Request the registration of a new customer

Where to find it

In the menu, under Customers: that is where the ERP customers you can bring over appear. On the quote, the same applies in the customer field. And on WhatsApp, by asking Dri.

Who registers customers

Registering a new customer in Vendria is a task for your company's administrator. Sellers do not have, in Customers, the buttons to create a record. And, if they open the registration form through some shortcut, saving is refused for their account.

What the seller can do: bring from the ERP a customer from their own portfolio who is not in Vendria yet, ask the administrator for the registration and carry on with the quote without a customer while the registration is pending.

The exception: registering the customer in the ERP

Registering the customer in the company's ERP, through Vendria, is something else, and has its own rule. Those who can:

• the company's administrators;
• in a rep agency company, the Partner and the Administrative, always, and the Seller when the Partner enabled it on the ERP submission card, under the rep agency's Settings. There are two switches: one for registration from the Customers tab and another for a new customer that goes along with the order. With the quote one blocked, the registration is kept with the order and the Administrative checks and confirms it (see Permissions: what the rep agency's team can do).

The company's typist, if not an administrator, does not register in the ERP, except in a company where they see all customers: there they register by choosing the rep agency that owns the customer. On the quote and on the refused order, whoever cannot sees, instead of the button, a sentence saying whom to ask.

For those who can, registration in the ERP appears in four places:

• in Customers, on the Register customer in ERP button;
• in the customer check strip inside the quote (section below);
• in the quote's customer picker, with Register new customer in ERP;
• when the quote still has no customer, on the Register "customer name" button (or Register customer, if the document did not bring the name) next to the picker, on the quote, the purchase and the cart. It opens the same registration, already with what was read from the document. If the quote's store has no ERP connected, this button opens the Vendria-only registration, which belongs to the administrator.

See The quote's customer: identify, set and change.

First, check whether the customer already exists

Before asking for a registration, look for the customer in Customers, in the Search by name, CNPJ or code... field. Also search by CNPJ: often the customer is registered under the legal name, and you searched by the trade name.

In a store integrated with an ERP, the Customers list also brings the customers from your ERP portfolio who are not in Vendria yet. Those rows show the Bring to Vendria button: one click creates the record with the ERP data, without waiting for anyone. If the row says Only the default sales rep brings it, the customer belongs to another sales rep in the ERP, and that person is the one who needs to bring it over.

The same applies inside the quote: in the customer field, type 3 letters or more and the rows from the ERP appear in the list; choosing one brings the customer over and links them to the quote right away.

When Dri says she did not find the customer

"Not found" means that Dri did not find, with the data you sent, any customer that you can use. It does not mean, on its own, that the customer has no record. Each reply says something different:

• "Buyer '…' not found.": no customer in your portfolio matched what you wrote (nor in the store's ERP, where ERP search is turned on). The reply suggests trying the full name, phone, CPF or CNPJ and includes the link to your Customers list. Check there by legal name and by CNPJ before asking for a registration.
• "No buyer found for…": the same thing, when you only asked about the customer, without choosing them for the quote.
• "The customer with this CNPJ is outside your portfolio: link not applied.": the customer exists, but belongs to another seller or has no seller yet. Asking for a registration does not solve it: the administrator is the one who changes the portfolio (further down).
• "This customer is in another seller's portfolio: link not applied.": the same situation, found by name in the store's ERP.

⚠️ By name, Dri cannot always tell "another seller's" from "no record". The name search only looks at your portfolio, so a customer registered in a colleague's portfolio usually comes back as not found, just like a customer that does not exist. By CNPJ she can tell: if the customer belongs to another seller, or has no seller, she says it is outside your portfolio; if no record in your company has that CNPJ (nor the store's ERP, where ERP search is turned on), she says she did not find it. So, before asking for a registration, send the CNPJ: "change the customer to 11.222.333/0001-81".

The suggestion to try name, phone, CPF or CNPJ always comes the same, even when you just sent one of them. If you sent the full CNPJ and got "not found", repeating the CNPJ changes nothing: the customer has no record with that CNPJ, and the way forward is to bring them from the ERP, register them in the ERP from the quote (whoever can, see below) or ask for the registration.

A customer who exists in one ERP and is missing from the other: register from the quote

In an integrated store, the quote checks the customer's CNPJ in the ERP. When the store's ERP does not know the customer, the check strip turns red with This customer is not registered in the ERP, and confirmation locks: the ERP only accepts orders from customers registered in it. The CNPJ line says which ERP they are missing from and, when they already exist in another ERP of the company, where.

Whoever can register customers in the ERP sees, on the line, the Register customer in ERP (Filial) button. When the customer is already registered in another ERP of the company, the button says where the data comes from: Register customer in ERP (Filial) with the data from ERP (Principal).

