The order as it ended up in the ERP

Where to find it

This screen has no menu entry: it is a sheet of the quote page that generated the order, and it only exists when your store sends orders to the ERP and the order has already been written there.

When all the orders from that submission are already in the ERP, opening the quote in Quotes lands straight on the first order's tab: it is the one with the status, the boleto and the invoice. The quote as the customer asked for it is on the last tab, Original quote. In an allocated order, each branch is a tab; above six orders the tabs become a single one, Orders N, with a picker inside that searches by branch name or by number. An order the ERP cancelled when splitting also has a tab, struck through and at the end: when you open it, the screen warns that the order was cancelled by the ERP when splitting and points to the tab of the order that counts.

The quote stays open — without tabs — while the submission still needs someone (incomplete allocation, a submission that did not become an order), when the address points to one of its lines, and for the buyer, who never sees the tabs or this screen.

Each tab has its own address, so the browser's back button goes back a tab and the link to an order can be sent to a colleague. The order's number in the ERP stays a link everywhere it appears — in the quote's ERP panel, on the order's status line and on the purchase page — and leads to this same tab.

The title says the kind (Order or Pre-sale) followed by the number, and next to it in the ERP of <connection>, the name of the connection the order was read from. In an order allocated among branches, the branch N badge says which destination this tab is for: each branch becomes a separate order in there, with its own tab.

Copy the number and copy the link

They are two different buttons:

• the copy icon next to the number copies only the order's number in the ERP: it is what you read out to the customer or to billing;
• Copy link copies this page's address, to send to a colleague who also uses Vendria.

Next to them are Download order copy (PDF), which generates the copy of this order as the ERP saved it, and Refresh from ERP. The quote's Export does not appear on an order's tab: one file button per tab, and each one generates the file for that tab. See Download the quote as PDF, Excel or CSV: the Export menu and the templates.

Submission reference (the identification Vendria sent to the ERP), Sent on and Number read on (when the order number came back from the ERP) are collapsed at the end of the page, in ERP submission details: they are for whoever checks a discrepancy with support.

How the ERP reading works

The page opens right away with what is already saved, even with the ERP down, and then tries to complete the reading on its own. This automatic attempt respects a 15-minute window: if the order was read less than that long ago, nothing is fetched again. Below the header, "Read from the ERP at" says when the last reading was.

The Refresh from ERP button ignores the window (whoever clicks wants it now) and replies with a notice. The automatic one is silent; the notice only appears on the click.

The Refresh from ERP replies

Each reply says something different:

• "Read from the ERP just now.": it worked.
• "Recent reading (less than 15 minutes); nothing changed.": the ERP was checked a little while ago and there was nothing new.
• "The customer's ERP didn't respond.": try again in a moment.
• "This store's connection to the ERP is not available.": the store's link to the ERP is down; let whoever administers your company know.
• The store's connector image is old and cannot read the order: this is not solved by trying again; it is a support case.
• "This submission is not linked to a real order in the ERP yet.": the ERP received the submission, but has not returned the order number yet.
• "Another reading of this order is in progress.": wait and reload.

The order status line

Right below the title is the status line: the same one you see on the quote, on purpose, so the two screens never disagree. It says what stage the order is at in the ERP: the stage name as the ERP itself shows it, or a derived reading, such as In the ERP, no invoice, Invoiced, Delivered or Invoice cancelled. While nothing has been read, it shows "Tracking not read yet for this order."

Cancellation appears in two ways, and the difference matters:

• Cancelled in the ERP: the order's stage in there is a cancellation. It is a statement.
• "Marked as cancelled in the ERP", with who marked it and the reason, ending in "check": the line asks for a check instead of stating it, because orders with that mark are often invoiced.

A submission that became more than one order

A Vendria submission can become more than one order inside the ERP: whoever splits it is the store's ERP, not Vendria, and each order has its own number, stage, invoices and sheet. The quote's tabs show all of them at once, each with the status and the total of its order.

