# The customers in my portfolio

> For sellers: the customer records and the ERP portfolio with filters, how to search by name, CNPJ or code and bring a customer over from the ERP.

Source: https://vendria.com/en/ajuda/clientes-da-minha-carteira

## Where to find it

In the menu, under **Customers**. When your store has a connected ERP and you have a
portfolio in it, the side menu (the one that opens from the menu button, next to
**Latent demand**) also has the **Portfolio** item, which opens the
**ERP portfolio** tab directly. The screen has two tabs at the top:

- **Registration**: the customers registered in Vendria, with who serves each one.
  It is the list that opens first and the one the next sections describe.
- **ERP portfolio**: your portfolio read live from the ERP, with the same
  filters Dri uses on WhatsApp (who stopped buying, ranking, receivables,
  who bought a product). It has its own section further down.

In the **Registration** tab, what the list shows depends on who you are in the company:

- **Typist**: the list brings the customers of the whole company, not only
  yours. That is what lets you type an order for another seller's customer
  or a sales rep's.
- **Sales rep**: the list shows only the customers in your portfolio, and there is no
  filter on screen that shows others'. If you are part of a rep agency
  company, the portfolio belongs to the whole rep agency: every member sees its
  customers.

## What each column of the list shows

- **Name**: the customer's name. Clicking the row opens their record.
- **ERP registry**: which ERP the customer is in and under which code, one line
  per connection (for example, "Casa Modelo 2396"). "—" means the customer has no
  link to the ERP.
- **CNPJ**: CNPJ or CPF.
- **Seller**: who serves them. In a rep agency portfolio the name of the
  rep agency appears; **to be assigned** means nobody on the team has been named yet.
- **Service**: **Internal** (the supplier's team) or **Rep agency**.
- **Status**: **Active** or **Inactive**. For the seller it is read-only.

On a phone, the same information appears in cards, one per customer.

## How to search for a customer

1. Type in the **Search by name, CNPJ or code...** field and click **Search**
   (or press Enter).
2. The search accepts trade name, legal name, CNPJ and the customer's ERP code.
3. To narrow by the registration's source, use the source filter: **All
   sources**, **ERP + Vendria** (linked to the ERP) or **Vendria only** (exists
   only here). In a company with more than one ERP, the filter also has each connection and
   **Missing in some**, to find who exists in one database and not in the other.

The list title says how many customers the search found. While the list checks the
portfolio in the ERP, **Checking…** appears next to it.

## ERP customers not yet in Vendria

In an integrated store, the list also brings the customers in **your ERP portfolio**
who do not have a Vendria record yet: the rows appear with a dashed border
on the cards and added up in the title ("N registered + N in the ERP"). In the actions column
of each one, one of these answers appears:

- **Bring to Vendria**: one click creates the record with the ERP data.
- **Already registered — click to open**: this customer already has a Vendria record.
- **Only the default sales rep brings it**: the ERP points to another sales rep as
  owner; they are the one who brings it.

Clicking the name on one of these rows opens the customer's data as it is in the ERP,
without creating anything. See [A customer's record straight from the ERP](/en/ajuda/ficha-de-um-cliente-no-erp).

## What the seller can and cannot do here

Can:

- see the list and open the record of any customer it shows;
- bring a customer from their own portfolio over from the ERP;
- check branches, buyers, quote history and commercial patterns on the
  record (see [A customer's record](/en/ajuda/ficha-de-um-cliente)).

Cannot. These are administrator tasks:

- register a new customer, import a spreadsheet or document of customers;
- edit registry data, delete, activate or deactivate;
- change the responsible seller or the portfolio.

Need a customer that does not exist? See [Request the registration of a new customer](/en/ajuda/pedir-o-cadastro-de-um-cliente-novo).

## Sales rep: register the customer in the supplier's ERP

In a rep agency company, there is one exception: registering the customer **in the ERP**
of the supplier, on behalf of the rep agency. The Partner and the Administrative member always
register; the Seller, when the Partner has enabled it in **Permissions**.

Whoever can sees, in **Customers**:

- the **Register customer in ERP** button, at the top of the screen, for a customer who
  is not in the ERP yet;
- on the row of a customer who exists in one of the supplier's ERPs and is missing in another, the
  **Register in the other connections** button. It opens the registration already filled in
  with the data from the ERP where the customer exists, and with the connections where they are missing
  already checked. If they are already in all of them, the screen warns *"This customer is already
  registered in all connections."*.