1. Click the button. The registration opens already filled in with the record that exists in the other ERP, and the top says where it came from: "Registration data from ERP (Principal) (code 12345) — check before sending". Without a record in another ERP, it brings the data Vendria has about the customer.
2. Check the data. The connections where the customer is missing come checked, and this quote's one has the required for this order badge. Uncheck the ones you do not want.
3. Click Send registration to the ERP. The message confirms: "Registration sent to the ERP (Filial). Confirmation unlocks when the ERP approves the registration." (in stores that accept the registration together with the order, see below)

If reading the other ERP fails, the registration opens anyway, with the CNPJ, for you to fill in the rest.

Register along with the order: confirm without waiting for approval

In some stores, the ERP accepts the customer's registration inside the order itself: the customer and the order arrive together, and the back office approves the customer and imports the order right after. It is the same way the ERP's own sales app works. In those stores, whoever can register customers in the ERP sees, on the CNPJ line, the Register along with the order button instead of the usual registration, and the strip says "They can be registered together with this order."

When it appears: the quote's store accepts the registration inside the order, the customer is not in its ERP and the quote is not allocated among branches. If the button does not appear for you, the way is the one above: register and wait for approval.

1. Click Register along with the order. The window opens with Register along with the order checked under When the registration goes to the ERP, and the data comes filled in as in the usual registration (from the other ERP, when the customer exists there).
2. Check the data. There is only one destination: this quote's ERP.
3. Click Save to send with the order. Nothing goes to the ERP now: the registration is kept in Vendria. The message confirms: "Registration saved to go to the ERP (Filial) together with the order."

The strip turns blue, with "The customer will be registered in the ERP (Filial) together with this order", and confirmation unlocks right away. To fix some data before confirming, use Review registration data, on the strip itself: the window reopens with what you saved, and you just save again.

Prefer to send the registration right away? In the same window, check Send the registration now. In those stores confirmation does not wait for approval either: as soon as the ERP of this quote receives the registration, the strip says "You can confirm now: the order goes along with the registration".

What happens after confirming. The order goes out with the customer inside. In the customer section, the quote starts showing the Customer registration sent to the ERP (Filial), awaiting approval strip, and the ERP panel says "Customer registered in the ERP (Filial) together with the order — awaiting back-office approval." Meanwhile the order is awaiting import: the back office approves the customer first and imports the order right after: sometimes within a few minutes, sometimes only the next day or later. The total time depends on when someone in the back office does the acceptance, which is a manual step. When the registration is approved, Vendria links the customer to the ERP on its own within about 1 hour, the strip and the line disappear and whoever sent the registration gets a notice in the bell: "The customer can now receive orders in this ERP." The notice is about the customer, not the order: you follow the order's progress (awaiting import, imported) in the quote's ERP panel.

If the back office refuses the registration. Vendria does not find out about a registration refusal: the order keeps awaiting import and, after the store's normal time, shows up as Import delayed. Talk to whoever looks after the ERP: either the registration is fixed there and both go in, or the order is refused too and the path in When the confirmed order doesn't get into the ERP applies.

Whoever cannot register reads, in those stores: "Ask whoever registers customers to register this customer in the ERP (Filial); it can be done together with this order, without waiting for approval."

The registration's progress, on the strip itself

The registration reaches the ERP as pending, and someone on the other side needs to approve it. Meanwhile, the CNPJ line shows the progress instead of the button:

• "Registration sent to the ERP (Filial) on 08/10 at 14:30 — awaiting approval. When the ERP approves it, confirmation unlocks (use Check in ERP)."
• "The ERP approved the registration (code 12346). Use Check in ERP to unlock confirmation." The code only appears for whoever made the registration, for their rep agency and for administrators.
• "Sending the registration failed — try registering again.": the button comes back.

Check in ERP, on the strip, asks the ERP again, right then. Every time the strip is opened, Vendria also asks whether the registration has already been approved; when it has, the old refusal is cleared and confirmation unlocks.

Whoever cannot register reads, on the line: "Ask whoever registers customers to register this CNPJ in the ERP (Filial); then use Check in ERP."

A new customer who does not exist anywhere

Whoever can register customers in the ERP registers the new customer straight from the quote's customer picker, with Register new customer in ERP: the customer goes into the quote right away and confirmation unlocks when the ERP approves the registration. In a store that accepts the registration inside the order, the window already comes with Register along with the order checked, and confirmation unlocks right away (section above). The Register "customer name" button, next to the picker, opens the same registration already filled in with what was read from the document. The step by step is in The quote's customer: identify, set and change.

If the message says "The registration was sent to the ERP (…), but the customer could not go into this quote.", the registration was made: choose the customer in the list when they appear, or talk to whoever manages customers.

Ask Dri for the registration on WhatsApp

Dri notes the registration request, but the administrator is the one who registers, and you need to talk to them.

1. In the conversation with Dri, ask: "register the customer Auto Peças Silva".
2. Dri asks for the name and, if you have it, the buyer's phone.
3. She replies "I noted the registration request", with the request number, the name and, if you gave it, the phone that were noted, and warns: "It doesn't reach the administrator on its own and I won't let you know when the registration is done."

