Settings Guide
Configure every aspect of Ardent Seller to match your business
Overview
Settings let you customize Ardent Seller to match your business needs. Configure display preferences, manage your subscription, invite team members, set up locations, define custom attributes, configure payment methods, organize tax categories, manage pricing tiers, and handle data import/export.
Preferences
Navigate to Settings → Preferences to configure display and business defaults.
Currency & Units
Currency
Select your business currency from a searchable dropdown. Shows currency code and symbol (e.g., "USD $").
Default Measurements
Choose between US Customary (pounds, gallons, etc.) or Metric (kilograms, liters, etc.) as the default unit system.
Default Barcode Format
Select the barcode format for generated barcodes: CODE39, CODE128, EAN13, UPC, QR, AZTEC, or PDF417. Each format has guidance on common industries and use cases.
Tax Settings
IRS Business Code (NAICS)
Your 6-digit NAICS code for the Schedule C report. Examples: 454110 (e-commerce), 311811 (retail bakeries), 339910 (jewelry manufacturing).
Business Description
A brief description of your business for Schedule C Line A (max 200 characters).
Accounting Method
Choose Cash (record income when received, expenses when paid) or Accrual (record when earned/incurred regardless of payment). This affects how financial reports calculate totals.
Billing
Navigate to Settings → Billing to manage your subscription and view usage.
Current Subscription
Shows your active plan name, price, billing type (flat rate or usage-based), subscription status (Active, Past Due, Cancelled, Expired, Trial, or Paused), member-since date, and next billing date.
Credit Usage (PAYG Plans)
For pay-as-you-go plans, shows detailed credit usage: peak transactions vs limit, user credits, location credits, audit trail tier costs, total credits, and estimated cost. The billing period date range is displayed at the top.
Actions
- Cancel Subscription — cancels your plan (with confirmation dialog showing what you'll lose access to)
- Manage Subscription / Billing Portal — opens the customer portal for payment method management and invoice history
- Upgrade Your Plan — for free-tier users, links to the pricing page to choose a paid plan
Audit Trail Tier (PAYG)
Pay-as-you-go plans let you choose how long audit trail data is retained. Options: Base (limited), 7 Days, 30 Days, 90 Days, or 1 Year. Longer retention costs more credits per billing period. Changes take effect immediately.
Team
Navigate to Settings → Team to manage team members and invitations.
Account Name
The account/organization name displayed across the app. Only the account Owner can change this.
Team Members
Lists all current team members with their name, email, role, and join date. Actions available (for Owners and Managers): change a member's role, or remove them from the team. You cannot modify your own account or remove other Owners.
Roles
Full access to everything: all data, settings, billing, data management, and team management. Can delete the account.
Can manage team members, locations, attributes, preferences, tax categories, pricing tiers, and transaction methods. Cannot access billing or data management.
Can view and create/edit inventory, transactions, recipes, and reports. Cannot access any settings pages.
Read-only access to view all inventory, transactions, recipes, and reports. Cannot create, edit, or delete any data.
Inviting Members
Click Invite Member, enter the person's email address and select a role. They'll receive an email with a link to create their account and join your team. Pending invitations show in a separate section with options to copy the invite link, resend the email, or revoke the invitation.
Locations
Navigate to Entities → Locations to manage your business locations.
Location Types
Your main headquarters or primary business facility. Every account starts with one primary location.
Additional branches or satellite facilities.
Warehouses, storage units, or other dedicated storage facilities.
Manufacturing or production facilities (kitchens, workshops, etc.).
Retail locations, market stalls, consignment shops, or point-of-sale locations.
Fields
Each location has: Name, Category (type from above), State (draft/active/archived), Contact info (name, phone, email, website), full Address (street, city, state/province, postal code, country), and an optional Default Pricing Tier.
How Locations Work
Inventory, transactions, procedures, and equipment logs are all scoped to a specific location. Use the location selector in the app header to switch between locations. When you switch, all data on the page refreshes to show data for the selected location. Your location selection is saved across sessions.
Attributes
Navigate to Settings → Attributes to define custom fields for inventory items.
What Are Attributes?
