Merchant and client

Client administrator

The Client Administrator manages a merchant organisation's account in YSEND: the product catalogue, inbound stock, orders, shipments, wallet and the people who use the portal. With YSEND, the Client Administrator sends stock to the warehouse, has orders fulfilled and delivered, and keeps billing under control from one workspace.

Create an accountAll role guides

Start-up guide

  1. Open the account sign-up page and register with your email address. Client businesses create a merchant account; shoppers create a personal account.
  2. If you forget your password, choose “Forgot password”, then “Send recovery instructions”.
  3. The Sign in button opens the app in this page’s language.
  4. After the first sign-in the «Dashboard» opens. It summarises your orders, your stock («Your stock»), the «Shipment Watchlist» and «Invoices & payments», with buttons such as «Review orders» when orders need attention.
  5. Open «Account & security» in the navigation menu to check your own account details and security settings first.
  6. Open «Administration» and the «Users» tab to see who already has access to the portal, and add the colleagues who will work with you.
  7. Get to know the navigation menu: «Orders», «Inventory», «Inbound», «Shipments» and «Catalog» for daily operations; «Wallet & Billing» and «Rates & Quotes» for money; «Business review» for results; «Support» for help.

End-to-end workflows

Create products and send stock to the warehouse

Starts when: New products must be stored and fulfilled by YSEND.

  1. Open «Catalog». In the product creation form, enter at least the «Product reference», the «Product name» and the «Weight (kg)», then click «Create product».
  2. To load many products at once, use «CSV import preview» and click «Preview import» to check the file before it is imported.
  3. Open «Inbound» and click «Create inbound plan».
  4. Go through the plan steps «Destination», «Products» (with «Add product»), «Cartons & pallets» and «Delivery». You can click «Save draft» at any time; the plan keeps the status «Draft».
  5. In the «Review» step, check the summary and click «Submit plan». The status changes to «Submitted».
  6. Follow the plan in «Inbound Plans». When the warehouse has checked the goods in, the status becomes «Received» and the quantities appear in «Inventory».

Result: The products exist in the catalogue and the received stock is available for orders.

Next: The YSEND warehouse team receives and puts away the goods; you can then create orders against this stock.

Create an order and follow it to delivery

Starts when: A customer order must be shipped from your stock.

  1. Open «Orders» in the navigation menu.
  2. Click «+ New Order» to open the order form.
  3. Complete the sections «Client & warehouse», «Order details» and «Delivery» with the recipient's name, address, postal code and country.
  4. In «Order lines», click «Add line» for each product, choose the product and enter the quantity.
  5. Click «Create order». The order appears in the «Orders» list.
  6. Open the order to follow it on the «Overview», «Lines», «Shipments» and «History» tabs.
  7. Open «Shipments»: in «Your shipments», select the shipment to see the «Shipment detail», follow the status from «In transit» to «Delivered», and use «Open the public tracking page» to share tracking.

Result: The order is delivered and its full history remains visible on the order.

Next: The YSEND warehouse team picks and packs the order, then the carrier delivers it to the recipient.

Fund the wallet and check invoices

Starts when: Services are paid from the wallet, or a new invoice has been issued.

  1. Open «Wallet & Billing»; the «Wallet & Payments» page shows your balance.
  2. Under «Saved payment methods», check that at least one payment method is registered; one is required before funding the wallet.
  3. Click «Top up wallet», enter the «Amount», choose the «Payment method» and click «Confirm top-up».
  4. After confirmation, inspect the recorded payment outcome and the refreshed wallet balance. If payment is still pending or needs further action, follow the displayed instructions and check the existing payment before starting another top-up.
  5. Under «Automatic top-up», select «Enable automatic top-up» when automatic funding is required. Check the currency, threshold, «Top-up amount» and saved payment method, then choose «Save automatic top-up». Continue monitoring payment outcomes and the available balance; automatic funding can fail.
  6. Click «Invoices & disputes» and open the «Invoices» tab to see each invoice with its status, for example «Issued», «Paid» or «Overdue».
  7. Use the «Disputes» tab to follow contested charges and the «Exports» tab to download your billing data.

Result: The wallet is funded and every invoice and dispute is traceable.

Next: The YSEND finance team processes payments and disputes; contact «Support» for any billing question.

Give colleagues access to the portal

Starts when: A colleague needs to work in the portal, or someone leaves the organisation.

