Merchant Details
Table of Contents
- Section 1: Use Cases — 4 Application Examples
- Section 2: Feature Guide — Basic Info / Fee Settings / Invitations
- Section 3: FAQ — 8 FAQs + Notes
- Section 4: Related Features
Section 1: Use Cases
Quick Links: View Basic Info | Adjust Storage Billing | Invite Merchant Staff | Assign Warehouses
Scenario 1: View Merchant Basic Information
Situation: During inbound you notice a merchant's products need batch-level separation, and you want to confirm the merchant's current inventory traceability setting.
How to Do It:
- Go to "Merchant Settings" → "Merchants"
- Click the target merchant name
- Check the "Inventory Traceability" field on the "Basic Info" tab
Result: You can see whether the merchant uses "Aggregated Mode (Merge by Batch)" or "Isolated Mode (Separate by Inbound)".
Scenario 2: Adjust the Merchant's Storage Billing Method
Situation: After renegotiating the contract, storage billing changes from "Pallet per SKU (Profit Max)" to "By Pieces (Total Qty)". To preserve the historical billing basis, the system does not modify the old settings directly — you create a new rate card version that takes effect from a specified date.
How to Do It:
▸ Enter Fee Settings
- Enter the merchant detail page
- Switch to the "Fee Settings" tab
▸ Create a New Rate Card Version
- Click "Create New Version"
- Select "By Pieces (Total Qty)" in "Storage Fee Billing Mode" and fill in the unit price
- Set the "Effective From" date and save
Result: The system shows "Rate card created successfully". The new rate applies from the effective date; before that it shows as "Scheduled".
Scenario 3: Invite Merchant Staff to the Portal
Situation: The merchant hired a new operations staff member who needs to log in to the merchant portal to view inventory and orders.
How to Do It:
- Enter the merchant detail page
- Switch to the "Invitations" tab
- Click the "Create Invitation" button
- Enter the recipient's "Email" and submit
Result: The system sends an invitation email. After the recipient clicks the link and sets a password, they can log in to the merchant portal. You can also click "Copy Link" to send the invitation URL via messaging apps.
Scenario 4: Assign Warehouses for the Merchant
Situation: The merchant's contract only covers Warehouse A, so the merchant must be restricted to Warehouse A to prevent products from entering other warehouses.
How to Do It:
- Enter the merchant detail page and click "Edit" on the "Basic Info" tab
- Select the allowed warehouses in the "Assigned Warehouses" field (multi-select)
- Select the merchant's default warehouse in "Default Warehouse"
- Click "Save"
Result: The merchant can only operate within the assigned warehouses, and new documents automatically use the default warehouse.
Section 2: Feature Guide
Come here to view or adjust a merchant's settings — for example confirming the inventory traceability mode, adjusting storage rates, or updating contact information. The page has three tabs: "Basic Info" manages basic data and operation settings, "Fee Settings" manages rate cards, and "Invitations" grants merchant staff access to the merchant portal.
Quick Links: Basic Info Tab | Fee Settings Tab | Invitations Tab
2.1 Basic Info Tab
Displays the merchant's basic data and operation settings:
| Field | Description |
|---|---|
| Merchant Name | Identification name shown throughout the system |
| Default Currency | Currency used for billing and quotes |
| Status | Active (operating normally) or Inactive (operations suspended) |
| Phone / Address | Merchant contact information |
| Inventory Traceability | Affects how stock with the same batch/expiry is merged |
| Assigned Warehouses | Warehouses this merchant may use |
| Default Warehouse | Default warehouse for new inbounds and orders when none is specified |
Further down the page are advanced sections such as "De-identification Settings", "Feature Toggles", and "Sender Info", plus "Timestamps" (created and updated times).
Inventory Traceability Modes
| Mode | Description | Suitable For |
|---|---|---|
| Aggregated Mode (Merge by Batch) | Products with the same batch and expiry are merged in inventory | General retail |
| Isolated Mode (Separate by Inbound) | Stored separately by inbound document even when batch and expiry match | Medical devices, products requiring strict source tracing |
▸ Edit Merchant Information
- Click the "Edit" button at the top right of the "Basic Info" tab
- Modify the fields that need adjusting
- Click the "Save" button
Editable Fields
| Field | How to Fill | Notes |
|---|---|---|
| *Merchant Name | Enter the merchant's display name | - |
| *Default Currency | Select from the dropdown | - |
| Status | Toggle the switch to activate or deactivate | When inactive, the merchant cannot operate |
| Phone / Address | Enter the contact phone and full address | - |
| Inventory Traceability | Select aggregated or isolated mode from the dropdown | Changes affect future inventory management |
| *Assigned Warehouses | Multi-select the warehouses the merchant may use | At least one is required; contact your administrator if a warehouse is missing |
| *Default Warehouse | Choose one of the assigned warehouses | Assigned warehouses must be selected first |
2.2 Fee Settings Tab
Manages the merchant's rate cards. A rate card records the storage billing mode and unit prices, with version management: when adjusting rates, create a new version with an effective date — old versions are kept as the historical billing basis.
