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Edit a Buyer

Overview​

This manual explains the steps to edit and update management data for any buyer from the Buyer Management section of the Merchant App.

Purpose​

The primary purpose of the Edit Buyer function is to keep buyer management data up to date and to manage buyer information centrally.

Additionally, performing update tasks using the same procedure helps standardize operations and prevents dependence on specific individuals.

Feature Description​

Target of Editing​

This function can be used for Buyers and Offline Buyers. For data specific to Offline Buyers, please refer to Data specific to Offline Buyers is edited on a separate page.

Scope of Transaction Terms Application​

When Transaction Terms are changed, they will be applied to orders occurring after the change.

Instructions​

Navigating to the Edit Buyer Screen​

  1. Click the Buyers menu.
  2. Click the Connected Buyers tab.
    *It is opened by default.
  3. Click Edit for the buyer you wish to edit. You can also filter buyers by entering criteria in the Search Buyers field.

How to Fill Out the Form​

Edit each item of the buyer information as necessary.

Editing Basic Settings​

  1. Unique Code Enter the unique code for the buyer.

    • If a unique code is not registered when connected to a buyer via invitation or other means, it will be automatically generated.
    • This is used during the bulk creation of orders and original delivery notes.
    • Codes that duplicate other buyers cannot be registered.

  2. Customer Code (Optional) Enter the customer code used for logistics or accounting management.
    *Can be left blank.

  3. Custom Buyer Display Name You can enter a customized buyer name to be displayed on the Merchant App.

  4. Tax Identification Number (E.g., VAT Or Tax-Related ID) Enter the buyer's Tax Identification Number.

Editing Portal Access Restriction​

You can set authentication information available for the Customer Order Link in the Buyer App.

By logging into the Customer Order Link using the Unique Code and Passcode, the brand side can perform operations such as adding to cart or placing orders using the buyer's account.

  1. Passcode Specify whether to set a passcode or not using the toggle button.

    • Enabled: Sets a passcode.
      • Enter 4 or more alphanumeric characters in the input field.
      • Click the Generate button to generate a random 8-character string.
    • Disabled: Does not set a passcode.

Editing Notification Email Address Settings​

By registering notification email addresses, when you send Invoice PDFs or Delivery Note PDFs using DEXTRE's PDF email sending function, they will also be delivered to the registered email addresses.

  1. Billing Invoice Notification Email Address You can register email addresses to be used when sending Invoice PDFs.

    You can register up to 3 addresses by clicking the Add button.

  2. Delivery Note Notification Email Address You can register email addresses to be used when sending Delivery Note PDFs.

    You can register up to 3 addresses by clicking the Add button.

Editing Terms & Conditions​

Enter information regarding the transaction terms for receiving orders from the buyer.

  1. Transaction Language Select the transaction language to be used.

  2. Currency Select the currency to be used.

  3. Billing Term Select "With Deposit" or "Without Deposit" for Deposit (advance payment).

    • With Deposit: Select this when requesting a deposit, such as for international transactions.

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

    • Without Deposit: Select this when not requesting a deposit.

  4. Transaction Terms Select the transaction terms 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.

  5. Transaction Terms And Conditions For Sales Agent You can set transaction terms for consignment sales used in the Partner Stock function.

    Use this when different transaction terms are required for regular transactions and consignment sales.

  6. Default Seller Borne Bank Transfer Fee If there is a fixed bank transfer fee borne by the manufacturer side during payment from the buyer, you can set it here.

  7. Default Maker Bank Account You can select the manufacturer bank account to receive payments from the buyer.

  8. Pay Outside The App Terms You can freely enter text for payment terms to be included on invoices, etc.

  9. Default Payment Due Rule Specify whether to set a payment deadline rule used in the Billing Schedule function using the toggle button.

    • Enable: Sets a payment deadline rule.
    • Disable: Does not set a payment deadline rule.

    How to enter Default Payment Due Rule:

    1. Set the Payment Deadline Setting Rule toggle to Enable.

    2. Select one of the following rule specification methods from the dropdown.

      • By Month + Day (e.g.2 months later,end of month): Specify the month and day from the options in the dropdown.

      • By Days (e.g. 30 days after billing date): Enter the number of days within which payment must be made from the invoice issue date as an integer of 1 or more.

        Example: If NET is set to 30, the payment deadline is 30 days later.

