Wholesale Order Workflow


Overview

In contrast to retail orders, Sellercloud can ship wholesale orders without payment. Learn how to create wholesale orders, apply a payment to multiple orders, and use the case quantity on them.
Learn more about wholesale-related settings in this article.

Check out this tutorial on manually creating wholesale orders:


Create a Wholesale Order

  1. Go to Orders > Create New Order.
  2. Check Wholesale Customer or click the Search Customers button > Select the wholesale customer > Click the blue arrow to proceed.Wholesale customer
  3. Click Add products. The wholesale price will be used for the products.
  4. Complete the order creation as described in the Create an Order article.

Add Orders in Bulk

To import wholesale orders in bulk:

  1. Go to Orders > Tools > Import Product Info panel.
  2. Select a company > From the Channel dropdown list, select Wholesale > Download the template.Import wholesale orders
  3. In the downloaded file, populate the fields and save the file.
  4. Return to Sellercloud > Click to upload file and attach the saved file > Import.

Wholesale Order Payments and Invoices

Receive Payment Manually

Wholesale customers are periodically invoiced for orders placed at the given time. Often, the customer will pay by check: either fully, or partially. To receive the payment for the wholesale order:

  1. Go to Orders > Manage Orders > Select an order.
  2. On the Order Details page, go to Toolbox > Payment.
  3. In the Payments panel, click the card button to receive the payment.Receive wholesale payment
  4. Select the Operation Type > Fill in the mandatory payment info > Click Receive Payment.

Receive Payment in Bulk

Instead of manually applying the payment to individual orders, you can apply the check payment to multiple orders. The payment will be applied to the oldest order first, with the balance applied to more recent orders in chronological order.

Prerequisite: Enable the Enable partial check payment on Orders in bulk Client Setting.
  1. Go to Orders > Manage Orders > Select the orders.
  2. From the Action menu, select Manage Payments > Receive Payment.
  3. Fill in the payment details: Set the Total Amount to the amount on the check > Enter a Reference Number.Payment details
  4. Click Submit.

Receive Payment via Waytopay.me

You can generate an external payment link for your customers with Waytopay.me:

  1. Go to Orders > Manage Orders > Select an order.
  2. On the Order Details page, click Actions > Generate WayToPay Payment Link.
  3. Follow the generated link to see the payment status: Waytopay link
You can allow shipping unpaid orders if you wish to receive payment at a later time but ship the order before that.
You can configure to print invoices specifically for wholesale orders.

Email Wholesale Orders

You can email your wholesale order to customer:

  1. Go to Orders > Manage Orders > select an order.
  2. On the Order Details page, click Actions > Email Customer.
  3. Select an email template or enter the message manually.Email wholesale order
  4. Click Send.
You can send the payment activity and invoice information to the customer in a form of a Statement of Account report.

Enable Case Quantity

Purchasing by case implies buying products from a vendor by the case and selling them as individual units.

Prerequisite: enable the client setting Enable Case Qty for Orders.
  1. Go to Orders > Manage Orders > select a wholesale order.
  2. On the Order Detail page, go to Items > click Edit > Enable Case Qty.
  3. Enter Qty of Cases and Qty/Case.Wholesale case qty
  4. Click Save. Now the items can be added by case qty.

The Unit Price is not set on the order manually, it is calculated automatically by the Case Price/Case Qty:Unit price


Generate Statement of Account

You can use this report to see the Invoice and Payment activity on a customer during a specific time period, resulting in an ending balance. It can also be used as an A/R Aging Report to keep track and to remind a customer of sales on credit that have not yet been paid for.

  1. Go to Orders > Manage Orders > select orders.
  2. Choose either Generate Statement of Account (PDF)  to create in PDF format or Generate Statement of Account (Excel) to create in Excel format > save the file.

For more information, see the Statement of Account topic.


 

See how to configure wholesale orders in Sellercloud:


Receive Payment in Bulk

Wholesale customers are invoiced periodically for orders placed in a given time period. Often, the customer will pay by check. Sometime the balance will be payed in full, while other times it will only be a partial payment. However, you do not need to manually apply payment to individual orders. Rather, you can apply the check payment to multiple orders. The payment will be applied to the oldest order first, with the balance applied to more recent orders in chronological order.

  1. Enable client setting  Enable partial check payment on Orders in bulk.
  2. On the manage orders page, filter your order to the customer. For example, in the advanced search tab filter with “Username/email” and payment status “Partial or No Payment.” Select the order date range and press search.
  3. Select the orders.
  4. Open the action menu and select Apply Check Payment.Press GO.
  5. On the following page, edit the Total Amount field to the amount on the check.
  6. Enter a check number.
  7. Press Submit.
  8. The check payment will be applied to the orders – older orders first. The payment details will be recorded on each order.

Case Quantity on Wholesale Orders

Case quantity can be used on wholesale orders, similar to Case Quantity on Purchase Orders.

To use this feature:

  1. Go to Settings > Client Settings > Enable Case Qty for Orders.
  2. On an existing Wholesale Order select Enable Case Qty from the Action Menu. The same
    way you can disable the Case Qty selecting Disable Case Qty.
  3. Now, when you edit the order you can add Qty.Case.

The unit price is not set on the order manually, it will be calculated automatically by
the case price times the case qty.

Example below shows 4 items on the order grouped in 2 cases.


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