Distributor Features
Use this page to run the selling side of wholesale: your catalog and prices, your retailers, and each order from approval to hand-over.
Quick steps
To handle a new order:
- Click Wholesale Orders in the top menu. A red number shows how many are waiting.
- Open a Pending order, check the lines, and click Approve Order. Stock comes off and, by default, the invoice is created and emailed. (To turn it down, type a Reason for rejecting and click Reject Order.)
- Click Print Packing Slip, pick the items, then click Mark as Packed (or Start packing first).
- Finish it: Mark as Ready for Pickup then Mark as Picked Up, Mark as Out for Delivery then Mark as Delivered, or Mark as Shipped then Mark as Delivered.
To set wholesale prices: tick Enable wholesale distribution on the product and fill in Wholesale Price — or change many at once on the Price List (the button on the Wholesale Orders page) and click Save All Changes.
A product with no Wholesale Price can't be ordered. Give every wholesale product one.
Common questions
Approve Order says there isn't enough stock. Nothing is deducted. The message names each product that's short. Adjust your stock or ask the retailer to change the order.
How do I give one retailer a discount? Create a pricing tier (Retailers > More Actions > Pricing Tiers > New Tier), then open the retailer, click Edit Connection and pick the Pricing Tier.
How do I hide a product from one retailer? On the Wholesale Product Catalog page (under More Actions), pick the retailer, click Load Catalog, and click Remove on the product.
Can I cancel an approved order? Yes, until it's delivered or picked up. Click Cancel Order. Stock is put back and the retailer's balance goes down.
More detail: before you start, and your wholesale catalog
When your Brother POS store operates as a distributor, you have tools for sharing your wholesale catalog, managing retailer relationships, fulfilling orders, and tracking credit balances. This guide covers the complete distributor workflow.
Prerequisites
- Your store must be set up as a distributor account. This is part of how Brother POS sets up your account — contact Brother POS support if your store is not a distributor yet.
- To work with connected Brother POS retailers, tick Enable Retailer Connections (B2B) under Settings > Edit Settings > Sales & Integrations tab (Wholesale Feature Controls) and click Update Settings. This adds Retailers to the menu for admins.
- At least one retailer connection must be established (see Pairing).
Your Wholesale Catalog
Your wholesale catalog is the list of products retailers can order from you. Brother POS builds it from your products and keeps it up to date automatically — there is nothing to publish by hand.
Which Products Are Included
A connected Brother POS retailer sees a product when:
- It is ticked for wholesale (Enable wholesale distribution on the product).
- It is active.
- You haven't removed it from that retailer's catalog on the Wholesale Product Catalog page (see Choosing What Each Retailer Sees).
Products you're out of still show, marked Out of Stock, and can't be ordered.
A product with no Wholesale Price can't be ordered by a connected retailer: their order is refused. Use the Wholesale price filter on the Wholesale Product Catalog page (Missing wholesale price) to find these, and price them on the Price List.
What Retailers See
Each product shows its photo, name, SKU, brand, categories, strain type, THC and CBD, dominant terpene, description, the retailer's price, your minimum order quantity, and whether it is in stock. Retailers see In Stock or Out of Stock, not your exact count.
The price a retailer sees is their price: your wholesale price with their pricing tier's discount taken off.
What an Order From a Brother POS Retailer Checks
When a retailer places an order, every line is checked against your own products and prices — not what their screen showed. The order is refused, and the retailer told why, if a line:
- Is below your Minimum Order Quantity.
- Is for more than you have in stock (unless the product is allowed to sell into negative stock).
- Is for a product you've removed from their catalog, switched off, or stopped selling wholesale.
- Is for part of a unit on a product that isn't sold by weight.
- Would take them over their credit limit.
Each line is priced from your product at the quantity ordered, with their tier discount. The order is taxed at your store's tax rate, since you are the seller.
The Wholesale Portal has its own Wholesale Catalog page for choosing products and pricing them in one step. See Setting Up Your Wholesale Catalog.
What the Retailer Gets When They Receive
When a Brother POS retailer receives your order, each product they don't already stock is created in their store with your name, SKU, barcode, description, brand, strain, THC and CBD, categories and photos. Your retail price is offered to them as a suggested shelf price, which they can change. So keeping your product details and photos complete saves every store you sell to from typing them in.
