Register a customer: New Company, document or ERP

Where to find it

In the menu, under Customers. The registration buttons are at the top of the screen, next to the title: Import, Import Document and Register customer in ERP. In a company with no ERP connected, New Company takes the place of Register customer in ERP. The buttons belong to the administrator: the seller sees the customer list but does not register (the exception is registration in the ERP, in the section Register the customer directly in the ERP, further down).

The four ways to register a customer

• Register customer in ERP (or New Company, in a company with no ERP connected): one customer at a time, typing the details into a form.
• Import Document: you send the customer's registration form as a PDF or Excel file, Vendria reads the details and opens the registration form already filled in for you to check.
• Import: a spreadsheet with many customers at once. See Import customers by spreadsheet.
• Bring from the ERP: when your store has an integrated ERP, the ERP customers that are not yet in Vendria show up in the list itself, with the Bring into Vendria button.

In every case the result is the same: a customer with its own profile, which the seller can pick in a quote and to which you can give buyers, a price table and a discount.

With an ERP connected, registration starts on the other side: Register customer in ERP sends the registration to the company's ERP, and the customer shows up in Vendria after the ERP approves it. See the section Register the customer directly in the ERP, further down.

How to register a customer with New Company

New Company shows up in a company with no ERP connected. With an ERP connected, registration goes through Register customer in ERP (section further down).

1. In Customers, click New Company. The New Buyer Company window opens.
2. Fill in the Trade Name: it is the only required field and it is the name that shows up in lists, in quotes and for Dri.
3. If you have them, fill in Legal Name, CNPJ, State Registration, Phone, Email, NF-e email, Address and Internal notes (the notes are only for your team).
4. Under Commercial Defaults, choose the Responsible Seller and, if you want, the Payment Terms, the Payment Method, the Freight mode and the Default Delivery Address for this customer.
5. Under Locked fields for this customer, turn on the ones the customer cannot change (Payment Terms, Payment Method, Freight Type).
6. Click Save. The message Buyer company created confirms it and the customer's profile opens right after.

Once created, the rest is done in the profile: buyers, branches, price table and discount per store. See Customer profile: edit details and commercial defaults.

The responsible seller at registration

The Responsible Seller decides the portfolio: they are the one who sees the customer, and this customer's WhatsApp messages go to them.

• If you choose no one and the company has a single active seller, the customer is born in that seller's portfolio.
• With more than one seller and none chosen, the customer is left no seller and shows up with the None alert in the Seller column of the list.
• Sales reps do not show up in this list. A rep agency's portfolio belongs to the whole rep agency, and the customer is allocated to it through the Portfolio tab of the rep agency's profile. See A rep agency's profile: mandate, members and portfolio.

⚠️ The customer's discount is set after creating

The creation form shows the Default Discount (%) field, but when you create the customer this value is not saved. After saving, open the profile, go to the Discounts & Access tab and enter the Default Discount there. See Customer discount: the default one and the one for each store.

When you edit a customer that already exists (the pencil in the list), the same field saves normally.

Import Document: the registration form becomes a form on screen

1. Click Import Document and choose a PDF or an Excel spreadsheet (.pdf, .xlsx or .xls) with the customer's details.
2. Vendria looks in the text for the labels of a registration form (legal name, trade name, CNPJ, state registration, phone, email, NF-e email, address, payment terms and freight) and shows Data extracted: <name> — CNPJ <number>.
3. The form opens filled in:

• in a company with an ERP connected, it is the Register customer in ERP window, already with the legal name, the CNPJ (when the number read is valid), the state registration, the phone and the email from the form; the address comes from the Receita Federal lookup. Check it and click Send registration to the ERP (see the section Register the customer directly in the ERP, further down);
• in a company with no ERP connected, it is the New Company form, with everything that was read. Check it and click Save.

Nothing is created or sent without your click. The document is there to save typing, not to register on its own.

If the CNPJ read already belongs to one of your customers, the screen warns CNPJ already registered: <customer>. Extracted data filled in for update., opens that customer's form, and Save updates it instead of creating another one. This holds with or without an ERP connected.

⚠️ Reading depends on the file having text. A photo or a scanned PDF with no text brings no data at all: in that case, type it in with the screen's registration button, Register customer in ERP (or New Company, in a company with no ERP connected).

