KedaiKitalah — Operations Flow Guide

🔄 Updated September 2026 — Payments now via SenangPay

Buyers pay online at checkout (FPX / card / e-wallet). No more bank transfer, QR codes or payment slips.
Payment is approved automatically. Admin no longer needs to confirm payments.
New for vendors: own-delivery / Lalamove option, extra delivery cost claim, "Mark Delivered" link and payout notifications.

Buyer Action

Browse & Add to Cart

Buyer visits KedaiKitalah and selects a product. Standard products go straight to checkout. Catering/service products require booking details.

📅 Catering & Service Products OnlyBuyer must fill in Booking Date, Preferred Time, and Number of Pax before adding to cart. Price preview is shown automatically.

Buyer Action

Checkout & Pay via SenangPay

Buyer fills in phone, email, delivery location (map), and unit/floor/house number. A flat RM10 delivery fee is added. Buyer is redirected to SenangPay to pay by FPX online banking, debit/credit card or e-wallet.

💳 Payment is approved automaticallyPayment successful → order moves to Processing instantly. Buyer, vendor and admin are notified. No slip, no waiting for admin.

📅 Catering & Service BookingsBooking is sent to the vendor first. Buyer receives a SenangPay payment link by WhatsApp only after the vendor confirms availability.

✉

Auto — SenangPay → WAWP

Payment Received

Sent instantly when SenangPay confirms the payment and the order moves to Processing.

📱 To: Buyer — Instant on successful payment

WAWP Notification #2 — ProcessingHi Ryan, Thank you! Your payment for order #29630 has been received. 🎉 Item(s) : Sambal Nyet x2 Delivery : RM10.00 Total : RM45.00 The vendor has been notified and your order is now being prepared. - KedaiKitalah

✉

Auto — If payment fails / unpaid

Payment Unsuccessful & Reminder

If the SenangPay payment fails or is cancelled, the order stays Pending. Buyer gets a link to retry. If still unpaid after 48 hours, a reminder is sent, and the order is cancelled after that.

📱 To: Buyer — On failed payment / after 48 hrs if still Pending

WAWP Notification #5 — Pending PaymentHi Ryan, Your order #29630 (RM45.00) has not been paid yet. Complete your payment here: https://kedaikitalah.com/checkout/order-pay/29630/?pay_for_order=true&key=... If you have already paid, please disregard this message. - KedaiKitalah

✉

KK Plugin — Standard Products

Order On The Way

When the vendor updates delivery via their magic link, buyer receives the delivery details — courier tracking, or driver details for own delivery / Lalamove / Grab.

📱 To: Buyer — Courier delivery

KK Plugin — Vendor delivery magic linkHi Ryan! 📦 Your KedaiKitalah order #29630 is on the way! Courier : J&T Express Tracking ID : JT1234567890MY Track at: https://www.tracking.my/ Thank you for supporting our community! - KedaiKitalah

📱 To: Buyer — Own delivery / Lalamove / Grab

KK Plugin — Vendor delivery magic linkHi Ryan! 🛵 Your KedaiKitalah order #29630 is out for delivery! Delivery by : Lalamove Driver : Ahmad Phone : 60123456789 Live track : https://share.lalamove.com/... Thank you for supporting our community! - KedaiKitalah

✉

KK Plugin — Standard Products

Order Delivered

When the vendor marks the order as delivered, buyer is notified with a 48-hour window to report any issue.

📱 To: Buyer — When vendor marks Delivered

KK Plugin — Vendor delivered magic linkHi Ryan! ✅ Your KedaiKitalah order #29630 has been DELIVERED. Item(s) : Sambal Nyet x2 We hope you love your purchase! 😊 ───────────────────────── ⚠️ Did NOT receive your order or have an issue? Please contact us within 48 hours: https://wa.me/601167993804 - KedaiKitalah

✉

KK Plugin — Catering / Service

Service Fulfilled

When vendor taps Confirm Fulfilled on their magic link, buyer receives a completion message with a 24-hour issue window.

