How to create a Seller?

Introduction

This article provides a comprehensive guide for Distributors to create new Sellers in the Distributor Portal. It outlines mandatory fields, configuration options, Vendor contract management, Currency settings, and the complete onboarding process.

Distributors have the authority to onboard and manage Sellers, and all relationships between Distributors and Sellers are governed by their mutual agreements. Sellers are only permitted to use the Platform based on the terms of these agreements.

Sellers are created by submitting the Create New form in the Distributor Portal. Upon creation, the Seller receives an email invitation containing a registration link to access their Seller platform.

In this article:

• Sellers grid
• Accessing the Create Seller form
• Basic Details
• Invoices & Payments
• Primary Address
• Primary Contact
• Platform Configuration
• Vendor contracts
• Creating the Seller
• Specific scenario: New Google Seller

Sellers grid

The Sellers grid provides an overview of all Seller Organizations and their key information.

Search and toolbar

A search box allows you to search by organization ID, name, status, ERP ID, address, or contact. The search box is bordered for easy identification, consistent with the Modern Subscriptions grid style. 

The toolbar also includes the following controls:

• Columns button — opens the Toggle Columns panel, allowing you to show or hide individual columns. A Reset option restores the default column selection.
• Export button — exports the current grid data to the CSV file. Located between the Columns button and the + Create Seller button.
• + Create Seller button — located to the right of the search box, opens the Create Seller form.

Grid columns

The grid displays the following columns. Column headers are sticky (both vertically and horizontally) and sort/filter icons appear on mouseover.

The Actions column is always visible, regardless of the number of columns selected.

Shown by default:

• Organization Status — the current status of the Seller Organization, displayed as a color-coded circle indicator. Status options are:

  

  • Active (green indicator)
  • Pending Approval (yellow indicator)
  • Suspended
  • Fully Suspended
• Organization Name — the name of the Seller Organization. Can be sorted.
• Organization ID — the unique identifier of the Seller Organization. Can be sorted.
• ERP ID — the Seller's ERP system identifier. Can be sorted.
• Seller Platform — displays the Platform URL as a clickable link. Can be sorted.
• # of Customers — the number of active Customers associated with the Seller (excludes suspended Customers). Can be sorted.
• Country — the country where the Seller operates. Can be sorted.
• Price Tier — the Seller's assigned price tier.
• Product Catalogue — the Seller's assigned product catalogue.
• Credit Risk — the Seller's credit risk setting.
• Primary Contact — displays the first name and last name of the Seller's primary contact. 
• Phone — displays the phone number of the Seller's primary contact. 
• Email — displays the email address of the Seller's primary contact. 
• Address — displays the Seller's primary address as a single field, shown in the following order: Address Line 1, Address Line 2, Postal Code, City, State.
• Created by - displays first and last name of the user that created the Seller Organization.
• Approved by - displays first and last name of the user that approved the Seller Organization.

Hidden by default (can be enabled via Columns):

• Created On — the date the Seller Organization was created. Can be sorted. 
• Created By — the full name (first name and last name) of the Platform User who created the Seller Organization. Can be sorted and filtered.

Actions

Each row in the grid includes three action icons:

The Actions column remains visible at all times, regardless of which columns are currently selected or hidden.

• Checkmark icon — hover tooltip: Approve Seller. Approves the Seller Organization. If the Seller is already in Active status, a tooltip message reads "Seller is already in Active status."
• Pencil icon — hover tooltip: Edit information. Opens the Seller settings for editing.
• Eye icon — hover tooltip: Access seller platform. Opens the Seller Platform directly.

Pagination

Pagination controls are displayed at the bottom of the page, showing the number of records currently displayed (e.g., Showing 1 to 3 of 3 seller(s)). You can navigate between pages using the previous and next arrows, or specify an exact page number directly in the page input field.

An Items per page selector is displayed below the grid, allowing you to control how many Sellers are shown per page. Available options are: 10, 20, 50, 100. The default value is 20. The number of rows displayed updates immediately based on your selection.

