Accounts

Topics Covered:

• Overview
• Getting Started
• Account Details Section

Overview

The Accounts page is where you view and manage the account and order information for individual customers.  

Getting Started

To start, navigate to the Accounts page. You will use either the quick search at the top left, or the advanced search to find an individual account, participant, guest, or credit card name depending upon the filters you select.



Selecting an account will allow you to see their details, orders, and more. A complete Account might look something like below:


While this may appear quite daunting, each section is broken down below.

Account Details Section

Account Details is in the upper-left. At a glance, it displays the Account holder's name, address, phone number(s), email address, account credit, birthdate, age, gender, and other demographic information the Account holder has submitted:

The Drop-Down will show all of the participants under the account. The Edit button to the right will edit either the account or the participant, depending upon which is selected. The Add Participant button allows you to administratively add participants to the account.

Note: If an organization has been associated with an account; Then an additional field will be present called Organizations and a link to the Organization CRM page will also be present:

Under Manage Payments & Funds, you can see customer balances and order history:

Add Funds will allow the administrator to post cash, check, or credit card payments to the customer's Unapplied Funds. Add Credit adds Account Credit or Participant credit - this is fake money for use in the system and separate from Unapplied Funds, credit is shown under Account Details. History will show all products ordered, payments made, refunds processed, and more for the account. Payments show only payments entered, applied, removed, and refunded. The Manage Unapplied Funds button allows the administrator to refund Unapplied Funds.

Under Manage Account, several key icons identify details about their order history:

Notes allow the admin to read and make notes on the Account or Participant depending upon which is selected. CRM Notes place and read notes on the CRM lead for the Account. CRM Profile jumps to the CRM lead for the Account. Impersonate allows the admin to act as the customer in the shopping cart. Disclaimers show all disclaimers the account has agreed to. The statement allows the admin to email or print Account Statements for the account holder. Courses will show all courses the Account has enrolled in and allow an admin to add or remove courses from the Account (this is for databases using the Learning Management System).

Note: The icons below the Manage Account buttons can be turned off by the configuration: Turn on to show the different status icons available at the account/participant level.
The Icons are explained below:

 - indicates that the customer has Membership Levels - giving them access to restricted products. Hovering over the icon will show which Membership Levels have been assigned.
 - indicates that the customer has Purchase Levels - giving them access to specific discounts. Hovering over the icon will show which Purchase Levels have been assigned.
 - indicates that the customer, order, or product has disclaimers yet to be agreed to.
 - indicates that the customer, order, or product has incomplete forms.
 - indicates that the customer, order, or product has Active or Suspended Recurring Billing.
 - indicates that the customer, order, or product has shipped items that have not been fulfilled.

There are additional Icons that only appear on Orders and Ordered Products:
 - indicates that the order or product was transferred into.
 - indicates that the order or product was transferred out of.
 - indicates that the order or product was a drop-in.

Note: These icons appear on every Account, Order, and Product, but appear in Grayscale if they are not valid.

Note: The icons can be hidden from the Orders list using configuration: Turn on to show the different status icons available at the order level.

Click on any order to see additional details, such as product(s) purchased, amount paid, and more:


Note: The icons can be hidden from products that have been ordered using configuration: Turn on to show the different status icons available at the order product level.

Note: The order on 03/08/2015 at 02:04 pm ID:529 is greyed out entirely. This indicates that all items on that order have been refunded and removed.

The Order and Product buttons are listed below:

 - This Add Item Button allows the administrator to make a simple order on behalf of the customer.
- This allows the admin to Add an Item to an existing order, or add required and dependent products to an existing ordered product.
 - Resend Confirmation Emails
 - Order or Product history. This will show all payments, refunds, and products ordered.
 - Order Fulfillment. This will jump you to the Order Fulfillment for the order selected.
 - Notes. This allows you to see and make notes about the Product, Order, Account, or Participant. See Notes on Account screen for more information on Notes.
 - Print Order Statement
 - Email Order Statement
- Edit Product. This allows you to edit bibs, product-based forms, and more.
- Make a Payment. This allows you to make a payment on balances due at either the product or order level.
 - Transfer. Systematically refund and remove this item and replace it with another one from your database.
 - Add Fee
 - Add Discount
 - Add Option
- Refund Only. This will remove the funds from an ordered product but leave the order intact. Any refund processed in this way will create a balance due for the customer.
- Refund and Remove. This will require removing all funds from the Product and removing the ordered product from the Account. The removal will add inventory to the Product.

Important! Accounts cannot be combined or merged. Participant profiles also cannot be combined or merged. If duplicate Accounts or Participants are found, we recommend that you update the incorrect Account or Participant with a dummy email address (such as test@gmail.com) and update the Account/Participant name to include some text indicating the Account or Participant is invalid (such as DO NOT USE Dolly Anderson).

This knowledge article provides information on specific Configio features. To ensure continuity with documentation and product functionality, Configio reserves the right to amend or update this knowledge article as needed. For more information, reach out to Configio Support.