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Invite a Buyer

Overview​

To start business online between a brand (maker) and a buyer, send an invitation or offer to the buyer.

Purpose​

The buyer invitation feature is used to manage the sending status and acceptance status of invitations and offers to buyers starting business on the Merchant App.

In addition, it unifies the sending procedure of invitations/offers and the setting method of transaction terms as internal rules, preventing variations in settings by the person in charge.

Feature Description​

What is Buyer Invitation?​

Buyer invitation is an invitation feature for brands and buyers to start business online.

Invitation and Offer​

A brand can create either of the following:

  • An Offer for an existing Buyer
  • An Invitation for a party that does not have a buyer account or for a new buyer using an Offline Buyer

Transaction Terms Settings and Notification​

Brands set the transaction terms when creating an invitation or offer.
When an invitation or offer is sent, a notification email is sent to the recipient.

Connection by Acceptance​

When a buyer who has received an invitation/offer confirms the details such as transaction terms and accepts them, the brand and buyer are connected.
Buyers connected to the brand are treated as Connected Buyers on the Merchant App.

The brand will be able to receive orders online from Connected Buyers.

Management of Invitations and Offers​

Invitations and offers can be managed from the following lists:

  • Invitations: Sent Invitations
  • Offers: Sent Offers

Instructions​

Move to the Buyer Search Screen​

  1. Click the Buyers menu.
  2. Click Create a New Connection.
    The screen transitions to the "Create a New Connection" screen.

Search for the Recipient​

Enter the email address of the buyer you want to invite and click Search.
Confirm the candidates displayed in the search results.

When making an offer to an existing Buyer​

Click Create Offer.
The screen transitions to the "Set Terms & Conditions" screen.

When making an invitation as a new Buyer​

Click Create Invitation.
The screen transitions to the "Set information" screen.

info

An Invitation can be created for any of the following:

  • Invitation for an Email
    • When a user account does not exist for the searched email address
  • Invitation for a User Account
    • When a user account registration has already been performed with the searched email address
  • Invitation for an Offline Buyer
    • When an offline buyer has been created with the searched email address

How to Fill Out the Form​

Entering Buyer Info​

info

In the case of an offer to an existing Buyer, the "Buyer Info" input items are not displayed.

When making an Invitation as a new buyer, enter the following items:

  1. Buyer Email
    The email address to be invited is displayed.

  2. Buyer Country
    Select from the pull-down menu.

  3. Invitation Language
    Select the language used in the invitation email.

  4. Buyer Type
    Select one of the following:

    • Company: B2B transactions
    • Personal: Personal orders, friends days, family sales, etc.

  5. Company/Organization Name
    Enter the buyer name.

    Not displayed if the buyer type is "Individual."

  6. Name Of Representative
    The representative name can be entered.

    Not displayed if the buyer type is "Individual."

  7. Full name (First and Last name)
    Enter the name.

    Not displayed if the buyer type is "Company."

  8. Unique Code
    A unique code, mainly used as an identifier by the system within DEXTRE, can be entered.
    If left blank, it will be auto-generated.

    When entering, make sure it does not duplicate with the unique code of other buyers.
    If it duplicates, a random string will be automatically appended to the end of the unique code.

  9. Customer Code
    A customer code for logistics or accounting management can be entered.

  10. Phone Number
    A phone number can be entered.

About Required Items

The required items for buyer information are as follows:

  • Buyer Country
  • Invitation Language
  • Buyer Type
  • Company/Organization Name (If the buyer type is Company)
  • Full name (First and Last name) (If the buyer type is Individual)

Entering Terms & Conditions​

Enter the following required items:

  1. Billing Term
    Select "With Deposit" or "Without Deposit" for the deposit (advance payment).

    • With Deposit: Select when charging a deposit, such as for overseas transactions.

      (Example) For Deposit 30% / Balance 70%, enter "30."

    • Without Deposit: Select when not charging a deposit.

  2. Transaction Term
    Select a transaction term and enter the transaction term rate.

    • Wholesale Price / Recommended Retail Price: Enter the Ratio.
    • Other transaction terms such as EXW, DDP, FOB: Enter the Percent Off.

  3. Transaction Currency
    Select the Currency used for transactions.

Entering Buyer Custom Attributes​

Enter the Buyer Custom Attributes as necessary.

If Buyer Custom Attributes are undefined, nothing will be displayed.

Other Inputs​

Message
Enter the message to be included in the invitation email.

Send Offer/Invitation​

For an Offer​

  1. After confirming the input details, click Send Offer.
  2. The message "Success to send an Invitation." is displayed, and a notification email is sent to the recipient.

For an Invitation​

  1. After confirming the input details, click Send Invitation.
  2. The message "Success to send an Invitation." is displayed, and a notification email is sent to the recipient.

Confirmation and Management After Sending​

For an Offer​

  1. Offers can be managed in the Buyer menu > Sent Offers.
  2. When the buyer accepts the offer, they are treated as a Connected Buyer on the Merchant App.

For an Invitation​

  1. Invitations can be managed in the Buyer menu > Sent Invitations.
  2. When the buyer accepts the invitation, they are treated as a Connected Buyer on the Merchant App.

Important Notes​

Buyers and User Accounts are different​

  • A Buyer is an account like a team or workspace called a buyer organization.
  • A User Account is a personal account used to sign in to DEXTRE.

At least one user account belongs to a buyer organization as a member.

Direct invitations to a user account will create a new buyer account upon acceptance​

Direct invitations to a user account, as well as invitations to an email address not registered as a user account, will create a new buyer account upon acceptance.

When searching by email address, if a buyer to whom an offer can be sent is displayed, please confirm if it is the intended buyer.

Only one invitation can be created for the same email address​

Only one invitation can be created for a direct invitation to a user account or an invitation to an email address not registered as a user account.

If you want to create multiple invitations for the same email address, create offline buyers and use the bulk invitation feature for offline buyers.

  • Create Offline Buyer: Buyer > Create Offline Buyer
  • Bulk Invite Offline Buyers: Buyer > Offline Buyers > Create Invitation

Troubleshooting​

The buyer did not receive the email​

  • Confirm that there is no error in the email address.
  • Confirm that it has not been sorted into the spam folder.
  • Copy the invitation link or offer link from Sent Invitations or Sent Offers and send it directly via email or chat tools.

When the buyer accesses the link, "Page not found." is displayed​

The buyer may be signed in with a user account that does not have access rights.
Please guide them through the following procedure:

  1. Return to the top page
  2. Sign out
  3. Access the link again
  4. Sign in with the invited email address