Column Management

The Sellers grid supports column reordering and resizing for a more personalized experience. Users can drag and drop column headers to rearrange them in any order, and their preferred layout is saved and remembered on a per-user basis. 
 

Users can also resize specific columns by clicking and dragging the border of a column header to adjust its width. The columns eligible for resizing are:

• Organization Name,
• Organization ID, 
• ERP ID, 
• Contact Name, 
• Contact Email, 
• Contact Phone, 
• Address, 
• Country, 
• Created By,
• Approved By. 

Columns with a fixed width fall outside this set and cannot be manually resized. To restore all column widths back to their original default state, users can click the Reset button found within the Columns component.

Accessing the Create Seller form

1. Go to your Distributor Portal
2. Log in and access Sellers list
3. Click Create Seller

You will be redirected to the Create Seller form with the heading "Create Seller" and subtitle "Fill in the details below to create a new seller account".

Basic Details

The Basic Details section contains fundamental information about the Seller Organization and settings. This section is expanded by default.

Short Name (Required)

A brief identifier for the Seller Organization.

• Maximum 100 characters
• Accepts alphanumeric characters and common punctuation

Full Name (Registered Company Name) (Required)

The complete legal name of the Seller Organization.

• Maximum 255 characters
• Accepts alphanumeric characters, spaces, and common business punctuation

Registration Number (Required)

Official business registration number.

• Maximum 50 characters
• Accepts alphanumeric characters and hyphens
• A company registration number is a unique combination of numbers and, in some cases, letters used to identify your company and verify that it is an entity registered with Companies House

Tax Number (Required)

Tax identification number (formerly VAT Number).

• Maximum 50 characters
• Accepts alphanumeric characters and common tax ID formats
• A VAT number is a registered tax identification number in tax systems that use Value-Added Tax
• A VAT number has between 4 and 15 digits, starting with the two-digit country code (for example, DE for Germany or IN for India), followed by 2-13 other characters

ERP ID (Required)

Enterprise Resource Planning system identifier.

• Maximum 50 characters
• Accepts alphanumeric characters and hyphens
• The unique number of organizations in the ERP system of the Seller

Currency (Required)

Primary currency for the Seller's transactions.

• Dropdown select with searchable currency codes
• Default value: USD
• Options: USD, EUR, GBP, and other supported currencies
• The selected currency will be used in the Select Contract Currency section
• Once the form is submitted, this field cannot be modified from the Edit info option

Industry Types (Required)

Industries the Seller operates in, displayed as selectable cards.

• At least one industry must be selected
• Options:
  • Education
  • Government
  • Non Profit
  • Private Business

• Selected industries show green background with checkmark icon

  

• Unselected industries show white background with empty checkbox
  
• Cards have hover effect (border color change)
• Multiple selections allowed
• These checkboxes affect all vendors, except Adobe, which has its own industries

Invoices & Payments

This section consolidates all invoice and payment-related settings in a dedicated area with improved visual hierarchy using white cards within a gray container. This section is expanded by default.

Enable Invoicing (Required)

Control whether invoices are generated for this Seller.

• Radio button options: Yes / No
• Default value: Yes
• This setting gives Distributors control over which Sellers' invoicing should be enabled
• If you enable it for the Seller, their Subscriptions will be included in your Invoices and reports, and their Platform will generate Invoices of their own
• You may toggle this setting more than once if, for example, you want to disable it during onboarding and training, then enable it once the Seller and Platform are fully ready

Enable Card Payment

Enable this Seller to pay invoices via credit card.

• Checkbox (optional)
• Default value: Unchecked

Select Contract Currency (Required)

Contract currency sets the currency for invoices issued to this Seller.

• Radio button options:
  1. Use each vendor's contract currency (no conversion applied) - Default
  2. Use the seller's contract currency from Basic Details. Exchange rate conversion applies if vendor costs are in a different currency.

Option 1: Same currency in which you buy from your respective supplier Default option to avoid any currency conversion.

Option 2: Partner's primary currency Option to send invoices to your Seller using a single currency. However, the platform may convert the prices you pay to your supplier into the currency of your Seller. To manage FX rates and risks, configure all relevant currency combinations in your Currency Settings, otherwise default FX rates will apply.

