# Administrator's first steps: the roadmap to get Vendria ready

> The administrator's roadmap to get Vendria ready: company and stores, ERP, catalog, prices, rules, taxes, team and customers.

Source: https://vendria.com/en/ajuda/primeiros-passos-do-administrador

## Where to find it

Everything the administrator configures lives in **your account menu**, the menu that
opens on your name, in the corner of the screen (on mobile, in the menu drawer). The
administration screens only appear for people with an administrator role.

This guide is the roadmap, in the order that's worth following. Each step points to
the full guide on that subject.

## The order matters, and why

Setup has dependencies. Without a catalog there's nothing to price; without a
price table the customer sees the product's base price; without the team registered
nobody talks to Dri; without customers there's no one to sell to. The order
below follows those dependencies:

1. company details and stores;
2. ERP, if your company has one;
3. catalog;
4. price tables;
5. commercial rules;
6. taxes;
7. team;
8. customers and buyer access;
9. export files;
10. what Dri should know about the company.

None of this is final: everything can be adjusted later. But following the order
avoids, for example, setting up discount rules before the price they
run on exists.

## Step 1: Company details and stores

**Company Settings** holds the organization's stores and the switches of
each one, and each store's page holds its registration details. The name, CNPJ,
address and contact printed on the quote's PDF and Excel come from here. Check them
before the team sends the first document to a customer.

If the company sells through more than one store (different brands, CNPJs or
operations), understand what belongs to each store and what applies to the whole
organization before configuring the rest: several screens show only the store your
session is in.

Guides: see [Settings: the organization's stores and the switches of each one](/en/ajuda/configuracoes-lojas-da-organizacao),
see [The company details printed on documents: name, CNPJ, address and contact](/en/ajuda/dados-da-empresa-nos-documentos)
and see [Several stores in the same organization: what belongs to each store and what is shared](/en/ajuda/varias-lojas-na-mesma-organizacao).

## Step 2: Connect the ERP (if the company has one)

With the ERP connected, part of the work in the next steps starts coming from it:
stock and, depending on what's enabled for your store, catalog, customers,
sellers and sending the confirmed order. That's why it's worth connecting before
registering by hand what the ERP already brings.

Guides: see [Connect a store's ERP](/en/ajuda/conectar-o-erp-de-uma-loja), see [What syncs with the ERP, and when](/en/ajuda/o-que-sincroniza-com-o-erp)
and see [What the ERP brings on its own, and what stays manual](/en/ajuda/erp-o-que-vem-sozinho).

## Step 3: The catalog

The catalog is the foundation of everything: it's where Dri looks for each product the
customer asks for by text, photo, PDF or spreadsheet. Without an ERP, it comes in by spreadsheet,
in **Catalog and exports**, **Import** tab, the last one. It only appears
while some store receives its catalog by spreadsheet: with the ERP in every
store, the catalog comes from it. Then come the product
photos: they help Dri recognize the product when the customer sends an
image without a code.

If your codes have a prefix (like `DV8020`) and customers tend to write
only the number, register the prefix in **Order reading**, **Reading
rules** tab: that's what lets Dri find the product anyway.

Guides: see [Import the catalog by spreadsheet](/en/ajuda/importar-catalogo-por-planilha), see [Import a new catalog: the step-by-step wizard](/en/ajuda/importar-novo-catalogo-passo-a-passo),
see [Import the product photos](/en/ajuda/importar-imagens-dos-produtos) and see [Code prefixes: when the customer writes the code without the prefix](/en/ajuda/prefixos-de-codigo).

## Step 4: Price tables

Tables are in your account menu, under **Prices**, **Price tables** tab.
Without a table, the customer sees the product's base price. With tables, each customer
can have their own price: you create the table, set the store's default table, and
assign the right table on the profile of customers who have a different price.

Guides: see [Price tables](/en/ajuda/tabelas-de-preco), see [Create and manage price tables](/en/ajuda/criar-e-gerenciar-tabelas-de-preco)
and see [Load price table prices by spreadsheet](/en/ajuda/precos-das-tabelas-por-planilha).

## Step 5: Commercial rules

**Commercial Rules** holds the rules that apply to every quote: minimum
order, default payment terms and method, freight and delivery time. The
discount rules and the discount cap the seller can grant on their own
are in **Prices**, **Discounts and limits** tab.

