The orders section lets you browse all wholesale orders received in your VentasxMayor store, apply advanced filters, and quickly access the details of each operation.
How it works
When you open the orders section, you will see a listing with columns for: order number, ERP status, wholesale customer and date, total, payment status, tracking, classification, and sales rep. By default, orders from the last 30 days are shown, sorted by order number.
You can search by typing an order number, wholesale customer name, observations, or total amount. The search filters results in real time.
Since wholesale orders typically involve high amounts and multiple product lines, advanced filters are essential for managing the daily volume of operations. You can combine filters to quickly find orders from a specific sales rep, a particular customer classification, or with a certain payment status.
Available options
- Date range: Adjust the period to view older orders or a specific time frame. By default the last 30 days are shown; if you cannot find an order, expand the range using the date picker at the top left.
- Payment status: Filter by Credited, Overpaid, Incomplete, or Resolved. Especially useful for tracking collections from wholesale customers with extended payment terms.
- Tracking: Filter by the current tracking workflow status (e.g., Received, In preparation, Shipped).
- Customer classification: Filter orders by the wholesale customer's business category (convenience stores, pharmacies, supermarkets, hardware stores, etc.), allowing you to analyze demand by segment.
- Sales rep: Show only orders assigned to a specific sales rep, ideal for supervising each commercial representative's activity.
- Sorting: Orders are sorted by order number by default.
Reports from the listing's top bar
The top bar also has two report buttons that generate Google Sheets files for the selected date range:
- Sales report (green cloud + arrow icon): builds a detailed spreadsheet with each product sold in the period. Useful for audits, accounting reconciliation, and fine-grained analysis.
- Sales report by category (bar chart icon): builds a summary spreadsheet with total sales per category. Useful for understanding which categories drive sales in the period.
- Refresh: updates the listing with the most recent orders (the system caches to stay snappy; if you expect a new order and it does not appear, refresh).
Actions from an order
Inside the order detail, the bottom bar has the following buttons:
- EXCEL: download the order as a Google Sheets file.
- CSV: export the order to a CSV ready to import into an ERP. This option only appears if your account has a tailor-made ERP importer configured — coordinate with your account manager.
- DELIVERY NOTE AND LABEL: generates a printable document with the order details, the shipping delivery note, and box labels. You can copy the link to forward it to the buyer by email or WhatsApp.
- EDIT ORDER: enables editing (quantities, products, discounts, surcharges, observations, internal notes). When saved, the system sends the customer the "order edited" email and updates your sales reports. The CANCEL button (red) is also shown, which cancels the order. Once cancelled it cannot be recovered: the customer is notified, products are returned to stock, and the order is removed from reports.
- RESEND: re-sends the confirmation email to the customer with the order detail.
- REPEAT ORDER: builds a new order for the same customer with the same items. Useful when a buyer requests an identical restock.
- SEND WHATSAPP: composes a message with the order detail and opens WhatsApp with the customer's number.
Internal notes and observations
When editing an order you can add internal notes that are not visible to the customer. They are useful for recording agreements, sales rep notes, or logistics information your team needs to see. You can also edit the observations the customer left when placing the order.
Alert when commercial conditions change
If a buyer modifies in checkout the payment, shipping, or billing conditions previously agreed in their profile (for example, picked a different address or changed their usual payment method), the order shows a highlighted red alert in the listing:
IMPORTANT: THE COMMERCIAL CONDITIONS THAT WERE AGREED HAVE CHANGED
The modified fields are highlighted in yellow inside the detail so you can review them before processing the order and, if needed, contact the buyer for confirmation.
Tips
- If you cannot find a recent order, check that the date range includes the order's creation date.
- Combine multiple filters to narrow down searches in wholesale businesses with high daily order volumes.
- Payment statuses are updated automatically based on payment gateway information. Frequently review orders with incomplete payment status for collection follow-up.
- Use the sales rep filter to monitor each representative's commercial performance.
- The classification filter lets you detect purchasing trends by wholesale customer type and plan your inventory accordingly.