🤝 wholesale

Trade Accounts

Trade Accounts is where you set up each B2B customer (retailer, distributor or institutional buyer) with a credit limit, trade discount, payment terms and a customer tier — the tier then automatically pulls in the matching Price List entries whenever you select that account.

📍 Menu path: Wholesale → Trade Accounts

👤 Who uses it: All roles with the Billing feature enabled

Overview

Every account has a required Business Name, plus contact details, GSTIN, a Trade Discount %, Credit Limit, minimum order value, a Customer Tier (STANDARD/RETAILER/DISTRIBUTOR/VIP) and Payment Terms (NET7/NET14/NET30/NET60/NET90/COD).

A Credit Hold checkbox blocks new orders against the account when checked, with an optional reason recorded alongside it (e.g. "Overdue invoices").

International billing is supported per-account: Billing Country, Currency (auto-suggested from the chosen country but overridable) and, for non-INR accounts, an Exchange Rate (1 = ₹) used to convert wholesale pricing. For Indian accounts, an "Inter-state (IGST)" checkbox marks the account for interstate tax treatment.

Selecting an account in the list opens a detail panel showing all its fields plus, if it has a Customer Tier set, the live list of Price List entries currently applicable to that tier (fetched fresh for the selected account).

Before You Start

You must have the Billing feature enabled on your plan.

Step-by-Step Guide

1 Add a new trade account

Open Wholesale → Trade Accounts and click "+ Add Account".
Fill in Business Name (required) plus Contact Person, Phone, Email, GSTIN, Address as applicable.
Set Trade Discount %, Credit Limit and Min Order Value if the account should be billed differently from a walk-in customer.
Choose a Customer Tier and Payment Terms, then click Save.

2 Put an account on credit hold

Open the account for editing and check "Credit Hold (blocks new orders)".
Enter a Hold Reason (e.g. "Overdue invoices") so other staff understand why, then Save.
Uncheck Credit Hold once the issue is resolved to allow new orders again.

💡 Credit Hold is a flag on the account record; whether it actually blocks a specific order depends on the order-creation flow (Order Intake / Sales) honouring it — check there if a held account still let an order through.

3 Set up international billing for an overseas account

Open the account and scroll to the "International Billing" section.
Choose the Billing Country — its default Currency is filled in automatically, but you can still change Currency independently.
For any non-INR currency, enter the Exchange Rate as "1 = ₹".
For Indian (IN) accounts specifically, tick "Inter-state (IGST)" if the account is outside your home state for GST purposes.

4 Search, filter and review an account

Use the search box to filter by business name, contact person or phone as you type.
Use the ALL / ACTIVE / INACTIVE / SUSPENDED chips to filter by status.
Click any account row to open its detail panel on the right, showing every field plus its currently applicable Price List entries for that account's tier.
The credit-usage bar under each row turns red once usage reaches 80% of the credit limit, both in the list and in the detail-panel amount.

5 Edit or delete an account

Select the account, then click Edit in the detail panel to reopen the form pre-filled with its current values.
Click Delete and confirm to permanently remove the account — this cannot be undone.

Every Field & Button, Explained

Field / Button	What it does
`Business Name`	Required. The trade account's legal/trading name, shown throughout Wholesale wherever the account is referenced.
`Contact Person / Phone / Email`	Primary contact details for the account.
`GSTIN`	The account's GST registration number, shown on the detail panel when set.
`Trade Discount (%)`	A blanket discount percentage associated with this account, separate from any Price List entries.
`Credit Limit / Credit Used`	Credit Limit is set here; Credit Used is a running figure shown as read-only in the list/detail (it is not recalculated automatically from orders — see Troubleshooting).
`Min Order Value`	Reference minimum order value for the account; shown on the detail panel when greater than zero.
`Customer Tier`	STANDARD, RETAILER, DISTRIBUTOR or VIP — drives which Price List entries (those matching this tier, or entries with no tier set at all) apply to this account.
`Payment Terms`	NET7, NET14, NET30, NET60, NET90 or COD.
`Status`	ACTIVE, INACTIVE or SUSPENDED — colour-coded chip on each row; used by the ALL/ACTIVE/INACTIVE/SUSPENDED filter.
`Credit Hold / Hold Reason`	When checked, flags the account as on hold (shown as a red "CREDIT HOLD" badge); Hold Reason is a free-text explanation only shown while the checkbox is on.
`Billing Country / Currency / Exchange Rate`	Country drives a suggested Currency; for non-INR currencies, Exchange Rate expresses "1 = ₹" used to convert wholesale pricing.
`Inter-state (IGST)`	Only shown for Billing Country = India; marks the account as interstate for GST purposes.
`Notes`	Free-text internal notes shown only in the detail panel.
`Applicable Price List panel`	Shown in the detail panel when an account has a Customer Tier — lists every currently active price entry matching that tier (or entries open to all tiers), with product name, minimum qty and price per unit.

Tips & Best Practices

Set a Customer Tier on every account, even STANDARD — it is what makes tier-specific Price List entries actually apply when quoting or billing that account.
Use Credit Hold with a clear reason rather than deleting or deactivating an account over a temporary billing dispute — the account and its history stay intact.
Fill in Exchange Rate as soon as you set a non-INR currency; leaving it at the default of 1 will misprice orders for that account.

Troubleshooting & FAQ

Credit Used never seems to update after I record wholesale orders or payments.

Credit Used is a plain field on the account record — it is only changed when you (or another screen) explicitly update it via the account edit form. It is not automatically incremented by order creation or decremented by payments in this version, so keep it current manually if you rely on it.

The Applicable Price List panel is empty even though I have price entries.

It only shows entries whose Customer Tier matches the selected account's tier exactly, or entries with no tier set (open to all). Check that your price entries and the account's tier line up, and that the entries are marked Active.

I deleted an account by mistake.

Deletion is immediate and permanent after the confirmation prompt — there is no undo; you will need to re-add it.

The Currency dropdown didn't change when I picked a new Billing Country.

Changing Billing Country only pre-fills the Currency field the first time from that country's default — if you had already changed Currency manually, changing the country again does overwrite it with the new country's default, so re-check Currency after switching countries.