# Welcome

Welcome to the VinaSources Help Center! This site will help you understand our services and platform basics and complete essential first steps.

**Not sure where to start?** Start here: [Find Answers Quickly (Search & Assistant)](/readme-1#overview)

### Jump right in

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-cover data-type="image">Cover image</th><th data-hidden></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><a href="/getting-started/quickstart"><strong>Getting Started</strong></a></td><td>Learn the platform basics and complete your first steps</td><td><a href="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FM4wpNxD8LB9kHwcMEods%2F080401.jpg?alt=media&amp;token=d694c027-0db1-4db6-93c3-3cf5193bad9a">080401.jpg</a></td><td></td><td><a href="/getting-started/quickstart">Getting started</a></td></tr><tr><td><a href="/for-buyers/quickstart"><strong>For Buyers</strong></a></td><td>Source products, send RFQs, and manage orders in one place</td><td><a href="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fct5pgoYANjaFDRLmLPBD%2FGemini_Generated_Image_qcq6ujqcq6ujqcq6.png?alt=media&amp;token=83191c07-3e81-451e-a675-9aeedcc1bb3f">Gemini_Generated_Image_qcq6ujqcq6ujqcq6.png</a></td><td></td><td><a href="https://github.com/GitbookIO/gitbook-templates/blob/main/product-docs/broken-reference/README.md">https://github.com/GitbookIO/gitbook-templates/blob/main/product-docs/broken-reference/README.md</a></td></tr><tr><td><a href="/for-suppliers/quickstart"><strong>For Suppliers</strong></a></td><td>Set up your profile, publish products, and fulfill buyer orders</td><td><a href="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FgbhattoL4JlgL2SIKKlO%2FGemini_Generated_Image_fl0iq2fl0iq2fl0i.png?alt=media&amp;token=dbd5dc02-7580-4646-94f6-44d69085fccf">Gemini_Generated_Image_fl0iq2fl0iq2fl0i.png</a></td><td></td><td><a href="broken://pages/QPzbTvC6XsT5gERiU43E">Broken link</a></td></tr></tbody></table>


# How to find answers quickly in the help center

Use Search and GitBook Assistant to find the right VinaSources guide fast, even if you ask in your preferred language.

## Overview

This article explains how to find answers quickly in the VinaSources Help Center using **Search** and **GitBook Assistant**.

You can ask the GitBook Assistant **in any language**, and it will reply in the **same language**, even though Help Center articles are written in English.

This article helps users understand when to use Search or the GitBook Assistant, how to ask effective questions, and how to locate the most relevant guides.

Using these tools helps you understand VinaSources features faster and complete tasks in the Dashboard more efficiently.

## How to use Search to find the right article <a href="#how-to-use-search-to-find-the-right-article" id="how-to-use-search-to-find-the-right-article"></a>

### **Step 1: Open the Help Center search**

* Open the VinaSources Help Center: [https://help.vinasources.com](https://help.vinasources.com/)
* Click the search field at the top of the page.

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FRSXMfncddLWOZS4z57ZE%2Fimage.png?alt=media&amp;token=7a9c0a3a-193b-480a-aba4-47a4cd57fb32" alt=""><figcaption></figcaption></figure>

### **Step 2: Enter search keywords**

* Type keywords related to your question.

{% hint style="info" %}
***Tips***

Use the same terms you see in the **Dashboard** and **Help Center**. Examples of good keywords include:

* Feature names: **Order**, **Product**, **RFQ**

* Statuses: **Created**, **Quoted**, **Paid**, **In Production**

* Common actions: create, submit for approval, add to cart
  {% endhint %}

* The most relevant results appear below the search field.

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FW260uwCmrlr89yBII1ra%2Fimage.png?alt=media&amp;token=6043a162-35ef-4e53-beb7-00b92fad66d8" alt=""><figcaption></figcaption></figure>

{% hint style="success" icon="circle-check" %}
***Note:*** Scan section headings before reading details.
{% endhint %}

## How to use GitBook **Assistant** to get an answer faster <a href="#how-to-use-gitbook-assistant-to-get-an-answer-faster" id="how-to-use-gitbook-assistant-to-get-an-answer-faster"></a>

### **Step 1: Open GitBook Assistant**

* Open the VinaSources Help Center: <https://help.vinasources.com/>
* Click the **GitBook Assistant** icon in the top-right corner, or press **Ctrl/Cmd + I** to open the Assistant panel.

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FCZy52VEHDi3gOcJZHf7I%2Fimage.png?alt=media&amp;token=13c6e3f4-36ea-43e1-a0f1-354615322c1f" alt=""><figcaption></figcaption></figure>

### **Step 2: Ask your question in your preferred language**

* Type your question in the **Ask GitBook Assistant** box.

{% hint style="info" %}
***Tips***:

* You can ask questions in any language. Even though the Help Center content is written in English, the GitBook Assistant can understand your question and reply in the same language.
* To receive a more accurate answer, include helpful context in your question.
  {% endhint %}

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FqVOIS0GrSEtktQiy5WND%2Fimage.png?alt=media&amp;token=4c4b40b7-b2d4-4311-b2bc-717dc7e8a575" alt=""><figcaption></figcaption></figure>

* The **GitBook Assistant** analyzes your question and generates a response using the relevant Help Center content.

{% hint style="success" icon="circle-check" %}
***Note:***

The **GitBook Assistant** often includes links to relevant Help Center articles. Open those links to follow the detailed steps. Check headings and screenshots to confirm you are in the right place.
{% endhint %}

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FdaScDCLx9Oc6rMZUSn16%2Fimage.png?alt=media&amp;token=d1c744e8-8625-4490-8a46-1973295f3353" alt=""><figcaption></figcaption></figure>

### **Step 3: Ask a follow-up question or contact the VinaSources support team**

If the answer is still unclear or incomplete, use one of these options:

* **Ask a follow-up question**
  * Paste the exact error message.
  * Tell **GitBook Assistant** where you are: **Order**, **Product**, **RFQ**, etc.
  * Add one line explaining what you expected and what happened.
* **Contact the VinaSources support team**
  * Use live chat on VinaSources or email <support@vinasources.com>.
  * Attach screenshots.
  * Include the record ID if the issue is related to a specific record.

### Leave feedback to improve our Help Center

We are continuously improving the **VinaSources Help Center**.

If you have suggestions about this **article** or the **Help Center** overall, please share your feedback using the feedback section on the right.

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FQQ3LUn3Fgnnc37qF4O7o%2Fimage.png?alt=media&amp;token=cb05b1a4-c3b4-443e-a65a-641fa6483d9c" alt=""><figcaption></figcaption></figure>

Your **feedback** helps us improve the **Help Center** and create better resources for all **VinaSources users.**

## Tips and best practices <a href="#tips-and-best-practices" id="tips-and-best-practices"></a>

* Start with **Search** when you know the feature name or status.
* Use the **GitBook Assistant** when you are not sure which article to open or when you want a quick explanation.
* Use exact status names like **Unpaid** or **Processed**.
* Mention the fulfillment step you are in: payment, production, shipping, or delivery.
* If you reference an order, include the **Order ID** when you contact **Support**.

{% hint style="success" icon="circle-check" %}
***Note:***

The **GitBook Assistant** answers based on Help Center content. If your case is urgent or needs account-specific checks, contact **Support**.
{% endhint %}

### Frequently Asked Questions <a href="#frequently-asked-questions" id="frequently-asked-questions"></a>

<details>

<summary><strong>Can GitBook Assistant completely replace VinaSources Support?</strong></summary>

No. **GitBook Assistant** helps you find answers faster. Contact our **VinaSources support team** via live chat or <support@vinasources.com> for account-specific issues, urgent cases, or exceptions.

</details>

<details>

<summary><strong>Why doesn't GitBook Assistant match my exact case?</strong></summary>

Your question may lack context. Add your sales channel, the Dashboard area, and the exact status name.

</details>

<details>

<summary><strong>What should I do if I cannot find an answer?</strong></summary>

Contact our VinaSources support team via live chat or <support@vinasources.com>. Include screenshots and the key details you already searched for.

</details>


# Getting started


# What is VinaSources

## Overview

VinaSources is an online sourcing platform that connects buyers with suppliers through product listings, RFQs (Requests for Quotation), orders, and direct messaging.

This article provides also an overview of the end-to-end sourcing workflow on VinaSources, from discovering suppliers and products to placing orders and tracking delivery.

The workflow is designed to help buyers and suppliers manage sourcing activities in a structured and transparent way within a single platform.

## Purpose

Understanding the VinaSources sourcing workflow helps you:

* Know what steps are involved in sourcing products
* Understand how buyers and suppliers interact
* Follow the correct order of actions on the platform
* Avoid confusion during RFQs, orders, and delivery

For Buyers, this ensures access to sourcing tools such as RFQs, chat, order management, and delivery tracking.

For Suppliers, this ensures access to product listing, RFQ responses, order fulfillment, shipping updates, and performance monitoring—while while complying with required approval steps.

## How the VinaSources Sourcing Workflow Works

The sourcing workflow on VinaSources follows a clear sequence of steps involving buyers, suppliers, and the system.

{% stepper %}
{% step %}

### Step 1: Browse Products and Suppliers

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fs7mruaColkSYAzxTLpqz%2Fimage.png?alt=media&amp;token=ca2bfea4-fded-458c-bb6e-a64d4a52758c" alt=""><figcaption></figcaption></figure>

* Users can browse public products and supplier profiles on the VinaSources homepage
* No login is required for public browsing
* Logged-in buyers can view additional supplier information and interact with suppliers
  {% endstep %}

{% step %}

### Step 2: Buyer Sends an RFQ (Optional)

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FJgF7PzCOXP3OJmiLEe1T%2Fimage.png?alt=media&amp;token=fa87781a-6bba-4e7d-8c12-c19afdb74417" alt=""><figcaption></figcaption></figure>

* Buyers can create and send an RFQ (Request for Quotation) for a specific product
* RFQs are sent to suppliers based on matching product categories
* Multiple suppliers may respond with quotations
* Buyers review, tag, and manage supplier quotations

*(This step is optional and typically used when pricing or specifications are not fixed.)*
{% endstep %}

{% step %}

### Step 3: Buyer Adds Products to Cart

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FI48dcMQbWm27ZSx7Yjnc%2Fimage.png?alt=media&amp;token=b4810830-238a-457a-acf9-5ce67a3ac648" alt=""><figcaption></figcaption></figure>

* Buyers add products to the cart from product pages
* Products in the cart are grouped by supplier
* Buyers select products from one supplier to prepare for checkout
  {% endstep %}

{% step %}

### Step 4: Buyer Places an Order

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FYAPWfKSJARhoiVksrAgd%2Fimage.png?alt=media&amp;token=f4e46550-c07b-4e2b-a963-6f48ce9f33d4" alt=""><figcaption></figcaption></figure>

* Buyer proceeds to checkout and places an order
* An order is created with status Created
* The order includes products from one supplier only
  {% endstep %}

{% step %}

### Step 5: Supplier Updates Shipping Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fe6WdVRi5haY1MHhDS759%2Fimage.png?alt=media&amp;token=0618b354-c768-49a7-b2f8-58fe96c43af2" alt=""><figcaption></figcaption></figure>

* Supplier reviews the order
* Supplier updates shipping method and shipping fee
* Order status changes to Quoted
  {% endstep %}

{% step %}

### Step 6: Buyer Pays for the Order

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FCjJNKwDoikKwdkXLVTfI%2Fimage.png?alt=media&amp;token=e1dafbc1-2875-409f-864d-52eb6eb42f5c" alt=""><figcaption></figcaption></figure>

* Buyer reviews shipping and order summary
* Buyer completes payment
* Order status moves forward in the workflow
  {% endstep %}

{% step %}

### Step 7: Order Production and Delivery

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FEBJf5zsoSxFbbFKXzRVA%2Fimage.png?alt=media&amp;token=2442ddbe-a810-4271-a5cf-636894ef3697" alt=""><figcaption></figcaption></figure>

* Supplier updates order status as the order progresses to keep buyer informed
* The system records all updates in the order timeline
  {% endstep %}
  {% endstepper %}

## How the Platform Manages the Workflow

* Products and supplier profiles are displayed only after approval
* RFQs are sent to suppliers based on matching product categories
* Orders follow a defined status flow from creation to delivery
* All status changes and updates are recorded by the system
* Buyers and suppliers communicate directly within the platform

## Tips & Best Practices

* Register as the correct account type (Buyer or Supplier) to access the right features
* Use RFQs when you need custom pricing or specifications
* Review supplier profiles before placing orders
* Monitor order status regularly after placing an order
* Use built-in messaging to communicate within the workflow

## Frequently Asked Questions

<details>

<summary>Do I need an account to use VinaSources?</summary>

You can browse public products and suppliers without an account. An account is required to send RFQs, place orders, and message suppliers.

