Order from a supplier's catalogue

How do I order from a supplier registered on Billora?

If one of your suppliers uses Billora and has opened its catalogue, you can browse its products and services directly from its supplier record, fill a cart, then send it a purchase order or a quote request without re-typing anything. The feature works between Billora companies and depends on your supplier's subscription. It exists on the web version and in the mobile app (supplier record, cart, order tracking, answering a quote).

Your company and the supplier must both have an account activated in real mode: in test mode, opening the catalogue is refused (« Le catalogue public n'est disponible qu'aux comptes activés en mode réel. ») and you can neither request access nor order.

Why doesn't the « Catalogue » tab appear on my supplier record?

The « Catalogue » tab of the supplier record only appears if a Billora company with the same ICE has published its catalogue. Check that:

• the ICE on the supplier record is filled in and valid (15 digits); see Create a supplier;
• the supplier is registered on Billora and has turned its catalogue on;
• your account is activated in real mode (not test mode);
• your role allows browsing catalogues (owner, administrator, collaborator or viewer).

For security, nothing shows that a supplier is registered while its catalogue is closed.

How do I request access to the catalogue?

1. Open the supplier record, « Catalogue » tab.
2. You see « … publie son catalogue sur Billora » (publishes its catalogue on Billora). You also see the supplier's identity (ICE, IF, RC) with the note « Identité déclarée par l'entreprise sur Billora. » (identity declared by the company on Billora): the company declares it itself, so check that it really is your supplier. If you wish, type a « Message au fournisseur (facultatif) » (message to the supplier, optional; 500 characters maximum).
3. Click « Demander l'accès au catalogue » (Request access to the catalogue). The « Demande envoyée » (Request sent) screen appears; you can withdraw it with « Annuler la demande » (Cancel the request).
4. The supplier accepts or refuses. You are notified (« Accès au catalogue accordé » or « Demande d'accès au catalogue refusée »).

Who can do it: the owner, the administrators and the collaborators. Without this right, the screen says « Vos droits ne permettent pas de demander l'accès. Un administrateur de votre entreprise peut le faire. »

If the request is refused (« Demande non acceptée »), you can renew it 7 days after the refusal. If the supplier withdraws your access, you are notified with « Accès au catalogue retiré » and must wait 7 days before asking again. If you click « Ne plus suivre ce catalogue » (Stop following this catalogue) yourself (or cancel your request), you can ask for access again after 1 hour.

Suppliers published on Billora are verified: a catalogue is only visible once the Billora team has validated the supplier's ICE and tax compliance certificate. You then see the « Entreprise vérifiée par Billora » (business verified by Billora) badge (« ICE et attestation de régularité fiscale contrôlés »). The badge concerns the supplier only: Billora does not verify the identity of the businesses requesting access; the supplier accepts or declines your request after checking that it really comes from their client.

How do I fill a cart?

Once access is granted, the tab shows « Catalogue publié par … sur Billora ». Search for an item or a reference (« Rechercher un article ou une référence… »), filter by category (« Toutes les catégories »), then click « Ajouter » (Add) next to an item: it changes to « Dans le panier » (In the cart). Below the table, « Lignes par page » (rows per page) lets you choose 10, 30, 50 or 100 items per page (30 by default).

As soon as the cart contains an item, a fixed bar at the bottom of the screen shows « Panier (n) · Total HT indicatif … » (the total only appears if the supplier shows its prices) and the « Voir le panier » (View the cart) button. Adding an item therefore never shifts the page. The button opens the « Panier (n) » window, where you change quantities (up to 3 decimals) and remove an item with the trash icon. A cart holds at most 100 items.

Depending on the supplier's settings, the « Prix HT » column shows the price (the rate granted to you, discount deducted) or « Prix sur demande », and the « Disponibilité » column shows « Disponible », « Indisponible » or the quantity « … en stock ». When prices are shown, the cart window also displays a « Total HT indicatif » (indicative total excluding VAT).

In the « Panier (n) » window you can add a « Votre référence (facultatif) » (your reference), a « Date de livraison souhaitée (facultatif) » (desired delivery date; it cannot be in the past) and a « Commentaire (facultatif) » (comment).

If the supplier has not yet linked your company to a client record, a banner says « Ce fournisseur doit d'abord rattacher votre entreprise à une fiche client avant que vous puissiez commander. » (the supplier must first link your company to a client record before you can order): no prices and no cart are then offered.

Place an order or request a quote: what is the difference?

