Introduction

The ARI Invoices page now features a dedicated Manage Customers button, providing administrators with direct access to customer management functionality previously available only through Admin Site Settings. This enhancement streamlines workflow by placing essential customer management tools directly where invoicing activities occur, eliminating the need to navigate between multiple sections of the system. The update reflects our commitment to improving user experience based on customer feedback while maintaining all existing functionality.



A. Problem statement

Previously, the Manage Contacts feature was only accessible through the Admin Site Settings under ARI, which, though functional, was not conveniently positioned for user access. We've listened to your feedback and added this feature to the manager page to enhance usability and improve the overall experience for our customers.


B. Solution

We've introduced an exclusive button for Admins on the AR Invoices page to facilitate smoother access and improve the usability of this feature. The functionality remains unchanged, but we've included some reminder steps below as a quick refresher.


Adding Manage Customers Button

Step 1: Navigate to Admin > Users.

Step 2: Search for and select the desired user.

Step 3: Click on their name, then choose Edit and proceed to the FIS page. Under AR Invoices, locate the Manage Customers checkbox. Check it to grant permissions or leave it unchecked to withhold permissions to the Manage Customers button only.


Manage Customers

Step 1: Under Admin > Site Settings > ARI, click on the Manage Customers button.


Create a New Customer

Step 1: Click on the New hyperlink to create a new customer.


Step 2: Fill out the below fields, if and when it is required.

  • Vendor No: Enter the unique customer ID in the textbox. 
  • Name: Enter the customer’s name in the textbox. 
  • Name 2: If the customer has another name, enter the customer’s second name in the textbox. 
  • Order Email: Enter the Order Email ID in this field. Note: The Order Email usually populates based on USAS.
  • Payment Email: Enter the Payment Email ID in this field. Note: The Payment Email usually populates based on USAS.
  • AR Group Email: Enter the AR Group Email ID in this field. Note: If the email is required to be sent out to more than one user, then the AR Group Email aids in configuring multiple Email IDs. 
  • Notes: Enter notes for the customer in this field. 
  • Type: Enter the customer type in this field. 
  • Address: Enter the customer’s address in this field (for instance: Building Number and Street/Road name). 
  • City: Enter the customer’s city in this field.
  • State: Enter the customer’s state in this field. 
  • Zipcode: Enter the customer’s zip code in this field. 
  • Phone: Enter the customer’s phone number in this field.


Step 3: Click on the Update button when all required fields for the customer have been completed.

OR

Click on the Cancel button to cancel the new customer from being added to the system.  


Edit an Existing Customer

Step 1: Enter the keywords of the customer who is to be edited in the search bar and it will automatically display the results based on the entered keywords.

Step 2: Select the row and click on the Edit hyperlink.

Step 3: Make the necessary changes and click on the Update hyperlink to add the new changes made to the existing customer, or click the Cancel button to cancel the changes.

 

Delete an Existing Customer

Step 1: Enter the keywords of the customer who is to be deleted in the search bar and it will automatically display the results based on the entered keywords. 

Step 2: Select the row and click on the Delete hyperlink.  


Import Customers

Step 1: Click on the Import button.

Step 2: Click on the .csv or .xlsx file of the appropriate Excel sheet containing all customers you wish to import. 

Step 3: Click the Open button.

C. Best Practice

  • Verify user permissions before attempting to access the Manage Customers button
  • Ensure all required fields are completed when creating new customers
  • Use descriptive names and notes to maintain clear customer records
  • Regularly update customer email addresses to ensure accurate invoice delivery
  • Import customer data using properly formatted .csv or .xlsx files to avoid errors
  • Review customer information periodically to maintain data accuracy
  • Grant Manage Customers permissions only to users who require this functionality

D. Troubleshooting

  • Button not visible: Verify that the user has been granted Manage Customers permissions through Admin > Users > FIS page
  • Unable to save customer changes: Ensure all required fields (Vendor No, Name, Address, City, State, Zipcode) are properly filled
  • Import failures: Confirm the file format is .csv or .xlsx and contains all required fields with proper formatting
  • Email fields not populating: Check USAS configuration for Order Email and Payment Email settings
  • Search function not returning results: Try using different keywords or partial matches
  • Permission denied errors: Contact your system administrator to verify your account has appropriate access rights

E. Related articles

ARI - Invoice Site Settings


Conclusion

The addition of the Manage Customers button to the ARI Invoices page represents a significant improvement in administrative efficiency and user experience. By consolidating customer management with invoice processing, administrators can now complete their tasks more quickly and intuitively. This enhancement demonstrates our ongoing commitment to responding to user feedback and continuously improving platform functionality. We encourage users to explore this streamlined feature and provide additional feedback as we continue to optimize the system for your needs.