Workflow: B2B Portal — Self-Service Client Order

Modules involved: Client Portal · Price Lists · Sales Orders · Clients & Client Groups · Invoices · Warehouse · Proposals · Workflow Automation · Sales Agent
Who uses it: B2B Customers (Resellers, Distributors, Corporate), Sales Agent, Warehouse, Finance
Typical duration: Hours – days (from portal order placement to delivery and invoicing)

Overview

The B2B Portal allows resellers, distributors and corporate customers to place orders directly in CRMConnect without involving the sales agent for every transaction. The customer authenticates in their own portal (/clientarea), sees the catalogue with their negotiated prices (from the Price List assigned to the customer or their customer group), adds products to the cart and places the order — which automatically becomes a Sales Order in the CRM.

The ideal scenario: recurring reorder orders, distributors with consistent volume who no longer need price negotiation for every order. The sales agent is automatically notified and can review/approve the order before processing.

Link to other workflows: Once the order is approved and reaches the warehouse, the picking → packing → AWB flow follows the same path as OmniSales Fulfillment. This document specifically covers the B2B aspects: the client portal, custom pricing and internal approval.

Flow Diagram (ASCII)

B2B CLIENT (Reseller / Distributor / Corporate)
  │  authenticated in portal: /clientarea
  │  (credentials created by agent or sent automatically on signup)
  │
  ↓
[CATALOGUE WITH CUSTOM PRICES]
  │  Price List assigned to client (or group they belong to)
  │  negotiated prices, not public prices
  │  stock visible (if permission enabled in portal settings)
  │  category filtering, product code search, minimum quantity
  │
  ↓
[ORDER PLACED FROM PORTAL]
  │  client selects products + quantities → cart → checkout
  │  → Sales Order created in CRM with status "Draft" or "Sent"
  │  → automatic notification to responsible agent (Workflow Automation)
  │  → client confirmation email (if configured)
  │
  ↓
[INTERNAL REVIEW (optional, configurable)]
  │  agent checks: stock, credit limit, special prices, additional discount
  │  ├── Approved → Sales Order confirmed → status "Accepted"
  │  ├── Modified → agent adjusts lines → client notified in portal
  │  └── Rejected → client notified with reason → can place new order
  │
  ↓
[WAREHOUSE PROCESSING]
  │  Delivery Note generated from confirmed Sales Order
  │  Packing List → Picking → AWB generated (Innoship / Couriers)
  │  status visible in client portal (if view permission enabled)
  │
  ↓
[INVOICING]
  │  invoice generated from Sales Order or on shipping
  │  visible in portal → Invoices tab
  │  client can download PDF
  │  online payment via gateway (if configured)
  │
  ↓
[HISTORY IN PORTAL]
  │  client sees all orders + statuses + invoices + delivery notes
  │  can reorder a previous order (if feature is active)
  │
[ORDER COMPLETE ✓]

Step by Step

1. Configuring B2B client portal access

Where: /admin/clients → client record → Portal tab

Before a customer can use the B2B portal, the agent configures:

Portal credentials:

Client group:

If multiple customers share the same commercial terms, group them:

• /admin/clients → Client Groups → Create group (e.g. "Tier 1 Distributors", "South Resellers")
• Assign client to group
• Assign Price List to group (price applies automatically to all clients in the group)

Access check: Client authenticates at /clientarea with the configured email and password.

2. The custom price catalogue

Where: Client portal /clientarea → Orders / Catalogue section

The customer sees only their prices, not the public prices. The mechanism:

Price hierarchy applied in the portal:

Configuring Price List per client:

1. /admin/sales/price_lists → Add or Edit existing price list
2. Partner Client field → select the client
3. Or Partner Group field → select the client group
4. Fill in prices for each catalogue product

Practical tip: Use the Clone function on an existing Price List to quickly create variants for similar clients. Adjust only the products with different prices.