The customer is born in the ERP already in the rep agency's portfolio and appears in this list
after the ERP approves the registration: the approval is a manual step by whoever handles the
ERP. See
[Permissions: what the rep agency's team can do](/en/ajuda/permissoes-da-equipe-de-representacao).

## Who defines the portfolio

The assignment comes from two places: the administrator can name you as
responsible, and the ERP itself can do so through your seller code there.

If a customer who is yours does not appear, talk to the administrator. And if that
customer came from the ERP, the fix is **in the ERP**: Vendria refuses to change the seller
of those and says so on screen: the sync brings the change later.

## "Partial portfolio" in the quote's customer search

When choosing a quote's customer, the customer field opens with the portfolio already
loaded. When it is large, the field warns **Partial portfolio — type to
search all your customers.**: the open list is only the beginning, and typing the name
searches the whole portfolio. If **Portfolio search unavailable —
showing only the customers already loaded.** appears, the store's ERP service does not
search the portfolio, and the filter works only among the customers that had already been
loaded: someone who did not appear may exist anyway.

## The ERP portfolio tab: the whole list with filters

The **ERP portfolio** tab shows your portfolio as the ERP sees it now, and lets
you narrow, sort and page through the whole list. It is the same lookup Dri
does in the conversation: what Dri answered on WhatsApp and what the tab shows come
from the same place.

Differences from the **Registration** tab:

- the source is the ERP, not the Vendria registry; a customer who has not been
  brought into Vendria yet appears here normally;
- sellers and sales reps see only their own portfolio, including the
  typist, who in the **Registration** tab sees the whole company;
- the administrator sees the whole organization's portfolio, and the page says
  **You see the whole organization's portfolio.**;
- it is read-only: clicking a customer who has a link to the ERP opens their record
  as it is there (see [A customer's record straight from the ERP](/en/ajuda/ficha-de-um-cliente-no-erp)).

When none of your stores has a connected ERP, the **All customers** view
answers from the Vendria registry and says so below the total: **Vendria
registry (no ERP in this store)**. In that case the **Group or chain** and
**Stores** filters do not apply, because the Vendria registry does not keep the customer's chain or
store.

### Arriving through Dri's link

Dri's portfolio answer usually ends with the line **See all on the
web, with filters and sorting:** and a link. When Dri cannot build the
link, the answer comes without it. It opens this tab already with the selection of your
question: you asked who has not bought for 90 days in Sergipe, the tab opens in the
inactive view, with Sergipe and the 90 days checked.

The link signs in with your account, works once and is valid for 30 minutes. Do not
forward it: whoever opens it gets in as you and sees your portfolio, not theirs.
Once expired, open the tab from the menu or ask Dri the question again.

### View, search and order

The top bar has five controls:

1. **Search by name or legal name**: searches within the portfolio. To
   search by CNPJ, use the **CNPJ root** filter; by the customer's ERP
   code, use the **Registration** tab.
2. **States**: a searchable list of the states that exist in your portfolio, with
   how many customers there are in each. Choose one or more to narrow the list.
3. **View**: the question the list answers.
   - **All customers**
   - **No purchase (inactive)**: who has not bought for a number of days.
   - **Bought recently**: who bought in the chosen period.
   - **By activity status**: active, lapsing, inactive, lost or
     with no invoice in the last 12 months.
   - **Visit route**: the customers in the selection in order of amount bought,
     with those who did not buy in the period at the end.
   - **Financial status**: overdue receivables, coming due, by amount, open
     or boletos only.
   - **With an open order**: who has an open quote on Vendria. An
     order typed directly in the ERP does not count. Since the list comes from Vendria, the
     line below the total says **Vendria registry (no ERP in this store)**
     even in a store with an ERP, and **Last purchase** has no date.
   - **Buyer ranking**: those who bought the most (or least), by
     revenue, number of invoices or most recent purchase, from top 10 to top 200.
   - **Who bought a product** and **Bought one product and not another**: the tab
     asks for the product (SKU or code) before showing the list.
4. **Sort by**: name, city, state, code, longest without buying,
   most recent purchase and, depending on the view, highest amount, most invoices, highest
   outstanding balance or highest quantity.
5. **Filters**: opens the filter panel (below). The number next to the button
   counts how many filters are on.