More detail: choosing what each retailer sees, and pricing tiers
Choosing What Each Retailer Sees
The Wholesale Product Catalog page lets you hide products from one retailer without affecting anyone else. Open it from More Actions on the Retailers page or the Wholesale Orders page.
- Pick the retailer under Select Retailer: and click Load Catalog.
- The page shows the retailer's Pricing Tier and every wholesale product, with its Retail price, Wholesale price, Tier price, whether it is In catalog, the Min. order and Stock.
- Narrow the list with the search box (name, SKU or brand), Category (includes everything under it), Catalog status and Wholesale price (Has wholesale price or Missing wholesale price).
- Click Remove on a product to hide it from this retailer, or Add Back to offer it again.
- To change many at once, tick the products (or the box at the top to tick them all), choose Add to Catalog or Remove from Catalog under Bulk Actions:, and click Apply.
Every wholesale product is in every retailer's catalog until you remove it. A product removed here disappears from that retailer's order page, and an order that still has it in the cart is refused.
Pricing Tiers
A pricing tier is a percentage off your base wholesale prices, given to every retailer on that tier. A 15% tier means a product you wholesale at $100 costs that retailer $85.
- On the Retailers page, click More Actions, then Pricing Tiers.
- Click New Tier, enter a Tier Name and Discount Percentage, and click Create pricing tier. Leave Active ticked: only active tiers can be given to retailers.
- Put a retailer on the tier by opening them on the Retailers page, clicking Edit Connection and choosing the Pricing Tier.
A retailer with no tier pays your base wholesale price (shown as Standard).
The Pricing Tiers list
Each tier shows its name (with its description underneath, and an Inactive badge if it's switched off), its Discount (for example 30% off, or Standard pricing at 0%), and under Assigned Retailers how many retailers — and how many portal access codes — use it. A Membership plans column appears only when a tier is linked to a membership plan.
- Edit — change the name, discount or description. Renaming a tier carries over to the portal access codes on it, so those buyers keep their discount.
- Deactivate / Activate — switch a tier off or back on.
- Delete — only offered when nothing uses the tier: no retailers, no membership plans and no access codes. Move them to another tier first.
More detail: managing retailers and credit limits
Managing Retailer Connections
Viewing Retailers
- Click Retailers in the menu.
- All your retailer connections are listed with status and details.
- Use Search Retailer and Status, then click Filter. Clear appears once a filter is on.
Pairing Codes is the main button at the top. The Price List, Wholesale Product Catalog, Pricing Tiers and Check For Requests are under More Actions.
Connection Details
Click on a retailer connection to see:
- Status — Active, Pending Approval, Suspended, or Disconnected.
- Credit Limit, Pricing Tier and Payment Terms.
- Current Balance — How much the retailer currently owes.
- Recent Wholesale Orders and Recent Invoices.
Setting Credit Limits
- Open a retailer connection.
- Click Edit Connection.
- Set the Credit Limit (e.g., $5,000.00).
- Click Save Changes.
When a credit limit is set:
- New orders that would take the retailer over the limit are blocked.
- A credit limit of $0 means no limit is enforced.
Credit limits are checked when an order is placed. If the order total plus the current balance exceeds the credit limit, the order is refused with a message showing the order total, the available credit, the current balance and the limit.
More detail: approving, rejecting and fulfilling orders
Receiving and Fulfilling Orders
Viewing Incoming Orders
- Click Wholesale Orders in the top navigation (admins and managers). A red number next to it shows how many orders are waiting for approval. You can also get there from the Orders page.
- Orders are listed with their order number, customer, status, order date and total (subtotal and tax are on the order's own page).
- Filter by status (Pending, Approved, Packing, Packed, Ready for pickup, Shipped, Delivered, Picked up, Cancelled, Rejected), by Retailer and by date range, then click Apply Filters. Clear appears once a filter is on.
Price List sits at the top of the page. More Actions holds Web Portal Codes, the Wholesale Product Catalog and Export CSV (the filtered list).
Order Details
Each order displays:
| Field | Description |
|---|---|
| Order Number | Auto-generated (format: WO-YYYYMMDD-XXXX) |
| Customer | Retailer or wholesale portal customer |
| Line Items | Products, quantities, and prices |
| Subtotal | Total before tax |
| Tax Amount | Applicable taxes |
| Total | Final order total |
| Fulfillment Method | In-store, pickup, local delivery, or shipping |
| Status | Current order status |
Approving an Order
- Open a pending order.
