Who does what
Give each person a clear role and follow the right approval path
A booked order, an approved order and a completed delivery describe different stages of work. DistributorFlow uses account roles and enabled permissions to connect those stages. The distribution owner controls automatic approval; customer orders still require review, even when the owner enables automatic approval for staff-created orders.
See the current packages and allowances before you choose.
What does each account do?
The administrator sets up the distribution and controls business settings. Managers and salesmen work within their enabled permissions, order takers book customer orders, and customers use their own account. A manager is a staff account with relevant permissions rather than a replacement for the owner's administrator access.
| Account | Typical responsibility |
|---|---|
| Distribution administrator | Business setup, catalogue, users, approval settings and overall review |
| Manager | Permitted order assignment, stock and team work; review collections with the owner |
| Salesman | Assigned deliveries, actual visit outcomes and collections |
| Order taker / order booker | Customer shop visits and accurate product orders |
| Customer | Own distribution orders and the available customer/shop workflows, including their permitted POS |
Which orders can be approved automatically?
Administrator and order-taker orders follow the distribution owner's auto-confirm setting. When enabled, the system attempts the normal approval workflow after creation. With it disabled, the order remains for manual review. The actual saved result matters: a validation or approval problem should not be treated as success merely because the switch is on.
Only the administrator changes this setting. Create order shows its state and explains the effect; after saving, use See this order to check the resulting confirmed or unconfirmed workspace.
POS follows its own sale workflow. Do not infer POS status or approval of an existing order just from this Create order setting.
What happens when a customer creates a distribution order?
Customer-created distribution orders go to the unconfirmed review workflow. The distribution checks the requested products and other details before approving and assigning the work. The customer's own counter-sale POS is a separate workflow from placing an order with a distribution.
How do you review and assign an unconfirmed order?
Open Unconfirmed orders and inspect the customer, products, quantities, discounts, location and stock use. Select the intended orders and responsible seller in the permitted workflow, review the confirmation dialog and approve only the correct selection. Follow the saved result in the confirmed list before dispatch.
- Check the selected order count before confirming.
- Resolve warnings or missing delivery details before approval.
- Confirm which salesman or account is responsible after approval.
- Keep delivery status and cash receiving accurate after the actual visit.
Do branch connections change every permission?
An accepted merge relationship enables supported merged views; it does not grant unrestricted access to all settings in the other distribution. Check the active relationship, account permissions and order's branch before using a shared order workflow.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.