1
Vendor · Admin
How vendors update their product listing
Vendors manage their own storefront through the Store Dashboard. Admins review and approve before products go live.
Your Store Dashboard: kedaikitalah.com/store-manager/ — bookmark this page for quick access.
Approval required: All products and services submitted by vendors must be reviewed and approved by admin before they are published on the marketplace. Nothing goes live without admin sign-off.
1
Vendor
Log in and open your Store Dashboard
Go to your Store Dashboard and log in with your store account. This is your management page for all products, orders, and store settings.
2
Vendor
Go to Products → Add New or Edit existing
Fill in product name, description, price, and stock quantity. Upload clear photos on a neutral background. Add the correct product collection tag (Rasa Rumah, Batik & Jiwa, Hadiah Dari Hati, or Hijau & Harmoni).
📷 Photo tip: Use natural lighting, white or light background. At least 3 photos — front, detail, and lifestyle shot.
🎨 Use our product photo template: Open Canva Template — click Use template to copy it into your own Canva account. Free to use.
🎨 Use our product photo template: Open Canva Template — click Use template to copy it into your own Canva account. Free to use.
3
Vendor
Submit listing for admin review
Click Save and Submit. Your product status will show as Pending Review. It will not be visible to buyers until admin approves it. You will be notified once it is approved or if changes are needed.
⏳ Review time: Admin typically reviews submissions within 1–2 business days. Make sure your listing is complete before submitting to avoid delays.
4
Admin
Review the pending product submission
In the Admin area, open the pending listing. Check for: accurate product name and description · correct pricing · appropriate photos · correct collection tag · ESG/community badges (Halal, B40-led, Women-led, Eco Conscious) · no misleading claims.
5
Admin
Approve or request changes
If approved: Change status to Published — the product goes live immediately.
If changes needed: Reject the listing with a note explaining what the vendor needs to fix. The vendor updates and resubmits.
If changes needed: Reject the listing with a note explaining what the vendor needs to fix. The vendor updates and resubmits.
📝 Rejection note: Always include clear, specific feedback so the vendor knows exactly what to change.
6
System
Product goes live on KedaiKitalah
The approved listing appears in the correct collection on the marketplace and is visible to buyers. The vendor's store page is updated automatically.
2
Admin · Buyer
How admin confirms TNG payment
Orders are paid via TNG eWallet. The buyer sends a payment screenshot to admin via WhatsApp for manual verification.
How it works: When a buyer places an order, the Thank You page shows two buttons — a TNG payment link and a WhatsApp slip button. Both include the Order ID automatically.
1
Buyer
Completes checkout and places order
Buyer fills in their delivery details and clicks Place Order. The order is created immediately and a Thank You page appears with two action buttons.
2
KedaiKitalah System
Admin receives instant email alert
The moment the order is placed, the system automatically sends an email to admin with the Order #, buyer name, amount, items ordered, and a direct link to view the order and WhatsApp the buyer.
💡 This fires immediately at checkout — before the buyer has even paid. Admin is alerted to watch for the incoming payment slip.
3
Buyer
Pays via TNG eWallet
On the Thank You page, the buyer taps the TNG payment button. The Order ID is pre-filled as the payment remark so admin can match it to the correct order.
4
Buyer
Sends TNG receipt via WhatsApp
After paying, the buyer taps the WhatsApp button on the same Thank You page. A pre-filled message opens with their order details already filled in. They attach the TNG screenshot and send it to the admin.
⚠ Remind buyers: Screenshot must clearly show the TNG reference number, date, time, and amount paid.
5
Admin
Cross-check the payment slip
Compare the WhatsApp screenshot against the email alert received in Step 2. Confirm all three match: Order # · Amount · Payment date.
6
Admin
Mark order as Confirmed
Go to Admin area → Orders → find the order → change the order status to Confirmed. This confirms the payment has been verified.
7
System
System auto-emails the buyer
"Your order is being processed" confirmation email is sent to the buyer automatically the moment admin marks it as Confirmed.
3
Admin · Vendor
How admin notifies vendor to fulfil the order
Once payment is confirmed, admin uses a one-tap WhatsApp button to send the vendor a full order brief including items and delivery address.
