Sales and dealer orders

Keep the customer and its legal entity explicit before quoting. A sales representative selects the applicable product unit and price basis, then records the customer, offer validity and order promise. The order retains its original promise even when the team agrees a later date. For a distributor selling a stocked product by case, the case conversion and accepted net amount travel with the order line; a later price list edit cannot silently change that commitment.

Sales Representative prepares quotes and orders. Sales Manager reviews the submitted order as a separate person. Finance Manager decides an exceptional credit exposure before fulfillment. The order approval and credit decision have different purposes, so both must be visible when the dealer exceeds its limit.

• Account basis. Confirm the dealer, billing identity, payment terms and entity before accepting an offer.
• Price basis. Agree which unit, list and currency are valid for each product.
• Promise. Retain the original delivery promise beside any accepted revision.

Agree who may change a dealer hold and who reviews a credit exception. Decide when customer acceptance evidence is sufficient to prepare an order, then route the submitted revision to the independent Sales Manager. Keep pricing and tax evidence attached to the accepted line. Train the team to distinguish an approved order from reserved stock: demand is a commitment, while a reservation consumes only eligible available quantity.

Take a dealer order for one stocked product with a partial first dispatch. Check that the remaining quantity stays open, the original promise remains visible, and the second dispatch cannot claim the first allocation again. Then put the dealer on hold and attempt a fresh order. The sales team should see the hold before treating the new order as accepted. Review the credit calculation with the posted receivable and approved uninvoiced remainder included once.

When reviewing a changed order, open the exact current revision and its approval decision. The customer’s acceptance and the internal Sales Manager decision answer different questions. If a line is cancelled after part has shipped, release only the unfulfilled remainder and leave the shipped history and original value allocation intact. This gives sales a truthful answer when the dealer asks what is still due.

• Dealer Order Board — Follow approved and partly shipped commitments by customer and owner.
• Orders Awaiting Approval — Review submitted order revisions before acceptance.
• My Dealer Orders — Let each representative follow their assigned accounts.

Follow the operating process and use the data model when mapping source records.