Customer Account Enquiry Login

Contents

  1. Prerequisites
  2. Overview
  3. Account Enquiry Within A Content Managed Website
  4. Account Enquiry Within The Trade Interface
  5. Account Enquiry Within The Administration Centre
  6. Dependent Configurations
  7. Recommendations

This document describes the details about the Customer Account Enquiry feature that exists within the TOTECS platform. Customer Account Enquiry allows users to see and search for invoices, sales orders, back orders, credits, payments and transaction records that have been queried out of the suppliers accounting/Enterprise Resource Planning/business system in real time. The account enquiry feature can be setup within a content managed website, the Trade interface, as well as the Administration Centre.

Additionally the feature allows users to pay for outstanding invoices with credit card or direct deposit payment methods. The Account Enquiry feature provides a great way to allow customers to query the details and records associated with their own customer account, and help automate the account receivable processes.

Prerequisites

Please ensure that you have read and understand the following topic links before reading on.

Overview

For each TOTECS project there is the ability for users to query and search for records within a connected accounting/Enterprise Resource Planning/Business system that is associated with their assigned customer account. This Customer Account Enquiry feature can be set up within the Trade interface, on content managed websites, as well as used within the Administration Centre.

To allow the feature to work the business system must be connected up to the Connector software, which is then connected to the TOTECS project. Once these connections have been set up and the account enquiry feature activated and configured within the project, then this will allow users to query and search for the following types of records in real time:

Invoices

Within the Account Enquiry feature users can search for invoice records, which each containing the details of purchases previously made. Each invoice can contain one or more lines of goods and services ordered, delivered or back ordered. An invoice record also contains details of the delivery and billing addresses, warehousing, freight and dispatching, and a final payment total.

Using the Account Enquiry feature users can search for invoices over a selected date range, as well as search for invoices based on an invoice number, or invoices that remain outstanding and unpaid.

Additionally the Account Enquiry feature can be set up so that users can pay the outstanding amount of one or more select invoices by making a credit card payment, or by making a direct deposit to a designated bank account.

Sales Orders

Within the Account Enquiry feature users can search for sales order records, which each containing the details of purchases previously made or a commitment to make a purchase. Each sales order can contain one or more lines of goods and services ordered. A sales order record also contains details of the delivery and billing addresses, warehousing, freight and dispatching, and a final payment total.

Using the Account Enquiry feature users can search for sales orders over a selected date range, as well as search for sales order based on an sales order number or associated reference number.

Back Orders

Within the Account Enquiry feature users can search for back order records, which each containing the details of goods previously ordered that the suppling organisation has run out of stock and had to order themselves. Each back order can contain one or more lines of goods and services ordered. A back order record also contains details of the delivery and billing addresses, warehousing, freight and dispatching, and a final payment total.

Using the Account Enquiry feature users can search for back orders over a selected date range, as well as search for back order based on an back order number or associated reference number.

Credits

Within the Account Enquiry feature users can search for credits records, which each containing the details of money credited back to the customer. Credits can occur if an order or invoice was cancelled after payment was received, or if the customer was overcharged. Each credit record contains details of the monetary amount credited back, as well as any references to other records such as invoices, sales orders, or back orders.

Using the Account Enquiry feature users can search for credits over a selected date range, as well as search for credits based on a credit record number.

Payments

Within the Account Enquiry feature users can search for payment records, which each containing the details of money that was sent to pay for goods and services. Each payment record contains details of the monetary amount that was received, as well as the records that the payment was applied against, such as invoices and sales orders.

Using the Account Enquiry feature users can search for payments over a selected date range, as well as search for payments based on a payment record number.

Transactions

Within the Account Enquiry feature users can view all the transactions that have occurred for their customer account, and outstand the changes that have been made to account's balance over time. This feature is similar to looking at a bank account statement.

Using the Account Enquiry feature users can search for transactions over a selected date range, as well as being able click on each transaction to view the details of record that caused the balance to change.

Account Enquiry Within A Content Managed Website

Within a content managed website a number of areas can be added on a content managed webpage that allow different account enquiry features to be enabled and accessible to users. Using content managed web pages allows highly customised themes, colours, text and styling to applied on how the details of records look, allow records to look similar to the printed versions generated from the business systems that store the records.

Customer Account Detail Area

Display the details of the customer account currently assigned to the user on a content managed web page. This area can be used to show the current balance of the customer account that has been retrieved from the connected business system in real time. Additionally it can show the payment terms assigned to the account, as well the credit limit of the customer account.

