User guide

Store

1. Sign in with the username and password the factory gave you and click Log in; you land on the Dashboard. On first sign-in, open your username (top right) → Account settings → Change password.
2. Place an order: top bar Outbound → Browse & order. Find products by category or search, set quantities with + / − or type them in. Open the Cart button (bottom right) to see the Order summary, then click Submit request. You can also use Quick entry (no images).
3. Supplier items: products with the Supplier direct delivery badge are delivered straight to your store by the supplier, at the supplier price, and billed on the quantity you actually receive. Everything else is delivered by the factory.
4. Edit while pending: a submitted order is Pending review; until the warehouse reviews it you can click Edit on the order page.
5. Rejected orders show the status Rejected and the reason. Click Edit & resubmit to fix and resubmit, or Resubmit as is.
6. Factory items: when the warehouse ships, the order becomes Shipped. When the goods arrive, click Confirm receipt on the order page.
7. Supplier items (receiving): when the delivery arrives, click Receive in the order's Fulfillment progress (or open it from Direct-delivery orders in the top bar). Received qty is pre-filled: the Supplier shipped qty if the supplier confirmed shipment, otherwise the Ordered qty. If it matches what arrived, just click Confirm receipt. If not, enter the real quantity (0 if nothing came) and fill in Discrepancy note (required if a quantity differs from its default).
8. Problems with a delivery: after receiving, use Request replacement on the direct-delivery page: enter the replacement quantity and reason (damaged / short / quality issue / other) per line, plus an optional note. Replacements are free of charge and go out automatically with that supplier’s direct delivery when your next order is approved (if you did not order from that supplier, a replacement-only delivery is sent). Requests not yet sent can be withdrawn. If you don’t want to wait for the next order, click Send replacements now to send them to the supplier right away as a separate replacement order. Track them under Replacement requests at the top right of Direct-delivery orders.
9. Confirming replacements: when receiving a delivery that carries replacements, the form shows Replacements received. Keep them ticked if they arrived; untick any that did not and the supplier will be asked again with the next order. Please receive deliveries promptly — the order page reminds you of deliveries not yet received.
10. Track progress: Fulfillment progress on the order page shows Factory delivery and each supplier delivery separately; they move on independently.
11. Dashboard cards: Awaiting receipt confirmation, Direct deliveries to receive, Rejected, to revise — click a card to open the matching list.
12. Reports: Analysis report in the top bar groups your store's quantities and amounts by date, supplier, category, product and more; use Print report to print it.

Warehouse

1. Open orders to review: Dashboard card Outbound to review, or the Outbound list.
2. Check the split: the order page shows Split preview (orders will be placed exactly as shown). Lines under Shipped by the factory are shipped by the warehouse; lines under Supplier direct delivery go to that supplier after approval (supplier code and name, quantities, supplier price, order email).
3. Red problem lines (e.g. supplier or catalog line deactivated, missing order email) grey out the approve button. An admin or purchaser must fix the master data via the links on the line; then reload the page and approve.
4. Approve: click Approve; if the order contains supplier items the button reads Approve and order (purchase emails to N supplier(s)). The system then emails each supplier an order notification automatically — this cannot be undone.
5. Reject: fill in Rejection reason (required) and click Reject. The store sees the reason.
6. Pick & ship: Dashboard card Outbound to pick → on the order page click Print for the picking / delivery sheet (factory items only) → after picking click Pick & ship. Orders fully handed to suppliers show Handed off to suppliers and need no shipping.
7. Track supplier deliveries: the Direct-delivery orders list shows Seen by supplier / Not yet seen by supplier. Status Shipped by supplier means Supplier confirmed shipment; the detail page shows shipped quantities and the supplier's note. If a supplier has not looked at an order for a while, give them a call.
8. Cancel is only possible before the supplier confirms shipment: at the bottom of the direct-delivery order click Cancel direct-delivery order, fill in Cancellation reason (required) and tick I confirm the supplier has not delivered; this cannot be undone. A cancellation email is sent to the supplier automatically. After the supplier has shipped, cancelling is not possible — the store receives what actually arrived (0 if nothing).
9. Email problems: Dashboard card Direct-delivery email issues, or filter Email status = Email issues. In the order's Email log click Resend; after correcting the supplier's email use Resend to current email; if you reached the supplier another way (e.g. by phone), enter a Note (e.g. ordered by phone) and click Mark as handled manually.