Bring a customer from the ERP

With an integrated ERP, the Customers list also shows the ERP customers that do not yet have a registration in Vendria, marked ERP only. On the row, click Bring to Vendria: the registration is created with the ERP's data, with the branches the ERP reports, and the portfolio follows the seller the ERP assigns to the customer. The list updates in place, so you can bring several in a row.

Clicking the name on the row only opens the details. It never creates anything. The details of a customer read directly from the ERP are in A ficha de um cliente direto do ERP.

The registration fields brought from the ERP (name, legal name, CNPJ, state registration, phone, email and address) stay locked in Vendria while the customer is linked to the ERP: the correction is made in the ERP and comes back on its own.

When manual registration is blocked

In some companies customers come only from the ERP. Then the Import, Import Document and New Company buttons do not show up, and the screen says Customers come from the ERP. Search by name or CNPJ. A single store of the company in this mode is enough to close manual registration for the whole company. A new customer is registered in the ERP and then brought into Vendria through the search.

For a customer that is not yet in the ERP, use Register customer in ERP (section below), when it shows up for you.

Register the customer directly in the ERP

In Customers, the Register customer in ERP button sends the registration to the company's ERP, without anyone needing to type it there. It shows up for administrators; for the typist, in a company where they see all customers (there they register by choosing the rep agency that owns the customer); and, in a rep agency, for whoever the rep agency has allowed.

When this button shows up for you and the company has an ERP connected, it is the registration of this screen: New Company stops showing up, and Import Document also opens this window for a new customer, so there are not two registrations opening different forms.

The button opens the Register customer in ERP window. It warns: "The registration is sent to the ERP. The customer shows up here in Vendria after the ERP confirms — that acceptance is a manual step by whoever looks after the ERP."

1. If Register on behalf of shows up, choose whose customer it will be: the customer is born in the ERP already with an owner, and undoing it requires editing the registration in the ERP itself.
2. Type the CNPJ, the first field of the form ("Start with the CNPJ: we look it up at the Receita Federal…"). The window looks it up at the Receita Federal and fills in on its own the fields that are empty (legal name, trade name, phone, email, address and, when there is only one active in the state, the state registration), with the notice "Receita Federal data filled in — check before sending." Nothing you already typed is replaced.
3. Complete whatever is missing. *All fields marked with \ are required, because the ERP refuses the registration without them: legal name, trade name, CNPJ, state registration (or tick Exempt), phone with area code, email, and the full address (street, number, neighborhood, CEP, city, state and municipality). The Contact name** is optional: it is whoever answers, and the mobile number goes along with that name in the ERP.
4. Check the list of connections (just below) and click Send registration to the ERP.

As you leave each field, the window already puts the data the way the ERP stores it: CNPJ and CEP with punctuation, names and address in uppercase (the email and the notes stay as you wrote them), and the phone with the line "In the ERP: Phone (11)8739-4030 · Contact (11)98739-4030": the ERP stores the number with eight digits in the main phone and the full mobile number, with the 9, in the contact phone.

If something is missing or does not check out, nothing is sent: the window stays open and each field with a problem shows the reason in red, just below it.

The message confirms it, naming the ERPs that received it: "Registration sent to the ERP (Principal and Filial). The customer shows up here when the ERP confirms." A connection that refuses gets its own message, with its name and the reason.

In a quote and in a purchase still without a customer, the Register "customer name" button, next to the customer selector, opens the same registration, in quote mode: it is the selector's Register new customer in ERP, already with the legal name, the CNPJ, the phone, the email and the state registration read from the document (the address comes from the Receita Federal lookup). When you send it, the customer goes straight into the quote, and in a store that accepts registration inside the order the option Register along with the order shows up. See O cliente da cotação: identificar, definir e trocar.

The list of connections: which ERP the customer will be registered in

As soon as the CNPJ is valid, the window checks the CNPJ in each of the company's ERPs and shows one row per connection, with a checkbox. This holds for any number of connections: one, two or more.

• CNPJ free in this ERP: the customer is not there. The box comes ticked.
• You already have this customer here, with their code: the box comes disabled, because registering again would create a duplicate.
• Customer already registered to another portfolio: disabled. Vendria does not say whose customer it is, on purpose.
• Couldn't check: disabled. Without the check, Vendria does not write; try again in a moment.

The connections that cannot receive the registration also show up, disabled and with the reason: "Customer registration in the ERP is not enabled in this store.", "You do not have a seller code in this connection.", "This connection's connector is too old to register customers.", "This ERP does not receive customer registrations through Vendria." or "This connection is not among the ones you reach with this choice.".