If there is already a noted request with the same name, Dri does not duplicate it: she replies "I've already noted a registration request for" that customer, with the request number, and asks you to talk to whoever administers your company.

The request appears in Actions, as a Cust. request action.

⚠️ The registration request does not reach the administrator on its own

The request Dri notes does not go into an approval queue and does not notify the administrator. For the registration to actually happen, tell whoever administers the company directly.

The request only notes the name and the phone. The CNPJ you sent in the conversation does not go with it. Give the administrator, all at once, what the registration needs: trade name, legal name, CNPJ, phone, email and address. And ask them to put the customer in your portfolio: a customer registered without a seller, or in someone else's portfolio, cannot be linked by you.

If the customer has a record in the ERP, tell the administrator: they can bring it from the ERP instead of typing the data.

Dri does not tell you when the registration is done. When the administrator says they registered it, send the CNPJ to Dri to link the customer to the quote: "change the customer to 11.222.333/0001-81". She also asks for this in her own reply: "Once they register it, send me the CNPJ and I'll link the customer."

If you are the administrator and asked Dri

If the person who asked Dri for the registration was you, the administrator, the request also just stays noted in Actions, as Cust. request: nobody approves it and nobody registers it for you. Dri replies the same as to a seller and tells you to talk to whoever administers the company, but the one who registers is you, on screen.

In Customers, use Register customer in ERP to type in the data (it sends the registration straight to the ERP) or Import Document to send the customer's registration form. In a company without an ERP connected, instead of Register customer in ERP there is New Company. If the customer is already in the store's ERP, click Bring to Vendria on their row. If Import Document does not appear and the screen says Customers come from the ERP, your company is in the mode where customers come only from the ERP: register through Register customer in ERP, or in the ERP itself, and bring the customer over through the search. Then, send the CNPJ to Dri to link the customer to the quote. See Cadastrar um cliente: Nova Empresa, documento ou ERP.

The quote does not wait for the registration

You do not need to stop the sale while the registration is pending:

• On WhatsApp: Dri keeps building the quote without a selected customer. Without a customer, prices come out at the price table, without a negotiated discount.
• On screen: the quote gets the Customer not identified badge. When the document brought a CNPJ that is not registered, the editor shows the warning CNPJ … not registered.

When the registration exists, link the customer to the quote: through Dri, by CNPJ ("change the customer to 11.222.333/0001-81"), or on screen (Set customer / Company field). The quote is recalculated right away with the customer's discount and table. See The quote's customer: identify, set and change.

⚠️ Link the customer before sending the proposal: the price the customer received is the one that holds, and once it is sent, changing the customer may be refused.

⚠️ Building and sending the proposal do not wait for the registration; confirming does. In a store that sends orders to the ERP, confirmation stays locked while the ERP does not know the customer, because the order would be refused there. The exception is a store that accepts the registration inside the order: there, Register along with the order unlocks confirmation right away (see above).

When the customer exists, but belongs to another seller

If the customer is already registered in someone else's portfolio, asking for a registration does not solve it: the administrator is the one who changes the portfolio. On screen, when you choose the customer, Vendria replies Customer outside your portfolio. On WhatsApp, Dri warns "The customer with this CNPJ is outside your portfolio: link not applied." and carries on with the quote without a customer.

When it goes wrong

• "Importing customers from the ERP is not enabled for this store.": in this store the seller does not bring customers from the ERP; ask the administrator for the registration.
• "This customer belongs to another sales rep. They need to bring them to Vendria.": the ERP points to another sales rep as the customer's owner.
• "You're not linked to the ERP yet — talk to the administrator to look up customers here.": your account is not linked to your seller code in the ERP, so the ERP portfolio does not appear for you.
• I asked Dri for the registration and the customer did not show up: the request is only noted; talk directly to the administrator. If the administrator is you, register the customer in Customers.
• The administrator registered them, and Dri says the customer is outside my portfolio: the customer was registered without a seller or in someone else's portfolio. Ask the administrator to put them in your portfolio.

Common questions

Does Dri let me know when the administrator registers the customer? No. Nobody does. When the administrator says they registered it, send the CNPJ to Dri to link the customer to the quote.

Does the registration request through Dri reach the administrator? No. It is noted and appears in Actions, but it does not go into a queue or notify anyone. Talk directly to the administrator and give them the customer's data.

I'm the administrator and asked Dri to register a customer. Who approves it? Nobody. The request just stays noted in Actions, and the one who registers is you, in Customers, with Register customer in ERP (which sends the registration straight to the ERP) or Bring to Vendria. In a company without an ERP connected, the registration is through New Company.

Why does Dri say she did not find a customer that exists? Either they are in another seller's portfolio (or have no seller), or the name is written differently from the record, or they have not been brought from the ERP to Vendria yet. Send the CNPJ: that way Dri says whether they belong to another portfolio.

Do I need to wait for the registration to build the quote? No. The quote carries on without a customer, at the price table, and is recalculated when you link the customer.