Stock visible in catalogue:

• Configurable in portal settings per client or globally
• Client can see qty_available — the quantity available for reservation
• Useful to prevent orders on 0 stock; disable if you don't want to reveal actual stock

3. Placing the order from the portal

Where: Portal /clientarea → New order / Cart

Order placement flow:

1. Client browses the catalogue or searches by product code / name
2. Adds desired products with quantities (respecting minimum quantity if set)
3. Reviews cart: products, quantities, unit prices, total
4. Selects delivery address (from saved addresses or enters a new one)
5. Optional: adds notes / own order reference (e.g. client's internal PO number)
6. Completes order → Order placed

What gets created in the CRM when an order is placed:

Key fields on the Sales Order created from portal:

Sales Order statuses:

4. Automatic notification and internal review (optional)

Where: /admin/estimates · /admin/workflow_automation

4.1 Automatic agent notification

When an order is placed from the portal, Workflow Automation automatically triggers the notification:

Workflow Automation configuration:

• Trigger: Sales Order → Created (or Status Changed to Draft)
• Condition (optional): sale_agent = Agent X → notify only the responsible agent
• Actions:
  • Send Email → responsible agent: "New order from [Client] — [amount]"
  • Create Task → review task assigned to agent (if mandatory approval)
  • Webhook → external integration (Slack, Teams) if used

4.2 Agent review

The agent opens the Sales Order from the notification or from /admin/estimates:

What the agent checks:

Review scenarios:

Order OK → Sales Order: status Accepted (4) → continues to warehouse

Order needs modification →
  Agent edits lines
  Client notified via portal / email
  Client confirms modifications (or places new order)

Order rejected (e.g. client blocked on payment) →
  Sales Order: status Declined (3)
  Automatic email to client with reason

Approval without review: If the customer is trusted and prices are standardised, you can configure automatic approval — Sales Order moves directly to Accepted without human intervention (Workflow Automation → Update Field: status = 4).

5. If the client requests a quote before ordering — Proposals

Where: /admin/proposals

Some B2B customers request a formal quote before placing an order (tenders, internal budget approval).

Flow with Proposal:

Client requests quote (phone/email) → Agent creates Proposal in CRM
  │  Proposal sent → portal link or email
  │  Client reviews in portal
  │
  ├── Accepted → Convert Proposal → Sales Order (order)
  │             → rest of normal flow
  │
  └── Negotiations → agent updates Proposal (versions)
                → sends again

Proposal statuses:

6. Warehouse processing

Where: /admin/warehouse/manage_delivery · /admin/warehouse/manage_packing_list

Once the Sales Order is confirmed (Accepted status), the flow enters the warehouse:

Creating the Delivery Note:

• Automatic from confirmed Sales Order → if auto_create_goods_delivery = 1
• Or manual: from Sales Order → Generate Delivery Note button

Picking → Packing → AWB: Same flow as in OmniSales Fulfillment, sections 2-4:

1. Delivery Note (ready_for_packing)
2. Packing List with parcel dimensions
3. AWB generated via Innoship or direct Couriers
4. Status updated → visible in client portal

Status visibility in portal:

7. Invoicing and payment

Where: /admin/invoices · Client portal /clientarea → Invoices tab

Invoice generation:

Invoice in the client portal:

Once generated, the invoice appears in the client portal:

• Invoices tab → invoice list with status (Draft / Sent / Paid / Overdue)
• Download PDF — client downloads the invoice for their own accounting
• Online payment — if payment gateway configured (Stripe, PayU, etc.) → "Pay now" button
• Total balance — summary of amounts owed per client

B2B payment terms: The payment term (30, 60, 90 days) is set on the client record and automatically carried over to the invoice. The invoice appears with Overdue (4) status if the term is exceeded — automatically triggers reminder emails via Workflow Automation.

eInvoice B2B: If the customer is a legal entity with a VAT number → eInvoice automatically sent to ANAF on invoice issue (same mechanism as in E-commerce Fulfillment).

8. Order history in the portal

Where: Portal /clientarea → Orders / Invoices section

The B2B customer has full visibility of the commercial relationship history:

Practical tip — recurring orders: If the client places the same order monthly (e.g. standard reorder), the agent can create a Sales Order Template or enable recurring invoicing to automate periodic orders.

What gets created automatically

Where the flow can stall

Relevant reports

Modules involved — detailed documentation

Portal & Clients: Client Portal · Clients & Client Groups

Prices & Orders: Price Lists · Sales Orders · Proposals

Finance: Invoices · Payments

Warehouse: Delivery Notes · Packing Lists · Inventory History

Automation: Workflow Automation

Sales team: Sales Agent

Related workflows: Lead → Cash · OmniSales Fulfillment · E-commerce Fulfillment · Full Commercial Cycle

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