us your disc. File Drop ‘You Send It’ is a free service (up to 100MB) for sending files over the internet. You will need to put your files into a Zipped folder in order you utilize this service however it is fast and means that you won’t be clogging up your email with large files. If you have any queries about any of these options or would like us to help you get underway we are more than happy to help so feel free to contact us.

Section Three: Order Processing and Payment. 3.1 Purchase Request When an item sells you will receive a purchase request email which contains a link to the information below. This information helps you identify the product sold and lets you confirm the availability of the product.

To help identify the item you can enter the SKU into the search field at It will take you to this specific product, unless this is the last item in which case the listing will no longer be active.

This is your ‘SKU+Size’ if you have used one.

The instructions below are at the bottom of each purchase request to assist you in correctly updating your availability confirmation.

Item/s in Stock If the item/s are in stock simply: 1. 2.

Click the "update" button Click the "send" button

Item/s NOT in Stock – No longer available If the item is no longer available 1. 2. 3. 4.

Set quantity in stock to zero Set quantity to backorder to zero Click the "update" button Click the "send" button

3.2 Packing Slip After completing the product availability request our system will generate a packing slip with the customers shipping details and further product detail. This packing slip is to be included with the item(s) being sent as it contains information for the customer. It can also be used in an external plastic adhesive envelope

Note that if the customer selects our ‘gift’ option the prices from this packing slip will be withheld.

Please write, stamp or attach your return address here.

This is the address to ship the item(s) to. You can fold the packing slip and attach to the outside of the parcel if this is preferable.

3.3 Returns Procedure. To give the customer confidence in purchasing with RetailonSale, we look to our suppliers to offer full refunds on returns. This may be for incorrect fit, change of mind or simply not what they wanted. Our returns policy states that an item must be sent back within two days of receipt which in most cases would mean the item is back to the supplier within seven days. The item returned must be in the same condition it was sent in and have the original tags still intact. When an item is being returned the customer is to notify RetailonSale by email of the return and then send the item back to the return address supplied. We will notify you of the return and whether the customer would like a refund or and alternative size (where available). Once you have received the return back and are satisfied with its condition you can dispatch the alternative item or contact us and we will affect the refund.

3.4 Payment of your Sales. All processed sales are captured by RetailonSale and are deposited into a National Bank trust account and held until the beginning of each month. This allows us to effect any refunds for returns that may be applicable over this time. Within the first week of each month you will receive payment into your nominated bank account and also receive by mail a breakdown of your sales and an invoice for our services. You do not need to invoice us for your sales. :: Please note that sales that occur toward the end of the month may not be included in your sales reconciliation until the following month to allow for our 7 day returns period.

Thank you from

RoS User Guide  
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RoS User Guide