Partner Access: how this screen works
Partner Access lets you share the orders of one of your channels with another QrX customer: a carrier, a reseller, a support partner or the fulfilment warehouse that packs and ships your orders. You decide per channel what the partner may see and do, and you can change or revoke it at any time. From here you also reach the stock your fulfilment partners hold, your inbound announcements and the partner switch.
What you see on this screen
Given: the access you gave to partners. The number shows how many.
Received: the access other QrX customers gave to you.
Activity: a log of every change to the access and every action a partner took on your shared orders.
Add Grant (top right): give a partner access to one of your channels.
Scope reference (below the list): one card per scope that explains what a partner with that scope sees and may do.
This screen is only shown when your role allows you to manage partner access.
What the scopes mean
A scope decides what a partner sees and may change on the orders of the shared channel. The pills on each card in the Scope reference show it: list (see the orders in a list), details (open an order), amounts (see prices and amounts), pii (see the consumer's contact details), Dashboard, ship (mark as shipped), cancel (mark as cancelled) and notes (add notes).
Fulfilment partner: for a warehouse that picks, packs and ships your orders. It sees order and shipping details, prints labels and marks orders as shipped. By default it does not see amounts, the consumer's contact details or the delivery address; you can switch these on per partner under Extra permissions (the delivery address comes with Consumer contact details). The partner needs a QrX warehouse plan.
Carrier operations, Reseller operations, Payment provider support and Read-only support: for carriers, resellers and support staff. Each card tells you exactly what they may see and do.
Give a partner access
Click Add Grant.
Channel: pick the channel whose orders you want to share.
Grant to (QrX user email): type the email of a user at the partner. QrX looks up the company and shows it in green. You cannot give access to your own company.
Scope: choose what the partner may do. The text below the field explains the scope.
End date (optional): the access ends at the end of that day. Leave it empty to keep the access until you revoke it.
Reason (optional): a note for yourself, for example "Shipping partner for EU orders".
Click Save.
If the partner already had access to that channel, QrX tells you what happened: the scope was changed, an earlier access was restored, or nothing changed.
The Given and Received lists
Partner (Given) or Owner (Received): the other company. Auto-managed means QrX created this access automatically; you cannot edit or revoke it.
Channel and Scope: what is shared and how. Hover over the scope to read what it allows.
Labels bought on (only for fulfilment partners): whether the shipping labels are bought on the merchant's carrier contract or on the partner's own contract.
Expires: the end date, No end date, or Expired.
Granted: when the access was given.
Actions at the end of a row:
Edit (pencil, Given): change the scope, the end date or the reason. The channel and partner stay the same.
Copy to another partner (Given): opens a new access with the same channel, scope and end date. Fill in the other partner's email and save.
Revoke (bin): asks you to confirm. On Given, the partner loses access to the channel right away. On Received, you lose access to the owner's orders right away and only the owner can share them again.
Stock at partners (boxes icon, Given, fulfilment partners only): opens the stock this partner holds for you.
Switch partner (arrows icon, Given, fulfilment partners only): starts moving your stock and orders to another fulfilment partner. If a switch is already running, it opens that switch.
Fulfilment settings (truck icon, Received, when you are the fulfilment partner): see below.
While a partner switch is running, a bar above the Given list shows it with View progress.
Fulfilment settings (for fulfilment partners)
When a merchant made you its fulfilment partner, you choose here how you work for that merchant's channel:
Merchant's carrier contract: labels use the merchant's own shipping methods and contract, as if the merchant printed them.
Our own carrier contract: labels are bought on your own carrier contract or on your QrX contract. The merchant is never charged for them. QrX shows your UPS, PostNL, GLS or Packs shipping methods; each order uses the one with the same carrier and service as the merchant's method, or the one you pick at the pack station. GLS is only offered when GLS is enabled for your account.
Warehouse for this channel: the warehouse whose stock is reserved and shipped for this channel.
Click Save.
