Accounting s Customer Portal User Guide Updated August 2016 1
Table of Contents Table of Content... 2 Customer Portal Registration... 3 Activation Procedure... 6 Log In Enter Credentials... 7 Forgot Password... 9 Features User Profile... 11 Settings... 12 Sign Out... 12 Home... 13 Summaries Customer Summary... 14 Account Summary... 14 Invoices Introduction to Invoices... 15 Open Invoices... 16 Disputed Invoices... 17 Promise to Pay... 18 Remove Promise... 19 Print Icon... 19 Payment Processing... 19 Column Display... 20 Customer Portal User Guide Table of Contents 2
Customer Portal Registration When the Customer Portal Registration link is accessed, the United Cargo Billing Registration window displays with the contact user s contact details pre-populated. Link will open to Registration Page. Enter all the mandatory details and click Submit. If an incorrect captcha code is entered, an error message will display: Invalid Verification Code. Customer Portal User Guide Customer Portal Registration 3
Customer Portal Registration Continued If the captcha code is entered after the expiration time has lapsed, an error message will display: The Verification Code is expired. Please refresh it by clicking the image. Click the captcha code image to obtain a new code. After you enter all mandatory details and click Submit, a confirmation message will display: Congratulations! You have successfully registered! We have confirmed your information and you will receive a confirmation email shortly. Customer Portal User Guide Customer Portal Registration 4
Customer Portal Registration Continued When the approval process is complete, you will receive an e-mail with a link to start the United Cargo Billing link activation process. Customer Portal User Guide Customer Portal Registration 5
Activation Procedure By clicking the link in the post-registration e-mail, you will be directed to the Customer Account Activation screen as shown below: User ID: The user login (e-mail ID) specified in the e-mail received after Registration displays. New Password: Please provide a new password of at least 8 but no more than 20 characters. Confirm New Password: Confirm the new password by entering it again. By clicking Submit, the United Cargo Billing application home page will display. Customer Portal User Guide Activation Procedure 6
Log In Entering credentials 1 Enter the User ID in the field provided. 2 By entering the User ID and clicking Log In, the Password and the PIN entry screen will display. You will see a message: Please check your United Cargo Billing registered email address for your One-Time-PIN to use below. Log In Entering Credentials 7
Log In Continued 3 When you enter your User ID and click Log In, a One-Time-PIN number will be generated and sent to your registered e-mail address. 4 5 Enter the Password and the newly received PIN number and click Log In. You will be logged in to the United Cargo Billing application. Once your account is locked, you become an inactive member. Note: If your user account becomes locked, please contact email administration by emailing cargoaccounting@united.com. Log In Entering Credentials 8
Log In Continued Forgot Password You are allowed to reset the password on your own. 1 Click the Trouble signing in? link present on the Log In window. 2 The Problems signing in to your account window will display. Enter your User ID and click Submit. 3 A message will display directing you to check your registered email address for a reset password email. Log In Forgot Password 9
Log In Continued 4 5 Your will receive an email with a link to allow you to reset your password. On clicking the link, the Reset Password window will display. You can enter a new password based on the Password policy. Error messages will appear if the new password: is the same as the previous password is less than 8 characters is more than 20 characters does not match the confirmation password 6 Passwords must be reset within the time allotted. If the time expires, an error message will display. After too many invalid login attempts, an active United Cargo Billing user account will become locked. You can use the password reset function to unlock your account. If a United Cargo Billing user is inactive, an error message will display when you attempt to Login: Your User ID is no longer active. Log In Forgot Password 10
Features User Profile Select the User Profile link displayed on the header of the Home page. This screen displays the user profile record. All fields are available for editing. 1 2 Select the Default Company from the list of companies available. The company that has been set as a Default Company will be displayed in the Customer Portal windows. You can change the password if desired. This is the only window where your password can be changed. The fields can be left blank if you do not wish to change your password. If the password needs to be changed: Enter the current password. Enter a new password with a minimum of 8 and a maximum of 20 characters. Re-enter the new password for confirmation. 3 4 5 6 7 8 9 Enter your First Name, Last Name, Title and Address. Enter your City, State and select the Country from the drop-down list. Enter your Zip code. Enter your Telephone Number and Fax Number. Select a Preferred Language from the drop-down list. Select a Locale. This drives the date and time formats. See the locale preview displaying these choices. Select your locale (country) from the drop-down list. Select the Time zone from the pull down menu. Click Save to keep your selections or Cancel reset selections. Features User Profile 11
Features Continued Settings Settings drop-down provides a Toggle Condensed option that allows you to adjust the appearance of the application. Selecting the Toggle Condensed option to change the appearance of the window. Click the Toggle Condensed option again to cancel the changes. Sign Out Sign out of the application and return to the Login window. Features Settings & Sign Out 12
Features Continued Home On a successful login, the Home Page of the Customer Portal Application will display. Features Home 13
