Commerce

Commerce does three things: sell, source and count. Products, orders, customers and receipts are there for every brand from the start. Quotes, sourcing, purchasing, logistics, invoicing and the like are added one at a time to fit how you trade.

The menu is split into two groups with a thin divider between them. On the left is the flow, in the order your business moves goods and money. On the right are lenses and settings: where you make money, when it turns into cash, payment settings and so on.

Click Commerce in the menu bar to open the top page. Commerce has menus that are there from the start and menus that appear when you turn on an add-on. Until the add-on is turned on, its menus are not shown and cannot be used (how to turn one on is in the next chapter).

Menus there from the start

• Products — your product list; create products and refine their copy, pictures and prices on each product page
• Orders — the orders you have received
• Customers — each buyer's payment terms, credit and orders
• Receipts — match money that came in to the invoices it pays (shown for Admins and Owners)
• Profit — profit by product (profit by supplier appears once Sourcing is on; shown for Admins and Owners)
• Cash — where the money from your sales is right now (shown for Admins and Owners)
• At-Risk — subscriptions with overdue payments
• Customer voices — read what customers wrote, decide what may be quoted, and propose it to Knowledge
• Wallets — whose wallet each account is and how money moves (shown for Owners)
• Payment Settings — register your Stripe keys and test the connection (shown for Owners)

Menus an add-on turns on

• Turn on Sourcing for — Sourcing (check what was captured from supplier pages and adopt it as a product), Suppliers (settings per supplier), Spend (who you paid, and how much; shown for Admins and Owners), Monthly settlement (what you owe your buyers, commission and advances apart; shown for Owners) and Pricing Defaults (defaults per marketplace and cost currency)
• Turn on Marketplace selling for — Listings (choose products for a marketplace and produce the listing CSVs)
• Turn on Quote for — Quotes (quotes and requests to suppliers; accepted lines become an order)
• Turn on Payment links for — Payment links (email a customer a link to pay a product's price; shown for Admins and Owners)
• Turn on Purchasing for — Purchasing (purchase orders and their allocation to order lines)
• Turn on Logistics for — Logistics (receiving, shipping and packing)
• Turn on Invoicing for — Invoices (invoices numbered without gaps)
• Turn on Deposit for — Deposits (the ledger and balance of money held for customers)

The menus are laid out in two groups — the flow, in the order your business moves goods and money, and lenses and settings — and an add-on's menus take their fixed place in the flow.

The chapters below explain each menu's screen: how to read it and what you can do there.

The menus in "Menus an add-on turns on" cannot be used until that add-on is turned on for the brand. The menus are not shown, and the add-on's operations are refused on the server as well.

Where — In Global, open Active Apps, choose Commerce and go to the Add-ons tab. Pick a brand and switch on the add-on you want.

Who — Owners.

States

• Active on this brand — usable on this brand; its menus are shown
• Included — activate freely — can be turned on right away, with no purchase
• Purchased, not yet active here — your company has bought it; turn it on for this brand to use it
• Not purchased — the switch is disabled; buy it from the App Store button

A purchase applies to your whole company; this tab decides which brands use it. Turning an add-on off hides its menus and stops new work, but nothing already recorded is removed.

In Products, press New product and set the product's key and shape. These two cannot be changed later. Everything else is refined on the product page, which opens from the list.

• Pictures — upload, edit with AI, publish or unpublish
• Copy — write it section by section; Draft the copy asks the AI chat for a draft, and Adopt the draft lets you edit it before adopting
• Prices — kept with dates; add a new price, and retire an old one with a reason; nothing is overwritten
• Related products — chosen and ordered by hand
• Application form — choose a form made in Website's Forms

Orders and Customers, where a buyer's terms and credit are kept, have chapters of their own below.

Sourcing is the inbox for supplier product pages captured with the browser extension. It appears for brands with Sourcing turned on. Nothing here is a product yet, and capturing a page never publishes or lists anything.

The screen has three columns, left to right.

• Buckets — boxes you sort captures into, listed with their name and Waiting (how many are still undecided). New creates one with a name you give it
• Captured supplier pages — what is in the bucket you picked, most recently seen first. Status starts on Waiting; you can also choose Adopted or Discarded. Search by name finds a page
• The right-hand pane — details of the selected page (how many colours, how many images, how many visits, when it was first and last seen, and so on)

The lists refresh every 10 seconds, so pages you capture with the extension appear on the open screen as you go.

Each button in the right-hand pane asks you to confirm.

