1Giving a customer access #
Setting up a NEW portal customer is not done here. It is four steps, in order:
- Create the login in the ERP's user master , so the password is encrypted the way the portal expects. Turn portal login on and web, desktop and mobile login off — the last part is what stops the customer signing into the ERP itself.
- Assign the login to the company.
- Grant it a branch in the user-permission screen. Without a branch grant the portal refuses the sign-in rather than silently widening to every branch.
- Link the login to the customer's ledger, and publish the products they may see.
2Step by step #
One place to see a customer's whole portal state.
- Find the customer; their access, activity and pending items present together.
- Jump to the dedicated page (users, tickets, settings) for the deeper action.
3Suspend and restore #
Suspend turns off portal sign-in for that customer and nothing else. Their data, orders and tickets are untouched, and Restore puts it straight back.
It stops new sign-ins. A customer already signed in keeps that session until it expires — how long that is, is a Portal Settings choice. If access must end immediately, suspend here and disable the login in the user master.
4Change requests #
A customer cannot edit their own master data from the portal — they ask, and somebody here decides. Pending requests sort to the top.
- Approve records that you agreed. It does not change the ledger: make the edit in the customer master, where its validation and audit trail apply.
- Reject needs a reason, because the customer reads it in the portal.
- A request can be decided once. After that it is history, and a new request is a new row.
5Reading the sign-in history #
- A customer who says "it won't let me in" almost always has a Refused row with the reason on it — read that before anything else.
- "No branch" means the branch grant is missing. "Portal login not allowed" means the switch on this page, or the one in the user master, is off.
- Failed (30d) on the logins list is the same information per customer; hover it for the last reason.
- Successful sign-ins are recorded too, which is how Last sign-in is worked out. A customer who has never signed in has no date at all.
6Rules & integrity #
- A customer with no linked login shows "no login" and cannot be suspended — there is nothing to suspend.
- An inactive ledger is tinted: the customer may still be able to sign in, and that is usually not intended.
- Approving a change request writes only to the request itself. Nothing in the ledger moves.
- Sign-in history is written by the portal and never edited here.
7Shortcut keys #
- F3 — Refresh all three panels.
- Esc — Clear the selected change request.
8If something does not work #
"Tell the customer why it was rejected."
- Why
- A rejected request reaches the customer with your reason; without one they only know they were refused.
- What to do
- Write it.
"No request was named." / "Choose a request."
- Why
- Nothing was picked.
- What to do
- Pick the request first.
Requests never arrive
- Why
- Self-registration is switched on per company, and per customer type.
- What to do
- Check the portal settings - the feature is inert until both allow it.
"Branch ... is allocated for a company that is not allocated on that portal."
- Why
- A branch was granted for a company the portal does not carry.
- What to do
- Allocate the company to the portal first, or remove the branch.
"Only one portal can be the landing portal."
- Why
- The landing portal is where a customer arrives by default; two would be ambiguous.
- What to do
- Clear the flag on the other one first.
"Pick at least one branch for ... Without a branch the login cannot open that company."
- Why
- A company was ticked for the login but none of its branches was picked. The branch names under a company start unpicked, and a login with no branch cannot open the company.
- What to do
- Click the branch name under the company so that it is outlined, then save.
The customer is told "Your login is not linked to a customer account in any company"
- Why
- The login has no company it can open: no company is ticked, the company has no customer account chosen, no branch is picked for it, or the customer account has been made inactive.
- What to do
- Open the login here and check the company is ticked, a branch is picked and a customer account is chosen, then save and ask the customer to sign in again.
This is the help InvoiceNET® ERP shows beside the Portal Access & Requests screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.
See this screen for yourself
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