Customer Admin Guide

Chapter 1 — What This Guide Is For

You're the main account holder at your company. This guide walks you through everything you'll do in the portal: managing your team, sending goods to the warehouse, placing orders, paying invoices, and connecting Shopify.

Quick context

Trenvar is the platform your warehouse partner uses to run their operation. As their customer, you get a portal where you can:

• See what stock of yours they have on hand.
• Tell them when goods are coming in (so they can be ready to receive).
• Tell them what to ship out, and where.
• Track shipments and view invoices.
• Pay invoices online.
• (As admin) invite your colleagues, connect your Shopify store.

You don't need to know anything about the warehouse's internal workflow. The portal handles the conversation between you and them.

Chapter 2 — Logging In For the First Time

Before you start

• You've received an invite email from your warehouse (subject like "Welcome to {warehouse name} on Trenvar").
• You know your portal URL — it's in the email. Looks like www.trenvar.com/yourwarehouse/login.
• You're using a current browser (Chrome, Edge, Firefox, Safari).

Walkthrough

1. Open the invite email. Click Accept invitation (or the long URL if the button doesn't show).
2. You land on a password page. Pick a strong password — at least 12 characters with a mix of letters, numbers, and symbols. Type it twice to confirm. Click Set password & continue.
3. You're sent back to the login page. Type your email and the new password. Click Sign In.
4. You land on your portal home page (typically Inventory). The sidebar on the left has your menu.

Chapter 3 — Finding Your Way Around

The screen layout

• Top bar — your warehouse's logo on the left, your initials on the right. Click your initials for Profile, Switch tenant (if you belong to more than one warehouse), Sign out.
• Sidebar (left) — your menu. Items vary by what your warehouse has enabled, but typically: Inventory, Incoming, Orders, Invoices, Integrations, Settings.
• Main area — whatever you clicked. Most pages have a list at the top with filters and a "Create" button on the right.

Common patterns

• Click any column header to sort. Click again to reverse.
• Click any row to open detail.
• Save buttons stay grey until required fields are filled.
• Required fields have a red asterisk (*).
• Long lists paginate at the bottom.

Chapter 4 — What You Can Do as Customer Admin

The customer_admin role is the most powerful role on the customer side. Here's the full list of what you can do:

The bold rows are admin-only — your colleagues with the regular customer_user role won't see those.

Chapter 5 — Checking Your Inventory

See what stock the warehouse has of your products.

Walkthrough

1. Click Inventory in the sidebar.
2. You see a table of every product (SKU) you have at the warehouse.
3. Each row shows: SKU code, product name, on-hand quantity, available quantity (free to ship), and reserved quantity (already promised to open orders).
4. Click any row to drill into detail: which locations the stock is in, lot numbers, recent movements.
5. Use the search box at the top to find a specific SKU.

What the columns mean

Chapter 6 — Sending Goods to the Warehouse

Use this when you're sending products to the warehouse (e.g., a fresh shipment from your supplier). It's called a "3PL receiving order" — basically a heads-up so the warehouse can prepare to receive your goods.

Walkthrough

1. Click Incoming in the sidebar.
2. Click New 3PL Receiving Order (top right).
3. Fill the header:
   • Expected Arrival — when the truck will arrive at the warehouse. Include the time if you know it.
   • Notes — optional. Useful info like "Driver Mike, arriving 9 AM, dock 4".
   • Documents — optional. Attach packing slips or commercial invoices.
4. Add lines for each product you're sending. For each row:
   • Pick the SKU from the dropdown (you'll only see your own SKUs).
   • Type the expected number of units.
   • If the SKU is lot-controlled or expiry-controlled, fill those fields.
5. Click Submit.
6. You'll see a confirmation: "3PL receiving order submitted."

What happens next

• The warehouse sees your receiving order in their queue.
• When the truck arrives, they receive against your order — scanning each line.
• You'll see the status update from open to partially received to received.
• Once received, the goods show up in your Inventory tab.

Chapter 7 — Placing an Order to Ship Out

Use this to tell the warehouse "ship these products to this address."

Walkthrough

1. Click Orders in the sidebar.
2. Click Create Manual Order (top right).
3. Fill the header:
   • Order Number — optional. Use your own internal reference if you like.
   • Notes — optional. Anything the warehouse should know.
4. Fill the recipient address:
   • Recipient Name — required.
   • Phone, Email — optional. Recommended for delivery notifications.
   • Street Address — start typing; Google Maps suggests addresses. Pick one to auto-fill the rest.
   • Verify the city, state, zip, country.
5. Add lines:
   • Pick a SKU.
   • Type the quantity (you can only order what's available).
6. Click Submit Order.
7. The order appears in your list with an initial status (depends on your automation setting — see below).