• Adopt as a new product — creates the draft product with its colours and sizes and its buying source, then opens the product page. When several colours of the same page were captured, the button reads Adopt (all N colours) and adopts them together
• Adopt as a colour of an existing product — pick a product and add this page to it as another colour
• Correct — correct the captured title and description; what the supplier's page said is shown beside it
• Move to another bucket — move the page, with all its visits, to another bucket
• Discard — moves it to Discarded. Nothing is deleted, and Put back returns it to Waiting
• Open the product — for an adopted page, open the product it became

Adopt, Correct and Discard work only on pages that are Waiting. Each supplier's settings and reading rule are set in Suppliers.

Suppliers lists the storefronts this brand buys from. It appears for brands with Sourcing turned on. For each supplier you set how its pages are read (currency, how long to wait between reads, availability API) and the rule that says how to read a page.

The list is on the left; the selected supplier's Profile is on the right.

• The columns are Label, Domain, Shared, Live rule and Drafts waiting, in name order
• Search — find a supplier by name
• New — enter a domain and a name to register the supplier as your own. That alone runs nothing: a reading rule still has to be written and confirmed by a person

A supplier is also registered the first time one of its product pages is captured. Shared suppliers are curated by the platform; their profile is read-only here.

Profile — label, domain, currency, throttle (sec), jitter (sec), Stock renders via JS, Needs a logged-in session, terms URL, terms note, and the availability API settings. After changing anything, press Save profile.

Reading rule — below the profile you see the version in force and the drafts waiting for confirmation.

1. Write the rule under Write how this supplier is read and press Save as draft. Saving alone puts nothing to use
2. Read what the draft says. A rule that misreads a page can list sold-out sizes as buyable, or read nothing and empty a listing
3. If it is right, press Confirm version N; if not, Discard version N. The confirmed version is what captures from that supplier use

A draft the validator finds a problem with is marked cannot be confirmed as-is, and cannot be confirmed. Writing and confirming rules is for Admins and Owners.

Listings is where you choose products for a marketplace someone else runs (BUYMA) and produce the listing CSVs. It appears for brands with Marketplace selling turned on. The flow is also written at the bottom of the screen: import what you exported from the marketplace → distil the listing voice (once per brand) → draft each product → adopt → publish the images → produce the CSVs and upload them to the marketplace yourself.

• The columns are Product, Title (JA), Status, Images (published / linked), Copy draft, Listing readiness and Last export, most recently updated first
• Narrow the list with Status (All statuses at first) and Search (by product)
• Tick the box at the left of a row to choose products to work on together

Each button asks you to confirm.

• Import (two buttons) — bring in the product list and the colour-and-size list you exported from the marketplace (both CSV, up to 10 MB per file). Importing the same file twice changes nothing. Pictures come in unpublished
• Distil the listing voice (AI) — the AI sums up how this brand writes its listings from past listings and keeps it as knowledge. Every draft reads it. It takes a few minutes
• Draft the listing copy (AI) — the AI drafts the listing copy for the ticked products and places each draft beside its product, up to 3 at a time. Nothing is published until you adopt it
• Adopt the draft — open the draft, edit it freely, then adopt it as the listing copy
• Publish the images — publish the ticked products' pictures. Only published pictures go into the listing CSV. For pictures from a supplier or a third party, a disclosure of where they came from is shown first and your acknowledgement is recorded; no verdict on lawfulness is given
• Export the listing CSVs — produce and save the listing CSVs (the product list and the colour-and-size list) for the ticked products. Fields left blank are named per product under Last export. A cell whose stock could not be read is held back, never written as 0

Quotes brings together the quotes you give customers and the prices suppliers answered for each line. It appears for brands with Quote turned on.

The quotes are listed on the left, newest first, and can be narrowed by Status (All statuses at first). Select one, and the quote itself appears on the right with three lists.

• Lines — the quote's lines; you can tick several
• Supplier requests — the requests sent to suppliers for this quote
• Price responses — select a line to see the prices suppliers answered for it

How to work through a quote

1. When you have sent the quote to the customer, press Send to mark it as sent
2. Select a line, choose a price response and press Use this price. The supplier and the cost are copied onto the line. An expired response cannot be used. The selling price does not change by this
3. Tick the lines the customer took and press Accept lines. One sales order is created from the ticked lines; you can accept only some of the lines

Only a quote that has been sent can be accepted, and once a line is accepted its price cannot be chosen again. Each button asks you to confirm. Admins and Owners can do this. The order created by acceptance appears in Orders.