</details>

<details>

<summary>Does VinaSources sell products directly?</summary>

No. VinaSources connects buyers and suppliers. Suppliers manage their own products and orders.

</details>

<details>

<summary>Can I be both a buyer and a supplier?</summary>

Account permissions are defined by account type. Buyer and Supplier accounts have different roles and access.

</details>

<details>

<summary>Do I need to send an RFQ before placing an order?</summary>

No. RFQs are optional. Buyers can place orders directly from published products.

</details>

<details>

<summary>Can I track my order after payment?</summary>

Yes. Order status and tracking updates are available in the Order module.

</details>

<details>

<summary>Who updates production and shipment information?</summary>

Suppliers update production status and shipment details, which are recorded by the system.

</details>


# How to register a Buyer account

## Overview

This guide explains how to register a Buyer account on VinaSources so you can access buyer features such as sending RFQs, placing orders, and communicating with suppliers.

Registering a Buyer account is required to use all buyer-related functions beyond public browsing.

## Purpose

A Buyer account is designed for users who want to find suppliers, request quotations, and place orders. With a Buyer account, you can:

* View supplier contact information
* Chat with suppliers
* Save products to favorites
* Follow suppliers
* Create and send RFQs (Requests for Quotation)
* Review and tag supplier quotations
* Add products to cart
* Place and pay for orders
* Track order status and delivery updates
* Manage personal profile and password

## How to Register a Buyer Account

{% stepper %}
{% step %}

### Access the Registration Page<br>

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FnzNx0HQsOmHrRUSWRXX2%2Fimage.png?alt=media&amp;token=6a0a0b99-e78b-4b1c-bb57-07720a8a85f7" alt=""><figcaption></figcaption></figure>

1. Open the VinaSources homepage
2. Choose Buyer Center
   {% endstep %}

{% step %}

### Enter Registration Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fdii5EROB2mOfzUttRmwJ%2Fimage.png?alt=media&amp;token=bb15dedc-db15-4655-902b-59fff92f6534" alt=""><figcaption></figcaption></figure>

Fill in the required registration details, including:

* Email address
* Password

*(Registration information is used to create your buyer login credentials.)*
{% endstep %}

{% step %}

### Complete Registration

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FVzQZLr13lLEEw4BMxX9a%2Fimage.png?alt=media&amp;token=36a7969f-bd4e-45f9-8f0a-2c0a43a4d635" alt=""><figcaption></figcaption></figure>

1. Submit the registration form
2. Log in using your registered email and password

After successful login, you will be directed to the Buyer Center.
{% endstep %}
{% endstepper %}

### What Happens After Registration

* Your Buyer account is created immediately
* You can access the Buyer Center without additional approval
* Buyer features such as RFQs, cart, orders, and messaging become available
* You can update your profile information at any time from **My Profile**

## Tips & Best Practices

* Choose a Buyer account if you want to source products or request quotations
* Register with a valid email address for order and message notifications
* Complete your profile information after registration for smoother communication
* Use a strong password to protect your account

## Frequently Asked Questions

<details>

<summary>Do I need to register to browse products and suppliers?</summary>

No. Public products and suppliers can be viewed without registration.

</details>

<details>

<summary>Can I send RFQs immediately after registering?</summary>

Yes. Buyer accounts can send RFQs immediately after login.

</details>

<details>

<summary>Can I register as both a Buyer and a Supplier?</summary>

Buyer and Supplier accounts are separate and have different permissions.

</details>

<details>

<summary>Can I switch from a Buyer account to a Supplier account later?</summary>

No. Account permissions are determined at registration and cannot be changed.

</details>

<details>

<summary>Can Suppliers see Buyer-only features?</summary>

No. Buyer-only features are not accessible from Supplier accounts.

</details>


# How to register a Supplier account

## Overview

This guide explains how to register a Supplier account on VinaSources so you can create a company profile, list products, receive RFQs from buyers, and manage orders.

Registering a Supplier account is the first step before publishing products and doing business with buyers on the platform.

## Purpose

A Supplier account is designed for users who want to list products and sell to buyers on VinaSources. With a Supplier account, you can:

* Create and manage a company profile
* Submit company profile for approval
* Create and manage product listings
* Submit products for approval before publishing
* Receive and respond to buyer RFQs
* Send quotations to buyers
* Manage incoming orders
* Update shipping fees and shipping methods
* Update order status and tracking information
* Communicate with buyers via messaging
* View product and order statistics on the dashboard

## How to Register a Supplier Account

{% stepper %}
{% step %}

### Access the Registration Page

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F1c6kc9yttMz3O8ro66m8%2Fimage.png?alt=media&amp;token=06ed86a2-31c7-4ee1-98b4-04e2d8d7b33f" alt=""><figcaption></figcaption></figure>

1. Open the VinaSources homepage
2. Choose button Become a Supplier
   {% endstep %}

{% step %}

### Enter Registration Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fh4eqXdW7Pj6MokFmsfCP%2Fimage.png?alt=media&amp;token=d847cb03-ed7d-4d9e-b407-b3348101be35" alt=""><figcaption></figcaption></figure>

Fill in the required registration details, including:

* Email address
* Password

These details will be used to create your Supplier login credentials.
{% endstep %}

{% step %}

### Complete Registration

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FUl4FSs5dWd0d8YwBApty%2Fimage.png?alt=media&amp;token=b0e762bb-2061-4967-9c56-d6823652fc48" alt=""><figcaption></figcaption></figure>

1. Enter OTP code sent to your inputted email address
2. Fill the Company profile form and submit&#x20;

After logging in successfully, you will be directed to the Supplier Center.
{% endstep %}
{% endstepper %}

### What Happens After Registration

* Your Supplier account is created immediately
* You can access the Supplier Center
* You can create products, but publishing products on the Homepage is disabled until your Company Profile is approved          &#x20;

## How Supplier Account Approval Works

* Supplier registration creates a Supplier user account
* Publishing products is disabled by default
* Once your Company Profile is approved: Product publishing is enabled and your company information becomes visible on the VinaSources homepage

## Tips & Best Practices

* Choose a Supplier account if you want to list products and receive orders
* Prepare company information before completing your profile
* Ensure all required fields are completed before submitting for review
* Use accurate contact information so buyers can reach you easily
* Submit your Company Profile as early as possible to avoid delays

## Frequently Asked Questions

<details>

<summary>Can I receive RFQs before my Company Profile is approved?</summary>

You can receive RFQs only after your products are published, which requires Company Profile approval.

</details>

<details>

<summary>Can I edit my Company Profile after submission?</summary>

Yes. You can update your profile, but changes may require review again.

</details>

<details>

<summary>Can I switch from a Buyer account to a Supplier account later?</summary>

No. Account permissions are determined at registration and cannot be changed.

</details>

<details>

<summary>Can I register both account types?</summary>

Buyer and Supplier accounts are managed separately and have different access rights.

</details>

<details>

<summary>Can Suppliers see Buyer-only features?</summary>

No. Buyer-only features are not accessible from Supplier accounts.

</details>


# How to browse products & suppliers on public Homepage

## Overview

This guide explains how users can browse products and suppliers on the VinaSources public homepage without logging in.

The public homepage allows anyone to explore available products and supplier information before deciding to register or sign in.

## Purpose

Browsing the public homepage helps you to:

* Explore available products on VinaSources
* View supplier profiles and basic information
* Understand what types of products and suppliers are available       &#x20;

## How to Browse Products and Suppliers Without Login

### A. Access the VinaSources Homepage

1. Open the VinaSources website
2. You will land on the public homepage automatically         &#x20;

No account or login is required at this step.

### B. Search for Products

1. Enter a product name into the search bar
2. Submit the search
3. View the product results displayed&#x20;
4. Access product detail pages     &#x20;

If you wish to favorite products, send RFQs, or add products to cart, you have to login as a buyer      &#x20;

### C. Search for Suppliers

1. Enter a supplier name into the search bar
2. Submit the search
3. View the supplier results displayed
4. View supplier company profile and thier published products

If you wish to follow or chat with suppliers, you have to log in as a buyer

### How Public Browsing Works

* Only approved and published products are visible on the public homepage
* Only approved supplier profiles are displayed
* Information shown on the public homepage is read-only
* Interactive features are disabled until you log in            &#x20;

## Tips & Best Practices

* Use clear and specific keywords when searching
* Search by product name when looking for specific items
* Search by supplier name if you already know the company
* Combine searching with browsing to explore related products or suppliers

## Frequently Asked Questions

<details>

<summary>Do I need an account to browse products and suppliers?</summary>

No. Public browsing is available without registration or login.

</details>

<details>

<summary>Can I see supplier contact details without logging in?</summary>

No. Supplier contact information is visible only to logged-in buyers.

</details>

<details>

<summary>Are all products visible on the public homepage?</summary>

Only products that have been approved and published are displayed.

</details>


# Buyer center


# Buyer center overview

## Overview

The Buyer Center is the main workspace for Buyers on VinaSources after logging in.

It is designed as a centralized dashboard where Buyers can manage all sourcing-related activities, monitor progress, and communicate with Suppliers throughout the sourcing lifecycle.

This article explains what the Buyer Center is, how to access it, and what modules it includes.

## Purpose

The Buyer Center helps Buyers:

* Access all sourcing activities in one centralized workspace
* Navigate the sourcing process in a structured way
* Monitor RFQs, orders, and communications in real time
* Manage account-related information securely

## How to Access the Buyer Center

1. Log in to your Buyer account on VinaSources
2. After successful login, you are directed to the Buyer Center
3. You can navigate between Buyer Center modules using the main menu

## Buyer Center Modules

The Buyer Center consists of the following modules:

### Home Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FTpgSV2VQSKpcfEeDaRjG%2Fimage.png?alt=media&amp;token=a2918e7f-1c30-4b36-8a8a-cb8e9b07f8a9" alt=""><figcaption></figcaption></figure>

The Home module allows you to:

* View recently browsed products
* View favorite products
* View suppliers you are following
* Search, sort, and manage saved items

### RFQ (Request for Quotation) Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FPZiGbSdlyop9JQhnBDH7%2Fimage.png?alt=media&amp;token=47f4789e-6116-4f07-b77f-0e55fbec140c" alt=""><figcaption></figcaption></figure>

The RFQ module allows you to:

* Create and send RFQs to suppliers
* View RFQs you have sent
* Review supplier quotations
* Tag supplier quotations as *Unsorted*, *Interested*, or *Ignored*
* Chat with suppliers about RFQs
* Close or delete RFQs

### Cart Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fd6nw72XxUTgBXdWjepV7%2Fimage.png?alt=media&amp;token=87728498-796e-46bb-8139-ee1149ecba99" alt=""><figcaption></figcaption></figure>

The Cart module allows you to:

* View products added to your cart
* Manage quantities according to MOQ rules
* Group products by supplier
* Select products for checkout
* Chat with suppliers before placing orders                 &#x20;

### Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FVQO3mpRelP4VPFcM3jtB%2Fimage.png?alt=media&amp;token=13d495b0-4b48-4436-b001-d589a0ddf92f" alt=""><figcaption></figcaption></figure>

The Order module allows you to:

* View orders you have placed
* Track order status from creation to delivery
* Pay for orders after shipping fees are updated
* View shipping, tracking, and order timeline information
* Communicate with suppliers about orders

### Message Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FJpv6Y8YIa35Kw6xxxKAc%2Fimage.png?alt=media&amp;token=6cfffa15-1692-4e6e-9c14-bbb545c82a92" alt=""><figcaption></figcaption></figure>

The Message module allows you to:

* View conversations with suppliers
* Send and receive messages and files
* Search conversations
* See unread message notifications         &#x20;

### My Profile Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FbWjv8rt4Oa1aCHMl5Ebg%2Fimage.png?alt=media&amp;token=509fea68-58be-4606-98d6-eec5a9d054b4" alt=""><figcaption></figcaption></figure>

The My Profile module allows you to:

* View and update your account information
* Update contact details and address
* Upload a profile picture
* Change your account password        &#x20;

### How Buyer Actions Work Together

* Buyer actions follow a structured workflow:
  * &#x20;Browse → RFQ (optional) → Cart → Order → Payment → Tracking
* Some actions depend on system status:
  * Orders can only be paid after shipping fees are updated
  * Orders can only include products from one supplier

### Tips & Best Practices

* Save products and suppliers to organize sourcing
* Use RFQs when pricing or specifications are not fixed
* Review shipping fees before payment
* Monitor order status regularly after payment
* Use messaging within Buyer Center to keep communication organized

### Frequently Asked Questions

<details>

<summary>Do I need to complete my profile before using Buyer Center?</summary>

No. You can use Buyer Center features immediately, but completing your profile helps with communication and orders.