Extra permissions (fulfilment partners)
When a fulfilment partner also does more for you, for example customer service or customs, you can let it see more for that channel. Open a saved fulfilment access with Edit (pencil) in the Given list. Under Extra permissions:
Preset: Pick & pack only (nothing extra), 3PL + customer service (consumer contact details and customer support) or Full-service 3PL (everything below). When you change a switch yourself it shows Custom.
Consumer contact details: Consumer name, email, phone and delivery address on the orders of this channel. Never bank details or payment links. The first time, you confirm that the partner processes this data on your behalf as your processor (GDPR).
Order values: Order total and line prices, for customs and insurance. Never your carrier costs or margins.
Customer support: The partner may contact your consumers about the orders of this channel by email or SMS. SMS is billed to you and only offered where SMS is enabled for the channel. The partner sees only the conversations it starts; your own conversations with consumers stay private. It needs Consumer contact details, which is turned on with it, and you confirm that the partner acts as your sub-processor. Only you can turn it on. When you turn it off, the partner is removed from those conversations.
Returns handling: The partner may approve and reject the returns of this channel, receive and inspect the parcels, and grade and restock the items. It never refunds money, creates return labels or rejects a return for which the consumer paid a return fee: those stay with you. Its notes on a return are internal. It sees and sends consumer messages on a return only when Customer support is on.
Cancel unshipped orders: The partner may cancel an order of this channel that the consumer pays at the door, when it is not paid, not shipped, not labelled and not being packed. It enters a reason that you see in the order history, and you are notified. Paid, prepaid and shipped orders stay with you.
Edit address before packing: The partner may correct the delivery address of an order before it is labelled or packed: never the country and never the amount. It needs Consumer contact details. You are notified.
Shared order notes: You and the partner can leave notes for each other on the orders of this channel. Consumers never see them.
Delivery exceptions: The partner sees the orders of this channel that the carrier could not deliver, returned or reported a problem with, and gets a bell notification. It follows up with you through the order chat; it cannot act with the carrier from QrX.
Click Save. The partner always sees whether an order is paid, unpaid or cancelled. The partner sees your extra permissions, read only, in its Fulfilment settings. When you revoke the access, change its scope or switch to another fulfilment partner, every extra permission is switched off.
A channel can have only one fulfilment partner. To move a channel to another fulfilment partner, use Switch partner (arrows icon) in the Given list.
The Activity tab
Every grant change and every action a partner takes on your shared orders, newest first. The columns are Time, Action (for example Access granted, Scope changed, Access revoked, Order details viewed, Marked as shipped), Partner, Owner, Channel, Scope and Via (PortalX, or QrX support when QrX support made the change). The list loads more events as you scroll.
Stock at partners
Open it with the boxes icon on a fulfilment partner row. The stock itself is read only: your partner does the warehouse work. The one thing you set here yourself is your own low stock alerts. You can also open the screen when your role allows you to view stock.
Stock: one row per item and partner warehouse with SKU, Item, Partner, Warehouse, On hand, Sellable, Reserved and Backorder. Use Search by SKU or name and Refresh. Stock shows up once a fulfilment partner receives it.
Stock detail (the layers icon at the end of a stock row): lots, expiry dates, serial numbers, blocked units and the value at your own purchase price. You do not see the partner's bin locations, its staff or its own cost. At most 200 lots and 200 serials are listed. History in the same window is the movement of that item at that warehouse and loads more as you scroll.
Export (the download icon next to Refresh): a CSV of this list, including blocked units, how many lots, the nearest expiry and your purchase value. At most 5000 rows.
Low stock alert (the bell at the end of a stock row): set, change or remove your own alert for that item. To give many items the same alert, tick their checkboxes and click Set low stock alert (at most 500 items at a time). When the selected items are at more than one partner, the alert counts all warehouses of each partner.
Low stock alerts: the list of your own alerts on the items your partners hold for you. Use All alerts or Low now, the partner filter (All partners) and New alert. The icons at the end of a row edit an alert, copy it to another item or remove it. You get the bell, the email and the phone alert once when the available units at the partner drop to your alert level or below, and again after the stock was above it. Your partner does not see your alerts, and you do not see theirs.
Partner activity: choose a From and To date (at most one year). You see totals for orders packed, units picked, units received and storage, and a By partner table with what each fulfilment partner did for you. Counts only, no prices.