After saving changes, these actions are irreversible.

Primary Address

Company location details. This section is collapsed by default and can be expanded by clicking the section header.

Country (Required)

Seller's country of operation.

• Dropdown select with searchable country names
• Selected country may influence state/province options

City (Required)

City name.

• Maximum 100 characters
• Accepts alphabetic characters and spaces

State (Required)

State or province.

• Maximum 100 characters
• Accepts alphabetic characters and spaces

Postal Code (Required)

Postal or ZIP code.

• Maximum 20 characters
• Accepts alphanumeric characters, spaces, and hyphens

Address Line 1 (Required)

Primary address line.

• Maximum 255 characters
• Accepts alphanumeric characters and common address punctuation

Address Line 2 (Optional)

Secondary address line.

• Maximum 255 characters
• Accepts alphanumeric characters and common address punctuation
• Can be left empty

Use a different billing address

Checkbox to indicate if a separate billing address is needed.

• Default value: Unchecked
• When checked, additional Billing Address section will appear with the same structure as Primary Addres

Primary Contact

Main contact person details. This section is collapsed by default.

The primary contact becomes the first Seller admin user and receives the first user invitation to the Seller platform based on the chosen identity provider.

Identity Provider (Optional)

Authentication provider for the contact.

• Dropdown select
• Default value: "Not selected"
• Can be left as "Not selected"

First Name (Required)

Contact's first name.

• Maximum 100 characters
• Accepts alphabetic characters, spaces, and hyphens

Last Name (Required)

Contact's last name.

• Maximum 100 characters
• Accepts alphabetic characters, spaces, and hyphens

Role (Optional)

Contact's job title or role.

• Maximum 100 characters
• Accepts alphanumeric characters and common punctuation
• Can be left empty

Email (Required)

Contact's email address.

• Maximum 255 characters
• Must be valid email format (contains @ and valid domain)
• Additional info: "This email will be used to create the first admin user after this organization is approved"

Phone (Optional)

Contact's phone number.

• Maximum 50 characters
• Accepts numeric characters, spaces, hyphens, parentheses, and plus sign
• Can be left empty

Additional Contact Types

Checkboxes for additional contact types, displayed in a 2-column grid:

• Custom Billing Contact
• Service Desk Contact
• Account Manager Contact
• Authorized Contact

Multiple checkboxes can be selected simultaneously. When checked, additional contact forms appear with the same fields as Primary Contact (First Name, Last Name, Role, Email, Phone).

Custom Billing Contact: This contact is different from the primary contact. It will not be created as a user but will be listed as a contact in the Organization's profile and can be selected for notifications. The billing contact is the default recipient for these notifications:

• Auto Payment Failed
• Auto Payment Successful
• Card For Auto Payment Is Saved
• Invoice Available To Download Consumer Is Customer
• Invoice Available To Download Consumer Is Seller
• Preferred Currency Reset Notification

Service Desk Contact: Listed as a contact in the Organization's profile and can be selected for notifications.

Account Manager Contact: Listed as a contact in the Organization's profile and can be selected for notifications. The Account Manager is the default recipient for these notifications:

• Expire Subscription Notification
• Quote Accepted
• Quote Change Requested
• Submit To Review

Authorized Contact: Listed as a contact in the Organization's profile and can be selected for notifications.

Platform Configuration

Customer Platform settings. This section is collapsed by default.

Sender Email Address (Required)

The email from which your customers will receive notifications.

• Maximum 255 characters
• Must be valid email format (contains @ and valid domain)
• Placeholder: "notifications@yourcompany.com"

Sender Name (Required)

Display name for email notifications.

• Maximum 100 characters
• Accepts alphanumeric characters and common punctuation
• Placeholder: "Your Company Name"

Platform URL (Required)

URL for the seller's customer platform.

• Maximum 255 characters
• Must be valid URL format (domain format, may include protocol)
• Placeholder: "platform.yourcompany.com"

Parent Domain (Required)

Parent domain for the platform.

