The rep agency's order queue: take, pass on and return

What the rep agency's queue is

The queue is your rep agency's orders that don't have a seller yet: they belong to the whole team until someone takes them over. They reach the rep agency without anyone on the team having been named as seller.

An order is in the queue when both things hold at the same time: it belongs to your rep agency and it has no seller. An order a colleague is still building in the cart doesn't enter the queue.

Where to find it

The queue shows in Quotes: an order without a seller shows Seller: <rep agency name> · to take over. In the list's seller filter, the No seller option gathers these orders; it shows when there is an order without a seller and more than one option to choose from.

On opening the order, a team Seller sees in the Seller block the same "<rep agency> · to take over" and, next to it, the Take over button. For the Partner and the Administrative the block is usually different: a selector with the name of the rep agency, explained in "Pass the order to a colleague or change the seller".

Who sees the queue

The one who decides is the rep agency's Partner, or the Administrative while the Permissions by Administrative switch is on (the default), in the New orders queue switch on the Permissions page (see Permissions: what the rep agency's team can do):

• With the queue open to The whole team, any member sees the ownerless orders, gets the new order notice and can take them over.
• With the queue restricted to Partner and Administrative only, the Seller doesn't see ownerless orders, can't take them over and doesn't get the new order notice. Orders that are already theirs keep showing normally. That's how the switch starts in a new rep agency. When the Partner closes the queue, the new order notices the Seller hadn't read yet leave their bell as read.

The queue also respects the stores your mandate covers: an order from a store you don't serve doesn't show for you, not even to take over.

Take over an order from the queue

To keep an order from the queue, open the order and click Take over:

1. Open the order from the Quotes list or from the bell notification.
2. In the Seller block, click Take over.
3. The message You took over this order. confirms it. The order leaves the queue and becomes yours: it stops showing as "to take over" for the rest of the team.

If two colleagues click Take over at the same time, only one gets the order; the other gets the refusal.

Nobody takes over an order that already went to the ERP. When the rep agency is the owner and the order already entered the ERP (or is on its way), there is no button: in its place is the sentence This order already went to the ERP through the rep agency: nobody takes it over here anymore — taking it over now would make Vendria disagree with what the ERP recorded. If the order already has an owner and went to the ERP, the sentence is This order already went to the ERP: the seller doesn't change anymore. These orders still count in the queue; they just don't change hands.

Partners and Administratives who see the selector instead of the button take over by choosing their own name from the team list.

Pass the order to a colleague or change the seller

Changing the seller of a rep agency order belongs to the Partner and the Administrative, and only among people on the team itself: it's what you use to cover vacations or redistribute the load. A regular Seller doesn't pass orders to anyone or change the seller: they take over what is in the queue.

On most orders the Partner's and the Administrative's Seller block is a selector with the sale's name. Clicking it:

• the list shows only your rep agency's team; choose the person and the order becomes theirs;
• Remove the seller leaves the order without a seller and keeps the rep agency as owner, that is, returns the order to the queue. The line warns that the owning rep agency remains, and the screen confirms with Order without a seller.

On some orders the block shows, instead of the selector, a menu next to the name:

• In the queue, the Distribute menu lists the team under Hand over to. The message Order handed over to <name>. confirms it.
• On an order that already has an owner, the same menu is called Change seller.
• Return to queue, in the same menu, removes the owner and returns the order to the team. The message is Order returned to the rep agency's queue.

On an order already in the ERP none of these show: the menu gives way to the freeze sentence. See Trocar o vendedor de uma cotação ou de uma compra for what happens when the ERP refuses the order — then the change counts again, for the next send.

Only an order still in progress goes back to the queue. On a confirmed, exported, canceled, rejected or expired order, the menu doesn't offer Return to queue, and Remove the seller in the selector is refused with the warning that the order is no longer in progress and doesn't go back to the queue.

The destination also has to be from the same rep agency and serve the order's store. In the menu, saving is refused with This seller doesn't serve this document's store. or This seller isn't part of the rep agency responsible for this document. The selector only shows team members, and whoever doesn't serve the order's store is refused with This sales rep doesn't serve this document's store.

Changing the seller of an order that isn't your rep agency's, or passing it to someone outside the team, is a decision for the company you represent. See Trocar o vendedor de uma cotação ou de uma compra.

Seller and Typist: two different questions

Seller says whose sale it is, and Typed by says who entered the order in the system:

• Seller is who keeps the order: who works it and in whose name the sale is made. It is what changes when someone takes over, passes the order or changes the seller.
• Typed by is, in general, who was logged in when the order was born. It shows below the Seller block.

The two can be different people: the support desk can type on behalf of a sales rep, and the order is still the sales rep's sale.

When someone with permission corrects the typist (the supplier's administrator, Partner or Administrative on the rep agency's own orders), the line shows the new name and, next to it, (recorded in the system: <original name>). The correction can be undone with Back to the original. For the Seller, the line is read-only.

In the Quotes list, the All typists filter shows when there are orders typed by someone else: it's the way to find what the desk entered.

The new order notice

When an order lands in the queue, whoever sees the queue gets in the bell New order for your rep agency, warning that nobody has taken it over yet and inviting them to open it and click Take over. If the order was already confirmed but didn't get into the ERP and is still ownerless, the notice is Confirmed order needs attention, asking to open, check and resend it. See The bell notifications: what reaches the seller.

When someone takes over the order, the notice stops counting as unread in the bell of the whole team: whoever comes later doesn't open an order that already has an owner thinking someone is still missing.

Common questions

How do I change the seller of a rep agency order? As a Partner or Administrative, open the order in Quotes and choose another team member in the Seller block (in the selector, or in Change seller when the block shows the menu). A regular Seller doesn't change it: they only take over what is in the queue.

Can I pass the order to someone from another rep agency? No. The Partner and the Administrative change the seller only within their own team. Moving the sale to another rep agency is a decision for the company you represent.

How do I return an order to the queue? As a Partner or Administrative, use Remove the seller in the selector, or Return to queue in the menu. It only works for an order still in progress.

Can I take over or change the seller through Dri, on WhatsApp? No. Taking over, passing and returning orders is done on the order page, in Quotes.

What if two colleagues click Take over at the same time? Only one gets the order. The other gets the refusal; reloading the page, they see who got the order.

When it goes wrong

• I don't see the Take over button: the order already has an owner; or your rep agency's queue is restricted to Partner and Administrative; or the order already went to the ERP — then nobody takes it over anymore, and in place of the button is the sentence that says so. Partners and Administratives usually see the selector instead of the button: choose your own name.
• I took it over and the order disappeared from a colleague's list: that's expected, it stopped being in the queue.
• "Return to queue" doesn't show: the order has no owner or is no longer in progress (confirmed, exported, canceled, rejected or expired).
• The seller's name isn't clickable: you are a Seller, and changing the seller belongs to the Partner and the Administrative; or the order isn't your rep agency's; or it is already in the ERP and the block became read-only.