| Section | Description |
|---|---|
| Current Rate Card | The rate settings currently in effect; click "Calculate" to estimate today's storage fee based on the merchant's actual inventory |
| Version History | Past rate card versions with statuses "Active", "Scheduled", and "Expired" |
| Create New Version | Create a new rate card version with billing mode, fees, and effective date |
Storage Billing Modes
| Mode | Description | Required Product Fields |
|---|---|---|
| By Shelf (Occupied Slots) | Billed by the number of physical shelf slots occupied | None |
| Pallet per SKU | Each SKU with any stock counts as at least 1 pallet | Pallet Quantity |
| Pallet by Total (Mixed Pallet) | Different SKUs may share pallets; totals are summed then rounded up | Pallet Quantity |
| By CBM (Volume) | Calculated from actual product volume | Dimensions |
| By Weight (Total kg) | Calculated from total weight | Weight |
| By Pieces (Total Qty) | Counts total inventory pieces directly | None |
| No Billing / Manual | The system performs no automatic billing | None |
💡 Tip: After selecting a billing mode, the form shows a detailed description, required fields, and a calculation example.
2.3 Invitations Tab
Grants merchant staff login access to the merchant portal:
| Feature | Description |
|---|---|
| Create Invitation | Enter an email to create a new invitation; the system sends an invitation email |
| Copy Link | Copy the invitation URL to send via messaging apps |
| Cancel Invitation | Cancel an invitation not yet accepted |
| Regenerate | Regenerate an expired invitation link |
Invitation Statuses
| Status | Description |
|---|---|
| Pending | Invitation created, waiting for acceptance |
| Accepted | Recipient accepted the invitation and completed registration |
| Expired | Invitation link expired; regenerate to renew |
| Canceled | Invitation was canceled |
Section 3: FAQ
3.1 FAQ
▪ Why can't I see the "Edit" button?
You need merchant edit permission to see the edit button. Please contact your administrator to confirm your permission settings.
▪ What does changing the storage billing mode affect?
The storage billing mode affects:
- How storage fees are calculated
- Required product fields at inbound receiving (e.g., "Pallet per SKU (Profit Max)" requires products to have a pallet quantity)
Rates are managed as rate card versions: a new version applies from its effective date and does not retroactively change fees already calculated.
▪ When should I use "Isolated Mode (Separate by Inbound)"?
Use it when you need strict tracing of product sources, for example:
- Medical devices
- Products subject to batch recalls
- Industries with strict traceability requirements
▪ How long until an invitation link expires?
Invitation links are valid for 48 hours from creation. Check each invitation's "Expires At" on the "Invitations" tab. After expiry, click "Regenerate" to create a new link.
▪ What if the recipient doesn't receive the invitation email?
Ask them to check their spam folder first. If still missing, use "Copy Link" in the invitation list and send the URL manually via messaging apps or email.
▪ How do I deactivate a merchant?
- Click the "Edit" button on the "Basic Info" tab
- Toggle the "Status" switch to inactive
- Click "Save"
After deactivation the merchant's operations are suspended; existing data is not deleted and operations resume after reactivation.
▪ What is the Default Warehouse for?
The default warehouse is the merchant's default option during operations, speeding up workflows. For example, the default warehouse is automatically applied when creating orders, with no manual selection needed each time.
▪ Can I assign multiple warehouses?
Yes. You can multi-select allowed warehouses in the "Assigned Warehouses" field, but "Default Warehouse" can only be one of them.
3.2 Notes
⚠️ Important Reminders
- The storage billing mode is set in the rate card on the "Fee Settings" tab and affects required product fields at inbound
- Changing "Inventory Traceability" affects how future inventory is managed
- Before deactivating a merchant, confirm there are no orders or inbound operations in progress
- Do not share invitation links with unauthorized personnel
💡 Tips
- When choosing a billing mode, review the required field notes in the form to ensure product data is complete
- Before creating a new rate card, use "Estimate" to confirm the fees match expectations
Section 4: Related Features
| Feature | Description | Link |
|---|---|---|
| Merchant List | View all merchants | Go |
| Billing Management | View merchant billing information and fee details | Go |
| Value Added Services | Manage merchant value-added service items | Go |
| Warehouse Management | Manage warehouse settings | Go |