The "Fulfillment Automation" setting

At the top of your Orders page, there's a toggle:

Chapter 8 — Tracking Your Orders

1. Click Orders in the sidebar.
2. You'll see all your orders with status pills: open, picking, picked, packing, packed, dispatched, delivered.
3. Click any order to see detail:
   • Header: order number, recipient, total.
   • Line items: each SKU + quantity + price.
   • Status timeline: when each stage happened.
   • Tracking number (after dispatch) — click it to open the carrier's tracking page.

What the statuses mean

Chapter 9 — Viewing and Paying Invoices

Viewing invoices

1. Click Invoices in the sidebar.
2. You'll see a list of all your invoices: number, date, total, status (issued, paid, overdue).
3. Click any invoice to see detail: line items, tax, total due, due date.
4. Click Download PDF if you want a copy.

Paying online

1. Open an issued invoice.
2. Click Pay Now. A new tab opens with Stripe Checkout.
3. Enter card details (or pick a saved card if you've paid before).
4. Click Pay. Stripe processes within a few seconds.
5. You're returned to the invoice page; status flips to Paid.

Chapter 10 — Inviting Team Members (Admin Only)

As customer admin you can invite other people from your company so they have their own logins.

Walkthrough

1. Click Settings (or Users) in the sidebar.
2. You see the list of people from your company who already have access.
3. Click Add User.
4. Fill:
   • Email — their work email.
   • Display Name — their name.
   • Role — typically customer_user for most colleagues. They'll be able to view inventory, place orders, and pay invoices, but won't have admin powers.
5. Click Save & Send Invite.
6. They get an invite email and follow the steps from Chapter 2.

Removing a user

From the user list, find the person, click the three-dot menu next to their row, and choose Remove. They lose access immediately.

Chapter 11 — Connecting Your Shopify Store (Admin Only)

If your business sells through Shopify, you can connect your store so orders flow into the warehouse automatically.

What it does

• Pulls paid orders from Shopify into the portal as orders to fulfill.
• The warehouse picks/packs/ships them like any other order.
• Pushes tracking info back to Shopify when shipped, so your Shopify customer gets notified automatically.

Walkthrough — connecting

1. Click Integrations in the sidebar.
2. Click Connect Shopify.
3. Type your Shopify store URL (e.g., yourstore.myshopify.com — no https:// or path).
4. Click Continue. A Shopify approval page opens in a new tab.
5. On Shopify's page, click Install App. Shopify asks you to confirm the permissions Trenvar needs.
6. You're sent back to the Integrations page. The connection now shows Connected.
7. Click Sync Now to pull all current paid orders. The first sync may take a minute.

What happens after

• New paid Shopify orders show up in your Orders tab automatically.
• You don't need to do anything — the warehouse fulfills them like normal.
• Once shipped, tracking info is sent back to Shopify; your end customer gets the carrier notification.

Troubleshooting Shopify sync

Chapter 12 — Common Problems and How to Fix Them

"I can't sign in"

• Try password reset: on the login page click Forgot password?, enter your email, follow the link in the reset email.
• If still stuck, email info@trenvar.com or contact your warehouse.

"My screen says Unauthorized"

Either your role doesn't have access to that page, or the warehouse hasn't enabled the relevant feature for you. Contact your warehouse contact to clarify.

"Inventory shows zero but I just sent goods in"

• The warehouse may not have received them yet. Check the Incoming tab — your receiving order should show as received before the inventory updates.
• If the receiving order is marked received but inventory is still zero, message your warehouse — there may be an ownership tagging issue on their end.

"My order is stuck at 'open'"

• The warehouse hasn't started picking yet. Most warehouses pick same-day, but during peak periods it can take longer.
• If you have your Fulfillment Automation set to Require my decision first, the order is waiting for you to approve. Open it and click Approve.

"Payment failed"

• Stripe will show the reason: declined, expired card, insufficient funds.
• Try a different card. If multiple cards fail, your bank may be blocking — call them.

"I created a wrong order"

• Open the order. If status is still open, click Cancel.
• If status is past open (picking has started), contact the warehouse fast — they may be able to stop it.

Chapter 13 — Getting Help

Inside the portal

• The Orders, Invoices, and Inventory tabs are your fastest reference for "what did I do?"
• Hover over any field's ? icon for inline help.

Outside the portal

• Your warehouse contact — for anything specific to your account, billing, inventory, or repeated errors. They have full visibility into your activity.
• Trenvar support — for platform issues that aren't account-specific.
• Carrier websites — for tracking after a shipment is in transit.

End of Customer Admin Guide  ·  v1.0  ·  May 2026