Customer Account Invoice Listing Area

Displays a list of invoices associated with the customer account currently assigned to the user on a content managed web page. The area is used to retreive a list of invoices from the connected business system in real time. It also allows to search for invoices based on a given date range, invoice ID, or find invoices that are outstanding. It can also be used to allow users to select invoices that they wish to make a payment against. The area can be configured to limit the amount of records that display and allow the user to navigate through pages of records.

Customer Account Invoice Area

Displays the details of a single invoice associated to the the customer account currently assigned to the user on a content managed web page. The area retrieves the details of the invoice from a connected business system in real time. The area can be used to show the delivery and billing addresses set within the invoice, as well as show each of the lines containing the goods or services purchased. It can also show other details about the invoice such as instructions, comments, dates, and warehouse information.

Customer Account Invoice Payment Form Area

Displays a form on a content managed web page that allows a user to pay for a number of selected invoices chosen from a Customer Account Invoice Listing area. The area can display both a credit card payment form, and the bank account details to allow the user to pay using a direct deposit banking method. If the user pays using a credit card then the payment will be made via the configured credit card payment gateway within the project, and the results of making the credit card payment can be shown the the user.

Customer Account Sales Order Listing Area

Displays a list of sales orders associated with the customer account currently assigned to the user on a content managed web page. The area is used to retreive a list of sales orders from the connected business system in real time. It also allows to search for sales orders based on a given date range or sales order ID. The area can be configured to limit the amount of records that display and allow the user to navigate through pages of records.

Customer Account Sales Order Area

Displays the details of a single sales order associated to the the customer account currently assigned to the user on a content managed web page. The area retrieves the details of the sales order from a connected business system in real time. The area can be used to show the delivery and billing addresses set within the sales order, as well as show each of the lines containing the goods or services purchased. It can also show other details about the sales order such as instructions, comments, dates, and warehouse information.

Customer Account Back Order Listing Area

Displays a list of back orders associated with the customer account currently assigned to the user on a content managed web page. The area is used to retreive a list of back orders from the connected business system in real time. It also allows to search for back orders based on a given date range or back order ID. The area can be configured to limit the amount of records that display and allow the user to navigate through pages of records.

Customer Account Back Order Area

Displays the details of a single back order associated to the the customer account currently assigned to the user on a content managed web page. The area retrieves the details of the back order from a connected business system in real time. The area can be used to show the delivery and billing addresses set within the back order, as well as show each of the lines containing the goods or services being ordered. It can also show other details about the back order such as instructions, comments, dates, and warehouse information.

Customer Account Invoice Line Report Area

Displays a list of invoice lines configured within a report associated with the customer account currently assigned to the user on a content managed web page. The area is used to retreive a list of invoice lines from the connected business system in real time, based on a report that determines the invoice lines to obtain.The area could be used to return reports such as "most ordered products over the last 12 months", "invoiced products that are currently on back order", "unique products ordered within the last 2 years". The reports can be configured within the Connector software using its Generic adaptor, where a wide variety of highly customised reports may be generated. Each Customer Account Invoice Line Report area can only have 1 type of report assigned to it, so many of theses areas may need to be set up across several content managed web pages to allow multiple reports to be shown to users.

When a list of invoice lines is loaded the area can be configured to check if any products exist within the project that match in the invoice line ID. When a match is found then the area can be configured to allow a user to add a product to basket, or show the details of a product. This allows users to add products to basket based on report returning product data that is relevant to the user.

Account Enquiry Within The Trade Interface

Within the Trade interface, if the Account Enquiry feature is turned on and the user has permission to view the My Accounts page, then within the My Briefcase bar an icon will show allowing the user to be directed to the My Accounts page. The My Accounts page can show the details of the customer account currently assigned to the user, where the details of the customer account have been retrieved in real time from the connected business system. 

Within the Trade interface the My Accounts interface can show the following tabs:

  • Account
    Shows the details of the customer account assigned to the user. Additionally shows all the outstanding unpaid invoices associated to the account, allowing the user to select and pay for these invoices if allowed to.
     
  • Transactions
    Shows a table containing a list of transactions that have occurred against the customer account assigned to the user. Each transactions shows if the account's balance increased or decreased based on if an invoice or sales order was raised, or a payment, or credit was made.
     
  • Orders
    Shows a table containing a list of sales orders assigned to the user's customer account. Users may filter the orders that show based on a given date range, additionally they can click to view the details of each sales order record.
     
  • Backorders
    Shows a table containing a list of back orders assigned to the user's customer account. Users may filter the orders that show based on a given date range, additionally they can click to view the details of each back order record.
     
