Customer User Guide

Chapter 1 — What This Guide Is For

You're a portal user at your company. This guide walks you through everyday tasks: checking what stock you have at the warehouse, sending goods in, placing orders to ship out, tracking, and paying invoices.

Quick context

Trenvar is the platform your warehouse partner uses. 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 prepare.
• Tell them what to ship and where.
• Track shipments and view invoices.
• Pay invoices online.

You don't need to know anything about how the warehouse runs internally. The portal handles the back-and-forth between you and them.

Chapter 2 — Logging In For the First Time

Before you start

• You've received an invite email from your warehouse (or from your customer_admin).
• The portal URL is in the email — looks like www.trenvar.com/yourwarehouse/login.
• Use a current browser (Chrome, Edge, Firefox, Safari).

Walkthrough

1. Open the invite email. Click Accept invitation.
2. You land on a password page. Pick a strong password — at least 12 characters with letters, numbers, and symbols. Type it twice. Click Set password & continue.
3. You're sent to the login page. Enter your email and new password. Click Sign In.
4. You land on your portal home (typically the Inventory page).

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 and Sign out.
• Sidebar (left) — your menu: Inventory, Incoming, Orders, Invoices.
• Main area — whatever you clicked.

How tables work

• Click any column header to sort. Click again to reverse.
• Click any row to open detail.
• Use the search box to find specific items.
• Long lists paginate at the bottom — click the arrows to move pages.

How forms work

• Required fields have a red asterisk (*).
• The Save button stays grey until all required fields are filled.
• Most pages have a "Create" button at the top right when you're allowed to add something new.

Chapter 4 — Checking Your Inventory

See what stock the warehouse has of your products, right now.

Walkthrough

1. Click Inventory in the sidebar.
2. You see a table of your products: SKU code, product name, on-hand quantity, available quantity.
3. Click any row for detail: which storage locations the stock is in, lot numbers, recent movements.
4. Use the search box at the top to find a specific SKU.

What the columns mean

Chapter 5 — 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.

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.
   • Notes — optional. Anything useful: driver name, dock door, etc.
   • Documents — optional. Attach packing slips or invoices.
4. Add lines for each product:
   • Pick the SKU from the dropdown.
   • Type how many units are coming.
   • If the product has lot numbers or expiry dates, fill those.
5. Click Submit.
6. 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.
• The status updates from open to partially received to received.
• Once received, the goods show up in your Inventory tab.

Chapter 6 — Placing an Order to Ship Out

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.
   • Notes — anything the warehouse should know.
4. Fill the recipient address:
   • Recipient Name — required.
   • Phone, Email — recommended for delivery notifications.
   • Street Address — start typing; Google Maps suggests addresses. Pick one to auto-fill the rest.
   • Verify city, state, zip, country.
5. Add lines:
   • Pick a SKU.
   • Type quantity (you can only order what's available).
6. Click Submit Order.
7. Order appears in your list. Status starts at open; it'll move forward as the warehouse picks, packs, and ships.

Chapter 7 — Tracking Your Orders

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

What the statuses mean

Chapter 8 — Viewing and Paying Invoices

Viewing invoices

1. Click Invoices in the sidebar.
2. You see all your invoices: number, date, total, status.
3. Click any invoice for detail: line items, tax, total due, due date.
4. Click Download PDF if you need a copy for your records.

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.
5. Status flips to Paid within a few seconds.

Chapter 9 — 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.
• Still stuck? Ask your customer_admin or email info@trenvar.com.

"My screen says Unauthorized"

The page you tried to open isn't available to your role. Ask your customer_admin if you should have access.

"My order is stuck at 'open'"

• The warehouse hasn't started picking yet. Most pick same-day; during peak times it can take longer.
• If your customer_admin set automation to "Require my decision first," the order is waiting for them to approve.

"I created the wrong order"

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

"I can't see Inventory / Orders / Invoices"

Your customer_admin needs to give you access. Reach out to them.

Chapter 10 — Getting Help

First stop — your customer_admin

For most things — access issues, order questions, billing questions — your customer_admin (the main account holder at your company) is the fastest 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, or orders.
• Trenvar support — for platform issues that aren't account-specific.
• Carrier websites — for tracking questions after dispatch.

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