Summaries Customer Summary Displays the amount Overdue, Promised, Disputed and the Balance for a specific account. This section displays the summary of the balances on all of the accounts the customer is associated with. It also shows open transactions according to the type of the transaction currency associated with the account. Account Summary This screen displays the entire account summary of the logged in user. Summary listing of receivable current and past due amounts, disputes, and the total outstanding due amount is shown in this screen. This window displays the details regarding: Company - The company to which the customer belongs to Currency Type - Type of transaction currency Current Balance - Total Outstanding amount Overdue Balance - Total Past Due Amount Non-disputed Balance - The amount apart from the disputed amount for each customer Disputed Balance - Total balance of disputed items (non-collectable) Promised Amount - Total balance of promised items Details of the Primary Collector for any assistance such as name, email and phone Company - displays the company that the customer belongs to. When multiple accounts are associated to a customer, then a list of companies will be displayed in the drop-down list. Summaries Customer Summary & Account Summary 14
Invoices Introduction to Invoices Invoices tab displays the invoices which belong to the logged in customer. The header displays below details which are common in the Disputes window. Account Current Balance Overdue Balance Non-Disputed amount Disputed amount Promised See Account Summary for more information. The Invoice window displays a list of invoices depending upon the following filters: Invoice Search is used to search for Open or Closed invoices in the Invoices Page. This search is based on the input match, contains or equal to Invoice Number or PO Number or a Ref Number (e.g., invoice format 123456/YY-YY). When you enter a value in the search box and click Search, the system automatically searches the InvNo, P.O.Num and RefNo fields for matches and the search results are displayed. Invoices Introduction to Invoices 15
Invoices Continued Open Invoices The Open Invoices window displays all the open transactions belonging to the customer. Users can execute many functionalities from this screen such as: Disputed Amount - enables to update Disputes Promise to Pay - allows the users to mark promises Remove Promise - allows the users to unmark the promises Print Icon - enables the users to print the total invoice details Select Export Formats - enables to export the details to Excel, PDF and CSV Configure Display - allows to configure the columns that are to be displayed on the main window Filters - Users can set filters as per the requirement Invoices Open Invoices 16
Invoices Continued Disputed Invoices 1 Click the Disputed link to view the Update the Dispute window. This window provides the details such as Transaction ID, Disputed Amount, Original Amount, Invoice Date, Promised Amount, Reason and Users. You can add additional notes and attach any additional files along with the description in this section. The added notes will be displayed along with the Entered by and Entered On columns. 2 Click the Acceptable file types link to view the acceptable formats of the files that can be attached. By entering the Attachment name in the Description field, the Browse button will be enabled. 3 4 5 6 Click Browse button and attach the required file. The entry of the attached file will be displayed in the window. Click Cancel to discard the attachment. Click Save to preserve the changes or Cancel to revert the changes. Once the attachment is saved, a download button is displayed beside the attachment. Users can click the download icon to download and save the respective file. Invoices Disputed Invoices 17
Invoices Continued Promise to Pay Quick Promise can be marked against a single or multiple transactions by clicking the Promise to Pay icon present on the Invoices window. Users are allowed to mark a promise for individual transactions by clicking the Promise to Pay icon present beside a non-promised transaction. Selection of this check box enables the Promise To Pay icon on Invoices window in the United Cargo Billing application. The procedure to execute this functionality is as follows: 1 2 3 Select an invoice(s) Click Promise To Pay icon and a Promise to Pay pop-up window will be displayed. Enter the date when payment will be made in the Payment Date field. The Promised column will be updated with the promised amount. 4 5 The total amount of promised transactions will be reflected in the Promised column in the Balance section of the United Cargo Billing window. Entering a specific number of days in this field means you will not be allowed to enter any date that is beyond the current date plus the number of days entered here. If you attempt to mark a promise beyond the current date plus entered days, an error message will display: The promise is too far in the future. Please try again. Invoices Promise to Pay 18
Invoices Continued Remove Promise Click the Remove Promise icon to unmark a promised transaction. Promise for multiple transactions can be unmarked by selecting multiple transactions at the same time and clicking Remove Promise. Users are allowed to remove a promise for individual transactions by clicking the Remove Promise icon beside a promised transaction. Print Icon Select the Print icon on each invoice to print that specific invoice. Clickingthe Print icon presents the selected invoice to the screen. User can then print or save the invoice locally. Click the Download icon to fetch the invoice copy. User can then Print or Save the invoice locally. Invoices Remove Promise, Print Icon, & Payment Processing 19
Invoices Continued Column Display Invoice Number Selecting any Air Waybill Number displays the entire Transaction detail of the specific open invoice. Select any Invoice Number link (example: 016-06927686) to view the Transaction Detail screen. Transaction Detail Details of all the line items in the invoice and all specific details pertaining to the Air Waybill are displayed. Invoices Column Display 20