Pairing
Use this page to connect a distributor and a retailer so the retailer can order wholesale — with a pairing code or through the Distributor Directory.
Quick steps
With a pairing code — the distributor:
- Go to Retailers and click Pairing Codes, then Generate Pairing Code.
- Type a Retailer Label (who it's for), pick how long it lasts under Expires in, and optionally a Pricing tier. Click Generate Pairing Code.
- Give the 6-character code to the retailer by phone, in person or email.
With a pairing code — the retailer:
- Go to Distributor Connections and click Connect to Distributor.
- Enter the Pairing Code, a Distributor Label, and click Connect to Distributor.
To approve — the distributor: open the retailer on the Retailers page (it shows Pending Approval) and click Approve Connection. For a directory request, go to Connection Requests instead, set the terms, and click Approve & connect.
Common questions
It says "Invalid or expired pairing code". The code is wrong, expired, deleted or already used. Each code connects one retailer. Ask the distributor for a new one.
How do I find a distributor without a code? Click Find Distributors in the menu (needs Enable Distributor Directory), open a distributor, and click Send request.
Can a retailer connect to more than one distributor? Yes — as many as you like, but only once to each.
I don't see Retailers or Distributor Connections in the menu. Turn on Enable Retailer Connections (B2B) (distributors) or Enable Distributor Connections (ordering) (retailers) under Settings > Edit Settings, Sales & Integrations tab, Wholesale Feature Controls.
More detail: the two ways to connect, and what to switch on first
Pairing connects a distributor and a retailer in Brother POS so the retailer can order from the distributor. Once connected, the retailer places wholesale orders and the distributor fulfills and invoices them.
There are two ways to connect:
| Method | How it works |
|---|---|
| Distributor Directory | The retailer finds the distributor in the Brother POS Distributor Directory and sends a connection request. The distributor approves it (or it is approved automatically). |
| Pairing code | The distributor generates a 6-character code and gives it to the retailer, who enters it to request a connection. |
Prerequisites
Each store's account is set up as a distributor, a retailer, or both. This is part of how Brother POS sets up your account — contact Brother POS support if it needs changing.
The switches below are under Settings > Edit Settings > Sales & Integrations tab, in Wholesale Feature Controls. Save with Update Settings.
For Distributors
- Tick Enable Retailer Connections (B2B). This adds Retailers to the menu for admins.
- To be found in the directory, tick List us in the BrotherPOS Distributor Directory in the Distributor Directory Listing section (see Listing Yourself in the Directory).
For Retailers
- Tick Enable Distributor Connections (ordering). This adds Distributor Connections to the menu for admins.
- To browse the directory, also tick Enable Distributor Directory.
More detail: connecting through the Distributor Directory
Connecting Through the Distributor Directory
Listing Yourself in the Directory (Distributor)
In the Distributor Directory Listing section of your settings:
| Setting | What it does |
|---|---|
| List us in the BrotherPOS Distributor Directory | Lets retailers browse your profile and request a connection |
| Primary category, Country, Province / State, Tagline | What retailers see about you and can filter by |
| Auto-approve all incoming connection requests (under Auto-approve incoming requests) | Connects retailers straight away using the defaults below, instead of waiting for you in Connection Requests |
| Default pricing tier, Default credit limit ($), Default payment terms (days) | The terms an auto-approved retailer starts on. A retailer who connects with a pairing code also starts on the default credit limit and payment terms. |
Auto-approval only happens when a default pricing tier is chosen (not Standard (no discount)). Without one, requests wait for you to review them.
Requesting a Connection (Retailer)
- Click Find Distributors in the admin menu, or go to Distributor Connections and click Open directory → in the "Looking for new suppliers?" banner.
- Search or filter, then open a distributor.
- Under Request connection, add an Optional message and click Send request.
The distributor is emailed about your request. While it is waiting, the distributor's page shows Request pending, and you can Cancel request.
Reviewing Requests (Distributor)
- Click Connection Requests in the menu. A count shows how many are waiting.
- For each retailer, choose one:
- Approve with pricing & terms — pick a Pricing tier, Credit limit ($) and Payment terms (days), then click Approve & connect. Left blank, the credit limit is $0 (no limit) and the payment terms are 30 days.
- Decline with optional reason — click Decline (30-day cooldown). The retailer cannot request again for 30 days.
The retailer is emailed either way, and a decline reason you enter is included. Once approved, the connection is Active on both sides and appears on your Retailers page.
More detail: connecting with a pairing code, step by step
Connecting With a Pairing Code
Generating a Pairing Code (Distributor)
- Go to Retailers and click Pairing Codes.
- Click Generate Pairing Code.
- Fill in:
| Field | Description |
|---|---|
| Retailer Label | Who the code is for |
| Expires in | 24 hours (default), 7 days, 30 days, 90 days, or Never |
| Pricing tier | Optional. The tier this retailer gets. Leave on Base wholesale price (no discount) for none. |
- Click Generate Pairing Code. A 6-character code is created.
