Dealer status and ageing
Every 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.
PLANSEvery plan
The problem it solves
- A dealer you stopped supplying still places orders because nobody told the office.
- Collections are chased from memory, and the oldest money is the last to come in.
- The area manager cannot see which of his dealers owes more than 90 days.
How it works
- A new dealer starts as Prospect. Approving its onboarding makes it Active.
- When a dealer must stop, set its Dealer Status to On Hold or Closed on the contact. Every new order from it then waits for credit approval, and its portal pages close.
- Open Distribution > Reports > Dealers and Stock > Dealer Ageing. Each open bill sits in a column by days past its due date: Not Due, 1-30, 31-60, 61-90, Over 90.
- Rows are grouped by area and dealer to start with. Switch to the list for every bill, or to the graph by area.
- Filter Overdue or Over 90 Days, or group by salesman, and send each salesman his list.
Everything it does
Dealer status
- Prospect (to start with), Active, On Hold, Closed, shown as a coloured badge
- Group the dealer list by Dealer Status
- On Hold or Closed: every order needs credit approval, with the status given as the reason
- Only Active dealers open the dealer portal and receive broadcasts and stock report reminders
- Every change of status is kept in the dealer's history
- Status is changed by hand; nothing puts a dealer on hold by itself
Dealer Ageing
- Pivot, list and graph of every open receivable line of every dealer
- Columns: Not Due, 1-30, 31-60, 61-90, Over 90 and Owed, with totals
- Each line shows the dealer, the bill, area, salesman, bill date, Due On and Days Overdue
- Due On is the bill's due date, or its date when it has none
- Filters: Overdue, Over 90 Days; group by Area, Dealer or Salesman
- Read-only; nothing to set up
Order status the dealer sees
- Placed, Waiting for Approval, Confirmed, Dispatched, Delivered, Invoiced, Cancelled
- A column in the order list for your team, and the status on the dealer's portal
Who uses it
Distribution ManagerPuts dealers on hold or closes them, and reads ageing for the whole network.
Area ManagerReads ageing for his areas and chases the oldest money.
SalesmanSees a dealer's overdue buckets on its page in the app (Growth) before taking an order.
Where you use it
- Web: the dealer's contact (Dealer Status) and Distribution > Reports > Dealers and Stock > Dealer Ageing
- The SmartMy Distribution app (Growth): the five ageing buckets on a dealer's page (built and in testing, not in the app stores yet)
- Dealer portal: the dealer sees what it owes and its overdue bills, not your ageing report
What you control
Settings
- Dealer Status on each dealer
- Due dates come from the payment terms on the bill
Approvals
- Dealer order credit: orders of a dealer On Hold or Closed wait here (area and distribution managers to start with)
Notifications
- Dealer Order Waiting for Approval: to the dealer when an order is held. It goes in the app and by email, by SMS from Growth and on WhatsApp from Scale
- No reminders to dealers are sent from the ageing report
Questions
Why does a bill show as not due in ageing but hold an order?
Ageing counts from the bill's due date. The order check counts from the bill's date plus the dealer's credit days. If the two differ for a dealer, align its payment terms with its credit days.Can a dealer on hold still see its statement?
No. The dealer portal is open to Active dealers only. Set the dealer back to Active to open it again.Are payments not yet matched to bills shown?
Yes. Any open amount on the dealer's account appears, so an unmatched payment shows as a negative line until it is matched to its bill.Does a dealer go on hold by itself when it is overdue?
No. You change the status by hand. Overdue bills already hold new orders for approval without it.Related features
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.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.DEALERSDealers and retailers by area and beatEvery dealer and retailer sits in your own map of the market: region, area and beat, each with its manager. A retailer is linked to the dealer that serves it, and each dealer carries its group, salesman, status and credit days.RETAILERS AND FIELD SALESCollections and targets for salesmenSalesmen record cash, UPI and cheques collected at the shop; the office marks each one received and books it as a payment against the dealer. Monthly targets by value, for a salesman or a dealer, show what is achieved from confirmed orders.LARGE NETWORKSControl tower alertsEvery morning SmartMy Distribution checks the network and raises alerts for the right area manager. Dealers not ordering, retailers who stopped buying, stock-outs, late dealer figures, salesmen without visits or away from the shops. The manager closes each one as Dealt With.
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.