Above the list, Goes to: says where the registration goes, with the names of the ticked connections. Untick the ones you do not want: you can register in all of them, in just one or in any combination. With nothing ticked, the window says "No connection ticked — tick at least one to send." and Send registration to the ERP is turned off.

Register in the other connections: the customer that exists in one ERP and is missing from another

In a company with more than one ERP, a customer can be registered in one and missing from the other. The ERP registry column of the list shows which ones they are in. When they are in at least one connection and missing from another, the row has the Register in the other connections button (for whoever can register customers in the ERP).

1. Click the button. While Vendria reads the existing registration, it says Looking up record….
2. The window opens filled in with the data from the registration that already exists, and the top says where it came from: "Data from the registration in the ERP (Principal) (code 12345) — check before sending". When there is no registration to read, the data is what Vendria has: "Data Vendria has about this customer — check before sending".
3. Only the connections where the customer is missing come ticked. The ones that already have the customer show up disabled, with the reason.
4. Check it and click Send registration to the ERP.

If the customer is already in every connection, the screen warns "This customer is already registered in all connections." and opens nothing. If reading the other ERP fails, the window opens anyway, with the CNPJ and the name, and the notice "Could not read the existing registration right now — check the CNPJ and fill in the rest before sending."

After sending: waiting for the ERP's approval

The registration reaches the ERP as pending: someone on that side has to approve it. Until then, the customer is not in the ERP, and an order for them would be refused. That is why, in a quote for this customer, confirmation is locked, and the customer's review strip shows "Registration sent to the ERP (Filial) on 08/10 at 14:30 — awaiting approval."

When the ERP approves, the quote notices on its own at the next customer review, links the Vendria customer to the new ERP registration and confirmation unlocks (or use Check in ERP in the quote). In the Customers list, they show up like any ERP customer; if they are not yet in Vendria, bring them in with Bring to Vendria.

The same registration can also be done from inside the quote and from the order refused by the ERP. See Pedir o cadastro de um cliente novo and Quando o pedido confirmado não entra no ERP.

Register along with the order. In some stores, the ERP accepts the customer's registration inside the order itself, and then the quote does not need to wait for approval: from inside the quote the option Register along with the order shows up, which saves the registration and sends it to the ERP in the same submission as the order; the back office approves the customer and imports the order right after. This option only exists inside a quote, never on this screen's button. See Pedir o cadastro de um cliente novo.

When it goes wrong

In Register customer in ERP:

• "Invalid CNPJ — check the 14 digits.": the number does not check out (the check digit is wrong). Check it on the CNPJ card.
• The Receita Federal did not find this CNPJ: the Receita's public database takes up to a month to show a recently opened company. If the number is right, tick I confirm this CNPJ exists (recently opened company) and send.
• The Receita Federal reports the status BAIXADA: the company was closed, and the ERP does not accept it as a customer. There is no way to send.
• The Receita Federal reports the status INAPTA, SUSPENSA or NULA: it depends on your company's configuration. By default the registration is refused, as with BAIXADA; if your company accepts these customers, only a yellow notice shows up below the CNPJ — check the data and send normally.
• "Could not look up the Receita right now — fill in by hand.": the Receita's service did not respond. Fill in the fields and send normally: this does not block the registration.
• The state registration does not check out for the state: the digits do not match the rule of the address's state. Check the number, or tick Exempt if the customer has no state registration.
• "Invalid email" or "Invalid phone": the email needs the format name@company.com.br (any ending works, such as .com, .com.br or .ind.br), and the phone needs the area code.
• "Choose the municipality — it comes from the CEP or from the list.": the municipality is required. Fill in the CEP or choose from the list that shows up below the field.

In New Company:

• "Name is required": the Trade Name is missing.
• "CNPJ must have 14 digits.": the form's CNPJ field only accepts a CNPJ. For an individual customer with a CPF, leave the field empty or register through the spreadsheet import, which accepts CPF.
• "CNPJ already registered in this organization.": this CNPJ already belongs to one of your customers. Search for it in the list and edit the existing one instead of creating another.
• "This organization's customers come from the ERP…": the company is in the mode where customers come only from the ERP; see the section above.
• "Seller does not belong to this organization.": the chosen seller is no longer an active seller of the company. Choose another one.