Both buttons are at the bottom of the « Panier (n) » window, opened with « Voir le panier ».

Button	Effect	Available if
« Passer commande » (Place an order)	Immediately creates a purchase order in your account, at the displayed prices, numbered and already sent, and transmits it to the supplier.	The supplier shows its prices and allows purchase orders, and you have the right to create purchase orders.
« Demander un devis » (Request a quote)	Sends a request to the supplier, who will answer with a quote. Nothing is created in your purchase orders until you accept the quote.	The supplier allows quote requests (the only option if it hides its prices).

After sending, a confirmation stays visible, for example « Bon de commande … envoyé au fournisseur » with the « Ouvrir le bon de commande » (Open the purchase order) link, or « Demande de devis envoyée … Vous serez prévenu à la réception du devis. » A double click never creates two orders. The purchase order counts toward your monthly purchase-order quota. The lines are free lines (the supplier's reference appears in the description).

Who can do it: owner, administrators and collaborators. To use « Passer commande », the right to create purchase orders is also required.

How do I track my orders and quote requests?

The « Mes commandes et demandes de devis » block of the tab lists each submission with its type (« Bon de commande » or « Demande de devis »), its status, the supplier's reference, the date, the number of items, the purchase order number and, for a quote request, the quote number and its total including VAT. As soon as at least one request exists, this block appears above the catalogue (otherwise it stays below the catalogue, with the message « Aucune commande pour l'instant »). It shows at most 5 rows; if there are more, click « Voir tout (n) » (View all), then « Voir moins » (View less) to fold the list. The statuses are:

Status	Meaning
Transmise	Sent, not yet processed by the supplier.
En cours de traitement	Being handled by the supplier.
Acceptée	Purchase order accepted by the supplier.
Refusée	Refused by the supplier (the reason is shown if one was given).
Devis en préparation	The supplier is preparing its quote; nothing is visible yet.
Devis reçu	The quote is available: you can accept or refuse it.
Devis accepté / Devis refusé / Devis expiré	Outcome of the quote.
Traité par le fournisseur	The supplier accepted or invoiced the quote itself: no purchase order is created in your account.

On the page of a purchase order placed from a catalogue, a banner says « Commande transmise via Billora » (or « Issu d'un devis accepté via Billora »), with the supplier's name, the request reference and the status at the supplier. You are also notified when the order is accepted or refused, or when a quote is received (« Devis reçu »), whichever way the supplier sent it (email or « Marquer comme envoyé »).

Locked documents. The accepted quote (via « Accepter la commande » or by the buyer) and the buyer's purchase order describe the same transaction: once accepted, their lines, amounts and status can no longer be changed (« Modifier » and « Refusé » are no longer offered; only internal notes can still be edited). To correct one, issue a credit note or a new quote. A quote answering a catalogue request cannot be marked « Accepté » by hand: the buyer accepts it in Billora, which creates their purchase order.

If you cancel the purchase order in your account, the supplier is notified and can no longer accept the order (« L'acheteur a annulé ce bon de commande. »). If the supplier refuses your order, you are invited to cancel your purchase order.

How do I accept or refuse a quote I received?

1. In « Mes commandes et demandes de devis », click « Voir et répondre » (View and reply) next to a quote with the status « Devis reçu ». (For a quote with any other status, the button is called « Voir le devis » (View the quote): you can read it but not reply.)
2. The « Devis … » window opens (« En réponse à votre demande … »): check the lines (Article, Qté, P.U. HT, TVA, Total HT), the discounts, the totals (« Total HT », « TVA », « Total TTC ») and the validity date.
3. Click « Accepter le devis » (Accept the quote): a purchase order is created in your account at the quote's prices and the supplier is notified (the message contains the « Ouvrir le bon de commande » link). Or click « Refuser ce devis » (Refuse this quote), enter an optional « Motif (facultatif, transmis au fournisseur) », then « Refuser le devis » (« Retour » goes back).

An expired quote can no longer be accepted (« Ce devis a expiré. Demandez un nouveau devis au fournisseur. »). If you do not have the right to create purchase orders, you can only refuse.

If the supplier also emails you this quote with a link to their client portal, do not sign it in the portal: it shows « Ce devis répond à votre commande passée depuis le catalogue Billora : répondez-y depuis votre espace Billora (Fournisseurs › fiche du fournisseur › Catalogue), votre bon de commande y sera créé automatiquement. » (This quote answers your order placed from the Billora catalogue: reply from your Billora account.) Only accepting it in Billora creates your purchase order.