Setting and changing these alerts needs the permission to manage partner access. Without it you can open an alert with View low stock alert, but you cannot change it.
Inbound announcements
Tell your fulfilment partner what is on its way to its warehouse, and see what it received. Your partner sees an announcement as Expected and receives against it.
New announcement: announce a delivery (see below).
Import an announcement from CSV (file icon): choose the partner warehouse and upload a CSV file. One file becomes one announcement. Add a name column to create items your partner does not have yet.
Search by RC number, reference or supplier, the state filter (All states, Expected, Open, Done, Cancelled) and, with more than one partner, All partners.
The columns: Number, Partner, Warehouse, Reference, Supplier, Expected date, Carrier / tracking, Cartons, Lines, Received / expected, State and Last activity. Click a row to open it.
The states: Expected (announced, you can still change it), Open (your partner is receiving it), Done (received) and Cancelled. Creating and changing announcements needs the role that manages partner access; with stock viewing rights only, you can look but not change.
Create or open an announcement
Click New announcement.
Delivery: choose the Partner warehouse and fill in what helps your partner recognise the delivery: Reference (optional) such as your purchase order, Supplier (optional), Expected delivery (optional), Note (optional), Carrier (optional), Tracking code (optional) and Cartons (optional) (1 to 99, one carton label per carton).
Items: use Add an item to search the items your partner holds for you (by SKU, name or EAN), or New item for an item your partner does not have yet (SKU, name and optional EAN). Enter the Quantity and, if needed, the Lot code and Expiry date (required when the item tracks lots or expiry dates), then click Add line. Up to 200 lines.
Click Send announcement. Your partner now sees it as Expected.
On an announcement that is still Expected you can change the delivery details and click Save, change a quantity and confirm it with the check mark (Save quantity), remove a line with the bin, or use Cancel announcement (the round X icon; this cannot be undone). Carton labels (box icon) prints labels for the cartons.
Once your partner starts receiving, the announcement is read only and shows the received and damaged quantities per line. When it is Done, Received against announced shows totals for lines, expected, received, short, over, unexpected lines and damaged units, and a line-by-line difference. Damaged units go to your partner's quarantine; unexpected lines were not on the announcement.
Switch to another fulfilment partner
Click the arrows icon (Switch partner) on a fulfilment partner row in the Given list. You move all your stock and order fulfilment from one partner to another in one go. You can have one switch running at a time.
New partner: choose the Current partner you leave, type the email of a user at the New partner (QrX user email) and add an optional note for both partners. The new partner needs a QrX warehouse plan. Click Next.
Review: check the Channels that move (every channel the old partner fulfils for you moves) and the stock the old partner holds for you. Click Next.
Confirm: check the summary and What happens next, then click Request switch.
Follow a partner switch
After you request it, the switch page shows the progress: Requested, Accepted, In transit, Received and Done, with a line that tells you what happens now.
The new partner accepts and chooses the warehouse that receives your stock (or declines with a reason; then nothing moves).
The old partner finishes your open orders and ships all your stock.
At the moment it ships, the fulfilment access of all channels moves to the new partner. Your orders never have two partners.
The new partner receives the stock. If everything arrived, the switch is Done.
The page also shows Details (old and new partner, receiving warehouse, channels and dates), Channels (who has the fulfilment access now), Stock lines (sent, received, lost and still to come) and the Timeline of every step.
Cancel switch: possible while the switch is Requested or Accepted. Nothing has moved yet and the old partner keeps fulfilling your orders. This cannot be undone.
Approve difference: when the state is Needs review, not everything arrived. Check the lines, write a note (required) and confirm. Every unit that did not arrive is recorded as lost and the switch is closed.
Purchase orders to your warehouse
A merchant with an active grant can send a purchase order to one of your warehouses. You see it in Inbound as an announced delivery, and your bell rings. You do not get an email for that announcement. Receive it in Inbound. The merchant sees the received quantities on the purchase order. You do not see the merchant's prices.
Tips and common questions
"Confirm the processor statement to share consumer contact details.": tick the processor confirmation under Extra permissions before you save.
