Customers, orders, and depletions

Once you're distributing, three screens keep the sales side in order: Parties (the customers, distributors, and other counterparties you sell and transfer to), Orders (what they've ordered from you), and Depletion (the downstream-sales reports your distributors send back). Together they build your order book and let you see where your product goes after it leaves the door.

Commercial plan. All three are part of Sales & distribution, available on commercial workspaces. On a hobby workspace these screens show an upgrade panel (Sales & distribution is a commercial feature) rather than the tools. The rest of this page describes what you'll see on a commercial workspace. All three live in the Sales group in the left-hand navigation.

Parties

The Parties directory is your customers and trade partners. (The navigation labels this screen Parties.)

View your parties

1. In the navigation, choose Parties. The list shows each party's Name, Type, and Headquarters.
2. Narrow the list with the controls above the table:
   • Search — the Search parties by name… box.
   • Type — All types, or one of the party types below.
3. Choose Edit on a row to open a party.
4. Choose Load more to fetch the next page if there is one.

An empty directory shows No parties yet with an Add party button.

Add a party

1. From the Parties list, choose Add party (top right). The heading reads Add party.
2. Under Party details, fill in:
   • Name (required) — for example, Mountain West Distributing.
   • Type — Distributor, State warehouse, Retailer, Customer, Other producer, or Bonded warehouse.
   • Headquarters address ID (optional) — leave this blank unless you have an address's identifier to link. The field takes an address UUID; if you don't have one, save without it.
3. Choose Add party to save. Use Back to list to return without saving.

Edit a party

1. From the Parties list, choose Edit on the party's row. The heading reads Edit party.
2. Change any of the Party details fields and choose Save party.

Orders

An order records what a buyer ordered from you, line by line.

View your orders

1. In the navigation, choose Orders. The list shows each order's Ordered date, Buyer, Status, number of Lines, and Total.
2. Use the Search orders by code… box to narrow the list by order code.
3. Choose Open on a row to view or edit an order.
4. Choose Load more to fetch the next page if there is one.

An empty workspace shows No orders yet with a New order button.

Record an order

Prerequisites: at least one party to be the buyer (above), and at least one SKU to order (see SKUs and packaging).

1. From the Orders list, choose New order (top right). The heading reads New order.
2. Under Order, fill in:
   • Buyer — the party placing the order. (If you have none yet, add a customer or distributor first.)
   • Ordered at — the date and time the order was placed. Defaults to now.
3. Under Lines, fill in the first line and add more as needed:
   • Product (SKU) — the SKU being ordered.
   • Qty — the quantity.
   • Unit price — the price per unit (for example, 0.00).
   • Currency — USD, EUR, GBP, CAD, AUD, or JPY. Every line on an order must use the same currency; if they don't, you'll see All lines must use one currency. and the order won't save until they match.
   • Choose Add line for another product, or Remove to drop a line.
4. The running Order total is shown alongside the lines.
5. Choose Create order to save.

To change a saved order, open it with Open, edit its Order or Lines, and choose Save order. Use Back to orders to return without saving.

Depletion

Depletion reports are the downstream-sales files your distributors send you — how much of your product they actually sold, for a reporting period. You import them here as CSV files.

Plan add-on. Importing depletion files is a commercial plan add-on on top of the commercial plan itself. If your workspace doesn't have it, the import screen shows Distributor depletion imports need a plan add-on with an Upgrade plan button instead of the form.

View imported depletion reports

1. In the navigation, choose Depletion. The list shows each report's Distributor, its Period, its Source, and when it was Ingested.
2. Choose Load more to fetch the next page if there is one.

An empty workspace shows No depletion reports yet with an Import report button.

Import a depletion report

Prerequisite: at least one party with the Distributor type (see Add a party) — only distributor parties can be chosen here.

Your CSV file needs a header row. Brewstiller reads two columns from it: a sku column (the distributor's product identifier) and a quantity column (a number; negatives are allowed, for returns or credits). Any other columns are carried through untouched. Rows that can't be read are skipped and reported back — they don't stop the rest of the file from importing.

1. From the Depletion list, choose Import report (top right). The heading reads Import depletion report.
2. Under Import a depletion report, fill in:
   • Distributor — the distributor party this report is from.
   • Period start and Period end — the reporting window. The end can't be before the start.
   • Depletion file (CSV) — choose your CSV file (up to 5 MB). The chosen file's name appears below the control. The form lists the required columns (sku and quantity) and an example row right under this control, so you can check your file before uploading.
3. Choose Import depletions. Brewstiller uploads the file, reads the rows, and shows a summary — Depletion report imported — with how many rows were imported and how many were rejected.
4. If some rows were rejected, fix them in the source file and re-import for the same distributor and period to correct them. Choose Import another to import a further report, or View reports to return to the list.

If the file can't be read as a depletion CSV at all, you'll see a message asking you to check it has a header row and the required columns.