In Payment links, use Issue a payment link: choose a product and price, then enter the customer's email, how many days the link is valid (1 to 30), the page language and a message to the customer. The amount is never typed; it comes from the product's price. An internal note is never sent to the customer.

• Create link — create the link only, then copy it and pass it on yourself
• Create and send — create it and email it at once; the customer receives the item, the amount, the expiry date and the link

Issued links are listed with states such as Waiting for payment, Customer at checkout, Paid, Expired and Withdrawn, and you can send one again or withdraw it. When the customer pays through the link, the order is created at that moment.

In Payment Settings, register your Stripe test and live keys and check them with Test connection. Keys are stored encrypted, and only their last four characters are shown.

Orders lists the orders this brand has received, newest first. It is there for every brand from the start. The status sits in the second column from the left, as a coloured tag.

• Click the order number to open that order's page
• Click a product link in the row to open that product's page

The order page — the order itself at the top, then Application answers, then Order lines.

• Application answers — what the customer answered when buying a product that asks a form. They are kept even when the order was never paid. Admins and Owners can read them
• Order lines — what was ordered, how many, and at what price

An order is created when, for example, a customer pays through a payment link or you accept lines of a quote. Invoices are made in Invoices by picking the order's lines.

Customers lists your buyer records. It is there for every brand from the start. Apart from the person or company itself (the party), this is where you see what that party has as a buyer: payment terms, credit and orders.

The list is on the left; the selected customer's Credit standing and Orders of this customer are on the right.

• The columns are Display name, Party, Email, Status, Payment terms (days), Credit limit and Available credit, in display-name order
• Search customers — find a customer by display name
• Click the Party to open that party's page, which lists this buyer record too

The credit figures (payment terms, credit limit, available credit, outstanding) can be read by Admins and Owners.

Set terms and limit — select a customer, press it, and enter the payment terms in days, the credit limit and its currency. It asks you to confirm before saving. Owners can set these. Credit is not an add-on: every brand can keep it per customer.

Spend records who you paid and how much, together with whose wallet it came out of and what it was for. It appears for brands with Sourcing turned on, for Admins and Owners; they are also the ones who can read the amounts. There are two tabs: Payments and Advances.

Payments tab

• The Payments list — money that went out, newest first. Type an account's identifier (for example PAYPAY7416) in the Account field to narrow it. An account's name — whose wallet it is — is information only Owners can read, so the search goes by identifier
• Select one to see it and What this payment was for. When no breakdown exists, the screen says it was not declared (which is not the same as there being nothing). The breakdown cannot be entered on this screen
• Record a payment — enter the account, amount, currency, fee, counterparty, date and a note. A payment that came out of a staff-owned account becomes an advance the brand owes back

Advances tab

• Advances to repay — what staff paid out of their own wallet and has not been repaid yet
• Advances already settled — those repaid; they stay here rather than being removed

A payment from a company-owned account is never an advance. Whether an account belongs to the company or to staff is set in Wallets. Admins and Owners can record payments.

Purchasing shows the purchase orders you send suppliers and what each of their lines is allocated to. It appears for brands with Purchasing turned on.

• Purchase orders are listed on the left, newest first. Narrow them with Status (All statuses at first) and the Supplier search (the supplier name entered on the purchase order)
• Select one to see, on the right, the order itself, its Lines and Allocations. Select a line, and what it is allocated to appears under Allocations

Each button asks you to confirm.

• Issue — mark the selected purchase order as issued
• Cancel PO — cancel the purchase order; its allocations are released
• Release allocation — release part of the allocation selected under Allocations, giving a quantity and a reason. A release is recorded as an added reversal; the original allocation stays

Admins and Owners can do this. Linking received goods to purchase-order lines is done in Logistics.

Logistics handles goods coming in (Receiving) and going out (Shipping). It appears for brands with Logistics turned on. Switch with the Receiving and Shipping tabs at the top. Both show a list on the left and the selected item on the right, and the list can be narrowed by Status (All at first; receiving is Open or Cancelled, shipping is Draft, Dispatched or Cancelled) and Search.