</details>

<details>

<summary>Can I place an order without sending an RFQ?</summary>

Yes. RFQs are optional. You can place orders directly from published products.

</details>

<details>

<summary>Can I contact suppliers before placing an order?</summary>

Yes. You can chat with suppliers after logging in.

</details>

<details>

<summary>Can I manage multiple orders at the same time?</summary>

Yes. You can view and manage all your orders in the Order module.

</details>


# Buyer center Home

## Overview

This guide explains how buyers can view recently browsed products, favorite products, following suppliers, written reviews in Home module on Buyer center VinaSources.&#x20;

## Purpose

The Home module helps you revisit and keep track of your interested products, suppliers, reviews without needing to search again.        &#x20;

## How to View Favorite Products and Suppliers

{% stepper %}
{% step %}

### Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FyWqKp52pwvPjDSJXimWx%2Fimage.png?alt=media&amp;token=35d1a059-e011-4d19-9f91-d4bbb92dbf4e" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources
2. Access the Buyer Center&#x20;
   {% endstep %}

{% step %}

### Open the Home Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fu2TLg6GRRVxZNFGAitqW%2Fimage.png?alt=media&amp;token=68742204-bb61-47cd-8f6c-7caa1cc70234" alt=""><figcaption></figcaption></figure>

1. From Buyer Center, select Home
2. Locate the section that you want to view the full list. Those sections are: browsed products, favorite products, following suppliers, written reviews.   &#x20;
   {% endstep %}

{% step %}

### View Product Details

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FdjmwyDNdS7hfNy9PQNDr%2Fimage.png?alt=media&amp;token=ae550394-7dbe-4d36-80c4-ca4242aef9ec" alt=""><figcaption></figcaption></figure>

1. Click on any product, supplier, review of the list
2. You will be redirected to the detail page in Homepage
   {% endstep %}
   {% endstepper %}

### How the Lists Work

* The lists are linked to your Buyer account and everytime you mark favorite a product or supplier; browse a product or write a review the record will be added to your list automatically.&#x20;
* The records in the lists are displayed in chronological order.     &#x20;

## Tips & Best Practices

* Use recently browsed products to continue product comparison
* Favorite products or suppliers from the list if you want to save them long-term

## Frequently Asked Questions

<details>

<summary>Do I need to favorite a product for it to appear in recently browsed?</summary>

No. Products appear automatically when you view them.

</details>

<details>

<summary>Can suppliers see my recently browsed products?</summary>

No. Recently browsed products are visible only to your Buyer account.

</details>

<details>

<summary>Why don’t I see a product I viewed earlier?</summary>

The product may have been unpublished or removed, or it was viewed while not logged in.

</details>


# RFQ (Request for Quotation)


# What is an RFQ and when should you use it?

## Overview

This article explains what an RFQ (Request for Quotation) is on VinaSources and when buyers should use it during the sourcing process.

An RFQ allows buyers to request pricing and commercial terms from multiple suppliers for a specific product requirement.

RFQ is part of a flexible sourcing journey, where buyers can:

* Send RFQs to multiple suppliers
* Chat directly with suppliers or admin
* Or proceed directly to placing an order
* RFQ is no longer mandatory before creating an order         &#x20;

## Purpose

Using an RFQ helps you to:

* Request quotations from multiple suppliers at once
* Compare pricing, lead time, and terms efficiently
* Clearly communicate product requirements
* Make informed sourcing decisions before placing an order             &#x20;

## What is an RFQ?

An RFQ (Request for Quotation) is a request created by a buyer to ask suppliers for pricing and terms for a specific product.

An RFQ typically includes:

* Product name and category
* Purchase quantity
* Target price or budget
* Trade terms
* Shipping method and destination
* Lead time
* Payment terms
* Product details and reference files (if any)

Supplier matching ensures that your RFQ is delivered only to suppliers whose products and capabilities align with the category the buyers select.

## When Should You Use an RFQ?

You should use an RFQ when:

* Pricing is not fixed or publicly listed
* You need quotations from multiple suppliers
* You want to compare different supplier offers
* You have specific product requirements or custom details
* You need to confirm lead time, shipping, or payment terms before ordering  &#x20;

## How RFQs Work?

1. A buyer creates and submits an RFQ
2. The system sends the RFQ to matching suppliers
3. Suppliers review the RFQ and submit quotations
4. The buyer reviews and manages supplier responses
5. The buyer may communicate with suppliers or proceed to an order             &#x20;

Multiple suppliers can respond to a single RFQ.          &#x20;

## Tips & Best Practices

* Choose the correct product category to reach relevant suppliers
* Review product categories on the homepage before creating an RFQ
* Provide clear and detailed requirements to receive accurate quotations
* Upload reference files when available
* Review quotations before closing an RFQ            &#x20;

## Frequently Asked Questions

<details>

<summary>Do I need to send an RFQ before placing an order?</summary>

No. RFQs are optional. You can place orders directly from published products.

</details>

<details>

<summary>Can I send the same RFQ to all suppliers?</summary>

RFQs are sent automatically to suppliers whose categories match your RFQ.

</details>

<details>

<summary>How many quotations can I receive for one RFQ?</summary>

You may receive responses from multiple suppliers.

</details>

<details>

<summary>Can I choose specific suppliers to receive my RFQ?</summary>

No. RFQs are sent automatically to suppliers based on product category.

</details>

<details>

<summary>What if I choose the wrong product category?</summary>

Your RFQ may be sent to irrelevant suppliers or receive fewer responses. In this case, you should delete the RFQ and create a new one with the correct category.

</details>


# How to create and submit an RFQ

## Overview

This guide walks you through how to create and submit an RFQ (Request for Quotation) on VinaSources, step by step.

Submitting an RFQ allows you to send your product requirements to multiple suppliers at once and receive quotations for comparison.

## Purpose

Creating and submitting an RFQ helps you to:

* Request pricing and terms from relevant suppliers
* Communicate detailed product requirements clearly
* Compare multiple supplier quotations
* Make informed sourcing decisions before placing an order             &#x20;

## How to Create and Submit an RFQ

{% stepper %}
{% step %}

### Step 1: Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F5904tONnXr0eztkw6io6%2Fimage.png?alt=media&amp;token=ad868dda-7691-4729-8de7-bf5b42fc66c2" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources

RFQs can be created only by logged-in Buyer accounts.
{% endstep %}

{% step %}

### Step 2: Open the RFQ Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FFFY1NSAHcljDmuatjy3k%2Fimage.png?alt=media&amp;token=3687ab89-b542-4edd-999a-d6e1110b4565" alt=""><figcaption></figcaption></figure>

1. Click Request for Quotations (RFQ)

You will be taken to the RFQ creation form.
{% endstep %}

{% step %}

### Step 3: Enter Company and Contact Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FFQniKI3vqG9zmQXsJd8i%2Fimage.png?alt=media&amp;token=2419ec71-7277-49a4-a4f2-7a73bafaa0b8" alt=""><figcaption></figcaption></figure>

Fill in the required fields:

* **Company name:** Company name of the buyer
* **Work email:** Work email of the buyer so the supplier or VinaSources can contact

This information helps suppliers understand who is submitting the RFQ.
{% endstep %}

{% step %}

### Step 4: Enter Product Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FdOLai9tUtBGvXS92eWFY%2Fimage.png?alt=media&amp;token=e9e796e1-1d1f-4050-8bb4-bbe850543b63" alt=""><figcaption></figcaption></figure>

Provide detailed product requirements, including:

* **Product name:** Name of the product. Will be used to mainly identify RFQ on buyer and supplier list &#x20;
* **Category:** Category of the product. Will be used to send to suppliers with relevant product categories

Choosing the correct product category ensures your RFQ reaches relevant suppliers.
{% endstep %}

{% step %}

### Step 5: Enter Quantity and Pricing Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FGDP2Jh2PjF78c2YMgetD%2Fimage.png?alt=media&amp;token=b408f376-3b3c-452b-b27b-fe9e265326c0" alt=""><figcaption></figcaption></figure>

Provide pricing information, including:

* **Purchase quantity:** Quantity of the product that the buyer is going to purchase and its unit
* **Target unit price:** Proposed product price per unit and the currency
* **Maximum budget (if applicable):** Expected maximum budget of the request
* **Trade terms:** Incoterm of the request

This helps suppliers prepare accurate quotations.
{% endstep %}

{% step %}

### Step 6: Enter Request Details and Files

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FICnmpVnK7IVkMnAqwS9n%2Fimage.png?alt=media&amp;token=c9d805b6-f650-4764-8434-c3d91ef4b0f2" alt=""><figcaption></figcaption></figure>

Provide request details and files, including:

* **Details:**  Request details, request requirements, product description
* **Upload product images or files:** Upload additional files, images or the product, request
  {% endstep %}

{% step %}

### Step 7: Enter Trade and Shipping Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FMxB2jdcT7yhRHXBtVMme%2Fimage.png?alt=media&amp;token=13f9010a-2b23-4684-b296-7ecde77f21db" alt=""><figcaption></figcaption></figure>

Provide the following details:

* **Shipping method:** How the goods will be shipped, including (e.g., air freight, sea freight)&#x20;
* **Destination port:** Where the shipment should arrive (for ocean/rail—e.g., “Los Angeles Port” / “Hamburg Port”)
* **Lead time:** The time between order confirmation (or PO receipt) and when the goods are ready to ship
* **Payment Terms:** The agreed payment schedule/conditions&#x20;

These details define delivery expectations and logistics requirements.
{% endstep %}

{% step %}

### Step 8: Review and Submit the RFQ

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FVm1qFrBrea0Z49NoU3Ds%2Fimage.png?alt=media&amp;token=22740807-b6c1-4625-955e-116963cc3537" alt=""><figcaption></figcaption></figure>

1. Review all entered information carefully
2. Click Submit   &#x20;

Once submitted:

* The RFQ is sent to suppliers whose product categories match your RFQ
* The RFQ appears in your RFQ list
* Suppliers can begin responding with quotations
  {% endstep %}
  {% endstepper %}

## How RFQ Submission Works

* RFQs are distributed automatically based on product category
* All supplier responses are collected in the RFQ details page
* RFQ information cannot be edited after submission          &#x20;

## Tips & Best Practices

* Provide clear and complete product details to receive accurate quotations
* Upload reference images or documents when available
* Double-check category selection before submitting
* Review RFQ responses and tag them for easier comparison

## Frequently Asked Questions

<details>

<summary>How many suppliers will receive my RFQ?</summary>

Your RFQ is automatically sent to suppliers whose product categories match your RFQ.

The number of suppliers may vary depending on category availability and supplier eligibility at the time of submission.

</details>

<details>

<summary>How long does it usually take to receive quotations?</summary>

Response time depends on supplier availability and the complexity of your requirements.

In most cases, buyers start receiving quotations within 1–3 business days after submission.

</details>

<details>

<summary>Will suppliers see my company and contact details?</summary>

Yes. Suppliers can view the company name and work email provided in the RFQ.

This information helps suppliers assess project fit and respond with more relevant quotations.

</details>

<details>

<summary> What should I do if I receive too many or irrelevant quotations?</summary>

You can:

* Review quotation details on the RFQ details page
* Use tags or notes to organize and compare responses
* Close the RFQ once you have shortlisted suitable suppliers
* This helps prevent further responses and keeps your RFQ list manageable

</details>

<details>

<summary>Can I submit multiple RFQs for different products or requirements?</summary>

Yes. You can create and submit multiple RFQs, each with different products, quantities, or specifications.