When splitting, the ERP often cancels one of the orders on its own, the one the split replaced; one of the siblings may also come out with a zero total. The cancelled one does not disappear from the screen: its tab is last, struck through, and on the purchase page it is collapsed under 1 order cancelled by the ERP when splitting (or N orders cancelled by the ERP when splitting). When you open that drawer, the screen says "The ERP cancelled these orders on its own when splitting each one. Nobody cancelled them.", and then — only with it open — the link to the order appears, where the status line shows the cancellation stage. The order that follows the flow is the one outside that drawer.

Two things not to misread:

• if the store's connection uses an old version of the connector, the screen cannot tell the replaced one apart and warns that the list may include orders already cancelled; updating the connector fixes it, and that is a support case;
• on the tab of each of these orders, Check against the quote compares with everything the submission sent, so the difference that shows up on one of them may be the part that went to its sibling.

Through Dri, the same split comes as "this submission became 2 orders in the ERP", with the stage of each one: see Ask for an order's status on WhatsApp.

The order's details in the ERP

The order as the ERP saved it appears in two places, no longer in a single block:

• in the header, on one line: Customer (the name is a link to their record in the ERP), CNPJ, Seller with the code as the ERP writes it, and Issued. A field the ERP does not have drops from the line, instead of becoming a dash: on a freshly read order, a grid of dashes read like a reading failure;
• in Delivery and billing, right after the items: Carrier, Freight (with who pays), Expected delivery, Billing method and settlement — Invoiced, Paid and Settled.

The total is not at the top: it lives in Order amounts, next to the logistics, after the items. Company in the ERP and User in the ERP are collapsed in ERP submission details, at the end.

Codes appear as the ERP writes them, which is what the customer's operator recognizes on their screen. "not provided" means the ERP does not have the data; "connector version doesn't read it" means the store's connection does not know how to read that field yet.

The seller check

When Vendria assigns a seller to this customer, the screen compares with the seller saved in the ERP:

• matching codes say "matches Vendria";
• different codes light up in amber, with "Vendria assigns" and the code Vendria expected.

If there is nothing written next to the seller, it is because Vendria does not assign anyone to this customer, not because it checked and it matched.

Invoice, items and amounts

From top to bottom, after the header:

Invoice for this order shows each invoice with number, series, issue date and amount, the protocol and the authorization date when they exist, and the access key in groups of four, the form you check with the customer over the phone. A cancelled or denied invoice is marked. It comes before everything else on purpose: it is what people look for most on an order that is already in the ERP.

Order items is what is in the ERP, line by line, without comparison: Seq, Code, Reference, Description, Qty, Unit price, Total and, when present, ST and IPI. The footer has the Items total, the sum of the lines; it does not need to match the Order total in Order amounts, which is the number the ERP itself keeps.

Order amounts, next to the order's logistics, shows where that total comes from: the items, the ICMS-ST, the IPI and, when they exist, the discount and the other expenses. Which lines appear depends on the store's ERP, because what the total it keeps already contains varies from one to another: where that total is the net without tax, the lines are the items, ST and IPI, and the total is the sum of the three — no "discount" that nobody gave.

Tax always appears, and the two absences are different things: R$ 0,00 is the ERP saying the tax is zero; not provided is the reading that does not bring the data (an old reading, or that store's connector does not read tax per item yet). Without this distinction, "has no tax" and "we didn't read the tax" would look the same on screen.

Order payments

Order payments sits right after the invoice, and loads together with the page: opening the order's tab already reads the installments in the store's ERP at that moment, without any click. It is one reading per opening; reopening the same tab in less than a minute does not check the ERP again, and a network that comes back after an outage does not reread on its own either. On the order card, in the quote's ERP panel, it is different: there payments sit in the Documents drawer and are only read when you open it.

In view there is a summary line of the installments, and the installments themselves are collapsed under the Installments and boletos (N) bar, with Show / Hide on the right. The bar opens on its own when there is an overdue installment, and, once open, it does not close on you: only you close it.

