Restocking from a distributor¶
Buying stock for your own shelf. Purchasing staff search the distributor's catalog, build a cart, and create draft orders. A person confirms each one before anything is placed. When the goods arrive, the order pre-fills a receive for someone to review and submit.
Before you start¶
- The house needs Enabled and Stocking ticked on the Distributors hub.
- Creating orders needs a purchasing role. Searching the catalog does not.
- Nothing on this page places an order by itself. Every order waits in Draft.
The Distributor Restock page¶
Open /app/distributor-restock. The page has four sections down the screen: Distributor, Search Catalog, Cart, and Created Orders.
Steps¶
- Pick the distributor. The picker offers enabled houses only, and starts on the first one.
- Type into Search Catalog. It searches on UPC, stock number, manufacturer number, manufacturer and model. Results appear after two characters.
- Read the row. Each result shows a thumbnail, the SKU, an FFL tag when the item needs a license, the name, and three prices: Cost, MAP and MSRP. The Qty column is what the house holds.
- Set Order Qty and press Add. The line joins the cart. Adding the same SKU again increases the quantity already there.
- Press Check Availability. The system asks the house for live quantities and marks each cart line green with a tick or red with a cross. This is a second confirmation, not a reservation.
- Press Create Draft Order(s). The cart empties and the Created Orders section lists what was made.
- Press Confirm & Queue on each order. That is the human gate. See below.
MAP and MSRP are shown for judgement only. Nothing on this page clamps a price to MAP.
How the cart gets split¶
Create Draft Order(s) does not always make one order. The system plans the cart first and splits it where it must.
- Firearms and accessories never travel on the same order.
- A cart over 400 SKUs is chunked into several orders.
- Different lanes use different accounts at the house, so they are separate orders.
Each resulting order is listed with its name, Type, Account and line count. Open one by clicking its name.
The Distributor Order form¶
The order record carries the house, the order type, the account, the lines, the addresses, and everything the house has echoed back: invoice numbers, tracking numbers and serial numbers. It is not a submittable document. It walks a status field instead.
The buttons¶
| Button | Shown when | What it does |
|---|---|---|
| Confirm & Queue | Status is Draft | Asks you to confirm, then moves the order to Queued and hands it to the placement worker |
| Receive | A line has been invoiced by the house and not yet booked here | Opens the receive preview. See below |
| Update Transfer FFL | A Dropship Firearm order at Placed, Acknowledged or Hold, once the house has returned a reference | Replaces the receiving license to release a hold. The new license is re-validated before the house is called |
| Cancel Order | Status is not Complete or Cancelled | Asks for a reason and marks the order Cancelled |
Update Transfer FFL and Cancel Order sit under an Actions menu.
Confirm and Queue¶
Confirming is the moment the order becomes real. The dialog names the order and asks "Confirm and queue ... for placement?" because placement is not reversible on your side. The placement worker is idempotent, so a retry cannot place the same order twice.
An order raised from a counter sale is refused until the counter order is paid in full, with a message naming the order and pointing at the Pending Order page.
Cancelling after placement
Cancelling an order that has already reached the house sets the status to Cancelled here and raises an alert, and it does not withdraw anything at the house. RSR has no cancel API. Telephone them.
The status walk¶
| Status | What it means |
|---|---|
| Draft | Created and not yet confirmed. Nothing has been sent |
| Queued | Confirmed, waiting for the placement worker |
| Placed | The house has the order |
| Acknowledged | The house has accepted it and said what it will ship |
| Hold | The house is holding it. For a firearm order this is usually the receiving license. Use Update Transfer FFL |
| Partially Shipped | Some lines have shipped. More may follow |
| Complete | Finished |
| Cancelled | Ended without completing |
| Error | Placement failed. It may be queued again once the cause is fixed |
Live orders are polled every thirty minutes, with a back-off from thirty minutes to two hours per order, and an alert once an order has sat unchanged for fourteen days.
Receiving what arrives¶
Receiving a stocking order goes through the same path a manual receive uses, and it is deliberately a staff action. Nothing is booked automatically, because booking a firearm into the bound book is a compliance act.
- Open the Distributor Order and press Receive.
- Read the preview. It lists each item, the quantity in this batch, and the serial numbers the house supplied.
- Press Submit Receive Goods.
The receive books stock and the bound-book acquisition, and pushes it to FastBound. The Purchase Receipt name comes back in the confirmation. See Receive Goods and the bound book.
An order can arrive over several shipments. Each receive books only what has been invoiced since the last one, and Received Qty on the line accumulates. Receive Status on the order reads Not Received, Partial or Received.
Two things stop a receive
A firearm line needs exactly one serial number per unit from the house, and every line needs a Unit Cost above zero. The refusal names the SKU and the shortfall, and you fix it on the order line. A genuinely free line cannot be received this way. Use the Receive Goods page, where a zero cost is confirmed with a reason.
When the order was raised to fulfill a paid web order, the guns you have now booked are attached to that order automatically, which clears it to be disposed.
Troubleshooting¶
| Message you see | What it means | Fix |
|---|---|---|
| Cart is empty | Nothing to order | Search and add lines first |
| Pick a distributor first | The picker is blank | Choose an enabled house |
| Counter order is not paid in full | The sale behind this order still has a balance | Record the balance on Pending Order, then confirm |
| SKU X: firearm receive needs N serial numbers, got M | The house did not send enough serials for the units invoiced | Get the missing serials and record them on the order line |
| Nothing new to receive | Everything invoiced has already been booked | No action. Check Receive Status on the order |
| Distributor order short-shipped | The house acknowledged fewer units than you ordered | The cost invoice bills only what shipped. Refund the customer for the difference by hand. See Drop-shipping |