Distribution Accounts – Basic Actions

This guide explains everyday actions inside DISTRIBUTION / ACCOUNTS: creating and maintaining accounts, configuring setup, managing catalogue scope, handling orders, and checking statements. Use it when you onboard a new shop or partner, set up a warehouse or artist tour account, or adjust pricing and defaults.

► Create Account

To create a new distribution account:

• Go to DISTRIBUTION / ACCOUNTS and click [+].
• Enter Name, optional Short Name, and select the Sales Channel (Physical, Digital, or Both).
• Choose a default Currency and optionally assign an Account Manager and Status/Color.
• Confirm with [OK].
• Assign Invoice Contact and Delivery Address (these may differ).
• Upload Files such as agreements, terms, or logos.

► Edit Account

To modify an existing account:

• Click the account name to open its details.
• Adjust basic information like Name, Sales Channel, or Currency.
• Update Setup Options, Contacts, or Catalogue Assignments as needed.
• Save all changes with [OK].

► Delete Account

To remove an account:

• Click [x] next to the account entry.
• Confirm the deletion. Note: Deleting is not recommended if any related sales or imports exist.

► Configure Setup Options

The SETUP tab defines how the account behaves within distribution and accounting.

• Stock Account: Track stock movements for this partner or warehouse.
• Own Stock: Include this stock in your total available stock.
• Main Account: Highlight this account in PRODUCT / STOCK views.
• No Backorders: Prevent automatic creation of backorders.
• Ignore Payment Period (advanced): Uses sales date instead of payment date in statements.
• Exclude Mechanical (advanced): Excludes account sales from mechanicals reporting.
• Defaults: Define Order Type, Stock Account, and Shipping preferences.

► Pricelist

The Pricelist defines the base pricing for this account.

• Select a pricelist to apply default rates and discounts.
• Individual product prices can still be adjusted in the CATALOGUE tab.

► Customer Discount

You can apply a general discount for this account.

• Enter a percentage discount valid across all applicable price codes.
• Use specific price-code discounts or product prices for exceptions.

► Manual Matches

Manual Matches store external identifiers for imported statement lines.

• Add or edit identifiers like shop or distributor codes.
• Delete outdated matches to maintain accurate mappings.

► Manage Catalogue Labels

Manage which labels are connected to the account.

• Click [+] to add a label to the account.
• Set a Release Shift (in days, use negative values for early delivery) or choose Exclude to block a label from supply.
• Remove entries using [x].

► Manage Catalogue Products

Add or edit products that are distributed through this account.

• Click [+] in the Catalogue No box to add a product.
• Define Special Prices or Release Shifts (in days, negative = earlier, positive = later) for individual products.
• Remove entries using [x].

► Orders & Backorders

Manage all physical orders and backorders linked to the account.

• Create new orders using [+ New Order].
• Review current and completed orders.
• Export the order list as Excel via [EXPORT].
• If No Backorders is enabled, missing quantities will not carry over automatically.