Dealer orders with credit and overdue checks
Every dealer order is checked when it is confirmed: the dealer's status, its credit limit with open orders, and bills overdue past its credit days. An order that fails waits for an area or distribution manager and is confirmed by itself once approved.
PLANSEvery plan
The problem it solves
- Orders are dispatched to dealers who already owe more than their limit.
- A dealer with bills three months old keeps ordering because nobody looks before confirming.
- Credit exceptions are agreed on the phone and nobody can say who allowed them.
How it works
- Orders come from Orders > Dealer Orders, the dealer portal, the salesman app or WhatsApp. Each order records where it came from.
- On Confirm, three checks run. The dealer is not On Hold or Closed. What it owes, open orders and this order stay within its limit. No unpaid bill is older than its credit days.
- All pass: the order is confirmed and the dealer is told. One fails: the order waits, and a credit check such as CHK/2026/00001 lists the reasons.
- An area or distribution manager opens Orders > Order Checks and presses Approve, or Reject with the reason.
- Approved, the order is confirmed by itself and goes to the warehouse. Rejected, it stays unconfirmed and the reason is posted on the order.
Everything it does
The checks
- Status: a dealer On Hold or Closed always needs approval
- Credit: what the dealer owes, plus confirmed orders not yet billed, plus this order, against the dealer's credit limit
- Overdue: posted unpaid bills dated more than the dealer's credit days ago
- No credit limit set: only the status and overdue checks run
- The same checks for office, portal, app and WhatsApp orders
Order checks
- To Approve, Approved or Rejected; rejecting needs a reason
- Filter To Approve (on to start with), group by dealer, total of the amounts
- An approved check covers the order up to the approved amount; if the order grows past it, it is checked again
Dealer orders
- Came From: Office, Dealer Portal or Salesman App (WhatsApp on Scale)
- The dealer's area is kept on the order for reports
- Dealer Status column: Placed, Waiting for Approval, Confirmed, Dispatched, Delivered, Invoiced or Cancelled
- Prices from the dealer's price list; schemes applied on Growth
- The depot that ships the order is on its invoice
On the dealer portal
- The credit card shows limit, used, overdue and available, counted as the check counts it
- While the basket fills, the dealer is warned when the order will wait for approval, and Place Order asks first
Who uses it
SalesmanTakes orders and sees when one is held.
Area ManagerDecides credit checks in Order Checks or in the app.
Distribution ManagerDecides checks, sets limits and credit days, puts dealers on hold.
DealerPlaces orders, sees its available credit and follows the order's status.
Where you use it
- Web: Distribution > Orders > Dealer Orders and Order Checks
- Dealer portal: New Order with the credit card and warning; each order's page with its approval step
- The SmartMy Distribution app (Growth): salesmen take orders; area managers decide credit checks (built and in testing, not in the app stores yet)
- WhatsApp (Scale): dealers order in a chat with the same checks
What you control
Settings
- Each dealer's credit limit (Accounting tab of the contact) and Dealer Credit Days, taken from its group to start with
- Dealer status: put a dealer On Hold to send every order for approval
- The Dealer order credit approval chain: area and distribution managers to start with
Approvals
- Dealer order credit: area and distribution managers approve to start with; add levels, chains for orders above an amount, or Approved at Once
Notifications
- Dealer Order Waiting for Approval: to the dealer, in the app and by email, by SMS from Growth and on WhatsApp from Scale
- Dealer Order Confirmed: to the dealer, with a link to the order. It goes in the app and by email, by SMS from Growth and on WhatsApp from Scale
- Dealer Order Dispatched: to the dealer when goods leave, in the app and by email, by SMS from Growth and on WhatsApp from Scale
- Request Waits for Your Approval: to the approvers of the level that is next, as a phone notification, by email and in the app. Each approver also gets a to-do
- Rejected: no separate message; the order page shows Not approved
- These go out at once; a dealer can switch off a channel such as SMS, never the message itself, and the in-app notice always arrives
Questions
Can a manager let one order through without raising the limit?
Yes. Approving the credit check confirms that order only. The dealer's limit stays as it is for the next order.What counts as overdue?
A posted bill not fully paid whose date is more than the dealer's credit days ago. A dealer with 0 credit days has every unpaid bill from an earlier day counted as overdue.Does the dealer know its order is held?
Yes. The portal warns before the order is placed. The dealer is then told it waits for approval, and the order page shows the step.Can we block a dealer completely?
Put it On Hold or Closed. Every order then waits for approval, and the dealer's portal pages close until it is Active again.Related features
DEALERSDealer status and ageingEvery dealer is Prospect, Active, On Hold or Closed, and the status decides whether its orders flow and whether its portal is open. Dealer Ageing shows what each dealer owes by how long it is overdue, by area, dealer and salesman.DEALERSDealer portal: catalogue, ordering and deliveryEach dealer gets its own web pages. They show a catalogue at its own prices and the credit it has left. They also show every order with its status, deliveries, proof and invoices. It opens on any phone or computer, in the dealer's language.DEALERSDealer groups with price lists and credit termsPut dealers in groups such as Distributors and Dealers, each with its price list, credit limit and credit days. A new dealer takes its group's terms, and every order, portal page and app screen shows that dealer's own prices.ACROSS SMARTMY DISTRIBUTIONApproval chainsNew dealers, orders over credit, claims, returns, new retailers, points and gifts go to the right people in the right order, set up without code. Every decision is kept with who, when and why.LARGE NETWORKSWhatsApp ordering for dealers and retailersDealers, and shops if you allow it, order by writing to your WhatsApp number. They pick from lists or send "code x quantity" lines, see the basket with schemes and credit, and confirm. The order is placed as from the dealer portal, and the same chat gives status, the statement and help.ACROSS SMARTMY DISTRIBUTIONNotificationsSmartMy Distribution tells dealers when an order is confirmed, held or dispatched and when a claim or return is decided. It reminds them to report stock, and tells managers about approvals, alerts and their team's day, by WhatsApp, SMS, email, phone notification and in-app.
See your market on it.
Tell us how many dealers and salesmen you have, and how orders and claims reach you today. We will set up your dealers, price lists and beats with you.