Supplier

1. Notification: for each new order you receive an email. Click its View the order and confirm shipment button — for 7 days it opens the order directly, no password needed; after that you land on the sign-in page and the order opens once you sign in. Please do not forward the notification email. You can also sign in to the site at any time and open Orders.
2. Change your password on first sign-in: your username (top right) → Account settings → Change password: fill in Current password, New password, Confirm new password and click Save.
3. Order list: opens on the To ship tab; other tabs are Shipped, Completed, Cancelled and All. Click View & ship to open an order.
4. Lines and address: the order shows product names, your supplier SKU, Ordered qty and unit price; Delivery details contains the store's name, address and phone.
5. Print: click Print at the top right of the order to print it (Chinese/English, with the store, lines and amounts) — you can hand it over with the goods for the store to sign.
6. Adjust quantities: Ship qty defaults to the ordered quantity. Change it to what you can actually deliver — never more than ordered; enter 0 if you cannot deliver a line at all.
7. Shipping less? If any line is below the ordered quantity, Discrepancy note (required if shipping less than ordered) is required.
8. Replacements: if an order shows Replacements for earlier deliveries (no charge), the store found problems with an earlier delivery. Please deliver these with this order at no charge; if you cannot, say so in the shipment note. Orders with replacements only and no ordered lines still need you to confirm shipment.
9. Confirm: tick I have checked the quantities; the shipment cannot be changed after confirming and click Confirm shipment.
10. No changes after confirming. If something is wrong, contact the factory — simply reply to the notification email, or write to the Contact email on the order page. Only the factory can cancel an order; if it shows Cancelled, do not deliver.
11. Billing: payment is based on the quantity the store actually signs for. Invoice the factory (shown as Ordered by on the order page). Your supplier code: SUP-… in the top bar is your number in this system — quote it when talking to the factory.
12. Reports: Reports in the top bar sums up your direct-delivery orders (ordered qty, shipped qty, amount) by month, store, product and more; use Print report to print it.

Admin / Purchaser

• Settings → Suppliers → New supplier: leave the code blank to auto-generate SUP-0001 style codes; direct-delivery suppliers need an Order email.
• Supply catalog (in the supplier list): add products and set the Supplier price (per base unit, excl. VAT). New prices apply to orders approved afterwards; existing direct-delivery orders keep their price.
• Settings → Region to maintain regions; assign a store to a region under Settings → Stores (admin only).
• Settings → Supply rules: decide who supplies a product. Priority: store > region > all stores; without a rule the factory supplies it. To configure a whole supplier at once, click + Configure supply scope by supplier, pick the supplier and the scope (all stores / a region / selected stores); every product in its catalog is checked by default (products without a supplier price can be selected too; their direct-delivery lines record quantities only and show the amount as unpriced) and the central kitchen is left out by default. Use Adjust products later to add or remove products.
• Supplier accounts: Settings → Users → New user, role Supplier plus Linked supplier. A supplier account cannot have any other role (admin only).
• Product languages: on a product's edit page under Other languages you can enter English / Latvian / Russian names and units; AI-translate blank fields fills in suggestions to check before saving. AI-fill missing translations on the product list fills the blanks of all products at once (existing text is kept). Extra document language on the supplier form decides which extra language direct-delivery printouts and the supplier portal show for product names.
• Analysis report: filter by period, store / region, supplier, supply mode, category and product, then choose Group by and Then by (e.g. store × product, supplier × month) and print the result. Stores see only their own store, purchasers only supplier-direct lines, and suppliers only their own orders under Reports in the portal.
• Products ordered by weight (e.g. 0.5 kg): set Quantity decimals on the product's edit page to 1–3; the default is Whole numbers only.
• Settings → Activity log (admin only): see who did what and when, filtered by time, category, event, user, store or document number; blocked actions show the reason. Flow statistics shows how long each step of orders and direct deliveries takes (median / longest), reject rates, receipt discrepancies and the most frequently blocked actions — use it to find bottlenecks.

FAQ

Why do some products show Supplier direct delivery?

The supply rules say so: the supplier delivers them straight to the store, billed at the supplier price on the quantity the store receives. They do not use factory stock.

The approve button is grey.

The split preview has red problem lines. An admin or purchaser must fix the supplier, supply catalog or order email; then reload and approve.

A supplier delivered less, or nothing?

The store receives the real quantity (0 if nothing came) with a discrepancy note; billing follows the received quantity. Once the supplier has confirmed shipment the factory can no longer cancel.

The supplier entered a wrong ship quantity.

It cannot be changed after confirming — contact the factory. The store's received quantity is what counts.

The supplier says no email arrived.

The warehouse checks the order's Email log and clicks Resend. The supplier can also sign in and find the order under To ship.