Vendor Platform Guide

Dashboard management

Settings management

Orders management

View your orders

Editing/viewing single orders

Product management


How to add/edit product categories

What are product tags

How to add/edit product tags

Product type


General section

Inventory section

Shipping section

Product gallery

Coupon management

Discount type

Usage restriction

Usage limits

Sending coupons

Rating / Feedback management

Order / Customer notes


Dashboard management

Welcome to the Pro Dashboard! A dynamic and always-up-to-date overview of how your store is performing. You can change the start/end dates at the top to get all your stores sales results. Showing you # of orders, total products sold, commission owed, and commission paid at the top. The Order Totals is a bar chart, and on the screenshot below we only had orders for one day. However, it’ll populate properly for every day of orders for the report period chosen. The Product Totals give your vendors a quick overview of the percentage of sales each product brings your stores total revenue. Hover over a slice of the pie with your mouse for the name of the product that slice represents.


Settings management

Settings tab is where you get to create a profile. It gives you an opportunity to describe your store and create your own brand. Completing your store details is really important as this is how your customers will be able to identify your products.Personalise your store by creating a store banner and icon on the branding tab. Do not forget to add your shipping terms on the shipping tab. You may also add your social media links keep in touch with your follow on what’s new on your store.


Orders management

This tab provides you with details like order number, customer details, products and so on in regards to all your orders. You can use the date range to view orders of a particular period. This tab has a number of features that are useful to manage you stock including change the status of the order from ‘in process’ to ‘completed’. These features are:

  • View Order Details provides you with customer billing and shipping address and the overview of the product;
  • Shipping Label allow you to print the shipping address;
  • Order Notes allows you to communicate with the customer instantly;
  • Tracking Number gives a better shipping visibility to both yourself and customer if completing.
  • By using the ‘export orders’ button you can export all the order data to excel if need.


Orders are created when a customer completes the checkout process, and they are visible by Admin and Shop Manager users only. Each order is given a unique Order ID. An order also has a Status. Order statuses let you know how far along the order is, starting with Pending and ending with Complete. The following order statuses are used:

  • Pending payment– Order received (unpaid)
  • Failed– Payment failed or was declined (unpaid). Note that this status may not show immediately and instead show as Pending until verified (i.e., PayPal)
  • Processing– Payment received and stock has been reduced – the order is awaiting fulfillment. All product orders require processing, except those that are Digital and Downloadable.
  • Completed– Order fulfilled and complete – requires no further action
  • On-Hold– Awaiting payment – stock is reduced, but you need to confirm payment
  • Cancelled– Cancelled by an admin or the customer – no further action required
  • Refunded– Refunded by an admin – no further action required


Each order row displays useful details, such as the customer address, email, telephone number, and the order status. Click the order number or the View Order button to see the single order page (this is also where to edit order details and update the status).


Viewing your orders

Clicking on “Orders” brings you to your orders view where you can see all the orders customers have placed for your items. You can add notes which email to the customer, add tracking numbers, mark orders as shipped, and also print a packing slip.


Editing/viewing single orders

From the single order page, not only can you view all order data, but also edit and update it.

  • Change the order status
  • Edit order items – modify the product and prices
  • Stock – Reduce and restore stock for an order
  • Order Actions – Resend order emails to the customer using the drop-down menu above the Save Order button. Send New Order, Processing Order, Completed Order or Customer Invoice emails – very handy if manually creating an order for your customers


Product management

Products tab is where you can add, edit and delete items. It allows you to create a catalogue of all your products and choose which items to list and which ones to take offline. Under products tab you can view items details, their categories and tags. There’s also information in regards to the item status, whether it’s online or offline and the stock status.



Product categories are the main way to group products with similar features. You can also add subcategories if wanted.For example, if you sell clothing, you might have “t-shirts”, “hoodies”, and “pants” as categories.


How to add/edit product categories

Categories are managed from the Products > Categories screen.Similar to categories on your posts in, you can add, delete, and edit your product categories here.When you add a new product through Products > Add Product, you’ll be able to select this new product category from the list.


What are product tags

Product tags are another way to relate products to each other, next to product categories. Contrary to categories, there is no hierarchy in tags; so, there are no “sub-tags”.

For example, if you sell clothing, and you have a lot of cat prints, you could make a tag for “cat”. Then, you could add that tag to your menu or sidebar so all those cat lovers can easily find all t-shirts, hoodies, and pants with cat prints.


How to add/edit product tags

Tags can be added similarly to adding product categories and work in exactly the same way as post tags. Just type the word in and you will either see it on the dropdown or if it does not exist you can add a new one.


Product Type

Simple: covers the vast majority of any products you may sell. Simple products are shipped and have no options. For example, a book.

Variable: a product with variations, each of which may have a different SKU, price, stock option, etc. For example, a t-shirt available in different colors and/or sizes.

Virtual: one that doesn’t require shipping. For example, a service.



Attributes defines variable products. In order to make a variable product, first an attribute must be defined for the product. Those attributes can then be used to make a distinction between the different variations. For example, if you’re selling clothing, two logical attributes will be “color” and “size”, so people can search across categories for a color that fits their style and type, and for clothing that is available in their size.


General section

  • SKU– Stock keep unit (SKU) tracks products. Must be unique and should be formatted so it does not match any post IDs. For example, post IDs are numbers so a SKU could be WS01. That could stand for WooShirt 01.
  • Price
  • Regular Price– Item’s normal/regular price.
  • Sale Price– Item’s discounted price that can then be scheduled for certain date ranges.


