Subagent - Setup & Configuration

This is for Newsagencies Only

This guide covers the initial creation of a subagent, managing their orders, and handling temporary supply stops. Subagents are other businesses within your area that also sell magazines and newspapers which are supplied by your business.

Creating a New Subagent Profile

To enable subagent features, you must first flag a customer record correctly:

1. Add Customer: From the main screen of Retailer, go to Customers screen and click the Add button. Fill in details as needed. Note that the first and last name are required.
2. Flag as Subagent: Tick the Subagent checkbox (top-right).
3. Terms: In the Other tab, change Aging Type to 7 Days.

Sequence: To set their place/position in the delivery/printing run, from the main screen of Retailer, go to Setup → Newsagency → Subagent Sequence and use the arrows to move them into position. Click Save when done.

Setting up Subagent options

Once the profile is created, click the Orders button at the bottom of their customer record and then click the Subagent Details tab to set the "rules" for their account:

Dates: Set the Start Date to today and the End Date to 31/12/2100.

Discounts: Define % discounts for Newspapers, Magazines, and Transactions (Transactions apply to all non-standing order items that are invoiced/booked up).

Abbreviation: (Optional) Enter a short name or code for the subagent labels. Without this, the magazine labels will not identify the subagent when printed.

Subagent Bookup (Invoicing Style):

Invoice Sale Only: Standard invoicing that charges the account but doesn't appear in orders - this also does not help with Subagent Returns.

Split Invoice/Orders: Keeps regular standing orders separate from one-off book-ups. One-off book-ups will be done as standard invoices.

Add to Orders Only: All items scanned in POS go to the subagent's orders grid - this helps with making adjustment and doing Subagent Returns later.

Labels: Under Subagent Label setup, select Newsagency Label to ensure the subagent name and recall dates are printed on labels. The other label styles will either not have recall dates, or subagent names on them.

Order recommendations

Subagent orders can recommend quantities based on a period of orders previously allocated to the subagent.

• Select the time period (in weeks) to calculate the recommendations from.
  
• Choose the Extra % that you can add as a buffer on top of those recommendations.
  

If you don't use these options, leave them blank.

 

Setting Up Standing Orders

Standing orders ensure the subagent is automatically allocated titles every week without manual entry.

1. In the Customer's Orders screen, click the Standing Order tab.
2. Click Add Standing Order and select the Stock Item (PLU).
3. Discount Profile: Select Paper or Magazine to use the rates set in the above steps. Select Stock Discount to use a rate specific to that single title as setup in the Stock screen.
   
4. Direct Drop: Tick this ONLY if the supplier delivers directly to the subagent (this hides the item from your daily dockets).
   
5. Click Save Changes when done. Repeat steps 2 to 5 for each standing order.

Titles with Daily or Weekly frequencies will populate the grid when orders are generated. Titles with Other frequencies will only populate the grid when arrived through Invoice Arrivals.

Save & Generate: Click Generate Orders to push these changes into the current week’s cycle.

Managing Temporary Stops (Holidays/Closures)

If a subagent requests a pause in supply, or if you wish to stop their supply for any reason:

1. In the Subagent profile (Customer screen), click on Orders → Stop & Starts tab, then click Stop.
2. Selection: Tick All Titles for a full closure, or untick it to enter stop dates for select individual items.
3. Dates: Set the Stop Date and a Restart Date.
4. Indefinite Stop: Leave the Restart Date blank if the return date is unknown; you can update it later.
   

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