Customer Access Codes

 

Customer access codes allow a customer to come to your site, without a login, and provide an access code to see pricing and availability.

Optionally, they may be allowed to check out, but only in circumstances where 'retail' sales checkouts via credit card are supported.  (contact support to see if you support retail sales).

Customer Access Codes make it possible for you to share customer specific pricing and inventory with groups who are reluctant to create web accounts for each of their users. (e.g. shop floor personnel, etc.)

You must be a SuperAdmin or an Admin with the Users Area role to access the Customer Access Codes Administrator.

Choose Customer Access Codes from the Admin Panel > Users Tab > Customer Access Codes

View the List of Customer Access Codes

Each record represents a single customer access code. From here, you can choose to Add a new record, or edit or delete an existing Customer Access Code record.

Adding or Editing a Record

  • Access Code - This field is prefilled, but you can change it to a more friendly string, if you'd like. Each record must be unique.
  • Customer Code - This is the ERP customer code to associate with the Customer Access Code. It will determine the pricing that will be seen by the user.
  • Start and End Date - Set the period of time for which this code will be valid.
  • Allow Checkout - If checked, the user will be able to check out. The imported customer code attached to the order will be the one assigned above. NOTE: This must be checked if the Customer Access Code is used for a punchout.
  • Enabled - Decide if the Customer Access Code is valid.

Click Update to save your changes. The record is available immediately.

How Your Customers Use Access Codes

How Your Customers Use Access Codes
  1. Provide the customer with the access code created for their account.
  2. A customer with an Access Code should go to the login screen.   Instead of entering a username and password, they click the 'Click here if you have a Company Access Code' button and enter the code.
  3. When prompted, they will enter the Company Access Code in the box provided.
  4. This will then allow them to see pricing and availability based on the customer associated with their access code.

Customer Access Code Expiration

When you create a customer access code, they are automatically assigned an expiry date. These expiry dates can and should be updated as necessary to avoid the customer temporarily losing access to the website. For instance, the customer access code in the example below has passed its end date, meaning that the customer to which it is assigned will not be able to access the website until it is given a new expiration date.                                                                                                                                                                                                                                                                                                                                                 

To rectify this, click the "Edit" button for the Customer Access Code which is expired. A popup like the one below will appear, allowing you to enter a new expiry date.

Please note: This also applies to Customer Access Codes created in conjunction with Punchouts; if a customer claims they can no longer access their punchout site, ensure that their customer access code has not reached its end date.