  10. Billing Schedule You can select a Billing Schedule created in the Billing Schedule function from the dropdown.

    The selected Billing Schedule will be applied to the buyer.

Editing Billing Address​

You can edit the buyer's billing address.

  1. Register billing address Specify whether to register a billing address or not using the toggle button.

    • Yes: Registers a billing address. The billing address input form will be displayed.
    • No: Does not register a billing address.

  2. Billing Address Enter various address information for billing.

    • If Register billing address is active, at least one address must be registered.
    • The billing address checked as Set as default will be used as the initial value when creating a new invoice. (Manual selection can be skipped)
    • When entering a Japanese address, select the "Prefecture" from the dropdown.

    The billing address is included in document PDFs such as Order Confirmations and Invoices.

  3. Add If you want to register multiple billing addresses, you can add an input form by clicking the Add button.

Editing Delivery Addresses​

You can edit the buyer's shipping address.

  1. Register Delivery Addresses Specify whether to register a shipping address or not using the toggle button.

    • Yes: Registers a shipping address. The shipping address input form will be displayed.
    • No: Does not register a shipping address.

  2. Delivery Addresses Enter various address information for shipping.

    • If Register Delivery Addresses is active, at least one address must be registered.
    • The shipping address checked as Set as default will be used as the initial value when creating a delivery note. (Manual selection can be skipped)
    • When entering a Japanese address, select the "Prefecture" from the dropdown.

    The shipping address is included in document PDFs such as delivery notes.

  3. Add If you want to register multiple shipping addresses, you can add an input form by clicking the Add button.

Editing Catalogs That Can Be Granted Access​

You can select private catalogs to which access is allowed.

  1. Catalogs to allow access From the list of catalogs with the status Limited Access, check the boxes for the catalogs you want to allow access to. The buyer will be able to access the checked Limited Access catalogs.

Editing Tags​

You can set management tags for internal data classification and operational notes. Management tags are not displayed on the buyer's screen.

  1. Enable the checkbox for the tag you want to set from the options in Select Tags. You can also filter tags by entering text in the search box.

Click Create Tag to create a new tag on the spot. For details, please check How to Create a Tag. It explains the procedure for creating tags for buyers.

How to Create a Tag​

  1. Click Create Tag. The "Create A New Tag" modal opens.

  2. Enter the following items:

    • Tag Code (Required) Enter a code to identify the tag.
    • Tag Name (Required) Enter the display name for the tag.
    • Description Enter a brief description of the tag.
    • Tag Color Specify whether to set a tag color or not using the toggle button.
      • Set color is active: Specify any color from the color picker.
      • Set color is inactive: No tag color is set.

  3. After confirming the entered details, click the Create button. The created tag will be added to the options in Select Tags.

Editing Attributes​

  1. Customer Delivery Address Code You can enter a shipping code.

    This will be included in data exports such as Excel.

  2. Buyer Custom Attributes You can register data for pre-registered custom attributes.

Updating Buyer Information​

  1. After confirming the entered details, click Update. The buyer's information will be updated.

Important Notes​

Data specific to Offline Buyers is edited on a separate page​

Data specific to Offline Buyers that falls outside the scope of this function is edited on the "Edit Offline Buyer" page via the "Buyers menu > Offline Buyers tab".

On the other hand, items displayed on the Edit Active Buyer screen, such as Transaction Terms, are edited via Active Buyers.

Changes to Transaction Terms are not applied retroactively to past orders​

Even if Transaction Terms are changed, the conditions will not be applied retroactively to past orders.

Troubleshooting​

Email Address / Buyer's Country cannot be changed​

What can be edited is the management data handled by the brand. Since the ownership of the buyer organization itself belongs to the customer, the brand cannot change the buyer organization's email address, country of residence, or buyer name.
*Excluding Offline Buyers.

Company/Individual Buyer Type cannot be changed​

Due to specifications, the Buyer Type cannot be changed. If a change in Buyer Type is necessary, please migrate the data using the following steps. Cooperation from the customer will be required.

  1. Invite the new buyer with the correct Buyer Type.

  2. Have the customer accept the invitation.

  3. Transfer data ownership from the old buyer to the new buyer on the following operation screen.

    Buyers menu > Active Buyers > Select the buyer that is the source of the data ownership transfer > Actions > Transfer Data Ownership

Data ownership transfer only migrates data on the brand side. From the customer's perspective, the old buyer's order data will not be carried over to the new buyer.