What the ERP brings on its own, and what stays manual

The question this guide answers

"Do I need to register my sellers and my customers one by one, if my store already has an integrated ERP?"

It depends on two things, and both are per store: which ERP and what is turned on for you. There is no single answer, and guessing wrong costs in both directions: registering by hand what was going to come in on its own creates duplicates; waiting for something that isn't turned on leaves the store at a standstill.

In short:

• in-house team seller: comes in on their own when seller sync is turned on in the store;
• sales force or sales rep: becomes a rep agency, through the same sync;
• customer used in a quote: comes in on their own, as long as the connection is active and the ERP connector is enabled in the store;
• the whole customer portfolio at once: does not come in; there is no bulk load;
• ERP operator logins: do not come in; they are lookup only.

The following sections explain each item.

Sellers

With seller sync turned on, the sellers from your ERP come in on their own, and it separates two cases:

• typist (counter, own team) becomes a Vendria user with the seller role in your store, and the link to their ERP code is recorded: nobody needs to type it;
• sales force / AFV becomes an external sales rep, with that role's own access, limited to the stores in the mandate.

⚠️ The AFV does not always become a person. When the ERP code doesn't match anyone Vendria already knows, what gets created is the rep agency (the company, with the mandate) and no user. Someone still needs to be added to it to use it. This is deliberate: a code that matched nobody becomes a rep agency, never a made-up person.

The Seller code field on the registration is also filled in by the sync, but it is Vendria's internal code and plays no role at all in assigning the order. What takes the order to the right seller is the link to the ERP code.

Seller sync comes turned off

Seller sync is off by default and turned on store by store, after the sales rep records in your ERP have been reviewed. The reason: a registry with duplicates or with people who have already left the company would become users in Vendria all the same.

While it isn't turned on, registration is manual. See Register sellers and assign customers.

When the sync doesn't resolve things on its own

Even when it's on, the sync stops in a few cases and leaves the decision to you, in a card at the top of Sellers:

• the ERP doesn't say whether the person is on the in-house team or the sales force: you choose Internal or Sales rep, and the choice is final;
• the person has no usable email or phone in the ERP, or their contact already belongs to another account: you provide a contact or dismiss them;
• the ERP gave customers to a sales rep code that isn't on its list of sales reps: register it in the ERP and sync.

Anyone on one of these cards has no access to Vendria until the decision is made.

⚠️ Seeing the ERP's user list is not the same as syncing

Some ERPs let Vendria list the operator logins that exist there: that is the list that shows up when you link an ERP account to a person, on their profile in Users. It is a lookup catalog: nothing is created from it. Seeing your seller on that list doesn't mean they are already in Vendria.

The distinction is on purpose: creating access is a decision, and it shouldn't happen as a side effect of a lookup.

Customers

An ERP customer comes into Vendria when someone uses them for the first time, building a quote for them through the ERP search, for example, or when someone clicks Bring over this customer on an ERP portfolio list. All it takes is for the store to have an active connection and that ERP's connector enabled for it; it doesn't depend on customer sync.

The customer comes in with the full record (head office and the group's branches) and already assigned to the seller the ERP indicates.

There is no bulk load: the base is not copied all at once. This is a decision, not a limitation. Copying the whole portfolio would bring in inactive customers, duplicates and incomplete records nobody has reviewed, and the effort of cleaning up afterwards is greater than letting each one come in when someone needs them.

🚨 Customer sync blocks manual registration

There is also a customer sync, off by default and turned on per store. Turning it on does one more thing, which catches many people by surprise: the organization starts having the ERP as its only source of customers.

ONE store with an active connection and that switch turned on is enough for manual customer registration to be blocked in every store in the organization. Anyone who tries to register by hand gets the message that the organization's customers come from the ERP and that manual registration is blocked, with the guidance to register in the ERP and use the ERP search when building the quote.

If someone complains that "I can't register customers by hand anymore", this is where to look.

What to do in practice

1. Ask which case is yours. The switches are turned on per store, and the ones who turn them on are the Vendria team, together with you.
2. Before turning on seller sync, review the sales rep records in the ERP: who is active, who has left, whether there are duplicates; and, in an ERP that stores the area code separately from the phone, whether the area code (DDD) is filled in. A sales rep without a valid area code simply doesn't come in, and this can't be fixed on Vendria's side: once filled in in the ERP, they come in on their own at the next sync.
3. While it isn't turned on, register by hand and don't confuse the two codes: the Seller code is internal; the link that takes the order to the right person is made in Seller codes in the ERP, on their profile.
4. Before turning on customer sync, agree with the team that nobody will register customers by hand anymore, in any store.

Common questions

The ERP is integrated and my sellers didn't show up. Seller sync probably isn't turned on in your store, or they are stuck on an issue card in Sellers.

A sales rep from the ERP became a company, not a person. Their code didn't match anyone known, so the rep agency was created. Add the person to it.

Why isn't an ERP customer in Vendria yet? They come in when used in a quote or brought in by hand. There is no import of the whole portfolio.

Nobody can register customers anymore. Some store in the organization has customer sync turned on. Talk to the Vendria team.