How sellers should build a closeout manifest
Build the manifest as a spreadsheet with one row per SKU per condition. Include UPC (stored as text, leading zeros kept), description, quantity, unit and extended retail with the source of the retail figure, condition with written definitions, pallet ID, and lot and expiry for dated goods. Add a totals row and a photo plan that matches pallet IDs.
Reviewed by Tyler Kober · Updated
Key takeaways
- One row per SKU per condition. Never combine new and returned units on one line.
- Store UPCs as text so spreadsheets do not drop leading zeros or convert them to scientific notation.
- State where the retail figure comes from. Buyers discount retail they cannot trace.
- Give every pallet an ID, put it on the pallet and on each manifest line, and photograph it.
- Add a totals row that matches the line sum, and check it before you send.
How should a seller build a manifest?
Make it a spreadsheet with one row per SKU per condition. Include UPC stored as text, description, brand, quantity, unit retail, extended retail and condition, plus pallet ID, and lot and expiry for dated goods. State where the retail figure comes from, attach your condition definitions, add a totals row, and photograph each pallet with its ID visible.
A buyer prices a load by testing the manifest. The manifests and condition guide explains what they test. This page shows you how to make a file that passes, so the offer reflects the goods and not the gaps in the paperwork.
The template
Use these columns, in this order. Required columns are marked; the rest help when you have the data.
| Column | Required | Format and notes |
|---|---|---|
| Line # | Yes | 1, 2, 3… so both sides can refer to a line |
| SKU / item # | Yes | Your internal code |
| UPC / EAN | Yes | Text format; 12 digits (UPC) or 13 (EAN); unit code, not case code |
| Description | Yes | Plain product name with size, color, count; no internal shorthand |
| Brand | Yes | As printed on the product |
| Condition | Yes | One of your defined terms; one per row |
| Qty (units) | Yes | Units, not cases; state units per case in its own column |
| Units per case | If cased | Helps the buyer check carton counts |
| Unit retail | Yes | One figure per unit |
| Retail source | Yes | "Current price", "last selling price" or "MSRP" |
| Ext retail | Yes | Formula: qty × unit retail |
| Pallet ID | Yes | Matches a label on the physical pallet |
| Category | Helpful | Simple, consistent names |
| Lot / batch | Dated goods | As printed |
| Expiry / best-by | Dated goods | One date format for the whole file |
| Weight per pallet | Helpful | From a scale if possible |
| Notes | Helpful | Damage, missing parts, restrictions |
End the file with a totals row: total units, total cases, number of pallets and total extended retail. Then check it against the line sum.
Building it, step by step
- Start from your system export, not from memory. A WMS or inventory export has real counts. Keep the raw export as a separate file.
- Set the UPC column to text before pasting anything into it. If codes have already lost their leading zeros, add them back so every UPC has 12 digits.
- Split by condition. If a SKU has new and returned units, make two rows. Never average conditions on one line.
- Convert to units. If your system counts cases, multiply out and record units per case separately.
- Fill in retail honestly and state its source on every row. If you do not know a current price, say "MSRP" and leave it at that.
- Write your condition definitions on a second sheet: what each term means, what was checked, and how.
- Assign pallet IDs. Label each physical pallet and put the ID on every line it holds.
- Add lot and expiry for food, HBA, OTC and anything dated. Use one date format throughout. Details in expiry dates for food, HBA and OTC.
- Add the totals row and check it against the sum of the lines.
- Plan the photos: every pallet on all four sides with the ID label visible, a top layer opened, representative units, any damage, and date codes.
- Read it like a buyer. Sort by extended retail and check the top lines yourself. The method is in how to read a liquidation manifest.
Worked example: cleaning up a raw export
Illustration only. The quantities and retail values are hypothetical, in no particular currency, used to show the clean-up, not real prices.
A seller exports four lines from their warehouse system:
| SKU | UPC | Description | Qty | Retail |
|---|---|---|---|---|
| HB-220 | 3.6E+11 | Body lotion 16oz | 24 | 9.99 |
| HB-221 | 36000123456 | Hand soap 3pk | 50 | 7.50 |
| KT-010 | 012345678905 | Mixing bowl set | 12 | 40.00 |
| KT-010 | 012345678905 | Mixing bowl set | 8 | 40.00 |
Problems: line 1's UPC is in scientific notation and the digits are lost; line 2 has 11 digits, so a leading zero dropped; line 1's quantity is 24 cases, not units; the two KT-010 lines are the same SKU in different conditions (8 are returns) but nothing says so; no condition, pallet ID, lot, expiry or retail source.
