Dealer statement and online payment
Dealers 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.
PLANSEvery plan
The problem it solves
- The dealer's ledger never matches yours, and month-end goes on reconciling by phone.
- Accounts staff email the same invoice copies again and again.
- Dealers want to pay but have to ask for bank details or wait for the salesman.
How it works
- The dealer opens Statement. It shows this financial year to today to start with; From and To change the period.
- The page shows the opening balance, then every bill, credit note and payment with its debit, credit and running balance, and the closing balance.
- A bill or credit note opens its own page. Where you have switched on an online payment provider for your entity, the bill's page lets the dealer pay it there.
- Downloads gives each invoice and credit note, all invoices or all credit notes in one PDF, and the statement of account as a PDF.
- Overview keeps the totals in view: what the dealer owes, the overdue bills and the credit left.
Everything it does
Statement
- Period: this financial year to today unless the dealer picks dates
- Opening balance, then date, document, debit, credit and balance for each line, then the closing balance
- Everything posted on the dealer's account: bills, credit notes, payments and adjustments
- Closing balance shown in red while the dealer owes you
Paying
- Each bill opens its own page with View and PDF
- Online payment on the bill's page when a payment provider is switched on for your entity
- One bill at a time: paying several bills in one go from the portal is not built
Downloads
- Choose a period; each invoice and credit note with its PDF, 20 a page
- All invoices of the period in one PDF; all credit notes in one PDF
- Statement of account PDF: opening balance, every document, running and closing balance
On WhatsApp (Scale)
- Statement in the chat: outstanding, overdue, credit limit and available
- The three oldest unpaid bills with their pages to pay, when a payment provider is on
Who uses it
DealerChecks its balance, downloads papers for its accountant, and pays bills online.
AccountsPosts bills and payments as usual; the dealer sees them at once.
Distribution ManagerSpends less time sending copies and statements.
Where you use it
- Dealer portal: Statement, Downloads and each bill's own page
- WhatsApp (Scale): Statement in the ordering chat
- Not in a phone app for dealers: the portal opens in the phone's browser
What you control
Settings
- An online payment provider for your entity, if you want dealers to pay on the portal
- Your letterhead, used on the statement PDF
Notifications
- No message is sent when a statement is ready or a bill falls due; dealers open the portal when they need it
Questions
Which payment methods can dealers use?
Those of the online payment provider you switch on for your entity, set up with us. Without one, the bill's page shows the bill and its PDF only.Does a dealer's online payment show in our books?
It is recorded against the bill when the provider confirms it, and the dealer's statement shows it.Can the dealer download last year's statement?
Yes. Pick the dates on Statement or Downloads, then download the statement of account as a PDF.Can a dealer pay several bills at once?
Not yet. Each bill is paid on its own page.Can a dealer on hold see its statement?
No. The portal is open to Active dealers only.Related features
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 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 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.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.ACCOUNTINGFull accounting with GST returnsDealer invoices, van bills, collections, claim and return credit notes all post into the same books, with the depot on every line. Scale adds the full accounting screens and reports, from ledgers with drill-down to cash flow, and GSTR-1 and GSTR-3B worked out for Indian entities.
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.