Merchant Portal — User Manual
JNG WEBSITE · Internal Reference Guide · Last updated April 2026
Contents
Logging In & Access Levels
Access the Merchant Portal through the JNG website. You must have an approved merchant account to log in. New accounts are placed under review until verified by an administrator.
Account States
| State | What You See |
|---|---|
| Profile incomplete | Redirected to profile setup page automatically. |
| Pending verification | "Account Under Review" screen. No portal access until approved. |
| Verified merchant | Full portal access based on your role and admin status. |
Access Tiers
| Feature | All Merchants | Admin Only |
|---|---|---|
| Dashboard, NPD, Order Management, FMS, QA, HR, Travel, Issues | ✓ | ✓ |
| PLM (beta), FMS Trackers | — | ✓ |
My Dashboard
The dashboard is the first section you see after logging in. It shows high-level performance metrics relevant to your account — active buyers, total PO value, total PO count, and SKUs generating revenue.
These figures are pulled live from the portal's backend. If values show "--", the data is still loading or not yet available for your account.
The Metrics & KPI sub-section under My Dashboard provides a more detailed analytics view including order trends and buyer performance over time.
New Product Developments
This section tracks product development across seasons. Each season has its own tracker that shows sample status, approvals, and development progress for SKUs being developed for your buyers.
Available Trackers
| Item | Description |
|---|---|
| AW 26 | Autumn/Winter 2026 product development tracker. |
| SS 27 | Spring/Summer 2027 product development tracker. |
| PLM Beta Admin | Product Lifecycle Management tool. Currently in beta. Admin access only. |
Order Management (PO & PI)
This is the core of the merchant portal. Purchase Orders (POs) and Proforma Invoices (PIs) are managed here. The system tracks every order from receipt through PI confirmation and beyond.
Sub-sections
| Section | Purpose |
|---|---|
| Daily PO & PI Records | Live view of all current POs and their PI status. Upload new POs and PIs from here. |
| FY25 PO Records | Historical read-only records for financial year 2025. |
| FY26 PO Records | Historical read-only records for financial year 2026. |
| PO Tracker | An embedded Google Sheet showing open POs. Buyer switcher available if you manage multiple buyers. |
Uploading a New PO
- Go to Order Management → Daily PO & PI Records.
- Click the Upload PO button.
- Fill in buyer, supplier, PO number, date received, quantity, and value.
- Attach the PO document (PDF or Excel accepted).
- Submit. The system creates the record and sends an alert to the admin team.
Uploading a PI (Proforma Invoice)
- Locate the PO in Daily PO & PI Records.
- Click Upload PI on the relevant PO row.
- Enter PI received date and ex-factory date.
- Attach the PI document.
- Submit. The PO is marked as PI confirmed, and an alert is sent to the admin team.
Editing a PO (Before PI Confirmation)
- Find the PO in Daily PO & PI Records.
- Click Edit on the PO row.
- Update any field — quantity, amount, date, buyer/supplier, or replace the PO file.
- Save. The system updates the record, logs a version snapshot, and marks related alerts as PO Updated.
Revising a Confirmed PO (After PI Confirmation)
Once a PO has been PI confirmed, it cannot be edited through the regular edit flow. Use the Revise action instead.
- Find the PI-confirmed PO in Daily PO & PI Records.
- Click Revise.
- Update fields as needed — you may also replace the PO or PI file.
- Submit. A version snapshot is saved, existing alerts are promoted to PO Revised, and the admin team receives an email notification listing exactly what changed.
PO Lifecycle Summary
| Stage | Alert Type Shown to Admins | Email Sent? |
|---|---|---|
| PO uploaded | PO Upload | Yes |
| PO edited (pre-PI) | PO Updated | No |
| PI uploaded & confirmed | PI Upload | Yes |
| PO revised (post-PI) | PO Revised | Yes |
| PI delay reason submitted | PI Delay | Yes |
| PO deleted | PO Deleted | Yes |
PI Confirmation Deadline
The portal tracks the number of days since each PO was received. If a PI is not confirmed within 5 days, the admin team is automatically notified with a PI Overdue alert. You will also see a reminder notification appear in the Alerts panel.