The summary says how many installments there are and where each group stands — for example "3 installments: 1 paid, 1 overdue, 1 in another situation." Each installment goes into a single group, so the parts add up to the total. Then comes R$ X outstanding: the sum of everything that is not settled, including a partly paid installment (what is left goes in), one paid in cash, deposit or transfer, one that has no boleto at the bank yet and one that is at the notary. It is what the customer still owes on this order, and that is why the sentence says "outstanding" and not "receivable": not everything outstanding goes out as a boleto. What has no boleto to download is stated right there, "of which R$ Y without an available boleto".

Expired is the installment due whose due date has already passed, in any situation — at the notary, partly paid, without a boleto at the bank or in another payment method also count, and also open the list. The date is Brasília's, from the server, not your computer's.

Once the list is open, each installment appears with due date, amount, the payment method as it is in the ERP and the situation. This is where you send the payment to the customer:

• boleto (bank slip): View opens the PDF in a side panel, without leaving the page; Download saves the PDF; Copy payment line copies the boleto number, which is also in view for selecting;
• PIX: when the boleto has PIX, the copy-and-paste code is in view, with Copy PIX copy-and-paste; Show QR Code draws the QR on screen, and Download QR Code saves the image to send to the customer as a photo;
• other methods (cash, deposit, transfer, check): the line shows the method, the due date and the amount, and says there is no boleto or PIX to generate.

With two or more boletos, Download the N boletos puts them all in a single PDF, one per page, without opening the list; if any cannot come out right then, the section says which were left out and why. With a single boleto, the button is Download the boleto and downloads its PDF. Inside the open list, each installment has its own Download. Read again redoes the reading: an installment paid a moment ago starts showing as Paid.

An Overdue boleto still comes out, with the warning that the bank calculates interest and penalty on payment. When the boleto cannot come out, the line says why: No boleto at the bank, Partly paid, At the notary, Refused at the bank or Changed, not reissued; in those cases, the way forward is to check with the store's finance team. The boleto is checked again on the click: if the installment changed since the reading, the panel says why instead of showing the PDF, and the line itself starts showing the new situation, without the payment line and without PIX, so nothing from a boleto that is no longer valid gets copied. On the click there may also appear Incomplete registration in the ERP (the ERP is missing a piece of data the boleto needs, such as the beneficiary's CNPJ or the bank's reference number) and ERP didn't respond (the reading failed just now; the boleto is still offered and it is worth trying again). Read again starts over from what the ERP says. If the section says the store has not released payments through Vendria yet, it is the connection to the ERP that does not deliver the boleto data yet. In an ERP that does not deliver boletos to Vendria, the section does not even appear.

To find out which of a customer's boletos are overdue without opening order by order, ask Dri about the customer, like "does customer X have an overdue boleto?". When the store's ERP delivers the receivables, she replies and lists the overdue ones, each with the due date, the outstanding amount and, when the ERP provides it, the receivable number and the source invoice. Sending the boleto PDF through the conversation is not turned on for everyone yet; where it is not, Dri replies "I can't send this store's boleto here yet." and this section is where the boleto comes from. For the overdue ones across the whole portfolio, see Ask about my customer portfolio on WhatsApp.

An invoice's files

The files appear as they exist in the ERP:

• DANFE (PDF): the paper the store's own ERP generated;
• DANFE (generated from XML): a rendering Vendria built from the XML. The two never appear together, and in a tax review the difference matters: one is the store's document, the other is a reading of it;
• Authorized XML, SEFAZ receipt and Sent XML: besides downloading the XMLs, you can view them on screen;
• Look up at SEFAZ: opens the invoice's public lookup.

Two sentences say different things: "Invoice not transmitted — no access key." is a status, not a failure: that invoice was never transmitted and there is no SEFAZ to look up; "Files not read from the ERP yet." is a reading that has not come yet.