What should I do after ordering?

The purchase order created is managed like any other purchase order (see Purchase orders). The supplier sees it as an accepted order; your purchase order and the supplier's accepted quote have the same totals, to the cent.

On delivery, open the purchase order and click « Réceptionner » (Receive; « Réceptions » section). In the « Réceptionner » window you can tick « Créer une dépense automatiquement » (Create an expense automatically: an expense for the purchase order's total including VAT, rejected items deducted, is created and linked to it; choose its « Catégorie de dépense » if needed), then click « Valider la réception » (Confirm the receipt). This assumes that receiving with a purchase receipt is included in your subscription (see Purchase receipts). The purchase order lines are free lines, with no product from your catalogue: no stock movement is created automatically on receipt.

How do I order from the mobile app?

In the mobile app, open the supplier's record: the « Catalogue Billora » section shows the same states as the web (access request, « Demande envoyée », « Annuler la demande », « Ne plus suivre ce catalogue »).

1. Tap « Parcourir le catalogue » (Browse the catalogue). Search with « Rechercher un article ou une référence… », filter with « Toutes les catégories » and add items to the cart.
2. Tap « Voir le panier (n) » at the bottom of the screen: the cart step opens (titled « Passer commande »). Set the quantities, then, if you wish, fill in « Votre référence (facultatif) », « Date de livraison souhaitée (facultatif) » (« Effacer la date » removes it) and « Commentaire (facultatif) ».
3. Tap « Passer commande » (purchase order at the displayed prices) or « Demander un devis », depending on what the supplier allows.
4. Tap « Mes commandes et demandes de devis » to track what you sent. For a quote with the status « Devis reçu », tap « Voir et répondre », then « Accepter le devis » or « Refuser ce devis ».

The rights are the same as on the web; without the right to create purchase orders, only the quote request is offered.

Frequently asked questions

Is my supplier verified by Billora?

Yes, if they publish their catalogue: their record shows « Entreprise vérifiée par Billora ». A supplier whose verification has expired or was not approved has no visible catalogue (« Le catalogue de ce fournisseur n'est plus disponible pour le moment. »). Your own business is not verified by Billora: the supplier checks your request.

Why do I see « Prix sur demande »?

The supplier chose to hide its prices. Only the quote request is then possible.

Why do I only have « Demander un devis »?

Either the supplier only allows quote requests, or it hides its prices. You get the message « Ce fournisseur n'accepte pas ce type de demande depuis son catalogue. » if the setting changed in the meantime.

What does « Ce fournisseur doit d'abord rattacher votre entreprise à une fiche client » mean?

The supplier accepted your access but has not linked your company to a client record: a banner says so, with no prices and no cart. Contact the supplier so that it makes the link.

Why is the catalogue refused in test mode?

The public catalogue is only available to accounts activated in real mode: while your account is in test mode, you can neither request access nor order.

How long must I wait before asking for access again?

7 days after a refusal or after the supplier withdraws access; 1 hour if you stopped following the catalogue or cancelled your request yourself.

Can I order from the mobile app?

Yes: the app's supplier record offers the catalogue, the cart, order tracking and answering a quote.

Is stock updated on receipt?

Not automatically: the purchase order lines are free lines (no product from your catalogue is attached to them).

How many requests can I send?

You can have at most 20 pending requests with the same supplier; wait for it to process them (« Vous avez déjà plusieurs demandes en attente chez ce fournisseur… »). Access requests are limited to 20 per hour.

An item in my cart is no longer offered.

Remove it from the cart and try again: « Un article de votre panier n'est plus proposé par ce fournisseur. Retirez-le et réessayez. »

My supplier turned its catalogue off.

The catalogue can no longer be browsed (« Le catalogue de ce fournisseur n'est plus disponible pour le moment. »); orders you already sent remain tracked. Access resumes if the supplier turns it back on.

Where did my cart go?

As soon as it contains an item, it is summarised in the fixed bar at the bottom of the screen (« Panier (n) »). Click « Voir le panier » to open it, change quantities and send the order or the quote request.

Why does « Mes commandes et demandes de devis » appear above the catalogue?

As soon as you have sent at least one request to this supplier, the tracking block moves above the catalogue so it does not get lost under the list of items. Beyond 5 rows, use « Voir tout (n) ».

How do I create the expense for my order?

When receiving the purchase order, tick « Créer une dépense automatiquement » in the « Réceptionner » window, then click « Valider la réception ».