Register sellers and assign customers

Where to find it

A seller is registered in your account menu, under Users. The Sellers screen, in the same menu, is the view of the team already registered: it lists them, opens each one's profile, removes people and shows the issues the ERP left for you to decide, but it does not create or edit anyone.

Summing up the split:

• Users: create the person, give them the seller role, choose the stores, fill in name, email, phone and the internal code, link the ERP code.
• Sellers: check who is on the team, each one's portfolio, the link with the ERP, remove someone and resolve what the sync did not resolve on its own.

How to register a new seller

The Sellers tab used here is inside the Users screen, and is not the Sellers screen in the menu (that one only lists the team and creates no one).

1. In your account menu, open Users and go to the Sellers tab.
2. Click New seller. If the person already has a Vendria account (because they are a buyer, or work at another company that uses Vendria), use Add existing instead: you enter their email or phone and choose the role and the stores, without creating a second account.
3. Fill in Name, Email and Phone. The screen requires at least one of the two contacts, and each one can belong to only one person across all of Vendria.
4. Tick the stores the seller serves, or All stores.
5. If you want, fill in Seller code and Seller type (Sales rep or Internal). Both are explained below.
6. Click Create.

The password can be left blank: Vendria generates one. To change it later, use Change Password in the person's row menu, in the Users list.

The seller code is not the ERP code

⚠️ The Seller code field looks like the sales rep's code in your ERP, but it is not. It is an internal Vendria identifier, used in lists and searches; the screen itself says so right below the field. Pasting the ERP code there links nothing, and nothing warns you that it did not link.

The internal code must be unique within your organization. If you repeat a code that already belongs to someone, saving is refused and the message says who is using it. If you leave the field blank, Vendria creates one on its own.

The ERP code lives somewhere else: on the person's profile in Users (or in their edit window), in the Seller codes in the ERP block, through the Link code button. The window that opens lists only the ERP codes that do not have an owner yet, with search by name, document or code. Choosing one hands the code to that person immediately.

It is this link (and only this link) that makes the order go out assigned to the right seller in the ERP, and it applies per connection: the same person can have one code in one ERP and another in another. Without a link, the order is sent anyway, just with no seller assigned inside the ERP. Nothing blocks, and the difference only shows up when commissions are closed.

The seller type

Seller type is a tag to separate your own team from external sales reps. It does not change which stores and which customers the person sees: that still comes from the ticked stores and the portfolio.

⚠️ But it is not just decoration: whoever is marked as Sales rep is treated as an outsider wherever Vendria protects your company's internal information, such as product cost. Mark Internal for in-house people.

For a seller who came in through the ERP sync, the field is not editable: the screen shows that the type is managed automatically. A real sales rep (a rep agency company, with its own team) is a different registration, made in Sales reps, not a tag here.

The phone and WhatsApp

The phone is what connects the seller to WhatsApp. With it registered, the seller talks to Dri from their own number: sends a photo of an order, asks about price and stock, follows a quote.

⚠️ Because the registration accepts email alone, you can create a seller without a phone. They log in, use the site normally and simply have no WhatsApp, with no warning at all. If the seller is going to talk to Dri, fill in the phone.

The Sellers list

The Sellers screen has search by name, code or phone and shows, for each person: Name, the internal code, ERP, Email, WhatsApp, Customers (how many customers are in the portfolio) and Status (Active, Inactive or No account).

The ERP column shows a badge for each sales rep code that points to the person, with the connection name next to it: the same person can have different codes in different ERPs. A dash in this column means the seller has no link with the ERP: it is the quickest check before suspecting a wrong commission.

Clicking the row opens the seller's profile, where the portfolio is managed. See A seller's profile and their customer portfolio.

Assigning customers to a seller

There are three paths, and all three record the same thing:

• on the seller's profile, in Sellers, with Add customer, plus transfer and remove;
• on the customer's profile, in Customers, choosing the Responsible Seller;
• in bulk, in the Customers list: tick the rows and use Assign seller.

A customer has a single owner, and it is a person or a rep agency company, never both. Choosing a seller for a customer that belonged to a rep agency takes the customer away from it (all its members lose access), and the screen asks for confirmation first. It is this owner that decides whose each message the customer sends is.

Removing a seller

In Sellers, the row's trash icon opens Remove seller. If the person has customers, the window asks for the Portfolio destination: another seller, or No seller (reallocate later). Without a destination, the customers are left without an owner until someone assigns them.

Two effects that often surprise people:

• a customer that already had another responsible seller in its registration goes back to that seller, not to the chosen destination;
• old quotes and orders stay assigned to whoever left. The history is not rewritten.

When the assignment cannot be changed

A customer whose assignment came from the ERP is locked: add, transfer and remove are disabled, with the warning that the assignment comes from the ERP and must be corrected there. This applies to every door: the seller's profile, the customer's profile and bulk assignment.

It is not a missing permission or a defect: the ERP is the authority on that link, and the next sync would bring back whatever you changed here. The fix is in the ERP.

The lock only exists while the connection to that ERP is active. With the connection turned off, the customer becomes manageable in Vendria again.

⚠️ Store with an integrated ERP: check before registering

In a store with an integrated ERP, sellers can come in on their own. The seller sync comes turned off and is turned on store by store, after the ERP's sales rep registry has been checked. So do not assume either that they come, or that they don't: ask which is the case for your store before registering by hand: registering someone who was going to come in on their own creates a duplicate.

The detail of what is automatic is in another guide. See What the ERP brings on its own, and what stays manual.

The issue cards at the top of Sellers

When the sync finds someone it cannot resolve on its own, the person does not become a user: they appear on a card at the top of Sellers. With no issues, the cards do not even appear. There are three kinds:

• ERP sellers awaiting classification: the ERP does not say whether the person is internal team or a sales rep. Choose Internal or Sales rep. The choice is final. Internal requires a contact in the ERP; Sales rep requires a CPF or CNPJ, and is blocked when the rep agency for that document is already administered by its Partner.
• ERP sellers with no usable contact (or that the sync could not identify): without email or phone there is no way to create access. Use Enter contact; when Vendria finds a person who seems to be the same, a button to confirm it is them also appears, next to Someone new.
• sales rep codes not registered in the ERP: the ERP gave customers to a code that is not on its sales rep list. There is nothing to classify: register the sales rep in the ERP and sync, and the issue goes away.

In all of them, Dismiss takes the row out of triage for good: a new sync does not bring it back. While they are on one of these cards, these people have no access to Vendria.

Common questions

I pasted the ERP code and the order still goes out without a seller. You filled in the internal code. Use Link code in Seller codes in the ERP, on the person's profile.

The seller gets no reply on WhatsApp. Check whether their registration has a phone. Without a phone, Dri does not know who they are.

"Code already exists", but I see no one with it. The refusal message says who is holding the code; it may be an old registration that no longer appears in the list.

I can't transfer a customer. If the buttons are disabled with the ERP warning, the assignment comes from there: fix it in the ERP.

I saw my seller in the ERP's user list, but they are not in Vendria. The ERP's login list is read-only; nothing is created from it.