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Inside TCGplayer's Authentication Center: Best Practices on Storage and Fulfillment

By   Kayla Zinn   •  

Index

Card Storage
Intake and Organization
Day-To-Day Workflow
Supplies

TCGplayer’s leading Authentication Center, located in Syracuse, NY, handles millions of cards –– storing, authenticating, and conditioning in preparation for fulfilling orders. The Authentication Center ensures customers get exactly what they ordered, in the right condition, safely, and with a 100% satisfaction guarantee. Because of the scale of our operations, we wanted to share our internal best practices with sellers as it relates to storage and fulfillment, for those looking to implement our workflows and organization within their store. 

Card Storage

It’s important to ensure that cards are stored in a dry, temperature controlled space. TCGplayer utilizes metal archival cabinets, with 4-row BCW boxes inserted into the drawers of the cabinets and foam squares to ensure the cards are secure. Each cabinet is labelled with a set name using a magnetic tag.

Our products are first sectioned by trading card game (i.e. Magic or Pokémon), then divided by condition (Near Mint → Moderately Played), then by set (reverse release order, newest sets first), then by individual cards in alphabetical order. Each 4-row BCW box has multiple slots and BCW plastic dividers tagged with a white or colored thermal label printed with the card name, set, and condition. 

Card storage organization

We recommend utilizing this style of organization when participating in TCGplayer’s Direct program. This ensures your cards are easier to pull for Reimbursement Invoices (RI). 

Intake and Organization

TCGplayer receives cards from sellers via our fulfillment programs: TCGplayer Direct and Store Your Products (SYP). Depending on the program, our intake process is slightly different. 

Reimbursement Invoices (RIs)

Reimbursement Invoices (RIs) are first shipped to our P.O. Boxes, and then brought to our facility. The packages are then inspected for potential damage. Any packages determined to have damage or shipping compliance issues are handled separately. All other RIs are sorted and distributed to the appropriate location for processing. 

Each processing station is equipped with the following supplies:

RIs are processed by counting the quantity of cards, checking the accuracy of the RI (card type/order), and evaluating the condition of the cards. Any discrepancies discovered during processing are removed and stored for return via our Seller Extra Inventory (SEI) process. Cards are then divided and prepped to be sorted into the cabinets. 

Store Your Products (SYP)

Each Store Your Products (SYP) submission is first submitted for approval before shipping. Once approved, SYP shipments are shipped to our P.O. Box, and then brought to our facility. The packages are then inspected for potential damage. Any packages determined to have damage or shipping compliance issues are handled separately. All other SYP shipments are sorted and distributed to the appropriate location for processing. Each processing station is equipped with the same supplies as listed above.

SYP shipments are processed by counting the quantity of cards, checking the accuracy of the shipment (card type/order), and evaluating the condition of the cards. Any discrepancies discovered during processing are removed and stored for return. Cards are then divided and prepped to be sorted into the cabinets. Finally, the inventory is uploaded to the seller’s TCGplayer store. 

Day-To-Day Workflow

Below is a generalized workflow for our daily processes. We are continually working to optimize our workflows and prioritizing our customers and sellers' experience throughout all steps of the process. 

  1. Mail is retrieved from our P.O. Box.
  2. All packages are inspected for damage.
  3. Packages are separated (RIs & SYP) and then brought to the appropriate processing location.
  4. Cards are processed and discrepancies are removed.
  5. Cards are prepared for sorting.
  6. Cards are sorted using Roca Sorters to ensure efficiency. 
  7. Sorted cards are filed into the cabinets organized in the following order (trading card game (i.e. Magic or Pokémon), then divided by condition (Near Mint → Moderately Played), then by set (reverse release order, newest sets first), then by individual cards in alphabetical order.
  8. For efficiency, TCGplayer orders are picked from the cabinets in batches, divided by TCG and packaging type. This means that we put all the cards from several orders into a larger list that needs to be pulled from the cabinets, so that we’re getting cards for multiple different orders at the same time. However, for larger orders, we will pull only those cards, not combining it with other orders. Any cards that can’t be located while picking orders are replaced or refunded. 
  9. Shipping labels and envelopes are printed and coupled with each batch of orders.
  10. Orders are packed using the appropriate mailer type for the size of the order (ex. envelope or bubble mailer). 
    1. Sorting trays are used for organization during packing. 
  11. Packaged orders are brought to USPS at the end of the day. 

Supplies

These are the supplies we utilize in the Authentication Center on a daily basis: