Dealer orders

A cosmetics distributor can carry each dealer’s billing identity, ordering contacts, payment terms and credit limit with the customer account. Sales Representative prepares an offer using the current price list and product unit. The offer keeps its quantity, allocated discounts, net value, tax basis and expiry. Sales Manager can see the offer that the dealer received and the acceptance evidence before the order is prepared. That record matters when a later price list takes effect: the accepted value stays tied to its original revision.

• Dealer record. Keep the legal customer, contacts, credit currency and terms under the correct entity.
• Commercial scope. Preserve quoted units and net amounts when an accepted offer becomes an order.
• Independent review. Separate the order preparer from the Sales Manager who approves the commitment.

A dealer may ask for a mixed carton order with different pack sizes. The representative chooses the product-specific unit for each line and checks the base conversion before sending an offer. If the customer later accepts only part of the offer, the order records that accepted scope. Its lines retain the original promised date even if delivery is rescheduled.

Agree which entity sells to each dealer, which contacts receive the offer, the effective price list, payment terms and how a held account is handled. Finance Manager should set the credit review basis and authority limits. Sales Manager should define the evidence needed for acceptance and when an order revision must return for review. Warehouse Manager should confirm which warehouse can fulfill each product line.

An order should not consume an arbitrary warehouse quantity. The credit review includes existing receivables and approved commitments, and a Finance Manager handles an exception that exceeds the dealer limit. The Sales Manager still makes the commercial order decision. Those are separate decisions with separate scopes.

Use one dealer order with two product units and a partial delivery. Verify that the accepted base quantities and net values remain the ceiling for reservation, shipping and billing. Change a price list after acceptance and check that the original order value remains. Put the dealer on hold and check that a new commitment waits for review. Then record a partial dispatch: the remaining quantity should still be visible, and the original promise should remain available for comparison.

• Orders awaiting approval — Submitted orders with the owner, customer and amount visible to Sales Manager.
• My dealer orders — The representative’s current customer commitments and follow-up state.
• Order progress board — Approved, active and partially shipped orders for sales and warehouse coordination.

Follow dealer commitment to dispatch and invoice to cash. Review roles before opening access.