Trade parties
Keep the register of booksellers and other non-school buyers an order or invoice can be billed to, and see the new names reps have typed.
/admin/dealersTrade parties is the register of everyone who is billed and isn't a school: wholesale booksellers, and the individuals, companies and institutions the billing desk sells to. A party is a name on an invoice. It has no login and never sees the portal or the app, unless you give a dealer one under Executives: that login places the dealer's own orders and sees the orders billed to it, and nothing else.
Reps pick a party under Bill to on the order form, where the list is headed Dealers. The dashboard's shortcut card calls this register Dealers too.
Add a trade party
Open the form
Open Trade parties and select New trade party.
Fill in the party
Enter the Name, pick the Kind, and enter the Billing address. Add the rest if you have it. See Fields.
Save
Select Add trade party. The party goes straight onto the register, ready to pick under Bill to on new orders.
Adding a party yourself needs nobody's approval, because an administrator is the approver.
Fields
| Field | What to enter | Required |
|---|---|---|
| Name | The name the invoice will carry, up to 200 characters. No two parties may share a name, ignoring capitals and extra spaces. | Yes |
| Kind | Bookseller, Individual, Company or Institution. New parties start as Bookseller. | Yes |
| Billing address | The full postal address. It prints on the invoice. | Yes |
| City / District (optional) | Shown in the register and beside the name under Bill to. | No |
| State (optional) | Pick from the list, or Not given. Sets the place of supply on an invoice when there is no GSTIN. | No |
| GSTIN (optional) | A 15-character GSTIN, for example 08AABCU9603R1ZM. Saved in capitals. | No |
| Contact person (optional) | Who to ask for. | No |
| Phone (optional) | 6 to 15 characters. | No |
| Email (optional) | A valid address. | No |
| Active (offered under Bill to on new orders) | Shown when you edit a party. | — |
If the name is already on the register, the message under Name says so, for example "Sharma Book Depot is already on the dealer list."
Edit a trade party
Select the pencil on the party's row, change what you need, then select Save changes.
Changes reach new orders and invoices only. Those already billed to the party keep the details they were raised with.
Switch a party off
Open the party, untick Active (offered under Bill to on new orders), then select Save changes. The party stays on every order and invoice already billed to it, but drops out of Bill to on new orders. Tick it again to bring it back.
Delete a trade party
Select the bin on the party's row, then confirm. You can only delete a party nothing has been billed to. Once an order or invoice names it, SalesYatra refuses the delete. Switch the party off instead.
Names awaiting approval
A rep who can't find the buyer under Bill to chooses Someone else — type a name and types it. That name waits under Awaiting approval at the top of this page, badged New billing party. Each entry shows who typed it, on which order and for which school, with a Review order button that opens the order.
You don't approve or delete these names here. They are settled by the order they came in on:
- Approving the order adds the name to the register as a party.
- Rejecting the order at either signature, or cancelling it, removes the name.
- A name that matches a party already on the register, ignoring capitals, isn't added twice. Approving bills the order to the existing party.
Deciding the name here as well would let the register and the order disagree about who the invoice names, so SalesYatra refuses edits and deletes on a waiting name. See Bill-to parties for the full rule.
The register
The register lists Name, Kind, City / State, Contact, GSTIN and Status (Active or Inactive). The search box narrows it, and it shows 15 parties a page. Names still awaiting approval aren't in it.
To see what a party owes each firm, open Parties in the books.
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