After clean-up (UPCs re-exported from the source as text, line 1 converted from 24 cases of 12):
| Line | UPC | Description | Condition | Qty | Units/case | Unit retail | Source | Ext retail | Pallet | Lot | Best by |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | 12 digits, as text | Body lotion, 16 oz | New overstock | 288 | 12 | 9.99 | MSRP | 2,877.12 | P1 | as printed | 2027-03 |
| 2 | 0 + 11 digits | Hand soap, 3-pack | New overstock | 50 | 1 | 7.50 | Last selling price | 375.00 | P1 | as printed | 2027-06 |
| 3 | 012345678905 | Mixing bowl set, 3 pc | New overstock | 12 | 1 | 40.00 | MSRP | 480.00 | P2 | n/a | n/a |
| 4 | 012345678905 | Mixing bowl set, 3 pc | Customer return, inspected | 8 | 1 | 40.00 | MSRP | 320.00 | P2 | n/a | n/a |
| Totals | 358 | 4,052.12 | 2 pallets |
Check: 2,877.12 + 375.00 + 480.00 + 320.00 = 4,052.12. Units: 288 + 50 + 12 + 8 = 358. The buyer can now sort, look up every code and see exactly what is new and what is returned. The dates in this example are placeholders to show the format.
Common seller errors
- Lost leading zeros and scientific notation. The most common reason a buyer cannot look up a code.
- Case counts in the units column. A buyer who sees "24" plans for 24 units and then gets confused by the pallet.
- Mixed condition on one row. Forces the buyer to assume the worst for the whole line.
- Retail with no source. Treated as unverified, so it carries no weight.
- "Assorted" lines with big values. Buyers value them at zero until explained.
- Totals that do not match. Suggests hand edits, and makes the buyer re-check everything.
- No pallet IDs. Makes receiving, and any later discussion, harder for both sides.
- Photos that do not match the file. A photo with no pallet ID proves little.
- Dates in mixed formats. 03/04/27 means different days in different countries. Use one unambiguous format, such as year-month-day.
What else to send with the manifest
The manifest answers "what". A buyer also needs "where" and "on what terms": pickup address type (dock-high, ground level), loading help, available dates, any sale restrictions such as "no online" or "export only", and whether the load must go as one lot. The full list is in what information buyers need to make an offer. Warehouses clearing client stock will find more on closeouts for 3PL warehouses.
Getting an offer from Skyline Dealz
Send the manifest, photos and pickup details; Skyline Dealz reviews them and comes back with an offer. If you accept, the next steps and pickup are set on the agreed terms. A full, accurate manifest makes that review faster and the offer firmer. Buyer-facing listings never show your company name, address or private-label titles. To start, get an offer for your inventory through sell excess inventory.
Frequently asked questions
What file format should a manifest be in?
A spreadsheet, such as .xlsx or .csv, with one header row and one row per line. Buyers sort, filter and look up UPCs, which they cannot do in a PDF or a photo of a printed list. Keep the original export separately in case a buyer asks where a figure came from, and send the cleaned version.
Why do UPCs turn into strange numbers in my spreadsheet?
Spreadsheets treat long digit strings as numbers. They drop leading zeros and may show 12-digit codes in scientific notation. Format the UPC column as text before you paste or import, or import the file with the column set to text. Then spot-check that every UPC has 12 digits, or 13 for an EAN.
Which retail price should I put on the manifest?
Use a figure you can explain, and say which one it is: current shelf price, your last selling price, or the manufacturer's list price. Buyers check retail against exact UPC comps. An inflated figure does not raise your offer; it lowers trust in the whole file and slows the deal down.
Do I need a manifest to sell excess inventory?
No, but it usually helps. Without one, a buyer has to price from photos and a description, and will price in the risk of not knowing. Even a partial list of your highest-value lines, with photos of everything else, gives a buyer something firm to work from.
Related
Sources
Send a list or manifest and we'll come back with an offer. Approved buyers see live loads, prices and manifests. Or call +1 215 278 4122.