Sales and dealer orders

A distributor needs a clear account for the buyer, the people who place orders and the address that receives goods. Sales Representative keeps the dealer contact and offer current. Sales Manager owns the decision to accept the order. Finance Manager reviews a credit exception when the proposed commitment exceeds the available limit. These decisions use the same legal entity and currency as the sale.

For a repeat order of stocked products, the representative selects the active product and selling unit, checks the effective price list and records the quantity and delivery destination. The resulting offer retains the unit conversion, price and discount basis. Changing a price list later should leave an accepted offer’s commercial basis intact.

• Account and terms. Keep billing identity, delivery contact, payment terms and credit currency attached to the dealer.
• Offer and acceptance. Price the requested products and retain the buyer’s response with the current quote revision.
• Order and exposure. Check the accepted quantity and current credit review before reserving stock or preparing delivery.

The order separates original promise from a revised promise. Sales can therefore explain what was agreed, what shipped and what remains, even when a customer accepts a later delivery date. Partial dispatch consumes only the matching eligible order quantity. A cancellation releases unused commitment without rewriting the delivery that already happened.

Agree which legal entity sells to each dealer, which product unit is used on the offer, and who may prepare, approve and correct commercial terms. Define the credit limit and the currency basis before taking orders. Decide when title transfers: at dispatch or at delivery. This affects the handoff to invoicing, particularly for a route with a failed stop.

An authorized Sales Manager reviews an order independently of the person who prepared it. If current exposure requires an exception, Finance Manager decides the bounded increase separately. A stale credit review needs fresh evidence before accepting another commitment. The dealer’s acceptance is commercial evidence; it does not replace the internal order decision.

Take an order for several units of a saleable product, ship only part of it and leave the rest promised. Review the accepted line, its allocated shipment quantity, the original promise and the revised date. Confirm that the representative sees the remaining commitment while the warehouse sees only the quantity eligible to pick. Then add a second order that would cross the credit limit and confirm that the exception reaches Finance Manager before further reservation.

• Dealer order board — Accepted and partly shipped orders with owner, dealer and remaining follow-up context.
• My dealer orders — Each representative’s own order work and current status.
• Orders awaiting approval — Submitted orders for the Sales Manager’s decision.

Follow the dealer order to settlement and prepare the operating scope.