📱 To: Buyer — When vendor marks Fulfilled

KK Plugin — Vendor fulfill magic linkHi Ryan! 🎉 Your KedaiKitalah Catering x2 has been marked as FULFILLED by the vendor! Order ID : #29597 Amount : RM1,162.00 Date : 2026-05-21 Time : 21:06 Pax : 48 pax We hope you enjoyed the service! 😊 ───────────────────────── ⚠️ If the service has NOT been fulfilled yet, please contact us within 24 hours: https://wa.me/601167993804 Thank you for supporting our community! - KedaiKitalah

✉

KK Plugin

Order Completed

Once the issue window has passed with no complaint, admin marks the order as Completed and buyer receives a final thank-you.

📱 To: Buyer — When admin marks Completed

KK Plugin — woocommerce_order_status_completedHi Ryan! 🎉 Your KedaiKitalah order #29630 is now COMPLETED. Item(s) : Sambal Nyet x2 Total : RM45.00 Thank you for supporting our alumni community. Need help? https://wa.me/601167993804 - KedaiKitalah Platform Kita, Rezeki Bersama 🌟

Catering / Service Only

New Booking Request → Confirm or Decline

When a buyer places a catering/service booking, vendor gets a request immediately. Vendor must confirm or decline before the buyer pays.

📱 To: Vendor — Instant on new booking

KK Plugin — kk_notify_vendor_booking_requestHello Kedai Testing! 📋 You have a new BOOKING REQUEST on KedaiKitalah. Please confirm if you can fulfill before buyer pays. Order ID : #29597 Item(s) : Catering x2 Amount : RM1,162.00 Buyer : Ryan Lee Phone : 60122815311 Date : 2026-05-21 Time : 21:06 Pax : 48 pax TAP TO CONFIRM: https://kedaikitalah.com/?kk_vendor_action=confirm&order_id=29597&token=... TAP TO DECLINE: https://kedaikitalah.com/?kk_vendor_action=decline&order_id=29597&token=... Please respond within 24 hours. - KedaiKitalah

🔗 Vendor taps Confirm → Buyer receives SenangPay payment link Once the buyer pays, the booking is confirmed automatically and vendor receives step 4 (Mark as Fulfilled).

🔗 Vendor taps Decline → Buyer receives apology Order cancelled. Buyer is asked to choose a different date or vendor. No payment is taken.

Standard Products

New Paid Order → Update Delivery

As soon as the buyer pays via SenangPay, vendor receives the order with a magic link to update delivery. No login required — works directly from WhatsApp.

📱 To: Vendor — Instant on successful payment

KK Plugin — kk_notify_vendor_on_processing📦 Hello Kedai Testing, You have a new PAID order on KedaiKitalah! Please pack and ship as soon as possible. Order ID : #29630 Item(s) : Sambal Nyet x2 Buyer : Ryan Deliver to: Subang Jaya, Selangor Once sent out, update delivery here: https://kedaikitalah.com/?kk_vendor_tracking=1&order_id=29630&token=abc123... Thank you! - KedaiKitalah

🔗 Vendor taps magic link → Mobile delivery page (no login):

Delivery method

( ) Courier — Courier [ J&T Express ▼ ] · Tracking ID [ JT1234567890MY ]
( ) Own delivery / Lalamove / Grab — Driver name · Phone · Live tracking link (optional)

Extra delivery cost (only if actual cost is above RM10)

Actual delivery cost [ RM18.00 ] · Receipt / screenshot [ Upload ]
Notes [ optional ]

🚚 Submit & Notify Buyer

On submit → Order → Shipped → Buyer gets delivery WA → Admin gets WA alert (with extra cost claim, if any)

🚚 Delivery Fee RuleThe platform collects a flat RM10 delivery fee from the buyer. If your actual delivery cost is higher, declare the full cost and upload the receipt in this form when you ship. Admin reviews the claim; the approved extra amount is added to your next payout. Never ask the buyer to pay extra.

📱 To: Vendor — After delivery submitted (confirmation)

KK Plugin — confirmation receiptHi Kedai Testing! ✅ Delivery updated for Order #29630. Courier : J&T Express Tracking ID : JT1234567890MY Extra cost : RM8.00 claim sent to admin for approval The buyer has been notified automatically. Once the buyer has RECEIVED the order, tap here: https://kedaikitalah.com/?kk_vendor_delivered=1&order_id=29630&token=def456... - KedaiKitalah

Standard Products

Mark as Delivered

When the buyer has received the order, vendor taps the "delivered" link from the confirmation message.