• Dropdown select with available parent domain options
• By default, the parent domain is rethinkportal.com

Vendor contracts

Select Vendors for this Seller. At least one vendor contract must be selected.

Each Vendor has an associated checkbox. Selecting it displays additional required input fields. Depending on the Vendor and integration requirements, you must provide correct data to integrate your Seller with the Vendor's contract.

Onboarding Microsoft contracts

When onboarding a new Seller with a Microsoft contract, you need to validate the PLA ID (formerly MPN ID) to ensure proper integration with Microsoft services.

Adding PLA ID during Seller onboarding

1. Select Microsoft as the vendor when creating a new seller.
2. The PLA ID (formerly MPN ID) field will appear.
3. Enter the PLA ID in the designated text field.

Validating the PLA ID

Once you enter the PLA ID, the Validate button becomes clickable.

1. Click the Validate button.
   
2. The system will verify the PLA ID through integration with Microsoft API endpoints.
3. Review the validation result:
   • Success: A checkmark appears, confirming the PLA ID is valid
     
   • Failure: An error message displays, such as "The PLA ID (formerly MPN ID) is already being used by another reseller!" or "The PLA ID (formerly MPN ID) is not linked to any active reseller tenant"
     
     If you receive a warning that the PLA ID is already taken by another Microsoft partner, ensure you entered the correct PLA ID. If it's correct but the error message still appears, contact Platform Support.

Creating the Seller with Microsoft contract

After validating the PLA ID, click Create to complete the seller onboarding process. The system will:

• Store the PLA ID
• Create the Microsoft contract
• Link the PLA ID to the seller's Azure tenant

Managing Microsoft contracts for existing Sellers

For Sellers already onboarded in the system, the PLA ID field behavior depends on their current Microsoft contract status:

Seller with existing Microsoft contract and filled PLA ID

• The PLA ID field is disabled (cannot be edited)
• The Validate button is displayed and enabled
• You can validate the existing PLA ID to verify its current status

Seller with existing Microsoft contract but blank PLA ID

• The PLA ID field is disabled
• The Validate button is not displayed
• To add a PLA ID, you need to contact support

Seller without Microsoft contract

• You can select Microsoft as the vendor
• The PLA ID field will be disabled
• Click Update to create the Microsoft contract
• The system will create the contract with a blank PLA ID stored as blank

Onboarding other Vendors

IBM

CEID (IBM Reseller ID): IBM registration ID number of the Seller.

IBM Mass 360 Partner ID: Registration ID number of the Seller.

Acronis and Sophos

For Acronis and Sophos vendors, Distributors can onboard their existing Sellers to the platform and create new Sellers. Once the Vendor is marked, there are two options available:

Allow adding the existing Contract:

Sellers with an existing partner tenant in the Acronis or Sophos platform.

1. You need to enter the partner ID

NOTE! The partner ID must be a GUID, otherwise the validation will fail:

2. Click Validate so the system verifies the entered value.

If verification shows discrepancy, the platform shows an error message with related reason, for example:

Kaspersky

When Kaspersky is selected, the PIN field must be filled.

Other Vendors

Additional Vendors such as Google and AvePoint can be enabled for the Seller. Each additional Vendor must have a pre-established contract with the Distributor responsible for Seller portal creation. Otherwise, the additional Vendor checkbox will not be visible during Seller creation.

Creating the Seller

After completing all required fields, review your entries and click the Create Seller button at the bottom of the form.

Form Validation

Before submission, the form validates:

1. All required fields in all sections must be filled and valid
2. At least one industry type must be selected
3. At least one vendor must be selected
4. If Microsoft is selected, the Seller can be created without PLA ID, but a warning message will appear about potential issues.
5. If IBM is selected, CEID field must be filled

If any validation fails:

• The form will not submit
• An error summary displays at the top of the form
• The page scrolls to the first error
• The section containing the first error expands automatically
• The first invalid field receives focus

Validation error messages:

• Text fields: "This field is required"
• Email fields: "Please enter a valid email address"
• Dropdown fields: "Please select an option"
• Multi-select: "Please select at least one option"
• URL fields: "Please enter a valid URL"

If any validation fails, error appears under the corresponding field.