Receiving

• The list shows the number, title, supplier and how many lines have been confirmed
• New — create a receiving with its supplier and lines
• Confirm receipt — book the lines not yet confirmed into stock at the location you give. You can also enter an exchange rate. A line is never booked twice
• Labels — list the receiving labels (QR). They can be scanned when packing a shipment
• Allocate PO — link a receiving line to a purchase-order line, picked from the lines of issued purchase orders (from the receiving's supplier when it names one). Release undoes a link (a reason is required; the original record stays)
• Cancel document — cancel the receiving

Shipping

• The list shows the number, title, carrier, estimated departure, and how many items and boxes are packed
• New — create a shipping order with a title, carrier, estimated departure and cutoff
• Add box — add a box; it can also go inside another box
• A box's Pack — scan an order line's label or a receiving label's QR code to pack it into the box. Unpack takes it out again
• Dispatch — mark it as dispatched. A dispatched shipping order can no longer take boxes or packing
• Cancel document — cancel the shipping order

Dispatch and Cancel document (on receiving and shipping alike) ask you to confirm.

Invoices is where you issue invoices with gapless numbers, and void them. It appears for brands with Invoicing turned on. Issued invoices are at the top; the area for making a new one is below.

Issued invoices

• Listed newest first. Narrow them with Status (Any status at first)
• Select one to see it and Lines on this invoice
• Void invoice — enter a reason and void it. The number is kept: voiding records that it was cancelled; it does not erase it
• Apply deposit — enter an amount and apply it from the customer's deposit to this invoice. It appears only for brands with Deposit turned on

Making an invoice

1. In Sales orders, select the order to invoice
2. In Lines to invoice, tick the lines to bill. Each line's Left to invoice is what can still be billed
3. Press New invoice and enter the quantity for each line and the tax

The number is assigned as the invoice is created, and if creation fails the number is rolled back with it, so no gaps appear. A line can be billed in several parts, but never beyond the ordered quantity. One invoice holds one customer and one currency. Each button asks you to confirm. Admins and Owners can do this.

Deposits is the ledger of money you hold for customers. It appears for brands with Deposit turned on. Customers are on the left; the selected customer's Deposit ledger is on the right.

• The ledger is newest first, and each row shows the Balance after that movement. Admins and Owners can read the balance
• Record a deposit — select a customer, press it, and enter the kind (received or refunded), amount, currency and a note. It asks you to confirm before recording

Entries are only ever added, never rewritten. The balance is worked out from them, and a refund cannot exceed it. To apply a deposit to an invoice, use Apply deposit in Invoices.

Receipts is where you match ledger entries (what was billed or is owed) against money that actually moved. It is there for every brand from the start and is shown for Admins and Owners. Goods and money are recorded separately. There are two tabs: Settle and All entries.

Settle tab

• Ledger entries — newest first; type a counterparty's identifier in the Counterparty field to narrow them (the ledger records counterparties by identifier, and some have no name)
• Select an entry to see it. Money movements are listed below it
• Settle against a movement — select one entry and one movement, press it, and enter the amount, fee and reason. Settling appends an offsetting row; nothing is overwritten
• Record an entry — add an entry to the ledger with its kind, counterparty, amount, currency, date and a note
• Record a movement — record money coming in or going out, with the account, amount, currency and fee

All entries tab — every ledger entry, newest first.

Each button asks you to confirm. Reading the amounts and recording in the ledger are for Admins and Owners.

Monthly settlement shows what the brand owes a buying operator (the person you buy through) for a month, split by kind. It appears for brands with Sourcing turned on, for Owners — the only ones who can read the settlement.

• Paid to — choose the person. The list is the owners of accounts declared as staff-owned in Wallets. If no staff-owned account exists, the screen says nobody is owed an advance yet
• Period — the year and month; this month at first

What this month is made of lists, per kind (Commission and Advances), the Closed and Still open amounts, with the totals below. Commission is marked earned and advances repayment.

What these numbers do and do not say is always shown below.

• This discloses the composition; it is not a tax judgement about what counts as income
• Handing over one merged number makes the recipient declare the repayment as income
• Closing fixes the amount owed; it does not move money, and remittance is recorded separately
• When more than one currency is present, nothing is converted

This screen only reads: you cannot close or remit from here.

Profit shows where you make money and where you lose it. It is there for every brand from the start and is shown for Admins and Owners, the ones who can read the figures.

• Your next move — one suggestion at the top. If something is losing money, it tells you to fix that before growing anything; otherwise it points to what earns the most per order
• Profit by product — Orders, Profit and Per order for each product, rolled up from recorded transactions
• Profit by supplier — which suppliers leave you the most. Payments to carriers and packing are not counted as suppliers; anything that cannot be told apart is tagged Check. It can be seen on brands with Sourcing turned on

No margin rate is shown, because the supplier figures are recorded purchase payments, including re-buys and cancellations.

