Merchant and client

Client account administrator

As a Client, you administer the account of a merchant company whose goods Ysend stores and ships. In the Client workspace you maintain your product references, create sales orders, follow their preparation and shipments, and keep your company's contacts and addresses up to date, with the Assistant at hand for questions.

Create an account All role guides

Start-up guide

Open the account sign-up page and register with your email address. Client businesses create a merchant account; shoppers create a personal account.
If you forget your password, choose “Forgot password”, then “Send recovery instructions”.
The Sign in button opens the app in this page’s language.
After you sign in, the Dashboard of the Client workspace opens. The top bar shows your company name, and the left navigation groups your screens into sections such as Overview, Operate and Account.
Open Catalog to check that your products and references are present before you place your first order.
Look for Orders in the left navigation. If it does not appear, order management is not yet enabled for your company: contact your Account manager.
Open Account details in the top bar to choose your language and check the warehouses assigned to your company.
Open Account & security to set up two-factor authentication and review the devices signed in to your account.

End-to-end workflows

Register a product in your catalog

Starts when: You start storing a new item with Ysend, or an item is missing from your catalog.

Select Catalog in the left navigation. The Products and references page opens with your Products list.
Search the Products list to make sure the item does not already exist.
In the Create canonical catalog product section, enter the product details and select Create product.
The product page opens. Check the alternative references and packaging under Aliases & packaging.
If the warehouse needs a label for the item, use Prep product label.
Once the goods have been received, select Inventory in the left navigation and read On Hand, Reserved and Available for the product.

Result: The product is listed in your catalog, can be chosen in order lines, and its stock appears once the goods are received.

Next: The warehouse team (Warehouse operator) receives and stores the goods; you can then order the product.

Create a sales order and follow its preparation

Starts when: One of your buyers orders goods that are stored at the warehouse.

Select Orders in the left navigation, then + New Order. The Create order page opens.
Complete the Order details section.
In Delivery, enter the recipient's address and contact details and the Requested delivery date.
In Order lines, select Add line for each item, choose the product and enter the quantity.
Select Create order. The order appears in the Orders list.
Open the order to read its Overview, Lines, Shipments and History tabs.
Follow the fulfilment status: Received, Planning, Ready to pick, Picking in progress, Packing in progress, Ready to ship, then Handed to carrier.
Use the Needs attention filter on the Orders list to find blocked orders, for example at Waiting stock or On hold.

Result: The order reaches Handed to carrier, then In transit and Delivered, and its shipment is listed under Shipments.

Next: The warehouse team (Warehouse manager, Team leader, Warehouse operator) prepares and ships the order; to hold, cancel or change it after creation, contact the Warehouse manager.

Track shipments to delivery

Starts when: An order has been handed to the carrier, or a buyer asks where the parcel is.

Select Shipments in the left navigation. The Shipping page opens with Your shipments.
Select a shipment to open Shipment detail with the Carrier and the Estimated delivery.
Select the tracking number to open the public tracking page, which you can share with your buyer.
If Shipment detail shows Needs attention, read the reason given and check the related order.
On the Dashboard, the Shipment Watchlist section keeps your recent shipments in view.

Result: You know the carrier, the estimated delivery and the tracking status of each shipment.

Next: The carrier delivers the parcel; for a delivery problem, open Support in the left navigation and describe the case to the Support agent.

All features

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.

What you can open

The areas below describe the access assigned to this role.

Orders
Products
Assistant
Administration
Marketplace

Everyday tasks

Check the Client work panel

Select Orders in the left navigation.
Review the Client work panel: it gathers client approvals, missing data and service decisions that are waiting for you.
When the panel is empty, nothing is waiting for you; if an item is unclear, ask the Assistant.

Ask the Assistant a question

Select Assistant in the top bar.
Ask about an order, product or shipment you can see, quoting its reference.
Compare the answer with the details shown on the screen before you act.

Check your contacts and addresses

Select Contacts & Addresses in the left navigation. The Account Details page opens.
Review the Contacts and Addresses sections, and Your agreements.
Send any change you cannot make yourself to your Account manager.

Check stock levels

Select Inventory in the left navigation. Portal Operations opens on the Inventory tab.
Read On Hand, Reserved and Available for each product.
If an order is at Waiting stock, compare its lines with the Available quantity.

Limits and help

You cannot hold, cancel or edit an order once it has been created, change the warehouse's product master data, or manage your colleagues' individual access rights. Ask the Warehouse manager for order changes, the Client administrator for team access, and your Account manager for services, prices and modules. You only see your own company's data.

contact@ysendgroup.com

Help centre

Common questions

Why is Orders missing from my navigation?

Order management is not yet enabled for your company. Your Account manager can enable it.

Can I cancel or hold an order?

Not from your account. Contact the Warehouse manager, or open Support and give the order reference.

Why does my order show Waiting stock?

The warehouse does not have enough Available stock for at least one line. Check Inventory; preparation continues once the stock has been received.

How do I give my buyer a tracking link?

Open Shipments, select the shipment and use the tracking number in Shipment detail: it opens the public tracking page.