We recommend creating one RFQ per distinct product requirement for clearer supplier responses.

</details>


# How to manage an RFQ

## Overview

This article explains how buyer can manage RFQ (Request for Quotation) responses from suppliers by viewing, marking and deleting the responses.\
Understanding RFQ responses helps you compare supplier offers accurately before making sourcing decisions.

## Purpose

Understanding RFQ responses allows you to:

* Review quotations from multiple suppliers
* Compare pricing, lead time, and terms
* Organize supplier responses by marking the record as Interested or Ignored&#x20;
* Communicate with suppliers before placing orders             &#x20;

## What Is an RFQ Response?

An RFQ response is a quotation submitted by a supplier in reply to your RFQ.

Each response contains commercial and product information based on the requirements you submitted in the RFQ.

## What Information Is Included in an RFQ Response?

An RFQ response typically includes:

* Supplier information
* Quoted unit price
* Available quantity
* Lead time
* Trade terms
* Shipping method (if provided)
* Payment terms

The RFQ details you submitted are displayed alongside supplier quotation information for reference.

## How to Manage RFQ Responses

{% stepper %}
{% step %}

### Open the RFQ Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fg8aHrQlSJEV4xpJ8DrZ6%2Fimage.png?alt=media&amp;token=c24bff4f-8454-4205-b192-3accac8aa171" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account
2. Go to Buyer Center → RFQ
3. Select an RFQ with supplier responses
   {% endstep %}

{% step %}

### View Supplier Quotations

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FawhWnUCEfmWJhSIaoTcM%2Fimage.png?alt=media&amp;token=2289f5ef-b6e9-4f83-aeb7-2f1ca13c7084" alt=""><figcaption></figcaption></figure>

1. All quotations from the suppliers can be opened to view detailed information
2. You can compare multiple quotations within the same RFQ
   {% endstep %}

{% step %}

### Assign a Status to a Quotation

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FSMkjc76W7Vamgs2SZnRS%2Fimage.png?alt=media&amp;token=c5601129-8c98-492c-b995-9cf3d0fc2ae8" alt=""><figcaption></figcaption></figure>

* New quotations are marked as Unread by default, when viewed by the buyers the quotations' status will be updated to Read
* For each supplier quotation, the buyer can mark one of the following statuses:
  * Interested: Quotations you want to consider further
  * Ignored: Quotations you do not want to consider   &#x20;
    {% endstep %}
    {% endstepper %}

## How RFQ Responses Work

* Multiple suppliers may respond to a single RFQ
* Supplier responses are collected and displayed independently in the RFQ details page
* Suppliers cannot see other suppliers’ quotations, which tags the buyers assigned to their quotations or whether the quotations have been viewed or not

## Deleting RFQ&#x20;

Apart from organizing the quotations by assigining tags and chatting directly with suppliers or VinaSources admin to find the most suitable quotation. The buyers can also delete the RFQ permanently if they do not want to receive more suppliers' quotations or if they have found the preferred quotation. After deleting the RFQ, the suppliers can not view the RFQ details and send their response.

## Tips & Best Practices

* Review all RFQ responses before tagging them
* Compare quotations using the same RFQ reference data
* Use messaging to clarify unclear details
* Tag responses consistently to simplify decision-making
* Delete RFQs after you have found the suppliers or when the RFQ is no longer relevant

## Frequently Asked Questions

<details>

<summary>How many RFQ responses can I receive?</summary>

You may receive responses from multiple suppliers for one RFQ.

</details>

<details>

<summary>Can I ask suppliers to update their quotation?</summary>

You can message suppliers to discuss details, but quotation updates depend on supplier actions.

</details>

<details>

<summary>Can suppliers see other suppliers’ responses?</summary>

No. Each supplier can only see their own quotation.

</details>

<details>

<summary>Can I change a quotation from Ignored to Interested?</summary>

Yes. You can update the status at any time before closing the RFQ.

</details>

<details>

<summary>Can suppliers see when I close or delete an RFQ?</summary>

Suppliers will no longer be able to view or respond to the RFQ after it is closed or deleted.

</details>


# Cart & Checkout


# How to add products to cart

## Overview

This guide explains how buyers can add products to the cart on VinaSources in preparation for placing an order.

Adding products to the cart allows you to organize items from suppliers, review quantities, and proceed to checkout when ready.

## Purpose

Adding products to the cart helps buyers to:

* Prepare items for checkout
* Review product details and quantities before ordering
* Organize selected products by supplier
* Begin the order placement process without committing immediately            &#x20;

## How to Add Products to Cart

{% stepper %}
{% step %}

### Step 1: Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FIwbn6IHOab06Y4QO3O40%2Fimage.png?alt=media&amp;token=70644c62-442a-461d-aead-8a9d42ca34b5" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources
2. Make sure you are logged in to use cart features&#x20;
   {% endstep %}

{% step %}

### Step 2: Browse or Search for a Product

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FIT2b65zO2mD0ZELOZBFL%2Fimage.png?alt=media&amp;token=d54853e6-c7f7-45ed-bf5c-ecbef9ba9081" alt=""><figcaption></figcaption></figure>

1. Browse products from the homepage or search results
2. Click on a product to open its product detail page
   {% endstep %}

{% step %}

### Step 3: Select Product Quantity

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FNZTsZASUX41JXtm50rPG%2Fimage.png?alt=media&amp;token=d2e11dac-5b5c-4d6a-bbd6-a7ee95453b39" alt=""><figcaption></figcaption></figure>

1. Review the product information
2. Enter the quantity you want to purchase
3. Ensure the quantity meets the Minimum Order Quantity (MOQ) requirements &#x20;
   {% endstep %}

{% step %}

### Step 4: Add the Product to Cart

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FNgQeMWN1BjifMTkqJkEp%2Fimage.png?alt=media&amp;token=3fb3e34d-e4b8-4f02-a969-ee509c24c201" alt=""><figcaption></figcaption></figure>

1. Click Add to Cart
2. The product is added to your cart successfully        &#x20;

You can continue browsing and add more products as needed.
{% endstep %}
{% endstepper %}

## How Adding to Cart Works

* Each product have its own MOQ (Minium Order Quantity), defined by the supplier
* Quantity of products must be equal to or greater than the MOQ in order to be added to cart&#x20;
* Cart items are saved under the buyer account and remain available until the buyers remove items or place an order
* Adding a product to the cart does not place an order automatically

## How Cart Grouping by Supplier Works

When you add products to your cart on VinaSources:

* Products are automatically grouped by supplier
* Each supplier appears in a separate section within the cart
* Grouping is handled entirely by the system and does not require manual action           &#x20;

This structure directly reflects how orders are created and processed on the platform.

## How Cart Grouping Works with Checkout

* You can add products from multiple suppliers to your cart
* At checkout, you must select products from one supplier only
* After placing an order: Selected products are removed from the cart, products from other suppliers remain available for future checkout &#x20;

## Tips & Best Practices

* Always check the MOQ before adding a product to the cart
* Use the cart to review each supplier’s cart items carefully  before proceeding to checkout
* Use RFQs if your required quantity is different from the listed MOQ
* Contact suppliers if you need clarification on product details or requirements
* Remove items you no longer plan to order to keep your cart organized

## Frequently Asked Questions

<details>

<summary>Can I add products from different suppliers to the cart?</summary>

Yes. You can add products from multiple suppliers to the cart. However, checkout must be completed separately for each supplier.

</details>

<details>

<summary>Does adding a product to the cart reserve stock?</summary>

No. Adding a product to the cart does not reserve stock or guarantee availability.

</details>

<details>

<summary>Can I place a single order with products from multiple suppliers?</summary>

No. Each order can include products from only one supplier.

</details>

<details>

<summary>Can I order less than MOQ?</summary>

No. Each products in orders must meet or exceed the MOQ set by the supplier.

</details>


# How to place an order

## Overview

This guide explains how checkout works on VinaSources and why each order can include products from only one supplier.

Understanding this rule helps you place orders correctly and avoid checkout issues.

## Purpose

Understanding how checkout works allows you to:

* Complete orders without errors
* Know why products are separated by supplier
* Prepare orders efficiently
* Understand how payments, shipping, and fulfillment are handled

## How Checkout Works on VinaSources

Checkout on VinaSources follows a one supplier per order rule. Which means:

* You can add products from multiple suppliers to your cart
* You must check out products from one supplier at a time
* Each checkout creates one order for one supplier     &#x20;

## Checkout Process

{% stepper %}
{% step %}

### Step 1: Add Products to Cart

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FMpc1LCNLkEWp4FhtSP25%2Fimage.png?alt=media&amp;token=25ef8e20-d8e3-47c7-a14e-3fc77fda0173" alt=""><figcaption></figcaption></figure>

* Add products from one or more suppliers to your cart
* Products are automatically grouped by supplier
  {% endstep %}

{% step %}

### Step 2: Select Products from One Supplier

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fe9kTcdFJR2er0jt6MUmo%2Fimage.png?alt=media&amp;token=d831ef01-320d-4aa2-9286-28439493023f" alt=""><figcaption></figcaption></figure>

* In the cart, select products under one supplier group
* Products from other suppliers remain unselected   &#x20;
  {% endstep %}

{% step %}

### Step 3: Proceed to Checkout

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F0AVVKmQfR1xk4dC4bbf1%2Fimage.png?alt=media&amp;token=df992422-771b-4961-b2b1-ee68485f1a84" alt=""><figcaption></figcaption></figure>

* Click Checkout for the selected supplier’s products
* Review order summary and product details   &#x20;
  {% endstep %}

{% step %}

### Step 4: Place the Order

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FiV8IsgnM6bpL7T2tZyVY%2Fimage.png?alt=media&amp;token=25196628-9cee-4c13-a609-1e556089685c" alt=""><figcaption></figcaption></figure>

* Enter shipping address information
* Add notes to the supplier if needed
* Submit the order          &#x20;

After submission:

* An order is created with status Created
* Selected products are removed from the cart
* Products from other suppliers remain in the cart           &#x20;
  {% endstep %}
  {% endstepper %}

## Tips & Best Practices

* Review cart items by supplier before checkout
* Complete checkout for one supplier before ordering from another
* Check quantities and MOQ requirements before placing an order
* Use cart chat to clarify details with suppliers if needed            &#x20;

## Frequently Asked Questions

<details>

<summary>Why can’t I check out products from different suppliers together?</summary>

Each supplier manages their own pricing, shipping, and fulfillment, so orders must be placed separately.

</details>

<details>

<summary>What happens to products from other suppliers in my cart after checkout?</summary>

They remain in your cart and can be checked out later.

</details>

<details>

<summary>Can I merge orders from different suppliers?</summary>

No. Orders from different suppliers are processed separately and cannot be merged.

</details>


# How to manage orders after placing

## Overview

This article explains what happens after you place an order on VinaSources, including order status changes, supplier actions, and next steps for payment and delivery.

Understanding the post-order process helps you know what to expect and what actions are required from you.

## Purpose

Knowing what happens after placing an order helps you:

* Track your order correctly
* Understand order status updates
* Know when payment is required
* Follow the delivery progress

## What Happens After You Place an Order

After you complete checkout, your order follows a defined workflow.

{% stepper %}
{% step %}

### Step 1: Order Is Created

* After checkout, an order is created with status Created
* The order appears in your Order module
* Products selected for checkout are removed from your cart            &#x20;

At this stage:

* Shipping fee has not been added yet
* Payment is not available yet   &#x20;
  {% endstep %}

{% step %}

### Step 2: Supplier Reviews the Order

* The supplier reviews your order details
* The supplier updates:
  * Shipping method
  * Shipping fee
* Once shipping information is added:
  * Order status changes to Unpaid   &#x20;
    {% endstep %}

{% step %}

### Step 3: Buyer Pays for the Order

* You review the updated order summary
* You select a payment method
* You complete payment

After payment:

* Order status progresses to the next stage
* The order is confirmed
  {% endstep %}

{% step %}

### Step 4: Order Enters Production

* The supplier begins preparing the order
* Order status changes to In production                &#x20;

During this stage:

* You can view order updates
* Production details are managed by the supplier
  {% endstep %}

{% step %}

### Step 5: Order Is Shipped

* The supplier ships the order
* The supplier provides tracking information
* Order status changes to In transit

Tracking details are displayed in the order timeline.
{% endstep %}

{% step %}

### Step 6: Order Is Delivered

* The buyer confirms receiving the items as agreed
* Order status changes to Completed
  {% endstep %}
  {% endstepper %}

## How Order Status Updates Work

Orders follow this status sequence:\
**Created → Unpaid → Paid → In production → In transit → Completed**

* All status changes are recorded in the order timeline
* Buyers can view status updates in real time
* Status changes are controlled by system rules and supplier actions

## Tips & Best Practices

* Monitor your order status regularly
* Review shipping fees before making payment
* Use messaging to clarify questions with the supplier
* Keep the order ID for reference

## Frequently Asked Questions

<details>

<summary>Why can’t I pay immediately after placing an order?</summary>

Payment becomes available only after the supplier adds shipping information.