Attributes are custom properties you define for your inventory items and variants. For example, you might create a "Size" attribute with options "Small", "Medium", "Large", or a "Color" attribute with options "Red", "Blue", "Green".
Fields
Name
The attribute name (e.g., "Size", "Color", "Material", "Scent").
Options
One or more values for this attribute. Each option has a Name (e.g., "Small") and an optional Abbreviation (e.g., "SM", max 10 characters). Add as many options as needed.
Using Attributes
Once defined, attributes can be assigned to inventory items and their variants in the detail sheet. They appear as option badges in the attributes table showing "Name (Abbreviation)".
Transaction Methods
Navigate to Settings → Transaction Methods to configure payment methods and their fees.
Fields
Name
The payment method name (e.g., "Credit Card", "Cash", "PayPal", "Venmo", "Check").
Description
Optional description of this payment method.
Fixed Fee
A flat fee charged per transaction (e.g., $0.30 per credit card swipe).
Percentage Fee
A percentage of the transaction total charged as a fee (e.g., 2.9% for credit card processing).
Applicable Categories
Which transaction types this method applies to (purchase, sale, transfer, income, expense, etc.). Leave empty to apply to all types.
How Fees Work
When you assign a payment method to a transaction, the system automatically calculates the fee based on the method's fixed fee plus its percentage fee applied to the transaction total. For example, a "Credit Card" method with a $0.30 fixed fee and 2.9% percentage fee on a $100 sale would calculate: $0.30 + ($100 x 2.9%) = $3.20. Multiple methods can be applied to a single transaction.
Tax Categories
Navigate to Settings → Tax Categories to organize income and expenses by IRS category.
Fields
Name
Category name (e.g., "Office Supplies", "Meals", "Advertising").
Description
Description of what expenses or income this category covers.
Category Type
Whether this is an Income category or an Expense category.
IRS Category
The corresponding IRS Schedule C line reference (e.g., "Part II, Line 27a").
State
Draft, Active, or Archived. Only active categories appear in transaction dropdowns.
Seed Default Categories
Click the Seed Default Categories button to pre-populate standard IRS Schedule C categories. These system categories are locked (cannot be deleted) but you can add your own custom categories alongside them. Assign tax categories to transactions for automatic categorization on the Schedule C report.
Pricing Tiers
Navigate to Settings → Pricing Tiers to create formula-based pricing for different customer segments.
Fields
Name
Tier name (e.g., "Wholesale", "Retail", "Distributor", "VIP Discount").
Formula Type
Choose "Markup from Cost" (percentage markup on item cost) or "Adjustment from Retail" (fixed or percentage adjustment from retail price).
Amount
The markup or adjustment amount. For markup: a percentage (e.g., 50 means cost + 50%). For adjustment: a fixed dollar amount or percentage to add/subtract from retail.
How Pricing Tiers Work
Create tiers like "Wholesale" (Markup from Cost: 30%) or "VIP Discount" (Adjustment from Retail: -15%). Assign a tier as the default for a customer in their entity record. When you create a sale for that customer, the tier formula is automatically applied to calculate item prices. You can also override the tier on individual sales.
Data Management
Navigate to Settings → Data Management to manage your data (Owner access only).
Data Overview
Shows a summary of your data: total inventory items, transactions, procedures, and entities.
Delete Application Data
Removes all business data (inventory, transactions, procedures, entities, and their audit trails) while preserving your account, user profile, team members, locations, and settings. Requires typing "DELETE MY DATA" to confirm. This action cannot be undone.
Delete All Data & Account
Permanently deletes everything: all business data, all entities including locations, all settings, all team memberships, the account itself, your subscription (auto-cancelled), and your user profile and authentication. Requires typing "DELETE EVERYTHING" to confirm. You will be logged out immediately and the account is unrecoverable.
Both delete actions are irreversible. Export your data before deleting if you need to keep a copy. Only the account Owner can access these actions.
Settings Access by Role
Full access to all settings including Billing and Data Management.
Access to Team, Locations, Attributes, Transaction Methods, Tax Categories, Pricing Tiers, and Preferences. No Billing or Data Management.
No access to settings pages. Can only view and edit business data.
No access to settings pages. Read-only access to business data.