Xparts Vendor Management Policy
1. Vendor Registration and Verification
All vendors must:
- Be legally registered with the Companies Commission of Malaysia (SSM) or another relevant Malaysian authority.
- Provide accurate and current business registration, contact, banking, tax and beneficial ownership information, where applicable.
- Provide any supporting documents requested by Xparts for verification or compliance purposes.
- Ensure that the registered bank account belongs to the vendor or its authorised business entity.
- Update Xparts promptly if any submitted information changes.
All vendor applications are subject to review and approval by the Xparts onboarding team. Xparts may reject, suspend or request additional verification for any application.
2. Product Listing Requirements
Vendors are responsible for ensuring that every product listing is complete, accurate and lawful.
Each listing must include:
- A clear product name and description.
- Correct specifications, condition, brand and part number, where applicable.
- Vehicle or equipment compatibility information.
- Accurate pricing and available stock.
- Clear and genuine product photographs.
- Warranty information, if applicable.
- Any relevant safety, usage or installation information.
Vendors must not list:
- Counterfeit, stolen, prohibited or unlawfully obtained products.
- Products that infringe intellectual-property rights.
- Misleadingly described, unsafe or falsely advertised products.
- Used or reconditioned products presented as new.
Vendors must keep their inventory, pricing and product information updated. Xparts may remove or suspend listings that are inaccurate, misleading, prohibited or unsupported by sufficient information.
3. Product Authenticity and Compatibility
Vendors are responsible for the authenticity, legality, quality and stated condition of their products.
Vehicle compatibility information must be accurate. Vendors should clearly advise buyers to confirm part numbers, vehicle models, manufacturing years and other relevant specifications before purchase.
Where requested, vendors must provide invoices, authorisation letters, certificates or other evidence showing the origin and authenticity of a product.
4. Order Processing and Fulfilment
Vendors must:
- Review and process confirmed orders within the timeline displayed on the Xparts platform.
- Maintain sufficient stock for products shown as available.
- Pack products securely and appropriately.
- Prepare orders for collection or shipment within the required timeframe.
- Provide accurate shipment and fulfilment information.
- Inform Xparts immediately if an order cannot be fulfilled.
Where delivery is arranged through Xparts, vendors must cooperate with Xparts-approved logistics partners and follow the applicable collection, packaging and delivery procedures.
Repeated order cancellations, delays, incorrect shipments or non-fulfilment may result in listing restrictions or account suspension.
5. Vendor Payout
Vendor payouts will normally be processed within seven working days after the order is successfully completed, subject to:
- Payment clearance.
- Delivery or order-completion confirmation.
- No active return, refund, chargeback or dispute.
- Accurate vendor banking and verification information.
Xparts may temporarily hold or adjust a payout where fraud, payment reversal, return, refund, delivery failure or dispute is being investigated.
6. Returns, Refunds and Warranty Obligations
Vendors must:
- Respond to a return, refund or dispute notification within three working days.
- Cooperate with Xparts and provide requested evidence within the stated timeframe.
- Honour eligible returns and refunds in accordance with the Xparts Return and Refund Policy.
- Bear the applicable return or replacement costs where the vendor supplied an incorrect, defective, damaged, counterfeit or materially misdescribed product.
- Fulfil any warranty stated in the product listing.
Submitting a return request does not automatically guarantee approval. Each request will be reviewed according to the product condition, evidence submitted and the applicable Xparts policy.
Xparts may mediate disputes and make a platform decision based on the available evidence and applicable policy.
7. Commission and Platform Fees
Vendors may register and list eligible products on Xparts without a vendor listing fee or sales commission, unless otherwise agreed in writing.
- A 5% Xparts platform fee is automatically added to the listed product price and paid by the buyer.
- The applicable fee will be displayed to the buyer before payment confirmation.
Optional services—including advertisements, sponsored listings, promotional campaigns and enhanced visibility—may be subject to separate charges.
Vendors will be informed of the applicable charges before activating such services.
Xparts may revise its fees by providing advance notice through the platform, email or another official communication channel.
8. Performance Monitoring
Vendor performance may be evaluated based on:
- Order acceptance and fulfilment rates.
- Order cancellations and delivery delays.
- Product accuracy and complaint rates.
- Customer ratings and reviews.
- Response time for inquiries, returns and disputes.
- Compliance with Xparts policies.
Depending on the severity and frequency of an issue, Xparts may:
- Issue a warning.
- Request corrective action.
- Temporarily suspend affected listings.
- Reduce listing or promotional visibility.
- Temporarily suspend the vendor account.
- Permanently remove the vendor from the platform.
Serious matters involving suspected fraud, counterfeit products, safety risks or unlawful activity may result in immediate suspension while an investigation is conducted.
9. Vendor Code of Conduct
Vendors must:
- Conduct business ethically, lawfully and professionally.
- Communicate respectfully with buyers, Xparts staff and logistics partners.
- Protect buyer information and use it only for authorised order-fulfilment purposes.
- Comply with applicable Malaysian laws, tax requirements, SST and e-Invoice obligations.
- Avoid manipulating reviews, orders, pricing, promotions or platform performance.
- Refrain from directing buyers to complete Xparts product transactions outside the platform.
- Keep Xparts account credentials secure and prevent unauthorised account use.
10. Data Protection and Confidentiality
Vendors must protect all personal, commercial and transaction information received through Xparts.
Buyer information must not be:
- Used for unrelated marketing without lawful consent.
- Sold, shared or disclosed to unauthorised parties.
- Retained longer than reasonably required for fulfilment, legal or accounting purposes.
- Used to contact buyers for transactions unrelated to their Xparts orders.
Vendors must comply with Malaysia’s Personal Data Protection Act 2010 and other applicable privacy requirements.
11. Suspension and Termination
Xparts may restrict, suspend or terminate a vendor account where:
- This policy or other Xparts terms are violated.
- Fraud, manipulation or suspicious activity is detected.
- Counterfeit, prohibited or unsafe products are listed.
- The vendor repeatedly fails to fulfil orders.
- There is consistent substantiated negative feedback.
- Required verification or compliance documents are not provided.
- Continued vendor activity may expose buyers or Xparts to legal, financial, safety or reputational risk.
Where appropriate, Xparts may allow the vendor to provide an explanation or supporting evidence before making a final decision.
Termination does not remove the vendor’s responsibility for outstanding orders, returns, refunds, warranties, disputes or other obligations incurred before termination.
12. Policy Updates
Xparts may update this Vendor Management Policy periodically to reflect operational, legal or platform changes.
Material updates will be communicated through the Xparts platform, registered email address or another official communication channel. Continued use of the platform after the effective date constitutes acceptance of the updated policy.
Vendor Support
For assistance with onboarding, listings, orders, returns, payouts or disputes, please contact:
Email: [support@xparts.asia](mailto:support@xparts.asia)
Website: [www.xparts.asia](http://www.xparts.asia)
**Effective date: 08th Aug 2026
**Last updated: 08th Aug 2026