Two decisions deserve attention right at the start, because they change the team's
day to day: whether the seller can type a price (and of which kind), and the maximum
discount they grant without asking anyone.

Guides: see [Commercial rules and discount](/en/ajuda/regras-comerciais-e-desconto), see [Seller's maximum discount: the per-store concession cap](/en/ajuda/desconto-maximo-do-vendedor)
and see [Can the seller set the price? Base price and fixed price](/en/ajuda/o-vendedor-pode-definir-o-preco).

## Step 6: Taxes

If the company works with itemized IPI or tax substitution, decide
in **Catalog and exports**, **Taxes** tab (the first one), where they
appear. The tab has a single decision, **Store taxes** (itemize or not, and
which taxes), that applies everywhere. For one place to show something different from the
rest, **Adjust by place**, collapsed at the bottom, has a block for each: the
quote and the order (**Estimates and orders** block), the product page and search
(**Product page and search** block) and product lists (**Lists** block). The rate comes from the
product's registration (or from the price table), so check in the
**Estimates and orders** block whether the catalog brought the taxes.

Guide: see [Taxes and tax settings](/en/ajuda/impostos-e-configuracao-fiscal).

## Step 7: The team

Register people in **Users** and give each one the right role:
administrator, seller and so on. For a seller to use Dri on
WhatsApp, their **phone** has to be in the registration. If the company works
with independent sales reps, they have their own screen, in **Sales reps**.

Guides: see [Vendria's roles: what each one sees and does](/en/ajuda/papeis-da-vendria),
see [Register a user and grant access](/en/ajuda/cadastrar-usuario-e-dar-acesso), see [Register sellers and assign customers](/en/ajuda/cadastrar-e-atribuir-vendedores),
see [First access: how the people you registered sign in](/en/ajuda/primeiro-acesso-de-quem-voce-cadastra) and see [Sales reps and permissions](/en/ajuda/representantes-e-permissoes).

## Step 8: Customers and buyer access

Customers are in **Customers**. Each one has an owner (a seller or a
rep agency), and that owner is who answers that customer's messages.
If the customer will buy on their own, through the catalog or on WhatsApp, create the
buyer's access on their profile.

Guides: see [Register a customer: New Company, document or ERP](/en/ajuda/cadastrar-um-cliente),
see [Register sellers and assign customers](/en/ajuda/cadastrar-e-atribuir-vendedores)
and see [Give a buyer access: catalog, WhatsApp and stores](/en/ajuda/dar-acesso-a-um-comprador).

## Step 9: The files that leave Vendria

In **Catalog and exports** you decide how the quote and the order file
come out (**Estimates and orders** tab) and the product list (**Lists** tab):
which columns, in what order, in which unit. If your ERP imports
a spreadsheet in a specific format, this is where you build a template for it.
If the defaults already work, you don't need to create anything.

Guides: see [Export orders: how the files come out](/en/ajuda/exportar-pedidos)
and see [Order and quote export templates: default, custom and shortcuts ★](/en/ajuda/modelos-de-exportacao-de-pedidos).

## Step 10: What Dri should know about the company

Delivery time, return policy, warranty, technical sheet: what customers
ask that isn't in the catalog, Dri learns from the documents you
upload in **Dri's knowledge**. Then, the questions queue shows what she
couldn't answer, and answering there teaches Dri for next time.

Guides: see [Teach Dri: the company knowledge base](/en/ajuda/ensinar-a-dri)
and see [Dri's questions: what she could not answer](/en/ajuda/duvidas-da-dri).

## Once set up: track usage

The **Dashboard** shows who on the team is using Vendria, how many conversations,
quotes and confirmed orders the period had and how that evolves over time. It's the place to
find out who hasn't started using it yet and needs some help.

Guide: see [The administrator's Dashboard: how to read each number](/en/ajuda/dashboard-do-administrador).

## Common questions

**Do I need to do everything before the team starts?** No. The minimum for the team
to work is the catalog, the team registered (with phone, to use
WhatsApp) and the customers. Prices, rules and templates can be refined with use.

**I don't see the administration screens in the menu.** They only appear for people with
an administrator role. Ask whoever administers your organization to check
your role in **Users**.

**I configured it in one store and the other didn't change.** Several settings are per
store. Check which store your session is in before adjusting. See [Several stores in the same organization: what belongs to each store and what is shared](/en/ajuda/varias-lojas-na-mesma-organizacao).