🔗 Vendor taps magic link → Delivered confirmation page: Shows order details. Proof of delivery photo [ Upload — optional ]

✅ Confirm Delivered ✕ Not Yet

On confirm → Order → Delivered → Buyer + Admin get WA notifications

📱 To: Vendor — After delivered (confirmation)

KK Plugin — confirmation receiptHi Kedai Testing! ✅ Order #29630 has been marked as Delivered. The buyer and admin have been notified. Payout for this order will be included in your next payout cycle. - KedaiKitalah

Catering / Service

Paid Booking → Mark as Fulfilled

Once the buyer pays for a confirmed booking, vendor receives a magic link to mark the service as Fulfilled after it is done.

📱 To: Vendor — Instant on successful payment

KK Plugin — kk_notify_vendor_on_processing🎉 Hello Kedai Testing, You have a confirmed and PAID booking on KedaiKitalah! Please prepare for the service. Order ID : #29597 Item(s) : Catering x2 Amount : RM1,162.00 Buyer : Ryan Date : 2026-05-21 Time : 21:06 Pax : 48 pax Once the service is completed, tap below to mark as Fulfilled: https://kedaikitalah.com/?kk_vendor_fulfill=1&order_id=29597&token=xyz789... Thank you! - KedaiKitalah

🔗 Vendor taps magic link → Fulfill confirmation page: Shows order + booking details (date, pax, amount), then:

✅ Confirm Fulfilled ✕ Not Yet / Cancel

On confirm → Order → Fulfilled → Buyer + Admin get WA notifications

📱 To: Vendor — After fulfilled (confirmation)

KK Plugin — confirmation receiptHi Kedai Testing! ✅ Order #29597 has been marked as Fulfilled. The buyer has been notified. Thank you! - KedaiKitalah

All Vendors

Payout Received

Orders become eligible for payout once they are Completed (after the buyer's issue window). When admin transfers your payout, you receive a WhatsApp with the breakdown and bank reference.

📱 To: Vendor — When admin marks payout as paid

KK Plugin — vendor payout notification💰 Hello Kedai Testing, Your KedaiKitalah payout has been transferred! Period : 1–15 Sep 2026 Orders : 3 Product sales : RM105.00 Delivery fee : RM30.00 (3 x RM10) Extra delivery: +RM8.00 (approved) Deductions : -RM10.50 ───────────────────────── Net payout : RM132.50 Bank ref : MBB20260916-0042 Account : Maybank ****1234 View details in your Ledger Book on the vendor dashboard. - KedaiKitalah

🏦 Before your first payoutMake sure your bank account name and number are filled in under Settings → Payment in the vendor dashboard.

Admin Receives

New Paid Order (Auto-Approved)

When SenangPay confirms payment, the order moves to Processing automatically. Admin receives an info alert — no action needed.

📱 To: Admin — Instant on successful payment

KK Plugin — kk_admin_order_alert🛒 KedaiKitalah - New PAID Order #29630 Buyer : Ryan Lee Phone : 60122815311 Vendor : Kedai Testing Item(s) : Sambal Nyet x2 Total : RM45.00 (incl. RM10 delivery) Payment : SenangPay ✅ Vendor has been notified to ship. - KedaiKitalah

⚠️ Buyer says "I paid" but order is still Pending?SenangPay may have failed to update the site. Check the transaction in the SenangPay merchant dashboard. If payment is successful there, change the order to Processing manually in WooCommerce → Orders — buyer and vendor are then notified as usual.

Admin Receives

Delivery Updated by Vendor (+ Extra Cost Claim)

When the vendor submits delivery details, admin is alerted. If the vendor declared a cost above RM10, the message includes the receipt and an approve/reject link.

📱 To: Admin — When vendor updates delivery

KK Plugin — vendor delivery magic link📦 KedaiKitalah — Order Shipped Order ID : #29630 Vendor : Kedai Testing Buyer : Ryan Lee Courier : J&T Express Tracking ID : JT1234567890MY 💸 EXTRA DELIVERY CLAIM Actual cost : RM18.00 Collected : RM10.00 Claim : RM8.00 Receipt : https://kedaikitalah.com/wp-content/uploads/kk-receipts/... Approve / reject claim: https://kedaikitalah.com/?kk_delivery_claim=1&order_id=29630&token=... Buyer has been notified via WhatsApp. - KedaiKitalah

🔗 Admin taps claim link → Claim review page: Shows receipt, courier and order details.

