Dealers
Overview
A dealer is an organisation that orders and returns inventory. Each dealer has a name, dealer number, a single contact, and a single shipping address. Dealers are associated with orders and returns for reporting and fulfilment purposes.
Dealer List
Navigate to Dealers in the sidebar to view all dealers. The list shows each dealer's core details at a glance:
Column | Description |
|---|---|
Dealer # | The dealer's unique identifier in monospace format, e.g. |
Name | The dealer's display name, with city and state shown below in smaller text |
Contact | The primary contact's name, with their email address shown below |
Open Orders | Number of orders currently in progress for this dealer |
Completed (12mo) | Number of orders completed in the trailing 12 months |
Use the search box to filter by name or dealer number. Use the status filter to show Active, Inactive, or All dealers — the list defaults to active dealers only. Set it to All dealers to include dealers who have been deactivated but still have order history.
Click the eye icon at the right of any row to open that dealer's detail page.
To create a new dealer, open the Actions dropdown in the top-right corner and choose Add Dealer. The Actions dropdown is only visible to users with the dealers.create permission.
Dealer Detail
Click any dealer row to open their detail page. The dealer's name appears in the page toolbar alongside an Active or Inactive status badge. The Actions dropdown in the toolbar gives access to all editing and management options.
The page is divided into two columns:
Left column (main content)
Dealer Details — number, location ID, display name, legal name, contact (name, email, phone), shipping address, and associated vendor
Current Inventory — inventory items currently at this dealer's location, broken down by category and SKU (see below)
Inventory Thresholds — maximum on-hand quantities per product category
Order History and Return History — paginated records of past orders and returns, displayed side by side
Right column (sticky sidebar)
Monthly Issued (12 Months) chart — units issued to this dealer per product category over the past 12 months, displayed as a grouped bar chart. Hover over any bar to see the exact counts by category for that month.
Activity Log — a chronological timeline of all changes and events for this dealer, including edits, status changes, and staff notes
Current Inventory
The Current Inventory card shows all inventory currently associated with this dealer. By default it displays a summary table grouped by category:
Column | Description |
|---|---|
Category | Product category: Plate, Sticker, or Unserialized |
Pending | Items on order that have not yet shipped — the order is confirmed but goods are still at the warehouse |
In Transit | Items that have shipped but not yet been delivered to the dealer |
On-hand | Items that have arrived and are currently available at the dealer's location |
Issued | Items that have been issued (used or assigned) at this dealer |
Click any category row to drill down and see the same four counts broken down by individual SKU. Click ← All categories in the card subtitle to return to the category summary.
Creating and Editing a Dealer
The Add Dealer and Edit forms open as a side panel and are divided into three sections.
Identification (required fields marked with *)
Field | Description |
|---|---|
Dealer Number | Unique identifier used in orders and returns, e.g. |
Location ID | Identifier for the dealer's physical location. Required. |
Legal Name | Full registered business name. Required. |
Display Name | Short name used in headings and list views. Required. |
Vendor | The vendor user account associated with this dealer. Required. |
Contact (optional, collapsed by default)
Field | Description |
|---|---|
Name | Primary contact's full name |
Contact email address | |
Phone | Contact phone number |
Business Address (optional, collapsed by default)
Field | Description |
|---|---|
Line 1 | Street address |
Line 2 | Suite, unit, or additional address line |
City | City |
State | State or province (2-letter code) |
Postal Code | ZIP or postal code |
Each dealer has a single contact and a single shipping address. To update them, open the dealer's detail page and choose Edit from the Actions dropdown in the toolbar.
Inventory Thresholds
Each dealer can have a maximum on-hand threshold set per product category: Plate, Sticker, and Unserialized. Thresholds are used to flag when a dealer's inventory exceeds the agreed limit.
To update thresholds, click the pencil icon in the Inventory Thresholds card on the dealer's detail page. The pencil icon is only visible to users with the dealers.edit permission.
Adding a Note
Staff can attach free-text notes to a dealer's record. Notes appear in the Activity Log on the dealer's detail page and are visible to all users who can view that dealer.
To add a note, open the dealer's detail page and choose Add Note from the Actions dropdown. Enter the note text in the Note field. You can optionally add one or more Tags to categorise the note — type a tag and press Enter or comma to add it. Multiple tags can be added; click the × on any tag to remove it before saving.
Click Add Note to save. The note will appear immediately in the activity log.
Deactivating a Dealer
Dealers can be deactivated without being deleted. An inactive dealer is hidden from active lists and cannot be selected for new orders. Their existing order and return history is retained.
To deactivate a dealer, open their detail page and choose Deactivate from the Actions dropdown in the toolbar. The same menu offers Reactivate when the dealer is currently inactive.
In most cases, deactivation is the right choice — it hides the dealer from active lists without removing their order history. Deletion is only possible when a dealer has no orders or returns on record.
Deleting a Dealer
Dealers can only be deleted if they have no associated orders or returns. In most cases, deactivation is the appropriate action — see above.
To delete a dealer, open their detail page and choose Delete from the Actions dropdown in the toolbar. The Delete option is only visible to users with the dealers.delete permission, and is separated from the other actions by a divider to reduce the risk of accidental clicks.