Inventory section

The inventory section allows you to manage stock for the product individually and define whether to allow back orders and more. If stock management is disabled from the settings page, only the ‘Manage stock?’ option is visible.

Ticking the Sold Individually checkbox limits the product to one per order.


Shipping section

Weight – Weight of the item.

Dimensions – Length, width and height for the item.

Shipping Class – Shipping classes are used by certain shipping methods to group similar products.


Linked Products section

Using up-sells and cross-sells, you can cross promote your products. They can be added by searching for a particular product and selecting the product from the dropdown list.

  • Up-sellsare displayed on the product details page. These are products that you may wish to encourage users to upgrade, based on the product they are currently viewing. For example, if the user is viewing the coffee product listing page, you may want to display tea kettles on that same page as an up-sell.
  • Cross-sellsare products that are displayed with the cart and related to the user’s cart contents. As an example, if the user adds a Nintendo DS to their cart, you may want to suggest they purchase a spare stylus when they arrive at the cart page.
  • Groupedis used to make a product part of a grouped product. A collection of related products that can be purchased individually and only consist of simple products. For example, a set of six drinking glasses.


Product gallery

Product galleries display all images attached to a product through the Product Gallery. You can create a product gallery using the same method as adding a featured image. You can also add multiple images to a single product.


Coupon management

Coupons are a great way to offer discounts and rewards to your customers, and can help promote sales across your shop.To add a coupon, select the coupons tab on vendor’s dashboard. You can edit existing coupons; or create a new coupon by selecting Add Coupon.A set of options will appear. At the top, fill in these fields:

  • Coupon code– Code used by the customer to apply the coupon. This must be unique as it identifies the coupon.
  • Description(optional) – Describe the coupon. (For internal use.)

There are three sections you can use to add restrictions and limits for the coupon: discount type, usage restriction and usage limits.


Discount type:

  • Product discount – A fixed total discount for selected products only. The customer will receive the fixed amount of discount per product item. For example, 3 t-shirts @ Ksh 800.00 each with a coupon for Ksh 100.00 off, will give a discount of Ksh 300.00.
  • Product % discount – A percentage discount for selected products only. For example, 3 t-shirts @ Ksh 800 each with a coupon for 10% off, will give a discount of Ksh 240.00 or 3 * 10% of Ksh 800.00.
  • Coupon amount– Fixed value or percentage off depending on the discount type you choose. Entered without the currency unit or a percent sign as these will be added automatically, e.g., ’10’ for Ksh 120.00 or 10%.
  • Allow free shipping – Removes shipping cost when coupon is used. Requires free shipping be enabled.
  • Coupon expiry date– Date the coupon should expire and can no longer be used. Expiry happens at 12:00 am or 00:00 on the date chosen. If you want a coupon to be valid through Christmas Day but invalid the moment Christmas is over, set the expiration date to YYYY-12-26 as it will expire on YYYY-12-26 00:00. It uses your site’s time zone.


Usage restriction

  • Minimum spend – This field allows you to set the minimum subtotal needed to use the coupon.  Note: The sum of the cart subtotal + tax is used to determine the minimum amount.
  • Maximum spend – This field allows you to set the maximum subtotal allowed when using the coupon.
  • Individual use only – Tick the box if you don’t want this coupon to be used in combination with other coupons.
  • Exclude sale items – Tick the box if you don’t want this coupon to apply to products on sale. Per-cart coupons do not work if a sale item is added afterward.
  • Products– Selection of products that the cart must contain for the coupon to be valid; or which products are discounted for Product Discounts.
  • Exclude products–A list of products that the cart must not contain for the coupon to be valid for Cart Discounts; or, in the case of Product Discounts, a list of individual products that are not included in the discount (though the excluded products can still be in the cart).
  • Product categories– A list of product categories that the cart must contain for the coupon to be valid; or which categories are discounted for Product Discounts.
  • Exclude categories– A list of product categories that the cart must not contain for the coupon to be valid for Cart Discounts; or which categories are not discounted for Product Discounts.
  • Email restrictions – A list of email addresses that are allowed to use a coupon. This is checked against the customer’s billing email.
  • Leaving “Products” and “Exclude Products” blank will allow the coupon to be applied to the entire store.


Usage limits

  • Usage limit per coupon– How many times a coupon can be used by all customers before being invalid.
  • Limit usage to X items – How many items the coupon can be applied before being invalid. This field is only displayed if there’s one or more products that the coupon can be used with, and is configured under the Usage Restrictions tab. (NOTE: This option will only be available if you are creating a Product Discount or Product % Discount coupon.)
  • Usage limit per user– How many times a coupon can be used by each customer before being invalid for that customer.

Once you’ve configured all the settings, select Publish and your coupon is ready to be used.


Sending coupons      

Once you’ve published your coupon, you can send it to your customers: just copy the title and communicate it with your customers through email and social media. The restrictions, limits and general settings will determine how the coupon can be used by the customers.


Ratings / Feedback management

We do keep flipflopping between the term Ratings or Feedback, it’s the same thing. Customers can leave you 1 to 5 stars for your products by visiting their My Account page and clicking Leave Feedback. They can edit/update the feedback at any time, too, that way if you get a poor review you can work with the customer to make their experience/product better and perhaps they will update their rating!


Order/Customer notes

The Order Notes panel displays notes attached to the order and can be used for storing event details, such as payment results or reducing stock levels, or adding notes to the order for customers to view.

Notes can be a powerful tool for communicating with customers. Need to add a tracking number for shipping? Is stock delayed? Add a customer note and they are automatically notified.


<b>Part Three</b>

<strong>Part Three</strong>

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