Retailer Features

Admin Manager

When your Brother POS store operates as a retailer, you can connect to distributors, browse their wholesale catalogs, place purchase orders, and receive inventory directly into your stock. This guide covers the complete retailer workflow.

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Prerequisites

• The Distributor Ordering feature must be enabled.
• The Wholesale Receiving feature must be enabled (for receiving inventory).
• At least one distributor connection must be established (see Pairing).

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Connecting to Distributors

Adding a New Distributor

1. Navigate to B2B > Distributor Connections.
2. Click New Connection.
3. Enter the 6-character pairing code provided by your distributor.
4. Enter a label to identify this distributor (e.g., "Green Leaf Wholesale").
5. Click Connect.
6. Your connection request is sent to the distributor for approval.

Viewing Your Distributors

1. Navigate to B2B > Distributor Connections.
2. All your distributor connections are listed with status and details.
3. Filter by status or search by name.

Status	Meaning
Pending Approval	Waiting for the distributor to approve your request
Active	Connection is established; you can browse and order
Disconnected	Connection was terminated by one party

Checking Connection Status

If a connection seems stuck:

1. Open the connection details.
2. Click Check Status.
3. Brother POS checks the messaging service for updates.
4. The page refreshes with the current status.

Contact your distributor

If your connection has been pending for a while, reach out to the distributor directly. They may not have seen the notification.

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Browsing Distributor Catalogs

Once your connection is approved, you can browse the distributor's wholesale catalog. The catalog is shown when creating a new order -- there is no separate "View Catalog" page.

1. Navigate to B2B > Purchase Orders.
2. Click New Order and select a distributor.
3. The distributor's catalog is displayed for product selection.

Catalog Information

Each product in the distributor's catalog shows:

Field	Description
Product Name	Product display name
SKU	Product identifier
Brand	Product brand
Category	Product category hierarchy
Wholesale Price	Your price for this product
Minimum Order Quantity	Minimum units you must order
Volume Pricing	Price breaks for larger orders
Available Stock	How much the distributor has available
Cannabis Data	Strain type, THC/CBD content (if applicable)
Product Image	Product photo

Filtering and Searching

Use the catalog filters to find products:

• Search by name or SKU -- Type in the search bar.
• Filter by category -- Select a category from the dropdown.
• Filter by product format -- Filter by flower, edible, vape, etc.
• Filter by availability -- Show only in-stock products.

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Placing a Purchase Order

Creating an Order

1. While browsing a distributor's catalog, add products to your cart.
2. For each product, set the quantity you want to order.
3. Review your cart to verify products, quantities, and pricing.
4. Select a fulfillment method:
   • In-Store Pickup -- You will pick up at the distributor's location.
   • Pickup -- Scheduled pickup at a designated location.
   • Local Delivery -- Distributor delivers to your store.
   • Shipping -- Distributor ships the order to you.
5. Add any order notes (special instructions, preferred delivery time, etc.).
6. Click Place Order.

Credit Check

When you place an order, Brother POS checks your available credit:

• If the distributor has set a credit limit for your connection, the order total is validated against your remaining credit.
• If the order would exceed your credit limit, it is blocked with a clear message showing your available credit.
• If no credit limit is set, the order proceeds without a credit check.

Credit calculation

Available Credit = Credit Limit - Current Balance. Your current balance includes all approved orders that have not been fully paid via invoices.

Order Confirmation

After placing an order:

1. The order is assigned a unique order number (format: WO-YYYYMMDD-XXXX).
2. The order status is set to Pending.
3. An encrypted order message is sent to the distributor.
4. A corresponding Purchase Order is created on your side for tracking.

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Tracking Order Status

Viewing Your Orders

1. Navigate to B2B > Purchase Orders (or B2B > Distributor Connections > [Distributor] > Orders).
2. Your orders are listed with their current status.

Order Statuses

As the distributor processes your order, the status updates automatically:

Distributor Status	Your Purchase Order Status	What It Means
Pending	Pending	Waiting for distributor to review
Approved	Confirmed	Distributor accepted and allocated stock
Packing / Packed	Confirmed	Order is being prepared
Shipped / Delivered	Shipped	Order is on its way or has arrived
Cancelled / Rejected	Cancelled	Order was cancelled or rejected

Automatic status sync

For distributors on the same Brother POS platform, order status updates sync automatically. For external distributors, updates arrive through the encrypted relay channel.

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Marking Orders as Received

When an order arrives, you can mark the purchase order as received:

1. Navigate to B2B > Purchase Orders.
2. Find the order with status Shipped or Confirmed.
3. Click Mark as Received.
4. The purchase order status changes to Received.

Stock is not automatically updated

Marking a purchase order as received only updates the order status. It does not automatically update your product stock levels. You will need to manually adjust inventory through the standard stock adjustment process if needed.

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Viewing Purchase Order History

Order List

The purchase order list shows all your wholesale orders with key information:

Column	Description
Order Number	Unique purchase order number
Distributor	Which distributor the order is from
Date	When the order was placed
Status	Current order status
Total	Order total amount
Items	Number of line items

Order Details

Click on an order to see:

• Full line item list with products, quantities, and prices.
• Order totals (subtotal, tax, total).
• Status history and timestamps.
• Fulfillment method and any notes.
• Linked invoice (if one has been generated).

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Managing Distributor Connections

Editing a Connection

1. Open the distributor connection.
2. Click Edit.
3. Update the label (display name).
4. Save.

Disconnecting

To end a relationship with a distributor:

1. Open the distributor connection.
2. Click Disconnect.
3. The connection status changes to Disconnected.
4. You will no longer receive catalog updates or be able to place orders.
5. Existing order history is preserved.

Removing a Connection

1. Click Delete to permanently remove the connection record.
2. This removes the connection and its associated data.

Before disconnecting

Make sure all outstanding orders are fulfilled or cancelled before disconnecting. Open orders may not be processed after disconnection.

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Common Workflows

Weekly Restock

1. Check your low-stock products in Admin > Products (filter by Low Stock).
2. Go to your primary distributor's catalog.
3. Add the products you need to restock to your cart.
4. Review volume pricing -- ordering larger quantities may give you a better price.
5. Place the order.
6. When the order arrives, receive it to update your stock.

Comparing Distributor Prices

1. Browse each distributor's catalog for the same products.
2. Compare wholesale prices, minimum order quantities, and volume discounts.
3. Place orders with the distributor offering the best value for each product.

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Troubleshooting

Problem	Solution
"Distributor ordering feature is not enabled"	Ask your admin to enable the Distributor Ordering feature in Settings.
No catalogs visible	Your connection may still be pending approval. Check connection status.
Cannot place order	Check if your credit limit has been reached. Contact the distributor to increase it.
Order stuck on "Pending"	The distributor has not reviewed the order yet. Contact them directly.
Stock not updating after receiving	Verify you clicked "Confirm Receipt" after reviewing quantities.
Wrong prices in catalog	Catalogs show the distributor's current prices. They may have updated pricing since your last order.

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What's Next?

• Distributor Features -- Understand the distributor's perspective.
• Wholesale Portal -- Learn about the web-based wholesale ordering portal.
• Invoicing -- Understand how wholesale invoicing works.
• Pairing -- Connect with additional distributors.