</details>

<details>

<summary>Can I cancel my order after placing it?</summary>

Orders can be deleted only in certain statuses. Check the Order module for available actions.

</details>

<details>

<summary>How will I know when my order is shipped?</summary>

The order status will change to *In transit*, and tracking information will appear in the order details.

</details>


# Order


# Understanding order statuses

## Overview

This article explains the order statuses on VinaSources, from the moment an order is created until it is delivered.

Understanding order statuses helps you track progress, know when actions are required, and understand what is happening at each stage of your order.

## Purpose

Understanding order statuses allows you to:

* Track your order accurately
* Know when payment is required
* Understand supplier progress
* Avoid confusion during production and delivery               &#x20;

## Order Status Flow

Orders on VinaSources follow a fixed status sequence:

**Created → Quoted → Paid → In production → Verifying → Shipped → Completed**\
An order can also move to **Cancelled** if deleted by buyer, supplier before paying of automatically cancelled by the system.

### Created

{% tabs %}
{% tab title="What it means" %}

* The buyer has placed an order and submitted the shipping address.
* The order has been created, but the supplier has not yet updated quotation-related information.
* The supplier must update the order within 3 days to avoid order automatically cancelled.
  {% endtab %}

{% tab title="What the supplier needs to update" %}

* Lead time for item(s)
* Shipping information
* Shipping price
* Incoterm service (FOB or EXW)            &#x20;
  {% endtab %}

{% tab title="What buyers can do" %}

* View order details
* Wait for supplier quotation update
  {% endtab %}
  {% endtabs %}

### Quoted

{% tabs %}
{% tab title="What it means" %}

* The supplier has updated the required order information.
* The order is now ready for buyer payment.  &#x20;
  {% endtab %}

{% tab title="What happens at this stage" %}

* Lead time, shipping info, shipping price, and incoterm are available.
* The buyer can review the full order information before payment.         &#x20;
  {% endtab %}

{% tab title="What buyers can do" %}

* Review the quotation details
* Proceed with full payment          &#x20;
  {% endtab %}
  {% endtabs %}

### Paid

{% tabs %}
{% tab title="What it means" %}

* The buyer has completed payment for the full order amount.
  {% endtab %}

{% tab title="What happens at this stage" %}

* VNS records the order as paid and holds 100% of the order value.
* Supplier-side payout milestones will begin based on system rules.
  {% endtab %}

{% tab title="What buyers can do" %}

* View payment confirmation
* Track the next status updates
  {% endtab %}
  {% endtabs %}

### In production

{% tabs %}
{% tab title="What it means" %}

* The supplier has started production or order preparation.
  {% endtab %}

{% tab title="What happens at this stage" %}

* Production is in progress.
* The order is moving toward shipment preparation.
  {% endtab %}

{% tab title="What buyers can do" %}

* Monitor the order status
* Use order chat if they need clarification
  {% endtab %}
  {% endtabs %}

### Verifying

{% tabs %}
{% tab title="What it means" %}

* The supplier has uploaded shipment documents.
* The documents are waiting for verification by VNS/Admin.
  {% endtab %}

{% tab title="What happens at this stage" %}

* Shipment cannot be finalized until the uploaded documents are reviewed.
* If documents are incomplete or invalid, the supplier may be asked to upload them again.
  {% endtab %}

{% tab title="What buyers can do" %}

* View current order status
* Wait for document verification to be completed
  {% endtab %}
  {% endtabs %}

### Shipped

{% tabs %}
{% tab title="What it means" %}

* VNS/Admin has verified the shipment documents.
* The order has been handed over for shipping.
  {% endtab %}

{% tab title="What happens at this stage" %}

* The order is considered shipped.
* Supplier payout milestones may continue at this stage.
  {% endtab %}

{% tab title="What buyers can do" %}

* Track shipment-related updates
* Continue communicating through order chat if needed
  {% endtab %}
  {% endtabs %}

### Completed

{% tabs %}
{% tab title="What it means" %}

* The buyer has confirmed the order was received as required.
  {% endtab %}

{% tab title="What happens at this stage" %}

* The order is completed in the system.
* A refund support window may remain available for 30 days after completion.
  {% endtab %}

{% tab title="What buyers can do" %}

* Confirm completion
* Submit a refund-related support ticket within the allowed period if needed
* Use the completed order for reviews and records
  {% endtab %}
  {% endtabs %}

### Cancelled

{% tabs %}
{% tab title="What it means" %}

* The order has been cancelled and will not proceed further.
  {% endtab %}

{% tab title="When an order is cancelled" %}

* It is cancelled by the buyer or supplier before Paid status
* The supplier does not update the order from Unquoted to Quoted within 3 days
* Required service agreement steps are not completed within the allowed time after payment
  {% endtab %}

{% tab title="What buyers can do" %}

* View the cancellation details in the order timeline
* Contact support if clarification is needed
  {% endtab %}
  {% endtabs %}

## How Order Status Updates Work

* Status changes are controlled by system rules and supplier actions
* All updates are recorded in the order timeline
* Buyers cannot manually change order status
* Each status must be completed before moving to the next stage

## Tips & Best Practices

* Check your order status regularly
* Pay attention to status changes that require action (Created, Unpaid)
* Use messaging to clarify questions with suppliers
* Keep your order ID for reference

## Frequently Asked Questions

<details>

<summary>Why is my order still in Created status?</summary>

The supplier has not yet added shipping information.

</details>

<details>

<summary>Why can’t I edit my order after payment?</summary>

Orders cannot be edited after payment to ensure accurate production and delivery.

</details>

<details>

<summary>How do I know when my order is delivered?</summary>

The order status will change to *Delivered*, and the update will appear in the order timeline.

</details>


# How to pay for an order

## Overview

This article explains how buyers can pay for an order on VinaSources and when payment becomes available in the order workflow.

Understanding the payment process helps you complete your order smoothly and move it into production.

## Purpose

Paying for an order allows you to:

* Confirm your order with the supplier
* Start production and fulfillment
* Track delivery progress after shipment

## When Can You Pay for an Order?

Payment becomes available only when the order is in **Quoted** status.

An order moves to **Quoted** after the supplier updates all required information, including:

* Lead time for item(s)
* Shipping information
* Shipping price
* Incoterm service (FOB or EXW)

Once these details are provided, the buyer can review the full quotation and proceed with payment.

## How to Pay for an Order

{% stepper %}
{% step %}

### Step 1: Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FDTMNBqbqyyQKnhjJtH7e%2Fimage.png?alt=media&amp;token=c29d8c81-5ab0-4f98-b165-5b8e72d0c8fe" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources
2. Go to the Buyer Center
   {% endstep %}

{% step %}

### Step 2: Open the Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FT0cBFG864Pomm1B3I44H%2Fimage.png?alt=media&amp;token=d9c4cfd7-5dd9-4d50-9768-85c154cd8bb8" alt=""><figcaption></figcaption></figure>

1. Select Order from the Buyer Center menu
2. Locate the order you want to pay for
3. Open the order details page
   {% endstep %}

{% step %}

### Step 3: Review Shipping and Order Details

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FHNPTsxYp9tY2bjppJCC3%2Fimage.png?alt=media&amp;token=9cfbf6c2-4b36-4185-b57c-b4c7990d39b5" alt=""><figcaption></figcaption></figure>

On the order details page, review:

* Products in order
* Shipping method
* Shipping fee
* Total order amount

Make sure all details are correct before proceeding.
{% endstep %}

{% step %}

### Step 4: Complete Payment

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FlE2wYpsGgl4G0zB1iFnb%2Fimage.png?alt=media&amp;token=47c3467f-c135-4b46-a1fb-6d044d2f1d5e" alt=""><figcaption></figcaption></figure>

1. Select the available payment option
2. Confirm the payment

After successful payment:

* Order status changes from **Unpaid** to **Paid**
* The order is confirmed
* The supplier can proceed with production
  {% endstep %}
  {% endstepper %}

## What Happens After Payment

* The supplier begins preparing the order and will update the status to In production
* The supplier and the buyer of the order can not modify the order details
* You can track progress in the Order module

All payment confirmations and updates are recorded in the order timeline.

## Tips & Best Practices

* Review shipping fees carefully before paying
* Confirm order details before completing payment
* Pay promptly to avoid delays in production
* Keep your order ID for reference

## Frequently Asked Questions

<details>

<summary>Why can’t I pay for my order yet?</summary>

The supplier has not added shipping information. Payment becomes available once the order status changes to *Unpaid*.

</details>

<details>

<summary>Can I change my order after paying?</summary>

No. Orders cannot be edited after payment.

</details>

<details>

<summary>What happens if I don’t pay an Unpaid order?</summary>

The order will not proceed to production until payment is completed.

</details>


# How to view order details and track order progress

## Overview

This article explains how buyers can view order progress and order details for their orders on VinaSources.

Viewing order and shipping details helps you verify order information, track progress, and stay informed throughout the order lifecycle.

## Purpose

Viewing order details allows you to:

* Review product and quantity information
* Check shipping method and shipping fees
* Monitor order status and timeline
* Access tracking information when available
* Clarify order details and requirements with supplier via chat

## How to View Shipping and Order Details

{% stepper %}
{% step %}

### Step 1: Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FUdbI2lNUw3QCvqBnTTc5%2Fimage.png?alt=media&amp;token=91a008ca-3162-4ada-855d-0718f435c941" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources
2. Go to the Buyer Center
   {% endstep %}

{% step %}

### Step 2: Open the Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FtbLsAMIdzal5fZ4QhjuJ%2Fimage.png?alt=media&amp;token=fd188962-ea21-4dd0-92e0-337fbb1c9df4" alt=""><figcaption></figcaption></figure>

1. Select Order from the Buyer Center menu
2. Locate the order you want to review
3. Click to open the order details page
   {% endstep %}

{% step %}

### Step 3: View Order details and Chat with supplier

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FLJrxShyjwIUJ9q0ASGGc%2Fimage.png?alt=media&amp;token=d58ef11d-aab8-4e79-bbad-f0064a9f4eba" alt=""><figcaption></figcaption></figure>

* The buyer can view:
  * Current order status
  * Status history and timeline
  * Shipment document verification status (if applicable)
* The buyer can chat with supplier that is responsible for the order via the system built in chat
  {% endstep %}
  {% endstepper %}

## What Information Is Shown in Order Details

{% tabs %}
{% tab title="Order" %}

* Order ID
* Order status
* Order creation date
* Status timeline
  {% endtab %}

{% tab title="Product" %}

* Product names
* Product images
* Ordered quantities
* Product pricing
  {% endtab %}

{% tab title="Shipping " %}

* Shipping method
* Shipping fee
* Shipping address
* Incoterm (FOB or EXW)
* Estimated lead time

Shipping information is added by the supplier during the quotation stage and becomes available when the order reaches **Quoted** status.
{% endtab %}

{% tab title="Payment " %}

* Order total amount
* Payment status

Payment information appears once the order reaches **Quoted** or **Paid** status
{% endtab %}

{% tab title="Shipment" %}

* Shipment documents
* The order moves to **Shipped** status when shipment documents are verified by VinaSources    &#x20;
  {% endtab %}
  {% endtabs %}

## How Order Details Are Updated

* Order and shipping details are updated automatically based on system rules and supplier actions
* Shipment documents are reviewed and verified by VinaSources/Admin before shipment is confirmed
* Buyers cannot edit order or shipping details
* All updates are recorded in the order timeline

## Tips & Best Practices

* Review shipping details before making payment
* Monitor order status regularly
* Use tracking information to plan delivery
* Pay attention to quotation details (lead time, incoterm, shipping cost) before proceeding to payment
* Contact suppliers via messaging if details are unclear

## Frequently Asked Questions

<details>

<summary>Why don’t I see shipping information yet?</summary>

Shipping details are added by the supplier during the quotation process and become visible when the order reaches Quoted status.