- Review the line items and quantities.
- Click Approve Order and confirm.
- Brother POS then does the following automatically:
- Checks stock for each line item.
- Deducts inventory from your stock levels, recording a stock adjustment for each product.
- Releases the hold placed on the stock when a Wholesale Portal order came in.
- Adds the order total to the retailer's balance.
- Updates the retailer's purchase order status, if the retailer runs Brother POS.
- Creates the invoice and emails it to the contact email on the order, so the buyer can pay before you ship. An order from a Brother POS retailer carries that store's email, so the invoice reaches them and also appears on their purchase order. The confirmation message says where it went ("…emailed to buyer@example.com."), or that it was not emailed because the order has no contact email, or that emailing failed. See Invoicing.
When a buyer places an order through the Wholesale Portal, you are emailed a "New wholesale order" notice with a link straight to it, so pending orders don't sit unnoticed. Orders placed by Brother POS retailers send you the same email.
If any product in the order has insufficient stock, the approval is blocked and nothing is deducted. The error message names each product that is short, with the amount requested and the amount available. You can either adjust your stock or ask the retailer to modify their order.
Rejecting an Order
- Open a pending order.
- Optionally type a Reason for rejecting — a Brother POS retailer sees it on their copy of the order.
- Click Reject Order and confirm.
- Any stock held for a portal order is released.
- The retailer's purchase order shows Rejected, if the retailer runs Brother POS, so they can't receive it.
Order Fulfillment Flow
After approving an order, you can click Start packing to show the order is being packed, then Mark as Packed once it is assembled (you can also go straight to Mark as Packed). What comes next depends on the fulfillment method:
| Fulfillment method | Next steps |
|---|---|
| Pickup | Mark as Ready for Pickup (the buyer is notified), then Mark as Picked Up |
| Local delivery | Mark as Out for Delivery, then Mark as Delivered |
| Shipping | Mark as Shipped, then Mark as Delivered |
| In-store | Mark as Shipped then Mark as Delivered, or Mark as Picked Up |
An order must be packed before it can be marked as shipped. When an order is marked as delivered or picked up, an invoice is created automatically if one does not already exist.
Orders placed by Brother POS retailers are Pickup orders. When you click Mark as Ready for Pickup, the retailer's store is emailed that the order is ready. Their purchase order shows the same status as your order. They can receive the stock into their inventory any time after you approve it — and when they do, your order is completed for you (marked Picked Up, or Delivered for a delivery) with a "Received by [store]" note, so you don't have to.
Cancelling an Order
An order can be cancelled after it is approved and before it is delivered or picked up. To turn down a pending order, use Reject Order instead.
- Open the order.
- Click Cancel Order and confirm.
- Brother POS handles the rest:
- Stock is restored for each line item, with a stock adjustment recorded for each.
- The retailer's balance is reduced by the order total.
- If the invoice had already been paid, the sale that was recorded for it is voided.
- A Brother POS retailer's purchase order changes to Cancelled — unless they have already received some or all of it, in which case it keeps its received status for them to settle with you.
While an order is Pending, the retailer can cancel it from their purchase order, and it is cancelled here too. Once you approve it, only you can cancel it. They can't edit lines or prices on their copy, and you can only edit an order (Edit Order) while it is pending. When you edit a pending order from a Brother POS retailer, their purchase order changes to match — the same lines, quantities, prices and total, with tax at your rate.
Packing Slips
Print a packing slip for any order:
- Open the order.
- Click Print Packing Slip. It opens in a new tab.
- The packing slip lists your store details, who the order is going to, any order notes, and the items to pick with their SKUs, quantities (for example "1 unit" or "12 units") and shelf location. For a Brother POS retailer, the TO section shows their store's address, phone and email.
- Print it to include with the shipment.
More detail: wholesale prices, the price list, minimums and volume pricing
Wholesale Pricing
Setting Wholesale Prices
For each product, you can set a wholesale price separate from the retail price:
- Open the product and go to its pricing section.
- Tick Enable wholesale distribution.
- Set the Wholesale Price field.
- Save the product.
