Dealer portal: catalogue, ordering and delivery
Each 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.
PLANSEvery plan
The problem it solves
- Dealers send orders on WhatsApp as photos of handwritten lists, and someone retypes them.
- A dealer calls three times to ask whether the goods have left.
- Orders come in part packs or below the minimum, and the office calls back to correct them.
- The dealer finds out it is over its credit only when the order does not arrive.
How it works
- An approved dealer signs in with the login sent at onboarding and opens Dealer on its portal home.
- Overview shows its open orders, what it owes, overdue bills and its credit: limit, used, overdue and available.
- New Order shows the catalogue: picture, code, category, pack (Case of 24 · minimum 48) and the dealer's own price. Category chips and search filter the cards; + and - go by the pack.
- As quantities are typed, the basket shows the count and total and warns if the order will wait for credit approval. Place Order sends it with an optional note. An order below the minimum or in part packs is refused with the reason.
- Orders lists every order with its status. Each opens a page: items, a dated status timeline, deliveries with proof of delivery, invoices with View and PDF. Order Again puts the same items in a new basket.
Everything it does
Overview and credit
- Open orders, You owe, bills overdue, and a tile to order
- The credit card: available, of your limit, used and overdue, with a bar that turns red at 90 %
- No limit set: the card says so and shows used and overdue only
- The eight newest open orders
New Order
- Goods for sale only; services such as freight are added by your office
- Pack name, units in a pack and minimum order set per item on the product form
- Available or Short only when Dealers see stock is on; the quantity is never shown
- Quantities typed stay when an order is refused
- The first 200 items by name are shown; search and chips filter them on the page
Orders and the order page
- Search by order number; chips All, Open, Waiting, Delivered, Invoiced, Cancelled; 20 a page
- Timeline: Placed, the approval step when the order was held (Approved or Not approved), Confirmed, Dispatched, Delivered, Invoiced
- Lines marked Free or % off where a scheme applied, with before tax, tax and total
- Each delivery and return with its date, items, signature and photos
- Each invoice and credit note with paid status, due date, View and PDF
- On Growth: the e-way bill, vehicle and transporter on the delivery
Look and language
- Works on a phone; the side menu opens from the menu button
- Light and dark theme
- A Language list in the user menu when more than one language is active; our own words stay in English until their translations are loaded
Pages added on Growth
- Schemes applied live in the basket and scheme progress
- Returns, Announcements, Documents, Targets, Stock and Sales, Claims
- Help tickets through SmartMy Desk
Who uses it
DealerOrders, follows deliveries, downloads invoices, checks credit.
Distribution ManagerSends portal logins and decides orders that wait for credit approval.
Distribution AdministratorSets item pictures, packs, minimums and stock display.
Where you use it
- Dealer portal: /my > Dealer, on any browser
- Web: Distribution > Orders > Dealer Orders, marked Came From Dealer Portal
- Not in a phone app: the SmartMy Distribution app is for your sales team, not for dealers
- WhatsApp (Scale): dealers can also order in a chat
What you control
Settings
- Dealers see stock (Settings > Distribution > Dealer Orders): off to start with
- Per item: picture, Pack, Units in a Pack and Minimum Order
- Each dealer's price list and credit limit
- Languages switched on in Settings
Approvals
- Dealer order credit: portal orders over credit, with overdue bills or from a dealer on hold wait here
Notifications
- Dealer Order Waiting for Approval, Dealer Order Confirmed and Dealer Order Dispatched: to the dealer. They go in the app and by email, by SMS from Growth and on WhatsApp from Scale
- These go out at once; a dealer can switch off a channel, never the message
Works with
SmartMy DeskOn Growth, dealers raise help tickets from the portal and follow them on Desk's own page.
Questions
Does the dealer pay anything to use the portal?
No. The portal is part of your subscription; each plan includes a number of portal dealers and more can be added.Is there an app for dealers?
Not yet. The portal opens in the phone's browser. The SmartMy Distribution app is for your sales team.Can dealers see our stock?
Only if you turn on Dealers see stock, and then only Available or Short, never the quantity.Does the portal work in Hindi?
The portal switches to any active language. Our own portal words show in English until their translations are loaded.We have more than 200 items. Will dealers see them all?
New Order lists the first 200 items by name, and search filters within them. For a larger range, tell us before you start.Related features
DEALERSDealer statement and online paymentDealers see their account on the portal for any period, with every bill, credit note and payment and a running balance. Each bill opens its own page to pay online, and invoices, credit notes and the statement download as PDF.DEALERSDealer orders with credit and overdue checksEvery 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.DEALERSSchemes live in the dealer's basketAs a dealer types quantities on the portal's New Order page, the basket shows the free goods and discounts it gets. It also shows how much more of an item reaches the next slab or free lot.DEALERSDealer returns with credit notesA dealer sends back damaged, expired or wrong goods against the order they came on, with photos, from its portal. Once approved, a return delivery and a credit note at the order's prices and taxes are made.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.DEALERSDealer onboarding with approvalA new dealer starts as a request with its GSTIN or PAN, the signed agreement and the proposed group, area, salesman and credit. A distribution manager approves it; the dealer then becomes active with those terms and gets its portal login by email.
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.