</details>

<details>

<summary>Can I change the shipping address after placing an order?</summary>

Order and shipping details cannot be edited after payment.

</details>

<details>

<summary>Can I communicate with suppliers after the order is completed?</summary>

Yes. You can always access the chat inbox with suppliers in the message module on left navigation.

</details>


# How to cancel an order

## Overview

This article explains how buyers can delete orders on VinaSources and when these actions are available during the order lifecycle.

Understanding order deletion rules helps you manage orders correctly and avoid unintended actions.

## Purpose

Cancelling orders allows you to:

* Cancel orders that were created by mistake
* Prevent suppliers from processing unwanted orders

## When You Can Cancel an Order

### Orders in Created Status

* The buyer and supplier can delete the order
* The system will automatically cancel the order if the supplier does not update the order within 3 days

### Orders in Unpaid Status

* The buyer and supplier can delete the order
* The system will automatically cancel the order if the supplier does not update the order within 3 days

### Orders after Paid Status

In special cases, buyers may need to submit a support request (ticket) to VinaSources to cancel the order indirectly

## How to Cancel an Order

{% stepper %}
{% step %}

### Step 1: Log in to Your Buyer Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fbo9oEIfe5oAy6M8UYUv4%2Fimage.png?alt=media&amp;token=34b9f9e7-6f29-4ffb-b886-36210a5dbf8f" alt=""><figcaption></figcaption></figure>

1. Log in to your Buyer account on VinaSources
2. Go to the Buyer Center
   {% endstep %}

{% step %}

### Step 2: Open the Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FtNDTFyAT58CYDKf2Vf5p%2Fimage.png?alt=media&amp;token=3e901448-bcb9-4cb3-878d-e052645a59c9" alt=""><figcaption></figcaption></figure>

1. Select Order from the Buyer Center menu
2. Locate the order you want to manage
3. Open the order details page
   {% endstep %}

{% step %}

### Step 3: Cancel the Order

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FcKyrmEuI1bWweuKl0Sqm%2Fimage.png?alt=media&amp;token=ec818755-88b3-4044-963a-60516b272b7a" alt=""><figcaption></figcaption></figure>

1. If the order is in Created or Unpaid status, select Cancel Order button
2. Confirm the cancellation

Once cancelled:

The order remains visible in order list for both buyer and supplier
{% endstep %}
{% endstepper %}

## Tips & Best Practices

* Review order details carefully before payment
* Delete incorrect orders as early as possible
* Monitor the Unquoted stage to avoid automatic cancellation
* Contact suppliers via messaging before cancelling if clarification is needed
* Use RFQs or cart review to reduce ordering mistakes


# Supplier onboarding


# Supplier account approval proces

## Overview

This article explains the supplier account approval process on VinaSources and what suppliers need to do before their products can be published and made visible to buyers.

Supplier approval ensures that company information is complete and verified before suppliers can actively sell on the platform.

## Purpose

Understanding the supplier approval process helps you:

* Know what steps are required after registration
* Avoid delays in publishing products
* Prepare accurate company information

## Why Profile Approval Is Required

Profile approval is a required step to ensure the quality and reliability of supplier information on VinaSources, including:

* Ensure complete supplier information, reduce confusion for buyers
* Ensure published products are backed by approved supplier
* Protect buyers from incomplete or misleading product, supplier information
* Maintain platform consistent standards

## When Supplier Approval Is Required

Supplier company profile approval is required after registering a Supplier account and before publishing products. After registration you can log in to the Supplier Center and edit your Company Profile.

## Supplier Account Approval Process

{% stepper %}
{% step %}

### Step 1: Register a Supplier Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FbdKj0Taerx5m1aaaoKz3%2Fimage.png?alt=media&amp;token=55d98b35-bf22-4db7-afa7-173adb95a996" alt=""><figcaption></figcaption></figure>

* Register using a valid email and password
* Verify email by entering verifiration code sent to the inputted email
  {% endstep %}

{% step %}

### Step 2: Complete the Company Profile

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F1kopflcmaX8qnb5w4Nwz%2Fimage.png?alt=media&amp;token=801aa028-9191-4bee-9194-5ec4da61fa93" alt=""><figcaption></figcaption></figure>

In the Supplier Center, complete your Company Profile, including:

* Company name
* Business information
* Contact details

All required fields must be completed before submission.
{% endstep %}

{% step %}

### Step 3: Submit the Company Profile for Review

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FqNeZ5pa2j74QZT4n8Ldr%2Fimage.png?alt=media&amp;token=ad92c386-8905-4e89-8c1f-a7547c2f8b2b" alt=""><figcaption></figcaption></figure>

* After completing the Company Profile, submit it for approval
* The profile status changes to In Review

At this stage:

* Products cannot be published
* Profile information is under review
  {% endstep %}

{% step %}

### Step 5: Approval Completed

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fxh7naEypBLLEceHDVE7S%2Fimage.png?alt=media&amp;token=f01a4bc6-9409-4682-9f39-c5adcfdcb232" alt=""><figcaption></figcaption></figure>

If approved:

* Company Profile of supplier becomes visible on the Homepage
* The supplier can publish products, receive orders and receive RFQs
* The supplier can update the company profile and resubmit for approval anytime

If rejected:

* Company Profile of supplier is hidden on the Homepage
* The supplier cannot publish products
* The supplier may need to update and resubmit company profile before any inforation display on Homepage publicly
  {% endstep %}
  {% endstepper %}

## What Company Profile Status Means

Company visibility and publishing permissions depend on your profile status.

* **Pending:** Company profile is incomplete or not submitted. Supplier can not publish products&#x20;
* **In review:** Company profile submitted and under review. Supplier can not publish products&#x20;
* **Approved:** Company profile approved and active. Supplier can publish products&#x20;
* **Rejected:** Company profile rejected and needs resubmit. Supplier can notpublish products&#x20;

## Tips & Best Practices

* Provide clear and accurate company information before submission
* Submit your profile as early as possible

## Frequently Asked Questions

<details>

<summary>Can I edit my Company Profile after submission?</summary>

Yes, but changes require another review.

</details>

<details>

<summary>Can I publish products before completing my company profile?</summary>

No. Product publishing is disabled until your profile is completed and approved.

</details>

<details>

<summary>What are the common reasons profiles are rejected</summary>

* Company description does not clearly explain what the company does
* Product scope is unclear
* Email, phone number are invalid or unreachable

</details>

<details>

<summary>Will my account be disabled if my profile is rejected?</summary>

No. You can update and resubmit your profile.

</details>


# Understanding supplier dashboard statistics

## Overview

This article explains the statistics shown on the Supplier Dashboard on VinaSources. These dashboard cards help you quickly understand how many products you have and where they are in the publishing workflow (Draft → Pending → Approved → Published → Rejected).

## Purpose

Supplier dashboard help you to:

* Track how many products are live (Published) and which products need action (Draft / Pending / Rejected)
* View most recently created products and create new product

## Where to Find Supplier Dashboard Statistics

1. Log in to your Supplier account
2. Open your Dashboard

At the top of the page, you’ll see a row of statistic cards and a list of most recently created products

### Dashboard Cards

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FarhBiPbZtDea6LetOsx8%2Fimage.png?alt=media&amp;token=67fd9cab-120a-4e84-8467-6d47163c4066" alt=""><figcaption></figcaption></figure>

* **Total Products:** The total number of products in your account (across all statuses).
* **Draft:** Products saved as draft but not submitted for review.
* **Pending:** Products that have been submitted for approval and are waiting for review.
* **Approved:** Products that have passed review.
* **Published:** Products that are live and visible to buyers on Homepage for viewing, creating orders or matching RFQs category.
* **Rejected:** Products that did not pass review and may need to be modified and resubmitted.

### Recent Products List

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FAmUfLJ9Hn86PvLOBq3aV%2Fimage.png?alt=media&amp;token=39f77aaf-9f97-4906-a143-4bc998d9f72d" alt=""><figcaption></figcaption></figure>

Below the statistics, the Recent Products panel shows your latest product entries, including:

* Product name
* Current status badge (e.g., Pending)
* Created date shown on the right side

The supplier can click 'View All' button to be directed to full product list or 'Add New Product' to create a new product listing.

## Tips & Best Practices

* If Draft is high → finish product information and submit for review
* If Pending is high → monitor review progress
* If Rejected is not zero → prioritize fixing and resubmitting those products
* Grow Published to increase product visibility to buyers

## Frequently Asked Questions

<details>

<summary>Why is Approved different from Published?</summary>

Approved means the product passed review. Published means the product is live and visible to buyers.

</details>

<details>

<summary>Do these statistics include RFQs and orders?</summary>

No. This dashboard view is specifically for managing your product catalog.

</details>


# Product


# How to create a product listing

## Overview

This article explains how suppliers can create a product listing on VinaSources.

Creating a product listing allows suppliers to showcase their products to buyers and become eligible to receive RFQs and orders once the product is approved and published.

## Purpose

Creating a product listing allows you to:

* Display your products publicly to buyers on Homepage
* Receive RFQs related to your product categories
* Enable buyers to add your products to their cart and create orders from your products

## When Can You Create a Product Listing

You can create product listings right after successfully registered a Supplier account. However, the products cannot be published if your company profile is not approved.

## How to Create a Product Listing

{% stepper %}
{% step %}

### Step 1: Log in to Your Supplier Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fw9dWPM1ZBK4z6jIbu29X%2Fimage.png?alt=media&amp;token=6789dad1-8be8-438b-bd80-7522ebb6daaa" alt=""><figcaption></figcaption></figure>

1. Log in to your Supplier account on VinaSources
2. Access the Supplier Center
   {% endstep %}

{% step %}

### Step 2: Open the Product Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fpik2vSnSrdq8y8JgTTIu%2Fimage.png?alt=media&amp;token=9ec57e01-2415-4b53-b7a0-44ac888628be" alt=""><figcaption></figcaption></figure>

1. In Supplier Center, go to My Products
2. Click Create Product or Add Product
   {% endstep %}

{% step %}

### Step 3: Enter Product Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FnkdqkgSbECGDDVtl4Mye%2Fimage.png?alt=media&amp;token=b050d32d-38c6-465b-8960-2b8de1571db6" alt=""><figcaption></figcaption></figure>

Fill in the product fields, ensure product information is accurate and clear. The product information include the following sections:

* Product details
* Price policy
* Product attributes
* SEO & tags
* Product media
* Product options & variants

**Note:** Suppliers can set up whether the product has the sample ordering option, which allows buyers to order in small quantity with fixed price to test the quality of the product without meeting bulk quantity of MOQ (Minimum order quality)
{% endstep %}

{% step %}

### Step 4: Submit the Product for Approval

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FLYjWJsdaqHXJNmzvbUdA%2Fimage.png?alt=media&amp;token=82513bc8-a150-4e93-be51-513a4684d6df" alt=""><figcaption></figcaption></figure>

1. Click Submit
2. The product status changes to Pending Review

At this stage:

* The product is not visible to buyers
* Editing may be limited during review
  {% endstep %}
  {% endstepper %}

### What Happens After Submission

* Submitted products are reviewed according to platform rules
* Once approved:
  * The product becomes visible on the homepage
  * Buyers can search, view and add the product to cart

If changes are required, you may need to update and resubmit the product.

## Product Status Overview

* **Draft:** Product saved but not submitted for approval. Product is not visible on Homepage
* **Pending:** Product submitted for approval and under review. Product is not visible on Homepage
* **Published:** Product approved and visible on Homepage
* **Rejected:** Product rejected for publishing, suppliers need to modify the product information and resubmit

**Note:** Suppliers can unpublish the products by changing the the product status to Draft in product details&#x20;

## Tips & Best Practices

* Use clear and accurate product names
* Select the most relevant product category
* Provide high-quality product images
* Set realistic MOQ values
* Review product information before submission

## Frequently Asked Questions

<details>

<summary>Can I edit a product after submitting it for review?</summary>

Editing is disabled while the product is under review.

</details>

<details>

<summary>Can I delete a product listing?</summary>

Draft or pending products can be deleted.