And the section without any invoice says only what the order's stage in the ERP allows it to say:

• order cancelled in the ERP: "No invoice: this order was cancelled in the ERP.";
• order still moving (under review, authorized, being picked, or imported without a stage): "This order hasn't been invoiced yet. The invoice appears here when the ERP invoices it.";
• in any other case, including an order the ERP has already marked as invoiced: "No invoice read for this order." — it is an absence of reading, not the statement that the order was not invoiced.

Check against the quote (Vendria × ERP)

At the end of the page, collapsed, is the block that compares what Vendria sent with what the ERP saved, with Qty and Total on both sides and the Difference. The summary is in view in the title, and you open the table when you want to check line by line. Right below it is ERP submission details, also collapsed: both answer "what was sent".

When the order has ICMS-ST, two extra columns, under ICMS-ST, compare the ST the quote read from the ERP before sending (Quote) with what the ERP saved on the order (ERP); the line where the two do not match gets the ST differs mark. That mark does not make the item count as different: it is the ERP recalculating the tax, and both numbers stay in view so you know what the customer will pay.

In an allocated order, the comparison is made with that branch's quantities; in a pre-sale, only with the units reserved for future delivery; the normal order takes the rest. The sentence right below the title says which slice applies, so "12 in Vendria, 4 in the ERP" is not read as an error when the other 8 are in the sibling order. When the quote became more than one order, the comparison is with everything the submission sent: the difference that shows up on one tab may be the part that went to the sibling's tab.

When it goes wrong

"Tracking not read yet" and "The full order has not been read from the ERP yet" are about reading, not about a nonexistent order: use Refresh from ERP.

If the last reading brought only part, the screen warns that not everything came in this refresh and names what was left behind; those blocks are from the previous reading and the rest just arrived. It is different from a total failure, whose sentence warns that the last reading failed and that everything below is old.

If the payments reading fails, the page does not go down with it: the section shows "Couldn't read the payments in the ERP right now." with Try again, and the rest of the order stays up. A rereading that fails also does not leave the old list on screen next to the error: an old boleto does not get copied.

Two failures are for the whole tab. "This order was not found on this quote." comes without a retry button, on purpose: that number does not belong to this quote, and insisting does not change that: use the Original quote tab and open the right order's tab. "Couldn't load the order." on the other hand has Try again, because that is a loading failure.

Common questions

The order appears twice in the ERP, one of them cancelled. Was it a mistake? If the cancelled one is on the struck-through tab at the end (or, on the purchase page, collapsed under "cancelled by the ERP when splitting"), no: the store's ERP splits the submission on its own and cancels the order the split replaced by itself, and the screen says nobody cancelled it. The order that counts is the one that follows the flow, outside that drawer. If it appears among the others with "Marked as cancelled in the ERP", check in the ERP: that mark asks for a check, it does not state the cancellation.

One of the orders came out with a zero total. Did I lose items? Not necessarily: when the ERP splits a submission, one of the siblings may come out at zero. Open the other order's tab and look at Check against the quote, remembering that the comparison is with everything the submission sent.

Where do I get the boleto to send to the customer? In Order payments, on this tab: open Installments and boletos and use View, Download or Copy payment line. If the boleto has PIX, the copy-and-paste code and the QR Code are there too. With two or more, Download the N boletos works without opening the list.

The customer paid and the installment still shows as outstanding. What do I do? Click Read again: the section reads the installments in the ERP at that moment, and an installment paid a moment ago starts showing as Paid.

Why doesn't this page appear in the menu? Because it is a sheet of the quote that generated the order. Go in through the quote: with the submission resolved it already opens on the first order's tab, and the other tabs sit next to it.

Does opening the quote check my customer's ERP? Yes, in a limited way: the order's tab reads its payments once per opening, and orders that have never been opened are read once each, with a cap per page opening — the rest is read the next time. Detail already read respects a 15-minute window. Refresh from ERP and Read again ignore the windows, because whoever clicks wants it now.