- An Account may have one or multiple Locations
- A Location may have one or multiple Addresses
- The Account Owner(s) have full permissions over the account to place orders or submit quotes. Account Owners may also manage Account Locations, Addresses and invite Users or "Additional Customers" to their account.
- Additional Customers may be invited or assigned to the Location(s) of an Account.
- These Customers may be assigned different Roles that can be configured with different Permissions such as requiring approval before placing orders.
- An Account may have a Net Term account with a specified Credit Limit
- A Location may have it's own Net Term account, separate from the Account's Net Terms
- An Account may have specific allowed Payment and Shipping Methods
- A Location may have it's own allowed Payment and Shipping Methods separate from the Account's
The Account List lets you view, search, organize and manage your accounts.
Based on your Admin User permissions, you may only see accounts assigned to you as the Sales Rep.
When creating an Account, you will be presented with the following fields:
- Account Name - This is the name of the Account or Company you are adding
- Status - Status may be Enabled or Disabled. If Disabled, the Account Owner may still be able to log-in to the Customer Web Portal but will not be able to submit Quotes or place Orders for the Account.
- Default Customer Group - Any new customers (including the owner) that are invited to the account will be assigned this Customer Group by default.
- Account Owner - An account may have one or more owners. The owner has full permissions over the group and is typically the main point of contact for an account.
- Sales Rep(s) - The assigned Sales Rep(s) will have all of the orders and quotes for this account attributed to them unless otherwise specified by the Admin user creating the Order or Quote.
When creating the Account Owner you will be presented with a form that includes any Customer Attributes that you have created or required for the Account's Default Customer Group.
Selecting "Invite Customer To The Zoey Web Portal" will send the customer an email with a link to Log-in and set their Password.
An Account may be given a Net Terms account with a specified Term or payback period, and Credit Limit. The Account's Net Term account will be shared with all of the Account's Locations unless you give the Location it's own Net Term Account or un-check Net Terms in the Location's Allowed Payment Methods.
An Account has its own "Address Book" that will be used rather than the individual customer's address book for placing orders and submitting quotes. Each Location can have assigned addresses, or an address can be assigned to multiple Locations. Only Account Owners or users with permissions to manage addresses will be able to create new, or edit addresses. We recommend manually entering or importing one Address for each Account to begin with so when the Customer logs in, they will be able to quickly place an Order.
Allowed Shipping and Payment Methods can be configured at the Company level and refined for each Location.
Locations are used when an Account has multiple business Locations that may require more than just different shipping addresses.
- "Johnson Medical Supplies" has 10 different Locations across the country.
- 5 Locations are managed by their Eastern Regional Manager and the other 5 locations by their Western Regional Manager.
- All Locations Bill to the central Account on Net Terms.
- The Eastern Regional Manager may want to limit the buyers at his locations to only spend $10,000 per month each before requiring approval.
- The Western Regional Manager may want all Orders from her locations to require approval before they are submitted.
- And the Global Account Manager wants to be able to view and download statements for all the Locations.
This is possible with Zoey Account Locations and User Roles & Permissions.
If the above scenario is not needed, every account will have one auto-generated Location and does not need more than that.
Within the Account Edit Screen you can manage the Locations. To start, the account will have one location with the Account Owner set as the customer. This Location can be renamed but not deleted as every Account needs at least one Location.
Click to edit a location or click Add Location. From here you can Specify a Location Name and select which Payment and Shipping Methods will be allowed for this location. You may only choose from Shipping and Payment Methods that are allowed for the Account.
Click "Add" next to the user you would like to add to the Location. Then you will be given a new screen to select the "Role" for that user. See Company Roles & Permissions for more information.
After a user is added, be sure to click "Done" and "Save Location" on the bottom of your screen to save the location information to the Company. Finally, be sure to Save the company to save any changes you have made to the Locations.
On the Customer Portal, the Account Owner can manage their account by:
- Inviting Customers to their account with different roles pre-determined by the Admin
- Adding Locations and assigning Customers to the Locations
- Adding/Managing the Account Address Book and assigning Addresses to the correct Locations
From the Account Owner's Dashboard page they can see critical Net Term account information. There is a chart that shows the status of their Credit Account, and a list of orders with their Payment Status and Due Date.
Once a Customer is assigned to an Account, they will be subject to any Permissions configured for them for their allowed or selected (if multiple) Location.
If the customer's Account only has 1 location, checkout will progress as normal using the Account's Address book and Allowed Shipping/Payment Methods.
If the Customer's Account has multiple Locations, when they get to the Checkout or Quote Submit screen, they will be asked to select the Company Account/Location (see below).
Depending on the permissions the user has for each location/account, after selecting a Location from this drop-down, they could be blocked from placing orders, or subject to any other Permissions & Conditions for that location.
Updated about a year ago