Merchant Onboarding Policy

1. Overview & Merchant Onboarding Framework

The Arvex POS Merchant Onboarding Policy outlines the structured sequence required to register new retail businesses, verify corporate identities, provision register terminal hardware, and activate payment gateway integrations across single and multi-location commercial environments.

2. Onboarding Lifecycle & Operational Workflow

• Phase 1 - Account Registration: Creation of the merchant master profile via the Dashboard, establishing administrative credentials, assigning multi-store location hierarchies, and configuring core system preferences.
• Phase 2 - Business Verification (KYB): Submission of commercial registration documents, tax identification, and corporate officer verification to satisfy anti-money laundering (AML) and Know-Your-Business regulatory requirements.
• Phase 3 - Hardware Provisioning & Terminal Pairing: Dispatch or local configuration of Arvex POS hardware terminals, barcode scanners, and thermal receipt printers linked directly to the designated store ID.
• Phase 4 - Payment Acquirer Integration: Connecting merchant gateway credentials for acquiring bank routing, card network registration, and live end-to-end transaction processing.
• Phase 5 - Staff Training & Trial Launch: Conducting system walkthroughs for store operators, deploying inventory databases, and initiating the 30-day evaluation window.

3. Merchant Qualification & Compliance Verification

4. Staff Training, Enablement & Go-Live Assistance

During the 1-month free usage period, merchants receive comprehensive access to dedicated onboarding resources and operational support to ensure cashiers, store managers, and system administrators are fully equipped for daily operation:

• Self-Paced Training Portal: Access to video learning modules, cashier terminal quick-start guides, and step-by-step role-based operational manuals.
• Inventory Upload Assistance: Dedicated CSV upload templates and automated database validation tools for bulk importing product catalogs, variants, and pricing tiers.
• Live Go-Live Support Session: Scheduled 1-on-1 virtual walkthroughs with an Arvex POS specialist to test transaction flow, barcode scanning, offline mode caching, and end-of-day register reconciliation.

5. Hardware Logistics, Terminal Setup & White-Glove Support

To ensure seamless register hardware deployment across single and multi-location retail stores, Arvex POS enforces structured logistics and technical deployment standards:

• Pre-Configuration Services: Hardware terminals, receipt printers, and card readers ordered during onboarding are pre-flashed with tenant security certificates and paired to your account prior to shipping.
• White-Glove On-Site Setup: Enterprise plans qualify for dedicated field engineering assistance to install counter mounts, network cabling, power distribution, and receipt printer relays.
• RMA & Terminal Swap SLA: Faulty or damaged hardware reported within the 30-day trial window benefits from immediate advance replacement cross-shipping within 24 business hours.

6. Multi-Store Migration & Legacy POS Data Import

Transitioning existing operations from legacy POS vendors to Arvex POS is fully managed during the 1-month free trial period with dedicated technical migration assistance:

• Catalog & SKU Migration: Dedicated data specialists convert and import legacy inventory CSV/Excel databases, maintaining barcode mappings, matrix product variants, pricing tiers, and stock counts.
• Historical Sales Import: Merchants can upload up to 24 months of historical sales data into the Cloud Dashboard for uninterrupted reporting and Year-over-Year (YoY) performance analytics.
• Customer Loyalty Sync: Existing customer profiles, points balances, saved payment profiles, and stored store credits are migrated seamlessly with zero loss of customer data.

7. Acquirer Gateway Setup & Payment Routing Configuration

Arvex POS provides flexible merchant acquiring options to support diverse card processing models and optimize transaction fees:

• Direct MID Connectivity: Merchants with existing acquiring relationships can connect their direct Merchant ID (MID) and processor credentials directly into the platform.
• Turnkey Payment Aggregation: Integrated processing accounts can be instantly provisioned during KYB verification, enabling immediate acceptance of Visa, Mastercard, AMEX, Apple Pay, and Google Pay.
• Smart Routing & Fallback: Configure secondary gateway fallbacks to automatically reroute transactions in the event of primary acquirer processing outages.

8. Post-Trial Offboarding & Operational Governance

Clear protocols govern account status changes at the conclusion of the evaluation period:

• Seamless Trial-to-Paid Conversion: Selecting a subscription plan automatically transitions all register settings, inventory, staff accounts, and historical logs into active status without system downtime.
• Grace Period & Data Export: Accounts that do not convert at the end of the 30-day trial enter a 30-day read-only grace period. Merchants retain full bulk export rights for all product, customer, and sales data.
• Terminal Decommissioning: Leased or evaluated hardware endpoints are remotely zeroed and de-registered from the cloud portal upon account closure to protect store privacy.