Validation error messages:

• Text fields: "This field is required"
• Email fields: "Please enter a valid email address"
• Dropdown fields: "Please select an option"
• Multi-select: "Please select at least one option"
• URL fields: "Please enter a valid URL"

After Submission

If any mandatory fields are incomplete, a "Form has errors" message will appear.

Upon successful submission:

1. A message displays: 
   
2. The Platform setup begins
3. Once approved by the Distributor Admin, the primary contact receives an invitation email to create their password and access the Seller platform using the Account login method

Specific scenario: New Google Seller

This section describes the additional steps and considerations that apply specifically when onboarding a new Seller authorized to sell Google products to their Customers.

Mapping logic

Indirect Sellers do not exist in Google's hierarchy, which requires special mapping procedures during onboarding. Because no Google Reseller Identifiers are available for Indirect Sellers, a Google Correlation ID is required for synchronization and data processing instead.

Prerequisites

Before creating a new Google Seller, ensure the following:

• The Distributor has a pre-established Google contract on the Platform. If this contract is not in place, the Google Vendor checkbox will not be visible during Seller creation.
• The Seller's applicable Industry Types have been determined, as some Google products or offers are only relevant to specific industries (for example, a Seller serving both public and private Customers must have all relevant industries selected).
  

Step 1: Complete the standard Seller creation form

Follow all standard steps described in this article to fill in the Basic Details, Invoices & Payments, Primary Address, Primary Contact, and Platform Configuration sections. Pay particular attention to the following Platform Configuration fields, which require Google-specific consideration:

• Sender Email Address — use a dedicated sender address that clearly identifies the Seller (for example, notifications@reseller1.de). Even if the address appears to be a no-reply address, the Seller must monitor this mailbox, as Customers often reply directly to notification emails.
• Sender Name — choose a name that clearly identifies the Seller to avoid confusion for their Customers.
  
• Parent Domain — select the domain appropriate for the Seller's region.
• Platform URL — enter a prefix that clearly identifies the Seller, as this will form the URL visible to and used by the Seller's Customers
  

Step 2: Select Google as the Vendor and enter the Google Correlation ID

In the Vendor Contracts section:

1. Select the Google checkbox.
2. The Google Correlation ID field (mandatory, marked with a red *) will appear.
3. Enter a value of your choice in the Google Correlation ID field. This value is defined by the Seller's own internal processes — for example, MyChosenValue-CRMtest01.
   
   
4. Click Create Seller to submit the form.

Step 3: Finalize the Google Seller onboarding

After the form is submitted, the standard post-submission flow applies (see After Submission). Note that the creation process in the system typically takes 30 to 60 minutes — during this time the Platform URL will not yet be accessible and the Seller status will show as Pending Approval.

Once creation is complete, two additional steps are required before the Seller can be approved:

1. Assign a Price Tier to the Seller.
2. Assign a Product Catalog to the Seller.

After these are set, approve the Seller — the status will change to Active. 

The recommended next steps are then to verify the catalog appears as expected on the Seller's Platform URL, customize the Seller portal (for example, by adding the Seller's logo), and create a user account so the Seller can log in.

Limitations

• Once the form is submitted, the Currency Code field cannot be modified from the Edit info option
• Once the form is submitted, the Invoicing Email field cannot be modified from the Edit info option. To edit this field, contact support at support@appxite.com
• After saving changes to Vendor contracts, these actions are irreversible
• Partners cannot edit invoice contract currency via UI. For example, for newly onboarded Seller invoice contract currency will be inherited from the parent contract. To change that currently requires to submit a support request to the Platform support

Summary

This article guides Distributors through creating a new Seller in the Platform, covering required information, contact details, Vendor contract setup, currency settings, and final approval steps. The process takes approximately 30 minutes to complete fully. By following this guide, you can successfully onboard new Sellers to your Platform and begin managing their Subscriptions and Customer relationships.