If your PI is delayed, use the State Delay Reason option on the PO. This converts the overdue alert to a PI Delay alert and notifies the admin team of your reason.
Flow Management System (FMS)
The Flow Management System tracks production and shipment milestones for each order. It operates across four stages (FMS 1–4), each covering a different phase of the production-to-delivery journey.
| Stage | Coverage | Access |
|---|---|---|
| FMS 1 Form | Submit production update data via Google Form. | All Merchants |
| FMS 1 Tracker | View submitted FMS 1 entries in a consolidated tracker. | Admin only |
| FMS 2 Tracker | Production-to-ready tracker for active orders. | Admin only |
| FMS 3 | Embedded Google Sheet — shipment scheduling. | All Merchants |
| FMS 4 | Embedded Google Sheet — delivery and clearance tracking. | All Merchants |
Quality & Compliance
This section provides access to quality documentation, inspection reports, and compliance tools relevant to your buyer relationships.
| Item | Description |
|---|---|
| QA Manual | The full quality assurance manual applicable to your production. Reference this for inspection criteria and quality standards. |
| QA Score Card | Coming soon — will show QA scores by order and supplier. |
| FTPR Summary | First Time Pass Rate summary for your orders. Tracks how many inspections pass on the first attempt. |
| Supplier Audit Summary | Results of audits conducted at supplier factories. |
| IRF | Inspection Request Form — submit a request for a product inspection via Google Form (opens in new tab). |
Financial Admin Only
Financial tools are available to admin-level merchants only (excluding restricted logins).
| Section | Description |
|---|---|
| Invoices | View and download consultancy and trade invoices related to your account. |
| Payment History | Coming soon. |
| Claims | Track and manage quality claims raised against orders. |
Logistics Admin Only
The Logistics section provides a consolidated shipment and delivery report for orders in transit. Available to admin-level merchants only.
Use this report to track which orders have been dispatched, estimated arrival dates, and shipping milestones.
HR One Portal
This is a direct link to the HROne HR management platform used by JNG. Clicking Access HR One opens the HROne app in a new tab using your existing HROne credentials.
Travel Requests & Bill Uploads
Placing a Travel Request
- Go to Travel Request Form → Place a Request in the sidebar.
- A Google Form opens in a new tab.
- Fill in travel details — destination, dates, purpose, and estimated cost.
- Submit. Your request is routed to the approving manager.
Uploading a Travel Bill
- Go to Travel Bill Upload → Upload Bill in the sidebar.
- The upload form appears in the main content area.
- Enter the travel request reference, travel date, and total amount.
- Attach the bill or receipt (PDF or image).
- Submit. The bill is logged against your travel record for reimbursement processing.
Issue Tracker
Use the Issue Tracker to log, track, and follow up on operational issues — production delays, communication gaps, quality problems, or anything requiring cross-team attention.
| Tool | Description |
|---|---|
| Issue Tracker | Internal portal for logging and managing open issues. Add a new issue, assign it, and track its resolution status. |
| JIT Dashboard | Power BI dashboard showing Just-In-Time production and delivery metrics. Opens in a new tab. |
| Merchant Performance | Power BI dashboard tracking merchant-level performance metrics across buyers and seasons. Opens in a new tab. |
Alerts
The Alerts button in the top header opens your notification drawer. It shows a real-time feed of activity across all POs and PIs your account manages. A red badge displays the count of unread alerts.
Alert Types
| Alert | Triggered When |
|---|---|
| PO Upload | A new Purchase Order is received and uploaded. |
| PO Updated | A PO (pre-PI confirmation) is edited — quantity, amount, date, or file changed. |
| PO Revised | A PI-confirmed PO is revised. An email is also sent to the admin team. |
| PI Upload | A Proforma Invoice is uploaded and PI is confirmed. |
| PI Delay | A delay reason is submitted for a PI that is overdue. |
| PO Deleted | A purchase order is removed from the system. |
How Alerts Work
Each alert contains a snapshot of the PO at the time of the event — including buyer, supplier, PO number, file links, and any changes made. When a PO is revised or updated, the existing alert for that PO is updated in place and moves to the top of your feed so you always see the latest status first.
The alert feed shows your most recent 300 alerts. Alerts are marked as read once you open them.