Cash shows where the money from what you sold is right now. It is there for every brand from the start and is shown for Admins and Owners, the ones who can read the figures.

• Your next move — one suggestion. If sales are not yet attached to any collection, it tells you to request a transfer; if collections are scheduled, when and how much will arrive; if neither, how many days it takes to turn a sale into cash
• Three figures at the top — Outstanding (with a count), Attached to a collection (with the number of transfers) and Time to cash (average, shortest and longest days, and how many of how many it was measured on)
• Outstanding by age — what is not yet attached to a collection, counted and summed by age (up to 30 days, 31–60, 61–90, over 90)
• Incoming collections — the number of sales and the amount per expected date, derived from the marketplace's schedule

What these numbers do not tell you is always shown too. A payment date is expected, not confirmation that the money arrived. Only weekends are rolled forward; public holidays are not counted. Transfer fees are charged per transfer, so they are not in these amounts. Time to cash is an average over what could be measured, and the card says how many of how many that was.

At-Risk lists subscriptions still unpaid after Stripe's automatic retries have run out. It is there for every brand from the start. When there are none, the screen says collections are healthy.

• The columns are Plan, Customer, Amount, Overdue, Attempt, Escalation and Next renewal. Customer shows the customer's name. Anything 7 or more days overdue shows its overdue days in bold red
• The screen has no buttons. As it says, you ask the AI chat to act

There are three things you can choose.

• Retry — ask Stripe to try the payment again
• Cancel — cancel the subscription
• Negotiate — do nothing at Stripe and keep it marked as under negotiation

Owners can decide. The Escalation column shows one of Awaiting a decision, Negotiating, Retry requested or Cancelled, together with what was decided.

Customer voices is where you read what customers wrote, decide which part may be quoted, and propose it to Knowledge. It is there for every brand from the start. Nothing is published from this screen.

Four figures sit at the top: Recorded, May be quoted, Taken back and From the old page. As What these numbers do not cover right below them says, people who never wrote are not here, so these counts are not a measure of satisfaction.

Below, each voice has a card. The top of the card shows its state (May be quoted, Publication stopped by the customer, Deleted by the customer) and how consent is held (Consent recorded with the text, Consent verbal only).

1. Read What they wrote. The original is never edited
2. Write only the part that may be shown in What may be quoted, and press Save the excerpt
3. Press Propose to knowledge. It cannot be pressed until an excerpt is saved, nor for a voice whose writer stopped publication

The proposal arrives in Knowledge's Proposals and becomes company knowledge only when a person accepts it. A voice the customer deleted has no text left, and no excerpt can be written.

Wallets is where you register, separately, how money moves (payment methods) and whose wallet each account is (accounts). It is shown for Owners. Because it reveals who is fronting the business's money, which is information about people, only Owners can read it. There are two tabs: Accounts and Methods.

Accounts tab

• Accounts — whose wallet, in the order you set. Choose Company or Staff under Owner to narrow it. Select one to see it
• Declare an account — enter an identifier, names (English and Japanese), payment method, owner (company or staff), who it is repaid to, currency, sort order and a note. A staff-owned account needs who it is repaid to

Methods tab

• Payment methods — how money moves
• Declare a payment method — enter an identifier, names (English and Japanese), whether it can receive, whether it can pay, sort order and a note. One method is one row covering both directions; a method that can neither receive nor pay cannot be registered

A payment from a staff-owned account becomes an advance in Spend and counts toward what Monthly settlement says you owe that person. A payment from an undeclared account is not assumed to be the company's, and is not an advance either.

Pricing Defaults sets the defaults used to price products, one pair of marketplace and cost currency at a time. It appears for brands with Sourcing turned on.

• Each row is one pair. The columns are Venue, Cost currency, the items the marketplace lets a brand set (such as Purchase tax, Shipping from the source, Shipping to the buyer, FX premium, Markup on cost and List with duty included) and Updated. An empty item shows Venue rule
• Add venue × currency — choose the marketplace and the cost currency, then fill in the items. Choosing a pair that already exists opens it for editing instead
• Edit — change the selected row's items in one go. Clearing an item returns it to the marketplace's own rule

Both ask you to confirm, and after saving the screen says how many changes were made. Admins and Owners can set these; everyone else can only read them.

Application forms for products are made in Website's Forms, and the payment page behind a payment link opens on the brand's own site. Excerpts you mark as quotable in Customer voices are sent with Propose to knowledge, and become company knowledge only when a person accepts them in Knowledge. Nothing is published from that screen.