  1. Open «Administration» and select the «Users» tab.
  2. Click «+ Add user»; the «Add portal user» window opens.
  3. Enter the «User ID» of the colleague's existing account, the «Display name», the «Preferred language» and the «Timezone».
  4. Click «Create user». The colleague appears in the list with the status «Active».
  5. When a person no longer needs access, click «Disable»; the status changes to «Inactive».
  6. Check the «Integrations» tab to review the connections between your systems and YSEND.

Result: Only the right people have active portal access.

Next: The colleague signs in and works in the portal with their own access.

Propose and approve a product reference mapping

Starts when: A merchant product reference or barcode must be linked to an existing product.

  1. Open «Catalog», select the existing product and inspect «Aliases & packaging» to avoid duplicating an identifier or product.
  2. For a missing reference, select «Identifier type», enter «Identifier value» exactly and choose «Submit mapping proposal». This submits a proposal; it does not yet approve the identifier.
  3. Review «References awaiting approval», match the proposed identifier to the correct product and choose «Approve mapping» only after checking that the value is unambiguous.
  4. Refresh the product and confirm that the alias shows «Approved» in «Aliases & packaging». Ask for clarification rather than approving a conflicting reference.

Result: The checked identifier is approved and linked to the correct product.

Next: ClientUser and the warehouse team can use the approved reference for subsequent work.

All features

Audit

  • Activity & NotesAudit Trail

Commercial

  • Billing & FinanceInvoices, payments, credit notes, aging
  • ContractsService contract lifecycle

Core Clients

  • Pricing & RatesPrice books, tariff lines, grids

Transport

  • TMS & CarriersCarrier pricing, charge triggers

OMS

  • OrdersOrder management

Intelligence

  • AssistantView the current page context, available views and actions, and the assistant connection and memory status.

Catalog

  • ProductsProduct catalog

Work

  • Task ActionsShows work queues and the actions allowed for each task by your role.

Security

  • UsersUser management

What you can open

The areas below describe the access assigned to this role.

  • Orders
  • Products
  • Assistant
  • Client pricing
  • Transport
  • Contracts
  • Finance
  • Activity
  • Administration
  • Team access
  • Marketplace

Everyday tasks

Check stock levels

  1. Open «Inventory» in the navigation menu.
  2. Read the «Inventory Balances» for each product.
  3. For a quick view, use the «Your stock» card on the «Dashboard».

Ask Support for help

  1. Open «Support» and click «New request».
  2. Fill in «Subject», «Category», «Priority» and «What is happening?», then click «Send request».
  3. Follow the request under «Your requests»; its status starts at «New».
  4. When a request shows «Needs your reply», answer it and click «Send reply».

Handle notifications

  1. Click the bell to open «Notifications».
  2. Open the items that concern you.
  3. Click «Mark all read» once everything has been handled.

Ask the Assistant

  1. Click «Assistant» in the top bar.
  2. Type your question, for example about an order or a shipment.

Review the day on the Dashboard

  1. Open the «Dashboard».
  2. Click «Review orders» if orders need your action.
  3. Check the «Shipment Watchlist» and «Invoices & payments».

Review agreements, rates and activity

  1. Open «Account Details» and compare contacts and delivery addresses with the information your team uses. Review «Your agreements», contract references and signature information. Ask the service provider to correct commercial terms; do not assume this overview edits or signs a contract.
  2. Open «Rates & Quotes» and review «Your contracted prices» for the selected price book and currency. Enter origin, destination, weight and parcel count, then choose «Compare shipping options». Compare returned options in the same currency; obtaining a quote does not book or dispatch a shipment.
  3. Open «Your business review» and compare the displayed order, shipment and billing measures for your account. Identify the affected operational references before discussing a variance with the service provider; missing activity is not evidence that a physical operation was completed.

Limits and help

The Client Administrator works only on the data of their own organisation. This role does not carry out warehouse work (receiving, picking, packing), cannot cancel an order from the «Orders» screen, cannot change contracts or rates, and does not issue invoices. For these needs, send a request in «Support» or write to contact@ysendgroup.com; your YSEND account manager handles contract and pricing changes.

contact@ysendgroup.com

Help centre

Common questions

Why can't I see «Orders» in the menu?

«Orders» is shown only when the order management module is enabled for your organisation. Ask your YSEND account manager or write to contact@ysendgroup.com.

How do I cancel an order?

Cancellation is not available from the «Orders» screen. Send a «New request» in «Support» as early as possible, quoting the order reference.

Why does a shipment show «Tracking pending»?

The carrier has not yet provided a tracking number. It appears automatically in «Shipment detail» once the carrier has registered the parcel.

Who can add users?

The Client Administrator adds and disables users in «Administration», on the «Users» tab.