In the **Bought recently** and **Buyer ranking** views and in the product ones, the
**Period** is 90, 180 or 365 days, the same ones Dri measures. In
**No purchase (inactive)** you type the range of days in **Without buying for**.

### The filters

The **Filters** panel applies in almost every view. The exception is **With
an open order**: since it reads Vendria quotes, it only accepts narrowing
by store, and with another filter on the tab answers that it does not know how to narrow by
it. The filters are:

- **Regions** and **Cities**. Cities are chosen from a searchable
  list, which shows how many customers in your portfolio there are in each;
- **Stores**, when you serve more than one;
- **CNPJ root** and **Group or chain**;
- **Without buying for** (from so many to so many days), with shortcuts for **Active** (up to
  90 days), **Lapsing** (91 to 180), **Inactive** (181 to 365) and **More than 1 year**. It is
  the same measure as the activity status, which appears under its own name only in the
  views where it is the question;
- **Bought in 12 months**: the range of the customer's purchase volume, in reais, adding up
  the invoices of the last 12 months. Whoever bought nothing in the period counts as zero;
- **Block in the ERP** and **Open order on Vendria**;
- **Outstanding receivable in the ERP**: only those who have, or only those who do not have, an open receivable.
  It separates the customers without showing any amount, and applies in every view;
- **Sales reps**, only for the administrator, chosen from a list with each one's code and
  name.

Each filter turned on becomes a tag above the list, the same way as in the quote
list: the panel's and also the view's (status, due date and amount of the
receivables, boletos only, a non-default period). A range, like "from 90 to 365
days", is a single tag. Clicking the tag removes that filter; **Clear** removes
all of them at once and keeps the chosen view. What the view requires to exist,
like the product in "who bought", does not become a tag, because without it the list has no
question.

### The receivable numbers in the financial status

In the **Financial status** view, above the list, three numbers appear for the
customers the filters left: **Outstanding**, **Overdue** and **Coming due**,
each with the amount and the number of receivables. Clicking one of them opens the list of
receivables already filtered the same way, with only the overdue ones, only the ones coming due or with
all open ones. The **All customers** view does not show amounts: to separate
who has an open receivable, use the **Outstanding receivable in the ERP** filter.

These numbers come from the receivables position Vendria keeps from the ERP, not from a
lookup made at that moment. That is why the line right below them says when the
position is from, for example "Receivables position as of 07:04". The customer list
still comes from the ERP on the spot.

The **Outstanding receivable in the ERP** filter uses the same position. When it is not
up to date for any of your stores, the page warns that it cannot separate
the customers, instead of showing the whole portfolio as if it had filtered.

The numbers do not appear when there is no recent receivables position for your store,
when the search is for one customer by name or CNPJ, when the days without
buying filter is on, when one of the stores was left out of the result, or when a receivable
filter (overdue, due date, amount) is on, because then the list stops being the
whole set of the filters. In those cases the list's summary line shows the
totals.

### What the list shows

Each row brings the customer, the code and the CNPJ, city and state, and the **Last
purchase**. Depending on the view one more column appears: **Amount bought** or
**Invoices** in the ranking, **Quantity** in who bought a product, **Outstanding
balance** in the financial status with **Outstanding receivables (balance)** turned on. Whoever
serves more than one store also sees the **Store** column, and the administrator sees the
**Rep.** column, with the sales rep. Badges mark a customer **Blocked** in the ERP
and the activity status. On a narrow screen, each customer becomes a card.

**Last purchase** has three different answers:

- a date, with how many days ago;
- **No purchase in 12 months**: the reading of the invoices was complete and there are
  none;
- a dash, with no date: the page does not have the data (the reading stopped at the limit, or
  the customer has no link to the ERP). It does not mean they did not buy.

Below the total, a line says where the number came from: **ERP portfolio
checked just now**, or checked a few minutes ago, when the page
reused a recent reading.

### Up to 2.000 customers per lookup

The tab reads at most 2.000 customers at a time. When the portfolio, or the
selection, goes beyond that, the total appears as **at least 2000 customers**, a
sentence below it warns that the number is a floor and not the count, and the pages
go through only those 2.000.