While your Wholesale Portal uses access codes, the pairing code also signs the retailer in to the portal in a web browser, at the same pricing tier.
To withdraw a code that hasn't been used yet, open it and click Delete Code (or click Delete on its card).
Sharing the Code
Share the code with the retailer through a channel you trust — a phone call, in person, or an email to a contact you know. Anyone with the code can use it to request a connection or sign in to your portal until it expires, so don't post it publicly.
Entering a Pairing Code (Retailer)
- Go to Distributor Connections and click Connect to Distributor.
- Enter the 6-character Pairing Code from your distributor.
- Enter a Distributor Label for this connection (e.g., "Green Leaf Distributors").
- Click Connect to Distributor.
You see "Request sent to [label]. You'll be connected as soon as they approve it." The connection shows as Pending Approval on both sides, and the distributor is emailed that you used their code. If you leave the label blank, the connection is named after the distributor. If you already have a connection to that distributor, you are taken to it instead, with the message "You already have a connection to this distributor: [label]".
Each code connects one retailer. Once used, it shows as Used on the distributor's Pairing Codes page and can't be used to connect again.
A retailer store can connect to several distributors. Each connection has its own pricing, credit limit, payment terms and orders. You can only have one connection to each distributor.
While you wait, open the connection and click Check status now. It tells you whether you're connected yet ("Still waiting for [label] to approve your request.").
Approving a Pairing-Code Connection (Distributor)
A retailer who connected with your code shows on your Retailers page with the status Pending Approval, under the Retailer Label you gave the code, and on the pricing tier you chose for it, and you get an email with a Review request link. Check For Requests (under More Actions on the Retailers page) tells you how many requests are waiting. Open the retailer and click Approve Connection: the connection becomes Active on both sides, and the retailer is emailed that you approved it. To turn it down, click Edit Connection and then Delete Connection.
More detail: connection statuses and managing connections
Connection Statuses
| Status | Where you see it | Meaning |
|---|---|---|
| Pending Approval | Both sides | Waiting for the distributor to approve |
| Active | Both sides | Connected; the retailer can order |
| Suspended | Distributor's Retailers page | The distributor has paused this retailer |
| Disconnected | Retailer's Distributor Connections page | The retailer disconnected. The distributor's side is not changed. |
A declined directory request never becomes a connection. The retailer sees it as Recently declined on that distributor's directory page, with the reason if you gave one.
Managing Connections
As a Distributor
Open a retailer from the Retailers page to see its details, business terms, current balance, and recent orders and invoices. From there you can:
- Suspend Connection an active retailer, or Reactivate Connection a suspended one.
- Edit Connection to change the Retailer Label, Credit Limit, Pricing Tier and Payment Terms (days), then click Save Changes.
- Delete Connection, from the edit page, to remove the retailer entirely. This is refused while the retailer has open orders (not yet delivered, picked up, cancelled or rejected) or money owing — the edit page says so above the button. Finish or cancel those orders and settle the balance first, or suspend the connection instead.
As a Retailer
Open a distributor from Distributor Connections to see its status, when it was connected and approved, and your recent purchase orders. Place New Order opens that distributor's catalog (see Retailer Features). From there you can also:
- Disconnect — the status changes to Disconnected and the record and order history are kept.
- Delete Connection — permanently removes the connection record. Only offered once the connection is disconnected (or was turned down).
While a connection is pending, its page shows a Check status now button that tells you whether the distributor has approved it yet.
More detail: troubleshooting and keeping codes safe
Troubleshooting
| Problem | Solution |
|---|---|
| "Invalid or expired pairing code" | The code is wrong, expired, deleted, or has already been used. Ask the distributor for a new one. |
| "That pairing code belongs to your own store." | You entered a code your own store generated. Use the distributor's code. |
| "You already have a connection to this distributor" | A connection already exists. Open it from Distributor Connections. |
| Connection stuck on "Pending approval" | The distributor hasn't approved it yet. Contact them directly. |
| "Distributor ordering feature is not enabled." | Tick Enable Distributor Connections (ordering) in Settings. |
| "Distributor Directory is not enabled." | Tick Enable Distributor Directory in Settings. |
| Can't request a distributor again | They declined a request in the last 30 days. The directory page shows how many days are left. |
| No Retailers or Connection Requests in the menu | These menu items are for admins of a store set up as a distributor. Retailers also needs Enable Retailer Connections (B2B) on. Pairing Codes is a button on the Retailers page, not a menu item. |
Security Best Practices
- Share codes through trusted channels. Do not post pairing codes publicly.
- Use short expiry times for pairing codes, and avoid Never unless you need it.
- Verify the retailer's identity before approving connection requests.
- Delete pairing codes you no longer need. Deleting a code stops it being used to connect, and also revokes it as a sign-in to your wholesale portal (see Wholesale Portal).
- Review active connections regularly and suspend or delete any that are no longer needed.
What's Next?
- Distributor Features — Manage your catalog and retailers after pairing.
- Retailer Features — Browse catalogs and place orders after pairing.
- B2B Wholesale Overview — Review the overall B2B setup.