Wholesale Guide for Sellers

Keith Weaver Updated by Keith Weaver

A step-by-step guide for setting up your Convictional seller account to accept wholesale orders.

By selling wholesale inventory on Convictional, you'll enjoy the same seamless experience you get when dropshipping with your retail partners on the platform. You’ll get product shipped faster by eliminating weeks of email back and forth to complete wholesale orders, while your margins grow from selling larger quantities on single orders.

Step 0: Getting Started

This guide is set up purely for sellers. You can find the buyer’s guide here, and the “how to check account type” here. If you haven’t already signed up for a Convictional account, sign up now. It will be required for this guide.

This guide assumes that your account has synced over your products from your platform into Convictional and worked through the getting started cards. The process is two setup steps and the one new step for transactions:

1. Setup Pricing: Create a new pricelist to take advantage of wholesale features like unit and volume based discounts.

2. Update your inventory: Adding wholesale quantities or disable tracking to support orders with larger quantity amounts.

3. Review Requests for Quotes. By approving a Quote Request, it creates an order and goes through the standard order flow.

Should we be using the same Convictional account for both dropship and wholesale?

Yes, you should be using the same account for both your dropship and wholesale supply models. You will only want to manage products and orders in one place.

If you have two separate Order Managements Systems for each supply model, or the integrations per supply model change, then you should setup two accounts (ex Shopify for Dropship but an OMS for Wholesale).

Step 1: Set Up Pricing

Open the pricing page, and you should see “New Price List” in the top right corner. You will begin creating a new price list for your trading partner(s).

You will have a single price list for both your dropship and wholesale supply models. They will have different prices, but both will be stored on a single list. For variants, it will have a dropship price, and unit pricing tiers (Also referred to as volume based discounts) for different quantities.

Start by filling in the basic information about your price list:

  • Name: You may have more than one price list and this will help with identifying it. It’s common to add a date (2022-05) or version (V1) in the name. Some also add a partner’s name if it’s intended for a particular buyer (Ex. “Johns Glasses Shop V1”).
  • Builder or File: We recommend using the builder. There is no way to set up unit pricing tiers with the CSV file.
  • Payout Currency: The base currency you are looking to invoice in.
  • Retail Price: The currency the buyer is looking for the products to be priced in.
  • Default Margin: This margin value will be used when applying pricing to all of your active products.
  • Price All Products: Price specific variants or price all variants. This only applies for dropship, and unit pricing tiers will need to be set on the edit page.
  • Retail Formatting: Is there a particular suffix you want the cents on all products to format to.

Hit Create, and it will create a new price list. It’s worth noting that unit pricing tiers were not set up during the creation flow. We understand and are actively gathering feedback to better understand how you price products for a wholesale supply model. Your edit page looks like the screenshot below (“Add New” should be in the top right corner).

Either you’ve started with a price list with a default margin across all variants for dropship, or the price list is empty. In both cases, we can add more variants and add unit pricing tiers. In the screenshot above, we have one variant on the price list. If we want to add others, you click “Add New”. Search for the product using the title.

Select the product you want to add, and price out the variants.

If you want to edit a variant, you can select the variant row and it will present a similar edit window. In the screenshot below, I set up my unit cost for dropship. I also set up my unit pricing tiers for wholesale.

If the order contains 1 to 399, the unit price will be $50.00. Otherwise, 400 or more, it will be $40.00.

Once saved you should see one price from each supply model.

On the right side, you are able to customize more general pricing settings, and defaults.

  • Name: This is used by you for reference. Our recommendation is that you add a date suffix to help with versioning. Ex. "Johns Glasses May 2022"
  • Buyers Assigned: Once a price list is created, it needs to be assigned to partners. You can also do this through the partners page.
  • Dropship Margin: This value is used as a default margin for dropship pricing on all new variants synced from your system.
  • Apply to New: When this flag is true, it adds new variants to the price list.
  • Wholesale Margin: The value is the default margin for your wholesale pricing on all new variants synced from your system.
  • Quote Minimum Value: This is the minimum total value a quote must be. This allows you to set a base when a buyer is requesting a quote.
  • Currencies: This was the currencies set up during price list creation.
  • Conversion Factor: The exchange rate between your Base Price (Cost) currency and your Retail Price currency.
  • Retail Price Format: The rule you may apply to your prices to make the value after the decimal consistent (ex $X.99).