To see the rest, narrow it down: a state, a region, a city or a store
usually fit whole in the reading and bring the exact count. That is why Dri
can tell you on WhatsApp the exact total of your portfolio (she asks the ERP for the count
when you ask how many customers you have) while the tab, with no filter,
says at least 2000: both things are true.

In the **Financial status** view the limit is different. With a receivable filter
on (overdue, coming due, amount, open or boletos only), the tab looks up the
receivables in the ERP customer by customer and stops at the first 20 of the selection; a
sentence below the total warns that the number is a floor. Narrow by state, city
or customer name for the list to fit in that reading. In a store that keeps a
receivables position at fixed times, the broad answer may come from that position,
complete, and the sentence below the total says what time it is from and how out of date it may
be.

### When the tab does not show the list

- **Reading the portfolio in the ERP. The first read of a large portfolio takes
  a few seconds.**: in a large portfolio, the first load can take more than
  half a minute. Wait; after it, changing page and order is usually
  quick.
- **The ERP portfolio is taking longer than usual to respond.**: the
  reading did not finish in time. Use **Try again**, or narrow by a
  state or a store so the reading is smaller.
- **I couldn't load the portfolio right now.**: the lookup failed. **Try
  again** repeats it; **Clear filters** removes the filters and keeps the view.
- **The portfolio rejected a filter in this search.**: a filter in the search was not
  accepted; the line below says which one and why.
- **This portfolio link has a filter I don't know how to apply.**: the link
  you opened has a selection the page does not recognize. **See the portfolio without
  filters** opens the tab clean.
- **I didn't find a portfolio linked to your user.**: your account has no customers
  assigned or has no seller code in the ERP. Talk to the administrator.
- **I can't open your portfolio: your seller code in the ERP is
  deactivated...**: your code exists in the ERP, but was deactivated (which
  usually happens when the person leaves the rep agency), or there is some
  problem in the ERP registry. Talk to your rep agency's administrative staff.
- **No portfolio customers match these filters.**: the selection came out empty.
  Remove one tag at a time to see which filter emptied the list.

## Why the portfolio matters for WhatsApp

The portfolio is what lets Dri know whose message it is. A customer with no seller
assigned arrives with no owner, and their order waits for someone to take it.

## When it goes wrong

- **"ERP connector is down — your portfolio cannot be checked right now, and that
  is why the list could not be loaded."**: the list does not appear on purpose:
  without the ERP the screen does not know which customers are yours, and showing a possibly
  wrong list would be worse. It is not your portfolio that disappeared; try again
  in a moment.
- **"You aren't linked to the ERP yet — talk to the admin to
  look up customers here."**: the registered customers appear, but your
  ERP portfolio does not, because your account is not linked to your code there.
- **"You do not have permission to see the customers in this store."**: your
  account cannot see customers in the store chosen at the top of the screen; switch stores.
- **"No buyer companies found."**: the search found nothing in your
  portfolio. Try by CNPJ or by ERP code before concluding the customer
  does not exist.

## Common questions

**What is the difference between the Registry and ERP portfolio tabs?** **Registration** is
who is registered in Vendria and who serves each one; that is where you bring a
customer over from the ERP and open the full record. **ERP portfolio** is your portfolio
read live from the ERP, with Dri's filters (inactive, ranking, receivables, who
bought a product), for lookup only.

**Why did Dri say one number of customers and the tab shows "at least 2000"?**
The tab reads up to 2.000 customers per lookup, and to say how many customers you
have Dri asks the ERP for the count. Both numbers are right. Narrow by
state, region or store for the tab to bring the exact count and the whole list
for that slice.

**Dri's "See all on the web" link no longer opens. What do I do?** The link is valid
for 30 minutes and once. Open **Customers** in the menu and the **ERP
portfolio** tab, or repeat the question to Dri and use the new link.

**I am a typist and in the Registry tab I see all customers. Why does the
ERP portfolio tab show fewer?** Because it shows only your portfolio in the ERP. The
**Registration** tab opens the whole company to the typist so they can
type orders for other sellers' and sales reps' customers.

**Can I export the filtered portfolio to a spreadsheet?** Through Dri, yes: ask
*"send it as a spreadsheet"* after the question, up to 2.000 customers (see [Ask about my customer portfolio on WhatsApp](/en/ajuda/minha-carteira-de-clientes-pelo-whatsapp)). The **ERP portfolio** tab
is for on-screen lookup.