</details>

<details>

<summary>How can I unpublish my product?</summary>

Suppliers can unpublish products by changing the product status to Draft in product details.

</details>

<details>

<summary>Are sample products free?</summary>

Sample pricing depends on the supplier's inputted setting.

</details>


# Understanding product approval workflow

## Overview

This article explains the product approval workflow on VinaSources and how products move from creation to being published and visible to buyers.

Understanding the approval workflow helps suppliers know what to expect after submitting a product and how product status affects visibility and buyer interaction.

## Purpose

Understanding the product approval workflow helps suppliers:

* Know when products become visible to buyers
* Avoid confusion about product status
* Prepare accurate product information
* Reduce delays in product publishing

## When Product Approval Is Required

Product approval is required after creating a product listing and before the product is publicly visible. Even if your company profile is approved:

* Products must still be reviewed individually
* Products are not visible to buyers until approved

## Product Approval Workflow

{% stepper %}
{% step %}

### Step 1: Create a Product

* The supplier creates a product listing
* Product information is saved in Draft status
* The product is not visible to buyers

At this stage:

* The supplier can freely edit the product
* The product is not under review
  {% endstep %}

{% step %}

### Step 2: Submit Product for Approval

* The supplier submits the product
* Product status changes to Pending Review

At this stage:

* The product is under review
* The product is not visible to buyers
  {% endstep %}

{% step %}

### Step 3: Product Review

* Submitted products are reviewed according to platform rules
* Product information is checked for completeness and clarity

If issues are found:

* The supplier may need to edit and resubmit the product
  {% endstep %}

{% step %}

### Step 4: Product Approved

* Product status changes to Published
* The product becomes visible on the homepage
* Buyers can view, RFQ, and add the product to cart
  {% endstep %}
  {% endstepper %}

## Product Status Explained

* **Draft:** Product saved but not submitted for approval
* **Pending review:** Product submitted for approval and under review
* **Published:** Product approved and visible on Homepage
* **Rejected:** Product rejected and not visible on Homepage. Supplier needs to edits and resubmits product

## How Product Approval Affects Buyers

Published products:

* Appear on the public homepage
* Can be searched by buyers
* Can receive RFQs with similar product categories
* Can be added to the cart and ordered

Unapproved products are not visible or accessible to buyers.

## Tips & Best Practices

* Complete all required product fields before submission
* Use accurate product categories for correct RFQ matching
* Provide clear descriptions and images
* Review product information carefully before submitting
* Address rejection feedback thoroughly before resubmitting

## Frequently Asked Questions

<details>

<summary>Can I publish a product immediately after creating it?</summary>

No. Products must be submitted and approved before publishing.

</details>

<details>

<summary>Does profile approval guarantee product approval?</summary>

No. Each product is reviewed individually.

</details>

<details>

<summary>Can I update a product after it is published?</summary>

Changes require re-review and temporarily restrict visibility until approved again.

</details>


# What are product pricing tiers & MOQ

## Overview

This article explains pricing tiers and Minimum Order Quantity (MOQ) rules on VinaSources and how they apply to product listings and buyer orders.

Understanding these rules helps suppliers set correct pricing and helps buyers place valid orders without errors.

## Purpose

Understanding pricing tiers and MOQ rules allows users to:

* Know how product pricing is structured
* Understand minimum quantity requirements
* Avoid order and checkout issues
* Set realistic expectations during sourcing

## What Is MOQ?

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FRWKz7mwjIgNyfMFqCbxG%2Fimage.png?alt=media&amp;token=8380d85b-4366-4254-883c-a5635706e32f" alt=""><figcaption></figcaption></figure>

**MOQ (Minimum Order Quantity)** is the minimum number of units that must be ordered for a product.

* MOQ is defined by the supplier in product record
* MOQ applies to every order placed for that product
* Buyers must meet or exceed the MOQ to proceed with checkout

## How MOQ Works on VinaSources

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FVvxdVfGA6hwiXjfHtSIz%2Fimage.png?alt=media&amp;token=470d2131-6cdb-4d29-8cba-15de75a13323" alt=""><figcaption></figcaption></figure>

* MOQ is enforced when:
  * Adding products to the cart
  * Updating quantities in the cart
  * Placing an order
* Orders below the MOQ cannot be checked out

MOQ rules ensure suppliers receive orders that meet their production or fulfillment requirements.

## What Are Pricing Tiers?

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FPaseZC1acUBxNseJx2aP%2Fimage.png?alt=media&amp;token=96eca768-0132-4cfd-ab95-b27b6a93bd49" alt=""><figcaption></figcaption></figure>

* Pricing tiers define different unit prices based on order quantity.
* Pricing tiers are set by the supplier when creating or editing a product, allowing suppliers to:
  * Offer better pricing for larger quantities
  * Reflect cost efficiencies at higher volumes

## How Pricing Tiers Work

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FsTNKetmWK2IgMyzw886W%2Fimage.png?alt=media&amp;token=4a9b08b1-c0df-4f94-8ab0-8c5b60e8ffb3" alt=""><figcaption></figcaption></figure>

* Pricing tiers are visible to buyers on the product detail page.
* Each tier includes:
  * Quantity range
  * Corresponding unit price
* The applicable price is determined by the quantity entered.

## Relationship Between Pricing Tiers and MOQ

* MOQ defines the minimum quantity allowed
* Pricing tiers define how price changes at higher quantities
* The first pricing tier must meet or exceed the MOQ
* Buyers cannot select quantities below the MOQ, even if pricing tiers exist

## How Pricing & MOQ Affect Orders

* Buyers must select quantities that meet MOQ rules
* Unit price is calculated based on the matching pricing tier
* Orders that do not meet MOQ cannot proceed
* Pricing tiers apply automatically based on quantity

## Tips & Best Practices

For Suppliers

* Set realistic MOQ values based on production capability
* Align pricing tiers clearly with quantity breaks
* Review pricing before submitting products for approval

For Buyers

* Check MOQ before adding products to the cart
* Review pricing tiers to optimize order quantity
* Use RFQs if custom pricing or quantities are required

## Frequently Asked Questions

<details>

<summary>Can buyers order below the MOQ?</summary>

No. Orders must meet or exceed the MOQ set for the product.

</details>

<details>

<summary>Does pricing change automatically when quantity changes?</summary>

Yes. Pricing tiers apply automatically based on the selected quantity.

</details>

<details>

<summary>Can suppliers change pricing tiers after publishing?</summary>

Yes, but significant changes may require product re-approval.

</details>


# RFQ (Request for Quotation)


# How to receive RFQs

## Overview

This article explains how suppliers receive RFQs (Requests for Quotation) on VinaSources and what conditions must be met for RFQs to reach your supplier account.

Understanding how RFQs are delivered helps suppliers respond faster and receive more relevant sourcing requests.

## Purpose

Understanding how RFQs are received allows suppliers to:

* Know when and why they receive RFQs
* Ensure products are set up correctly for matching
* Avoid missing relevant buyer requests
* Respond to RFQs efficiently

## When Suppliers Can Receive RFQs

A supplier can receive RFQs only when:

* The supplier account is active
* The Company Profile is approved
* The supplier has published products
* Products are assigned to valid product categories

RFQs are not sent to suppliers without published products.

## How RFQ Matching Works

RFQs are matched to suppliers based on product category.

{% stepper %}
{% step %}

### Step 1: Buyer Submits an RFQ

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FXcrY910FT907IgP7v0YX%2Fimage.png?alt=media&amp;token=b8dbc33f-cb2f-4f82-8b77-3c5be5bafc2c" alt=""><figcaption></figcaption></figure>

When a buyer creates an RFQ, they must select a product category that best matches their sourcing needs.
{% endstep %}

{% step %}

### Step 2: System Matches RFQ to Suppliers

After submission:

* The system identifies suppliers who have published products in the selected category
* Only those suppliers are eligible to receive the RFQ

Suppliers without matching product categories will not receive the RFQ.
{% endstep %}

{% step %}

### Step 3: RFQ Is Delivered to Supplier

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FZeM8GbbLXwe9fFOqKngE%2Fimage.png?alt=media&amp;token=9941ceec-6a33-430e-99c8-00abd5a35555" alt=""><figcaption></figcaption></figure>

* The RFQ appears in the RFQ module of the Supplier Center
* The supplier can view RFQ details and buyer requirements
* The supplier may choose to respond with a quotation or ignore the RFQ
  {% endstep %}
  {% endstepper %}

## How Can Suppliers View RFQs and Submit Quotation

RFQs are visible only to suppliers matched by category. Suppliers can view received RFQs in RFQ module in Supplier center. Each RFQ details record includes:

* Post date
* RFQ ID
* Company name
* Product name
* Category
* Quantity
* Status

For each received RFQ, suppliers can also:

* Submit a quotation
* Communicate with the buyer via messaging
* Get support with VinaSources via messaging

## Tips & Best Practices

* Publish products in accurate categories
* Keep product listings complete and up to date
* Monitor the RFQ module regularly
* Respond promptly to relevant RFQs
* Ignore RFQs that do not match your capabilities

## Frequently Asked Questions

<details>

<summary>Why am I not receiving any RFQs?</summary>

You may not have published products, or your product categories may not match buyer RFQs.

</details>

<details>

<summary>Can I receive RFQs before my profile is approved?</summary>

No. RFQ delivery starts only after profile approval and product publishing.

</details>

<details>

<summary>Can I choose which RFQs I receive?</summary>

No. RFQs are delivered automatically based on category matching.

</details>


# Understanding RFQ statuses

## Overview

This article explains the RFQ status labels used on VinaSources and what each status means for buyers and suppliers.

Understanding RFQ statuses helps both sides track progress, manage responses, and stay organized during the quotation process.

## Purpose

Understanding RFQ statuses allows you to:

* Know the current state of an RFQ or quotation
* Manage RFQs more efficiently
* Avoid confusion during sourcing communication           &#x20;

## RFQ Statuses Explained

RFQ statuses in Supplier Center reflect supplier's interests and response progress. All statuses can only be viewed by suppliers.

* **Unread:**  Supplier has not viewed the RFQ record yet
* **Read:** Supplier has viewed the RFQ. Supplier can submit a quotation or ignore the RFQ
* **Responded:** Supplier has submitted a quotation in response to the RFQ. Buyer can review the quotation
* **Interested:** Supplier has marked RFQ record as interested for internal management purpose. Buyer can not view or notified about the new status.
* **Ignored:** Supplier has marked RFQ record as ignored for internal management purpose. Buyer can not view or notified about the new status.

## Tips & Best Practices

* Check RFQs regularly to avoid staying in Unread status
* Respond promptly to increase buyer interest
* Use Interested and Ignored to organize responses

## Frequently Asked Questions

<details>

<summary>Can buyers see if their RFQS are marked as Interested or Ignored?</summary>

No. Suppliers' tagging is private.

</details>

<details>

<summary>Can RFQ statuses be edited manually?</summary>

Statuses change automatically based on user actions.

</details>


# How to send a quotation to buyer's RFQ

## Overview

This article explains how suppliers can send a quotation in response to an RFQ (Request for Quotation) on VinaSources.

Sending a quotation allows suppliers to provide pricing and terms to buyers based on their sourcing requirements.