After you’ve assigned prices to each variant, you need to assign the price list to your partner(s). On the partners page, you can assign a new price list when inviting a new partner or you can assign it to an existing partner by clicking the row for more details. On the partner page, you should see “Price List” with a drop down. Select the new price list and mark save.

Step 2: Keep Inventory Data in Sync

You will need to adjust to handle the additional inventory for orders that now come through both the wholesale and dropship flows. Below are steps to modify your inventory settings for connected platforms (Shopify, WooCommerce, and BigCommerce) as well as via API and EDI.

Shopify

You can navigate to the individual products and update the inventory. Otherwise, you can disable it, by marking “Continue Selling when out of stock”.

Not recommended: If you do not want this to always be enabled, you can update the settings just before approving the requested quote. Approve the requested quote, and it will create the order. Once the order is posted to your platform (usually within 15 minutes), you can revert the changes.

Can I disable it for orders that originate from a Quote vs standard Dropship orders?

This functionality is based on the platform, and in this case Shopify. We are posting an “order” to Shopify.

WooCommerce

You can navigate to the individual products and update the inventory.

Otherwise, you can disable it, by enabling “Allow Backorders”.

BigCommerce

You should navigate to the individual products, and under "Inventory" update the amounts.

API

There are no changes required for you if you are connected through the API. Your Order Management System would most likely deny the order if the inventory is not available. If you can disable it, then that is an option.

Since our Wholesale product is beta, quoting will continue to happen through the Convictional app. You can update the inventory in your systems before accepting the quote.

EDI

There are no changes required for you if you are connected through EDI. The standard practice is that you would deny Purchase Order (850) if you do not have the inventory available.

Since our Wholesale product is beta, quoting will continue to happen through the Convictional app.

Step 3: Requests for Quotes

At this point, you are ready to receive Requests for Quotes from buyers. You can better understand their process by looking at their guide. The flow through the quote flow is as follows:

The summary is buyers will select the trading partner they want to get a quote from and begin building it out. They will select the variants and the desired quantity. Variants that were not priced cannot be in the request. The buyer will provide shipping and billing addresses. They will submit the request for a quote to you.

On the quotes page, you should see a list of open quotes. Those that are in a pending state are ready to be approved or rejected.

You can click upon a specific row to view more details around the quote. In the center, you should see the line items in the request. On the right, the actionable buttons for moving the request forward and the addresses.

If you choose to accept the request, you will provide additional information such as taxes, and shipping details.

If you choose to reject the request, we ask you to provide a reason. The buyer will be able to see this reason. If you want the buyer to make changes to their request, reject the quote and provide the desired changes in the reason textbox.

The moment the buyer requests a quote your price list is locked. The quote must be modified for the pricing to change. If you change your assigned price list, those changes do not get reflected to currently open quotes. We recommend you reject the quote and have the buyer recreate it to use the updated pricing.

After the quote is accepted, the Convictional platform automatically creates an order from this quote. The order can be found in the table on the orders page.

Step 4: Posting the Order & Fulfillment

The next steps are the same as any other order. Depending on your integration, the order will flow into your Order Management System / E-Commerce Platform. From there you will go through a standard fulfillment process.

If you don’t have the available inventory, you may see an error like this:

In this case, you need to update the inventory on your platform and hit retry. Otherwise, cancel the order. It can take up to 30 minutes for the order to be retried.

The screenshot above is Shopify, but regardless of Shopify, you would go through your standard fulfillment process.

Step 5: Invoicing

Invoicing will go through your existing invoicing process - either manual invoicing or Stripe depending on your account setup.

Step 6: Repeat!

That’s it! Your are now using Wholesale through Convictional. Thanks for reading.

We are always looking for feedback, please reach out to our team.

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