✅ Approve RM8.00 ✕ Reject

Approved amount is recorded on the order and added to the vendor's next payout. Vendor is notified either way.

Admin Receives

Delivered / Fulfilled by Vendor

When the vendor marks an order Delivered (standard) or Fulfilled (catering/service), admin receives a confirmation. The buyer's issue window starts here.

📱 To: Admin — When vendor marks Delivered / Fulfilled

KK Plugin — vendor delivered / fulfill magic link✅ KedaiKitalah — Order Delivered Order ID : #29630 Vendor : Kedai Testing Buyer : Ryan Lee Item(s) : Sambal Nyet x2 Proof : https://kedaikitalah.com/wp-content/uploads/kk-pod/... Buyer has been notified via WhatsApp. Issue window: 48 hours. - KedaiKitalah

Admin Action

Mark Order as Completed

After the issue window passes with no complaint (48 hrs for delivered orders, 24 hrs for services), go to WooCommerce → Orders and change status to Completed. This sends the final WhatsApp to the buyer and makes the order eligible for vendor payout.

↩️ Refunds & CancellationsIf the vendor cannot fulfil, the item is out of stock, or the buyer reports a valid issue: process the refund in the SenangPay merchant dashboard first, then set the order to Refunded in WooCommerce. Inform buyer and vendor by WhatsApp. Refunded orders are excluded from payout.

Admin Action

Process Vendor Payout

On each payout cycle, check the Ledger Book (export to Excel) for Completed orders per vendor. Total = product sales + RM10 delivery per order + approved extra delivery claims − deductions. Transfer to the vendor's bank account, then mark the payout as paid with the bank reference.

✅ Triggers Vendor Payout WAVendor receives the payout breakdown and bank reference automatically.

📋 Payout Checklist

Only Completed orders — exclude Refunded / Cancelled
SenangPay settlement for those orders has reached the platform account
Extra delivery claims are approved (or rejected) before payout
Vendor bank details verified

🛒 Buyer Receives

Booking Confirmed by VendorKK Plugin — SenangPay payment link

Booking Declined by VendorKK Plugin — apology, order cancelled

Payment ReceivedNEWWAWP Auto (#2 Processing) — instant after SenangPay

Payment Unsuccessful / ReminderNEWWAWP Auto (#5) — retry payment link

Order On The WayKK Plugin — courier tracking or driver details

Order DeliveredNEWKK Plugin — with 48hr issue window

Service FulfilledKK Plugin — with 24hr issue window

Order CompletedKK Plugin — final thank-you

🏪 Vendor Receives

New Booking RequestKK Plugin — confirm/decline magic links

New Paid Order (Standard)KK Plugin — delivery update magic link

Paid Booking (Catering/Service)KK Plugin — fulfill magic link

Delivery UpdatedKK Plugin — receipt + "delivered" magic link

Extra Delivery Claim Approved / RejectedNEWKK Plugin — admin decision

Delivered / FulfilledKK Plugin — confirmation receipt

Payout TransferredNEWKK Plugin — breakdown + bank reference

⚙️ Admin Receives

New Paid OrderKK Plugin — info only, auto-approved by SenangPay

Delivery Updated by VendorKK Plugin — tracking / driver details

Extra Delivery ClaimNEWKK Plugin — receipt + approve/reject link

Delivered by VendorNEWKK Plugin — with proof of delivery

Service Fulfilled by VendorKK Plugin — booking + order details

📌 Message Sources

SenangPay — Payment gateway (FPX, card, e-wallet). Confirms payment automatically and moves the order to Processing, which triggers the WhatsApp messages.

WAWP Auto — Configured in app.wawp.net. Fires automatically when WooCommerce order status changes. No code needed.

KK Plugin — Custom plugin logic. Sends via WAWP API. Includes magic links, booking details, delivery claims and payout notices.

Magic Links — Secure one-time URLs sent via WhatsApp. No login required. Each link is unique per order and secured by a hash token.

🔄 Order Status Flow

Pending (awaiting payment) → Processing (paid via SenangPay) → Shipped → Delivered / Fulfilled → Completed → Vendor Paid Out

Side paths: Pending → Cancelled (unpaid after 48 hrs or booking declined) · any paid status → Refunded