Dealer checkout rules: invoicing, order limits, delivery, payment and drop ship
Decide what a dealer order turns into, the smallest and largest order, how dealers get their goods, how they pay, and whether they can drop ship to their own customers.
Where it is
Settings for this
- Setup → Orders & invoicing — Sales order only or draft the invoice; order limits; delivery, pick up, bank transfer, drop ship
- Setup → Pricing tiers — Per-tier minimum and maximum order, drop-ship discounts
- Integrations → Stripe card payments — The Dealer portal switch turns on card payment
- Integrations → Freight carriers — Carriers that price delivery at checkout
- Settings → Shipping & freight — Your freight margin on top of the carrier price
- Settings → Business details — BSB and account number: needed for bank transfer
Open Setup → Orders & invoicing and press Save at the bottom after any change. Only someone who can change settings can save it.
When a dealer places an order
- Sales order only (to start with): you raise the invoice when you accept it.
- Draft the invoice when everything is in stock: if every line can ship from stock now, a draft invoice is made with the order. You approve it, which sends it to the dealer and Xero. In stock means on hand and not held for other orders; offsite supplier stock, non-stocked products and kits don't count.
Order limits
Minimum order (ex GST) and Maximum order (ex GST), at the dealer's prices. A tier can set its own on Pricing tiers. Per product, set Min sale qty, Sold in multiples of and Max order qty when you edit the product: the cart rounds up to the minimum and to whole packs. Only Owner and Buyer logins can check out; Viewer logins can't.
Delivery
- Dealers can choose delivery: priced live to their address by every carrier on Integrations → Freight carriers, plus your margin from Settings → Shipping & freight. Dealers never see your cost. Freight goes on the order as a line and the chosen carrier is ready to book.
- Dealers can choose to pick up from your business address.
- Delivery options shown: Every connected carrier, cheapest first, or Pack to the Future only, when Pack can price it.
Leave at least one of delivery or pick up on, or dealers can't check out.
Payment
| How they pay | How you turn it on |
|---|---|
| On account | Per dealer: Can order on account in the dealer's panel. Their credit limit is checked, freight included |
| Card | Integrations → Stripe card payments: connect Stripe and turn on Dealer portal. The invoice is raised and shows Paid once Stripe confirms |
| Bank transfer | Dealers can pay by bank transfer here. The invoice is raised at checkout, due today. Send the goods once the money clears |
Drop ship
- Tick Let dealers drop ship to their customers.
- Optional Drop-ship handling fee (ex GST, per order), added as a "Drop-ship handling" line.
- Set drop-ship discounts on your tiers. The purple box lists them, or warns that none has one (then drop-ship orders pay stock prices).
- Untick Can drop ship on a dealer to stop just that one.
Drop-ship orders carry a purple DROP SHIP flag everywhere and pack with a blind packing slip (no prices, the dealer as sender). They're always delivered and can't be saved as a quote.
If something's not right
- Bank transfer doesn't show to dealers: your BSB and account number aren't in Business details. The screen warns you.
- Card doesn't show: the Stripe Dealer portal switch is off. This screen says "It's off".
- "Turn on delivery or pick up, or dealers can't check out." Tick one.
- A dealer can't check out: their order is under the minimum or over the maximum, their account is On hold, they're over their credit limit on account, or they're a Viewer.
- Save is greyed out: nothing has changed, or the fee or limits aren't valid numbers.