Sales reps and permissions

Summary

Most of the time the rep agency already comes from the ERP: with the ERP connected, Vendria creates on its own the rep agencies the ERP declares. So the first step is to check the list in Sales reps. If it shows ERP only in the Source column, the ERP declares it but it hasn't become a rep agency here yet (almost always for lack of a document): use Create in Vendria, on the row itself. If it doesn't show up, search in Someone missing?, which searches the ERP's full registry. Only when it isn't even in the ERP do you register it in New Sales Rep. Then open the profile, go to the Members tab and register the Partner with their Phone (WhatsApp) and/or Email. The first member always comes in as Partner. Nothing is sent on registration: give the Partner Dri's contact (the registered phone links them to Dri on WhatsApp) or, on their row in Members, click Confirm account and choose By email. After the Partner confirms the account, they add the rest of the team; until then, you can also add members, in New Member.

Where to find it

In your account menu, under Sales reps. The screen has a single list, Sales reps and ERP registry, with one row per rep agency, and the New sales rep button at the top.

What a rep agency is

It's an outside company that sells on your behalf: a sales representation office, with its own partners and sellers, a contract (the mandate) and its own customer portfolio. It's different from a typist, who is on your payroll and is registered in Users.

In Vendria, the one linked to your company is the rep agency, not each person: people join as its members, and everyone's access comes from the mandate.

Before registering: check whether it already came from the ERP

Most of the time the rep agency is already on the list. With the ERP connected, Vendria reads the sales reps the ERP declares and creates the rep agency on its own. Search the list by name, document or code:

• Both or Vendria only in the Source column: the rep agency already exists. Open the profile and move on to the Partner (see the section about the Partner, below).
• ERP only: the ERP declares it, but Vendria couldn't create it (almost always for lack of a document). Use Create in Vendria (see the section about the ERP only rows, below).
• It doesn't show up: use Someone missing? to search the ERP's full registry.

Register a rep agency that isn't in the ERP

1. Click New sales rep.
2. Fill in the Name (required) and, if you have them, CNPJ, Legal name, Phone, Email, CORE record and CORE state.
3. Click Save.

The rep agency is born with an active mandate with your company, covering all stores, and the screen opens its profile. There you add the members, adjust the mandate (commission, territory, stores) and build the portfolio. See A rep agency's profile: mandate, members and portfolio.

⚠️ "A rep agency with this CNPJ already exists." means the rep agency is already in Vendria, registered by another company. Don't create another one with a different CNPJ: ask Vendria support to open the mandate with the one that already exists.

Next: register the Partner in Members

With the rep agency on the list, look at the Members column. If it's 0, open the profile, go to the Members tab, click New Member, choose New person and register the Partner with their Phone (WhatsApp) and/or Email. The first member always comes in as Partner, and they add the rest of the team.

Both contacts together are best: the phone links the Partner to Dri on WhatsApp and lets them sign in to the site from their phone, and the email is where the account confirmation request goes. Nothing goes out on registration: the confirmation request only goes when you click Confirm account, on their row, and choose By email. See Como uma representação começa na Vendria: o Sócio primeiro, a equipe depois.

The list's columns

• Company / Name in the ERP: the rep agency's name (click to open the profile).
• Document: CNPJ, or CPF of someone who represents as an individual.
• Source: Both (exists in Vendria and the ERP declares a code for it), Vendria only (created by hand, without an ERP code) or ERP only (a code the ERP declares that hasn't become a rep agency here yet).
• ERP code: the ERP codes linked to the rep agency, one badge per code.
• Status: only on ERP rows: Linked or the reason the row doesn't have a match yet.
• Members, Commission and Customers: how many people, the mandate's rate and the size of the portfolio.
• Partner confirmed: Yes when the Partner has already confirmed the account and started managing the team; No, with the reminder "ask for confirmation in the Members tab".
• Mandate: Active, Ended or No mandate. A row with an ended mandate appears faded.

The "ERP only" rows and the Create in Vendria button

The list hides nothing the ERP declares. A code the sync couldn't turn into a rep agency (almost always for lack of a document) appears as ERP only, with the reason, and with the Create in Vendria button.

That button opens Create rep agency in Vendria: enter the Company CNPJ (or use the one the ERP declares) and confirm. The code starts pointing to the rep agency, with an active mandate. If a rep agency with that CNPJ already exists, the code joins it.

⚠️ When the code was linked by hand to a person, the window warns: creating the rep agency takes the code away from the person and gives it to the company.

Not every ERP only row has that button. When the code already has an owner, whether a rep agency without a mandate with your company (the row says linked to), or a seller linked by the sync, Open record appears, which takes you to the profile of whoever holds the code.

Rows awaiting a classification decision also show Create in Vendria, for when the row really is a rep agency; the other choices of that decision are in the cards at the top of Sellers.

Someone missing from the list?

The list shows what the ERP marks as a sales rep. If you think someone is missing, click Someone missing?: the Search the ERP's full registry search looks through the whole registry, including rows the ERP doesn't mark as a sales rep. Add brings the row to the list; already in the registry means it's already there.

The mandate turns access on and off

While the mandate is active, the rep agency's members reach the stores it covers.

⚠️ A mandate with no store chosen covers ALL your company's active stores, including those you open later. If the rep agency serves only part of the operation, check the stores in the mandate.

End mandate cuts off access for all members at once: the right move when the business relationship ends, without having to deactivate person by person. The contract term expiring doesn't end anything on its own.

What each member sees

It depends on the person's role within the rep agency:

• Seller sees their own quotes. Orders that arrive for the rep agency without an owner start restricted to Partner and Administrative; the Partner can open that queue to the whole team in Permissions (Administrative can too, if the Permissions by Administrative switch allows it), and then the Seller sees them as well.
• Administrative sees and edits the whole team's quotes. If the Partner allows it (it starts allowed), they also add, edit and remove Administrative members and Sellers, but don't touch the Partner.
• Partner sees and edits the whole team's quotes and manages the people.

customers are a different matter: the portfolio belongs to the rep agency, and all members reach its customers, whatever their role.

No one in the rep agency sees the customers of your typists, nor those of another rep agency. Being a Partner of a rep agency that has no mandate with your company gives no access here.

⚠️ A deactivated colleague keeps showing up for those with a team role (Partner and Administrative), on purpose: covering someone on vacation or who left the company is exactly the use case, and their document doesn't disappear with the account.

When it goes wrong

"Couldn't load the ERP's sales rep registry.": reading the ERP failed. Vendria's rep agencies are still listed; the ERP rows come back with Try again.

"No sales rep registered.": your company doesn't have any rep agency yet, and the ERP doesn't declare any.

The list's search doesn't find it: it searches by name, document or code. For what the ERP didn't mark as a sales rep, use Someone missing?.