## Purpose

Sending a quotation allows suppliers to:

* Respond to buyer RFQs
* Propose pricing and terms
* Start sourcing discussions with buyers

## How to Send a Quotation (Step by Step)

{% stepper %}
{% step %}

### Step 1: Log in to Your Supplier Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FUU9eTFKh1kBtbHaDSqS4%2Fimage.png?alt=media&amp;token=9fe60d65-c701-4e33-b778-43a0cab9a329" alt=""><figcaption></figcaption></figure>

1. Log in to your Supplier account on VinaSources
2. Go to the Supplier Center
   {% endstep %}

{% step %}

### Step 2: Open the RFQ Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F3Q4xOusBNFHIQhgbg6yH%2Fimage.png?alt=media&amp;token=36b13c71-8312-42e5-9666-91ac1d79bc9a" alt=""><figcaption></figcaption></figure>

1. Select RFQ from the Supplier Center menu
2. Locate the RFQ you want to respond to
3. Open the RFQ details page
   {% endstep %}

{% step %}

### Step 3: Review RFQ Requirements

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FgvymnA5dflpevzVisAHf%2Fimage.png?alt=media&amp;token=0c5c3411-7770-40c8-9186-1e8acf2aa32f" alt=""><figcaption></figcaption></figure>

Carefully review the buyer’s RFQ information, including:

* Product requirements
* Quantity
* Pricing expectations
* Trade terms
* Shipping requirements
* Lead time
* Payment terms (if provided)

Understanding the RFQ helps you prepare an accurate quotation.
{% endstep %}

{% step %}

### Step 4: Enter Quotation Details

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FPydd5qI5tauja4TriRQA%2Fimage.png?alt=media&amp;token=3c52dc36-ec73-4167-8b2a-73afbad89b2a" alt=""><figcaption></figcaption></figure>

Fill in the quotation form with relevant information, including:

* Quoted unit price
* Available quantity
* Lead time
* Trade terms
* Shipping method (if applicable)
* Payment terms
  {% endstep %}

{% step %}

### Step 5: Submit the Quotation

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FOfKIiSoh71ZaYE5Ouwmb%2Fimage.png?alt=media&amp;token=39c078b9-1c70-464a-ab35-7d6e2ee06400" alt=""><figcaption></figcaption></figure>

1. Review your quotation carefully
2. Click Submit Quotation

After submission:

* The quotation is sent to the buyer
* RFQ status updates to Responded
* The buyer can review and manage your quotation
  {% endstep %}
  {% endstepper %}

### What Happens After You Send a Quotation

* The buyer receives and reviews your quotation
* The buyer may:
  * Chat with you for clarification
  * Mark the quotation as Interested or Ignored
* You may receive follow-up messages from the buyer
* The buyer may proceed toward an order

## How Quotation Submission Works

* Each RFQ can receive quotations from multiple suppliers
* Suppliers cannot see other suppliers’ quotations
* Submitted quotations cannot be edited after submission
* Quotations remain visible unless the RFQ is closed or deleted
* Quotations can be sent only once per RFQ

## Tips & Best Practices

* Respond promptly to RFQs to increase buyer interest
* Provide clear and competitive pricing
* Ensure terms match your production capability
* Double-check quotation details before submission
* Use messaging to clarify requirements if needed

## Frequently Asked Questions

<details>

<summary>Can I ignore an RFQ without sending a quotation?</summary>

Yes. You may choose not to respond to RFQs that are not relevant.

</details>

<details>

<summary>Can I send multiple quotations for one RFQ?</summary>

No. Each supplier can submit one quotation per RFQ.

</details>


# Order


# How to view orders details

## Overview

This article explains how suppliers can view incoming orders on VinaSources and understand the information shown for each order.

Viewing incoming orders allows suppliers to track buyer purchases, review order details, and manage fulfillment activities.

## Purpose

Viewing incoming orders helps suppliers to:

* See new orders placed by buyers
* Review order details and requirements
* Track order status and progress
* Prepare for production and shipment

## When Orders Appear for Suppliers

An order appears in a supplier’s account when:

* A buyer places an order for the supplier’s product
* The order is successfully created in the system
* The supplier is associated with the ordered product

Orders are visible only to the supplier involved in that transaction.

## How to View Incoming Orders

{% stepper %}
{% step %}

### Step 1: Log in to Your Supplier Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FoyVXOMM8zxpNjlWHaCqT%2Fimage.png?alt=media&amp;token=c1f6cbc5-73c1-4d4f-b0dd-cc60e0ac0163" alt=""><figcaption></figcaption></figure>

1. Log in to your Supplier account on VinaSources
2. Go to the Supplier Center
   {% endstep %}

{% step %}

### Step 2: Open the Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F6FeuNso7KLyl8bWRCBtW%2Fimage.png?alt=media&amp;token=e8627b78-99a3-4606-bfa2-652624c9af52" alt=""><figcaption></figcaption></figure>

1. Select My Orders from the Supplier Center menu
2. View the list of incoming orders

Orders are listed with basic summary information.
{% endstep %}

{% step %}

### Step 3: Open an Order

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FXJSyHegDb2IbUNHn0jcw%2Fimage.png?alt=media&amp;token=4d794052-8043-411a-9300-66f6b9ccfed9" alt=""><figcaption></figcaption></figure>

1. Click on an order from the list
2. The order details page will open
   {% endstep %}
   {% endstepper %}

## Orders Information

* **Order Information**
  * Order ID
  * Order creation date
  * Order total amount
  * Current order status            &#x20;
* **Product Details**
  * Product name
  * Ordered quantity
  * Pricing information
* **Buyer Information**
  * Buyer company name
  * Buyer contact details (as provided)
* **Shipping Information**
  * Shipping method
  * Shipping address (if available)
  * Shipping fee (if applicable)

## Order Status Visibility

Suppliers can see order progress through statuses, including:

* Created
* Unpaid
* Paid
* In production
* Verifying
* Shipped
* Delivered

Order statuses help suppliers understand what action is required next.

## Tips & Best Practices

* Check incoming orders regularly
* Review order details carefully before starting production
* Monitor order status changes
* Use order chat to clarify details with buyers if needed

## Frequently Asked Questions

<details>

<summary>Why don’t I see any orders yet?</summary>

Orders appear only after buyers place and confirm orders for your products.

</details>

<details>

<summary>Can I edit order details?</summary>

No. Order details are fixed once created.

</details>

<details>

<summary>Are buyer contact details always visible?</summary>

Only information provided during checkout is shown.

</details>


# How to prepare an order for payment by updating shipping information

## Overview

This article explains how suppliers can update shipping fees and shipping methods for orders on VinaSources and when these updates are allowed.

Accurate shipping information helps buyers understand total order costs and ensures a smooth order confirmation process.

## Purpose

Updating shipping fees and methods allows suppliers to:

* Provide accurate shipping costs
* Select appropriate shipping methods
* Prepare orders for buyer payment
* Avoid delays caused by missing shipping information

## When Shipping Fees and Methods Can Be Updated

Suppliers can update shipping fees and methods when the order status is Created. Shipping information must be finalized before the buyer pays.

## How to Update Shipping Fees and Methods

{% stepper %}
{% step %}

### Step 1: Log in to Your Supplier Account

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FjG5TbkPEzqqibSpGgOpu%2Fimage.png?alt=media&amp;token=65beddba-81e5-498f-b33e-38ed3bca03ec" alt=""><figcaption></figcaption></figure>

1. Log in to your Supplier account on VinaSources
2. Go to the Supplier Center
   {% endstep %}

{% step %}

### Step 2: Open the Order Module

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2Fc28GAiXUHE5shWWGf976%2Fimage.png?alt=media&amp;token=835a8d78-2182-4151-8ade-383d5af2c724" alt=""><figcaption></figcaption></figure>

1. Select Orders from the Supplier Center menu
2. Locate the order that requires shipping updates (order that's not yet been paid)
3. Open the order details page
   {% endstep %}

{% step %}

### Step 3: Update Shipping Information

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FWqwQUI9PN3DBUWRydeV0%2Fimage.png?alt=media&amp;token=527aaa8c-d327-44e4-9dfd-0e32fab6ade1" alt=""><figcaption></figcaption></figure>

In the order details page, you can:

* Select or update the shipping method
* Enter the shipping fee
* Review shipping-related information

Ensure shipping details are accurate before saving.
{% endstep %}

{% step %}

### Step 4: Save the Updates

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2FVjTb48WFvEjOCbAwGNbc%2Fimage.png?alt=media&amp;token=925ea1bb-5fea-4e52-98ad-bde57bba2cf9" alt=""><figcaption></figcaption></figure>

* Save the shipping information
* The updated shipping fee is reflected in the order total
* The buyer can review the updated order before payment
  {% endstep %}
  {% endstepper %}

### How Shipping Updates Affect the Order

* Order will be automatically cancelled by the system if shipping information is not updated within 3 days starting from the time the order change the status to Created
* Buyers cannot pay until shipping information is added
* Once the buyer completes payment, shipping details can no longer be edited

## Tips & Best Practices

* Update shipping information promptly after order creation
* Confirm shipping method suitability before saving
* Communicate with the buyer if clarification is needed

## Frequently Asked Questions

<details>

<summary>Can I change the shipping information after payment?</summary>

No. Shipping details are locked after payment.

</details>

<details>

<summary>Does updating shipping fees notify the buyer?</summary>

The updated order total is visible to the buyer before payment.

</details>


# How to update orders at each different status

## Overview

This article explains the rules for editing orders at each status on VinaSources and clarifies what suppliers can and cannot edit as an order progresses through its lifecycle.

Understanding these rules helps suppliers avoid errors and manage orders correctly.

## Purpose

Knowing the order editing rules helps suppliers to:

* Understand when order details can be updated
* Avoid attempting changes that are not allowed
* Coordinate correctly with buyers and ensure a smooth fulfillment process

## Order Lifecycle Stages

Orders on VinaSources move through the following stages:

**Created → Quoted → Paid → In Production → Verifying → Shipped→ Completed**

Editing permissions depend strictly on the current order status.

## Editing Rules by Order Stage

### Created

* The order has been created by the buyer
* Shipping information is pending to be inputted by the supplier
* The supplier can edit order information and update the order status to Quoted

### Quoted

* Shipping information has been added
* The buyer can make a pay for the order
* The supplier can edit order information

### Paid

* The buyer has completed payment&#x20;
* The supplier needs to update order status when production starts
* The order is confirmed and no order details can be edited except for order status and shipment documents

### In Production

* Order manufacturing is in production
* The supplier can upload shipment documents for verification to prove that the order has been shipped to the agreed location

### Verifying

* Order shipment documents are being verified by VinaSources
* Once verified, the order status will change into Shipped

### Shipped

* The order has been delivered to the agreed location
* The buyers need to confirm that they have received the products as agreed

## Best Practices for Suppliers

* Review orders carefully when they are first created
* Update shipping information, shipment documents and order promptly
* Confirm all details before the buyer pays
* Communicate with buyers early if clarification is needed
* Do not delay status updates

## Frequently Asked Questions

<details>

<summary>Can I edit order information before payment?</summary>

Yes. Order information can be edited at before order is paid.

</details>

<details>

<summary>What if I need to change shipping after payment?</summary>

Shipping details cannot be edited after payment. Contact the buyer via order chat if needed.

</details>

<details>

<summary>Can I cancel an order after payment?</summary>

No. Orders cannot be cancelled or edited after payment.

</details>


# User chat


# User chat overview

## Overview

This article explains the User chat module for Suppliers on VinaSources and how Suppliers can view and manage all conversations with buyers and VinaSources support.

The User chat centralizes all platform communication so suppliers can easily track discussions in one place.

## Purpose

Using the User chat allows you to:

* View all chat conversations between suppliers and buyers or suppliers and VinaSources
* Respond to messages quickly
* Avoid losing important sourcing or order-related information

## What does User chat do

The User chat module is where all messages the supplier sent and received on VinaSources are stored.

Message threads in User chat module are generated from:

* RFQ support chats to admin
* Order chats from buyer
* Product details, company profile chat from buyer

Each message thread is linked to a specific RFQ or order or counterparty.

## Where to Find the Message Inbox

<figure><img src="https://4032787885-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fsm9PrdRBx50WK6EOUhks%2Fuploads%2F2sUABxiZnPmfaDAbA6o6%2Fimage.png?alt=media&amp;token=3a53aeff-bec1-4340-a58b-abafd34c2fa4" alt=""><figcaption></figcaption></figure>

To access your User chat:

1. Log in to your VinaSources account
2. Click User chat in the left navigation

The inbox is available to both buyers and suppliers.

## How Messages Are Organized

Messages are grouped by individual messages and by conversation thread.

Each inbox shows:

* Name of the counterparty (buyer or admin)
* Latest message preview
* Message timestamp
* Read / unread indicator

## Tips & Best Practices

* Use message threads to keep sourcing and order discussions documented
* Always reply within the correct RFQ or order context
* Check unread messages regularly
* Reference RFQ or order details clearly in your messages

## Frequently Asked Questions

<details>

<summary>Can I start a new chat from the Message Inbox?</summary>

No. New conversations must be initiated from an RFQ or order or from the buyer.

</details>

<details>

<summary>Can I see message thread from past RFQs or orders?</summary>

Yes. Message threads history remains visible for reference.

</details>

<details>

<summary>Are messages sent outside the platform included?</summary>

No. The inbox shows only messages sent through VinaSources.

</details>