Prerequisite for vendors: You must save your WhatsApp number in your store settings (Admin area → Store Settings → WhatsApp Number) so admin can reach you.
1
Admin
Open the Confirmed order
Following on from Process 2, the order is now Confirmed. Go to Admin area → Orders and open the order. This is where you will find the vendor notification button.
2
Admin
Click the "WhatsApp Vendor" button
In the order page on the right side, scroll down to find the Notify Vendors section. A dark green button appears for each vendor in the order with their name and items listed.
3
KedaiKitalah System
Pre-filled WhatsApp message opens
The message includes: Order ID · Order total · Items to fulfil with quantities · Full delivery address · Buyer phone number.
4
Admin
Send the message to the vendor
Tap Send on WhatsApp. The vendor receives the full order brief instantly.
5
Vendor
Confirm receipt and begin packing
Reply to admin on WhatsApp to confirm you have received the order. Begin preparing the items for dispatch.
🔔 If you don't receive a WhatsApp: Check that your WhatsApp number is saved in your your store settings. Ask admin to update it for you if needed.
4
Vendor · Admin
How vendor reports delivery and tracking
After dispatching the order, the vendor sends tracking details to admin who records them in Admin Orders.
1
Vendor
Pack the order and hand to courier
Use your agreed courier service — J&T Express, Pos Laju, Ninja Van, or any other. Pack securely and label clearly with the buyer's delivery address.
2
Vendor
Send tracking details to admin via WhatsApp
Message the admin with: Order # · Courier name · Tracking number. Example: "Order #1042 — J&T — 123456789ABC".
📌 Format to use:
Order # · Courier · Tracking number
Example: #1042 · J&T · JT1234567890
Order # · Courier · Tracking number
Example: #1042 · J&T · JT1234567890
3
Admin
Add tracking number to the order
Open the order in the Admin area → scroll down to the Tracking section → type the courier name and tracking number → tick Customer note so the buyer can see it → click Add.
4
Admin
Mark order as Dispatched
Change the order status to Dispatched. This triggers the buyer notification flow in Process 5.
5
Admin · Buyer
How admin notifies buyer about shipping
Admin sends the tracking number to the buyer via WhatsApp, backed by an automatic completion email.
Buyer gets two notifications: A WhatsApp message from admin (with tracking number) and an automatic email when the order is marked as Dispatched.
1
Admin
Open the Dispatched order in the Admin area
The order has been marked Dispatched after the vendor confirmed dispatch. Tracking info is already saved in the order.
2
Admin
Click "WhatsApp Buyer — Order Update"
In the order page on the right side, click the purple button. A pre-filled WhatsApp message opens addressed to the buyer.
3
Admin
Add courier and tracking number to the message
Edit the pre-filled message to include the courier name and tracking number before sending. Example addition: "Your order has been dispatched via J&T. Tracking: JT1234567890".
🔍 Tracking links: You can also include a direct tracking URL — e.g. tracking.jtexpress.my/?number=JT1234567890
4
Admin
Send to buyer on WhatsApp
Tap Send. The buyer receives the message with their tracking details.
5
System
System sends completion email automatically
The confirmation email is sent automatically when admin updates the order status. The buyer receives this as a second confirmation alongside the WhatsApp message.
6
Buyer
Tracks parcel using the courier number provided
Buyer uses the tracking number to follow their delivery on the courier's website or app.
●
All users
Quick reference
Key links, contacts, and things to remember.
Store Dashboard
Log in here to manage your products, view orders, and update your store settings.
kedaikitalah.com/store-manager/
Vendor WhatsApp number
Set this in your your store settings so admin can send you order notifications.
Store Settings → WhatsApp Number
Order statuses explained
Received — order placed, waiting for payment slip
Confirmed — payment verified, vendor notified
Dispatched — order sent out, buyer notified
Payment method
TNG eWallet Collect link. Order ID is appended automatically as the payment remark.
Admin area → Payment Settings
Tracking message format
When sending tracking to admin, use this format:
#OrderID · Courier · TrackingNo
Need help?
Contact your KUAT Community Leader or the KedaiKitalah admin team for platform support.
Platform Kita, Rezeki Bersama