How do I mark orders as 'Shipped'?

Purchasing Postage Through Tophatter

To buy a USPS shipping label through Tophatter

Please note, shipping prices quoted during this process are dictated by USPS.

  1. Click Orders under the Selling section.
  2. Click on the “Buy Shipping Label” button towards the right of the order. Or, click on the menu next to the item and select Buy Shipping Label.
  3. On the next screen under Shipping Options you can adjust the the Package Size*, Weight and/or Shipment Date if needed.
  4. click Calculate Cost.
  5. Select your Shipping Method and then click “Buy Label & Mark As Shipped”  

To Buy USPS labels purchased through Tophatter in Bulk

  1. Visit your Orders page.
  2. Click Bulk Actions, then Select All.
  3. Click Bulk Actions, then Buy Shipping Labels.
  4. On the next page there is an option for sellers to edit the following criteria, if needed: Weight (Oz.), Require Signature?, Package Size, Shipping Method. To adjust these fields click on Edit and then click on Estimate.
  5. Once everything is correct, click Buy Shipping Labels & Mark As Shipped at the bottom of the page.

To Mark as 'Ready to Ship' USPS labels purchased through Tophatter in Bulk

If you have buyers who purchased multiple items from you, process any combined shipping orders  before proceeding to use Bulk Actions.

  1. Visit your Orders page.
  2. Click Bulk Actions, then Select All.
  3. On the page with the shipping labels, click Bulk Actions, then Mark As Ready To Ship.

To Print USPS labels purchased through Tophatter in Bulk

  1. Visit your Orders page.
  2. Filter to Shipped orders.
  3. Click Bulk Actions, then Select All.
  4. Click Bulk Actions, then Print Shipping Labels

Using a SCAN form for USPS labels purchased through Tophatter

SCAN forms streamline the scanning process when you drop your items off at the Post Office, and help sellers ensure their packages have been scanned and will be tracked successfully

If you choose, you can create a SCAN (Shipment Confirmation Acceptance Notice) form containing a master barcode that includes all the packages in a shipment. A postal worker can scan a single barcode which will enter all of the associated packages into the USPS database as “Shipment Accepted.”

How to create SCAN Forms

  1. Claim or Purchase the shipping labels
  2. Click Orders under the Selling section and filter to Shipped
  3. Click the Scan Form button
  4. Select the shipping label date from the drop down menu for the SCAN form you’d like to create.
  5. Select the orders you’d like to be included in the SCAN form.
  6. Click the Create Scan Form button
  7. Once the form finishes processing it will be available for printing.

Need to re-print a form? No problem! All previous SCAN forms are listed on the main SCAN Form page. SCAN forms must be created on the same day the shipping labels are claimed or purchased. Shipping labels can’t be voided after a SCAN form has been created.

Please note that Scan forms are a third party service we provide, and we are not able to troubleshoot or fix any failed scan forms, but generally, a failed scan form will provide you with a reason.

Purchasing Postage Elsewhere

To mark an order as 'Shipped' with tracking purchased offsite

  1. Visit the Orders page under Selling
  2. Search for the orders you’d like to mark as shipped.
  3. Click the menu to the right of the order and click Mark As Shipped
  4. Enter the valid tracking number and shipping carrier then click Save tracking #
  5. Please note that if a carrier is not listed in the drop down menu, it is not an approved carrier for the shipping area. 

To Mark as 'Ready to Ship' using a Tophatter formatted CSV file

  1. Click CSV Actions
  2. Click Mark Orders As Ready to Ship
  3. Click Download Template
  4. Refer to the CSV field descriptions & acceptable values guide on the page
  5. Save the Tophatter formatted CSV file to your computer, then Upload

To Mark as 'Shipped' using a Tophatter formatted CSV file

  1. Click CSV Actions
  2. Click Mark Orders As Shipped  
  3. Click Download Template
  4. Refer to the CSV field descriptions & acceptable values guide on the page
  5. Save the Tophatter formatted CSV file to your computer, then Upload

When using a CSV, be sure all the fields are formatted exactly as they are on the template and CSV field descriptions and acceptable values guide.  Only the column headers we list can be used.  No additional columns can be included. All column headers and fields must be spelled exactly the same as the template.


Sellers are also able to connect their Tophatter account to ShipStation. Through our partnership, your orders on Tophatter can automatically import to your ShipStation account. Check out ShipStation’s guide to the Cheapest Way to Ship for its tips and tricks for optimizing your logistics.
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