  • Invoices
    Shows a table containing a list of invoices assigned to the user's customer account. Users may filter the invoices that show based on a given date range or by search for a record based on a speciifc invoice number. Additionally users can click to view the details of each invoice record.
     
  • Payments
    Shows a table containing a list of payments made by to the user's customer account. Users may filter the payments that show based on a given date range or by searching for a record based on a speciifc payment number. Additionally users can click to view the details of each payment record.
     
  • Credits
    Shows a table containing a list of credits applied to the user's customer account. Users may filter the credits that show based on a given date range or by searching for a record based on a speciifc credit number. Additionally users can click to view the details of each credit record.

Besides the Account tab each other tab can be shown or hidden to the user based on the Facility Permission Role assigned to the user. The may be required since not allow business systems support all of the different types of records that can be obtained and shown within the tabs.

Account Enquiry Within The Administration Centre

Within the Administration Centre interface, if the Account Enquiry feature is turned on and the user has permission to view the Users interfaces, then from the Search Users interface or from the Customer Accounts interface after a user or customer account has been found an administrator can click on the Live Enquiry button to show the Account Enquiry interface. The interface will show the records based on the select customer account, allowing administrator users to see the record data for a wide range of customer accounts. The interface is consistent within the Trade interface's My Accounts page where tabs display allowing the administrator user to navigate between account, sales orders, back orders, invoices, credits, and payments tabs to find records.

Note that administrator users cannot pay for an invoice within the Administration Centre. If they wish to do this then they will need to log into either the Trade interface or a content managed website with different user credentials to allow invoice payments to be made.

Dependent Configurations

  • To use the Customer Account Enquiry feature it must first be enabled through the Edition interface within the Administration Centre.
  • To allow the Account Enquiry feature to be turned on for a user within the Trade interface the facility permissoin role "My Account" permission must be set to "Allow".
  • To allow users to view the status of their assigned customer account within the Customer Account Detail area on a content managed web page the user must be assigned to a facility permission role that has the "My Account" permission set to "Allow".
  • To allow users to view invoice records within the My Account Trade interface page or on content managed web pages containing Customer Account Invoice Listing and Customer Account Invoice areas, the user must be assigned to a facility permission role that has the "My Account Invoice" permission set to "Allow".
  • To allow users to view transactions records within the My Account Trade interface page the user must be assigned to a facility permission role that has the "My Account Transactions" permission set to "Allow".
  • To allow users to view sales order records within the My Account Trade interface page or on content managed web pages containing Customer Account Sales Order Listing and Customer Account Sales Order areas, the user must be assigned to a facility permission role that has the "My Account Orders" permission set to "Allow".
  • To allow users to view back order records within the My Account Trade interface page or on content managed web pages containing Customer Account Back Order Listing and Customer Account Back Order areas, the user must be assigned to a facility permission role that has the "My Account Backorders" permission set to "Allow".
  • To allow users to view payments records within the My Account Trade interface page, the user must be assigned to a facility permission role that has the "My Account Payments" permission set to "Allow".
  • To allow users to view credit records within the My Account Trade interface page, the user must be assigned to a facility permission role that has the "My Account Credits" permission set to "Allow".
  • To allow users to view details  records within the My Account Trade interface page, the user must be assigned to a facility permission role that has the "My Account Credits" permission set to "Allow".
  • To allow users to pay for invoice records within the My Accounts Trade interface page the "Paynow Button" setting within the Administration Centre under the Stores menu, in the Accounting settings interface needs to be set to ON.
  • To allow users to pay for invoice records by credit card within the My Accounts Trade interface page the "Credit Card Payments" setting within the Administration Centre under the Stores menu, in the Accounting settings interface needs to be set to ON.
  • To allow users to pay for invoice records on a content managed web page containing a "Customer Account Invoice Payment Form" area the user must be assigned to a facility permission role that has the "My Account Invoice" permission set to "Allow".

Recommendations

  • Set up account enquiry content managed web page areas on secure web pages to ensure that the record data is securely displayed.
  • Set up account enquiry content managed web page areas to allow record data to shown in mobile responsive websites, where the layout of the records fits based on the device the user is using to view the record data.
  • Set up account enquiry content managed web page areas to allow the details of invoices, sales orders, or back orders to be styled similar to print format generated from the business system that stores the record data.
  • Setup Invoice Line Reports within the Connector software to allow highly customised reports to be created. These reports can then be shown on content managed web pages using Customer Account Invoice Line Report areas. These reports may be used to create "Most Ordered Products" lists, or "Products Not Yet Delivered" lists, that help users to purchase more products or understand where ordered products are currently at.