A connected retailer can't order a product that has no wholesale price.
The Price List
To edit many products at once, click Price List on the Wholesale Orders page (or under More Actions on the Retailers page). The Wholesale Price List shows every wholesale product with its Base Wholesale Price, Unit Type, Min. Order Qty and Stock. The price, minimum and stock can be changed right in the table. Change what you need and click Save All Changes.
- Add Products adds products to wholesale. A product without a wholesale price starts at its retail price — check it before retailers order.
- Pick a tier in the Pricing Tier drop-down to see what retailers on that tier pay — the page updates as soon as you choose. Pick Base Wholesale Price to go back.
- Download or share gives you the list as a PDF — to print or email, Text — to paste into a message or CSV — for a spreadsheet. With a tier picked, the download shows that tier's prices.
- A stock number you change here is recorded in the product's stock history as a count, with your name, just like a count on the product page.
- The Volume pricing column shows each product's price breaks ("12+ $9.00 · 24+ $8.00"). Click Edit (or Add breaks) to set them on the product's page — see Volume Pricing.
On the Wholesale Portal, a product with no wholesale price shows a dash and cannot be ordered. To put many products into the portal catalog and price them in one step — for example, everything at 60% of retail — use the Wholesale Catalog page. See Setting Up Your Wholesale Catalog.
Minimum Order Quantities
Set a minimum quantity per product:
- Open the product's pricing section (with Enable wholesale distribution ticked).
- Set the Minimum Order Quantity.
- Save the product.
Set it to the case size if you only sell by the case. A Brother POS retailer sees it on their order page as "min 12", the quantity box starts at it, and an order below it is refused ("[Product]: the minimum order is 12"). On the wholesale portal it is shown next to the product ("min 5"), and quantities start at the minimum. Checkout also enforces it: if a cart line is below the minimum (for example because you raised it after the buyer added the item), the buyer is sent back to their cart with "[Product] has a minimum order of 5. Update the quantity in your cart to continue."
Volume Pricing
Volume pricing gives a lower price per unit when a store orders more — for example, $10.00 each, but $9.00 each for 12 or more and $8.00 each for 24 or more.
- Open the product and go to its pricing section (with Enable wholesale distribution ticked).
- Under Minimum Order Quantity, find Volume pricing and click Add a price break.
- Enter the quantity (12) and the price per unit at that quantity ($9.00). The row shows how much off that is ("10% off").
- Click Add a price break again for each further break (24 at $8.00). Click the × on a row to remove it.
- Save the product.
The page checks each row as you type and explains any problem under it. A break must:
- start at your Minimum Order Quantity or higher (and at 2 or more),
- have a larger quantity than the row above it,
- have a price above $0 and lower than the Wholesale Price, and
- be cheaper than the break above it.
What stores see and pay. A Brother POS store sees the breaks under the price on its order page ("Volume pricing: 12+ $9.00 · 24+ $8.00"). The order is charged the break its quantity reaches — 24 units at $8.00 each, 20 units at $9.00 each — and then the store's pricing tier discount comes off that. Your Wholesale Portal lists the breaks too.
A store's saved order. A store's order page remembers what it had added, even after it closes the page. When it comes back, the prices are brought up to date: if a price changed since, the order summary says "Prices updated since you added these items" and shows the old price beside the new one. A product you no longer offer that store is taken out, with a note saying which. The order is always charged at today's prices.
The prices you enter for your breaks are the prices stores pay. If you change the Wholesale Price later — on the product page, on the Price List, or from the Wholesale Catalog page — your breaks keep their prices: $9.00 for 12 or more stays $9.00 whether the wholesale price is $10.00 or $12.00. A store with its own custom price gets the same percentage off its price as the break gives off your wholesale price.
If you lower the wholesale price to or below a break's price (for example to $8.50, with a 12+ break at $9.00), the break is kept but not used: stores pay the wholesale price instead, and never more. The product page shows a note in orange under that break — lower its price or remove it. You can still save the product while the note is showing. Raise the wholesale price again and the break goes back to work at its price.
What's Next?
- Retailer Features — Understand the retailer's perspective on wholesale ordering.
- Wholesale Portal — Set up a web-based portal for wholesale customers.
- Invoicing — Generate and manage invoices for wholesale orders.
- Pairing — Set up new retailer connections.