"These permissions were changed meanwhile. They were reloaded: check them and save again.": someone else changed the extra permissions at the same time. Check the switches and save again.
"No QrX user found for that email": the partner needs a QrX account. Ask them for the email they use to sign in.
"You cannot grant access to your own organization": enter the email of a user at the partner, not one of your own users.
"This partner has no QrX warehouse plan, so it cannot be your fulfilment partner.": choose another scope, or ask the partner to take a QrX warehouse plan.
"Pick today or a later date.": the end date cannot be in the past.
"This access no longer exists. The list is refreshed.": someone else revoked it in the meantime.
"No fulfilment partner with inbound is linked to your account yet.": give a fulfilment partner access first; then its warehouses appear in the announcement.
"A partner switch is already open for this merchant. Finish or cancel it first.": QrX opens the running switch for you.
"You have no active fulfilment partner yet, so there is nothing to switch.": a switch needs an active fulfilment partner access.
"Someone else changed ... in the meantime. The latest version is loaded.": check the reloaded data and try again.
"... already fulfils this channel. To move the channel to another partner, use Switch fulfilment partner.": a channel has one fulfilment partner. Use Switch partner on the current partner's row to move the channel.
Need help? Click Chat at the bottom of the Help Center.
Partner invoices
Open Partner invoices from Settings. You see invoices and credit notes your fulfilment partner has already issued. Drafts stay with the partner. The list is read only: there is no pay button, and nothing on this page pays a shopper.
When merchant access is enabled, merchant users see only their client's issued invoices and credit notes. Open an invoice and choose Preview PDF to view or download it. Access is checked again for each download.
Return approvals
Open Return approvals from Settings when a fulfilment partner has sent a proposal. Approving a refund records your decision and does not pay the shopper. Approving a warehouse step stays with someone who can receive returns. You can still decline that step.
Count differences
When your partner finishes a count and your own stock differs from what was expected, you get a bell. The count of another merchant at that warehouse is not included. The bell does not change a price or a payment.
Stock control
Open Stock control from Partner Access. Set how many units a count difference may book on its own for stock a partner holds for you. A larger difference waits here until you accept or decline it. Accepting does not book the stock: the partner books it after you accept. Declining leaves it unbooked. You can place a lot you own on hold, or recall it, so the partner's warehouse stops allocating that lot. You can set a minimum shelf life in days for a channel you granted. None of this pays a shopper or buys a carrier label.
Separate merchant and fulfilment defaults
Merchant channel defaults apply when the merchant packs or ships. A fulfilment partner sets independent defaults for each channel on the channel’s Defaults tab. Choose allowed methods, the default method, single-item method and weight, and fallback and maximum parcel weights. Methods follow the selected label contract. Empty partner settings keep automatic selection and do not inherit merchant restrictions. Switching the label contract in Fulfilment settings clears the saved shipping defaults; choose methods for the new contract on the Defaults tab afterwards. Packing slip settings (template and automatic printing) are stored separately too: the pack station uses the values of the account that packs. Captured weight takes priority. Reprints keep purchased labels unchanged.
Shipping method defaults
Choose a default box for each shipping method and a separate box for single-item orders. Singles use their box first, then the method box. A manual packing choice wins. Boxes belong to the merchant or fulfilment partner doing the packing. Leave a box unset to keep the existing behaviour.
Shopify
Open Merchant channels, Shop platforms, Shopify. Active fulfilment partners can select shared merchant channels. New connections import orders created from activation. Overview changes the UTC start or pauses new imports. Earlier dates show a preview and need confirmation: importing may create transactions and send payment messages. Linked orders keep receiving updates. Orders and Activity show outcomes and times; search and export cover loaded rows. Failed events can be retried after confirmation. Stock opens the stock workspace. Full sync replaces mapped Shopify available quantities, including zero, using live stock. It requires its own user permission, explicit merchant delegation for partners and a fresh confirmation per run. Approval expires in five minutes. Throttled work waits and resumes. Last observed and last sent quantities are separate evidence. Merchants control mappings and the independent stock push switch.