# Sales reps and permissions

> For the administrator: register rep agencies, understand the mandate that grants access and what each rep agency member sees in Vendria.

Source: https://vendria.com/en/ajuda/representantes-e-permissoes

## 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](/en/ajuda/ficha-da-representacao-mandato-membros-e-carteira).

⚠️ **"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](/ajuda/como-a-representacao-comeca-na-vendria).

## 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?**.