Deliver Guide

Core Fields

Variants

Products can have multiple variants representing different sizes, colors, flavors, or configurations. Each variant has its own SKU, optional price override (if different from the base product price), and can carry custom attributes defined in Settings → Attributes. Variants appear as expandable sub-rows in the product list. Each variant tracks its own quantity and cost independently.

Custom Attributes

Attributes are custom fields you define in Settings → Attributes (e.g., "Size", "Color", "Scent"). Once defined, you can assign attribute values to both the base product and to individual variants. This helps organize and filter your catalog.

AI Listing Copy

A product's detail sheet includes a Listing Copy panel with a Generate Listing Copy button that drafts a marketplace-ready title, description, and tags from the product's own details — you review and edit before saving anything. See the AI Listing Copywriter guide for how it works and what it costs.

Products (and all inventory items) can generate barcodes and QR codes from their SKU. The barcode format is set in Settings → Preferences and can be: CODE39, CODE128, EAN13, UPC, QR, AZTEC, or PDF417. Barcodes are displayed in the detail sheet and can be printed for labeling.

Pricing tiers are formula-based pricing configurations defined in Settings → Pricing Tiers. There are two types:

• Markup over Cost — calculates selling price as a percentage or fixed markup on the item's cost (e.g., "Cost + 50%")
• Adjustment from Retail — adjusts the base retail price by a fixed or percentage amount (e.g., "Retail - $5" for wholesale)

Assign a default pricing tier to a customer in their entity record. When you create a sale for that customer, their tier pricing is automatically applied to all items. You can also override the pricing tier on individual sales. In the sale detail, each line item shows a pricing panel with the item's average cost and retail price; when a tier applies, the tier name and formula appear with the calculated price, and a manually overridden price is flagged as Manually adjusted.

Price Lists (exact per-product prices)

Tiers apply one formula to every product. When a customer's prices are negotiated product by product — "Product A is $5, Product B is $12" — create a price list in Settings → Price Lists instead. A price list is a named set of fixed per-product prices; because lists are named, the same tool covers any arrangement — a separate list per wholesale account, plus "Family", "VIP", and so on. Assign a list to a customer in their entity record (Sales Settings → Price List, next to Default Pricing Tier), or to a whole customer group in the group editor — members without their own list inherit the group's list, and a customer's own list always wins over the group's. On a new sale to a covered customer, each line's price auto-fills from the list and the pricing panel shows the list name as the source ("(price list)" for the customer's own list, "(group price list)" when inherited). The price stays fully editable per line, and since invoices reflect the recorded line prices, the list price appears on the customer's invoice automatically. Precedence: customer's price list → group's price list → pricing tier → retail price — products not in the list fall back to the tier (if any) or the retail price. Deleting a list simply unassigns it from every customer and group; recorded sales are never changed. To fill a list quickly, use Add all products (prefills retail prices) or Import CSV in the list editor — two columns are enough (a product SKU or exact name, and a price); rows for products already on the list update their price, and unmatched rows are reported, never silently dropped.

Fields

Services are time-based offerings (hourly, per-session, etc.) that are not physically inventoried. They can be sold to customers and included in sales transactions but cannot be used as recipe ingredients or purchased from vendors.

Fields

Customers are linked to sales transactions. The Top Customers dashboard widget ranks customers by spend. A customer's address is used as the ship-to address when generating sale invoices as PDF.

Groups & Referral Sources

Customers can be organized into customer groups (managed under Settings) for segmentation — the customer list has a Groups column with badges and a group filter, and you can assign groups in bulk. A group can carry a default pricing tier, an order discount, and a price list that members inherit on new sales when they have no list of their own. Each customer can also carry a referral source ("How did they find you?") so you can see which channels bring in business, including the Acquisition by Source dashboard widget and the Customers by Source report. The Groups and Source column filters each accept up to 25 selections at a time — the header says so when you reach it, and clearing one frees a slot.

Tax-Exempt Customers

Selling wholesale or to resellers and non-profits who hold a resale or exemption certificate? Open the customer, click Edit, and turn on Tax exempt in the Sales Settings section. You can optionally record their exemption certificate number for your own records — Ardent Seller never validates it or files anything. When you select a tax-exempt customer on a new sale, the Tax amount defaults to 0 automatically; the field stays fully editable, so you can still enter tax on any individual sale that happens to be taxable.

Customer Insights

The Insights action on a customer row opens a dedicated customer page with a KPI strip (lifetime revenue, and — once you have cost data recorded — lifetime profit and margin percentage), their top products, and a paginated purchase history of every sale linked to that customer.

Transaction Fields

Line Items

Each sale contains one or more line items. For each item, select the product (or enter a free-form description), choose a variant if applicable, specify quantity and unit, and set the price. If the customer has a price list assigned (their own, or inherited from their customer group), each line's price auto-fills with the product's exact list price (the panel names the list as the source); otherwise, if the customer has a default pricing tier, tier pricing is auto-applied. Products not in the list fall back to the tier or retail price, and every auto-filled price stays editable. Each line item shows the unit price, line total, and a pricing panel with the item's cost, retail price, and the price-list, tier, or manual-override pricing that was applied.

Other Ways to Record Sales

You don't have to type every sale in by hand. The Snap a sale button on the sales page lets you photograph a paper sales record — a market-day tally sheet or handwritten order form — and AI turns it into a draft sale for your review; see the Snap a Sale guide. And if you sell on Etsy, connect your shop and completed orders import automatically as sale transactions — see the Etsy integration guide.

Costs & Totals

The sale total includes: item subtotal + surcharge - discount + tax + shipping + fees + payment method fees. Payment method fees are auto-calculated from your configured transaction methods. If the selected customer is marked tax exempt on their customer record, the Tax field defaults to 0 on new sales and a hint appears next to it — you can still type a tax amount for that sale if needed, and editing an older sale never changes its saved tax.

Invoice Generation

You can generate a PDF invoice for any sale transaction. The invoice includes your company name, customer name and address, invoice number, date, an itemized list of products with quantities and prices, and all totals. Generate an invoice from the row actions menu in the sales list, or from the Generate Invoice button in the sale detail view. If you upload a company logo in Settings > Account Preferences, it appears in the invoice header next to your company name.

Transaction Status

Sales use the same status workflow as purchases: Initiated, In Progress, Completed, Canceled, or Returned. Only Completed sales deduct inventory quantities and appear in revenue reports.