On the left menu, click on Customers < Accounts
Find the account the user needs added to by searching the Company or Account Number
*** If the Account Number field isn’t visible, click on the + sign to the right to add it
Click on the Company Name – be sure to choose a main account, not a child account
***For DDMS, child account (department) numbers appear in the Seller Reference field, so “Empty” means it's a main account
Click on the Users tab near the top of the next page
Click on the +New User tab and fill out the empty fields needed
- Name – required - E-mail – required
- Company – already populated, but optional
- Seller Reference – usually leave blank (depends on ERP/functionality needed)
- Phone, Fax & Cell – optional
- Username – optional, unless the E-mail added above is already being used (see below)
- Assign a User Role – choose the role needed from the dropdown
- User types – choose Standard, unless the user is for a punchout account
In the Password section, un-toggle the Email option if user shouldn’t receive yet
Click Create in the top-right corner to save, and to see more user options
If an email is duplicated, an error will display after clicking Create – add a Username to fix
To see more user options after saving, find the wanted user and click on the Edit button
Tip: An easy way to log in as a customer is to go to this page, then click the Login On Storefront button
A new user originally has access to all child accounts, follow these steps to change
- Scroll down to the Account Restrictions section and start typing a child account name or child account number
- Find the wanted child account and click on it to move to the right window
The right window includes all departments a user can sign in to
*** If the right window is left blank, a user can sign in to all child accounts
*** If Account Restrictions section is not available, the account has no child accounts
If a user needs access to multiple accounts (not child accounts), the user can be given access in the Other Customer Account Access section
- Start typing an account name or account number
- Find the wanted account and click on it to move to the right window
- If the user should have access to all child accounts within the chosen account, click on the icon to the right to make it orange
The When Ordering section has some options that may be needed for certain users
Click the toggle under any option to enable it
The On Account Status section sets whether an account can place orders with account credit -- some ERPs control this setting
If you need to set up another email address to receive order emails for the user, this can be set up in the Order Emails section
After toggling on Enable Order Emails, if the wanted email address is associated to a user within the account, it can be found and moved to the right -- otherwise, click on New External Email to add a new email address
Default PO Structure section: here’s an article that dives deep into this set up: PO Required Formats and Default Values
Address section: if the user only has access to certain cost centers for an account, this is where those restrictions are added -- some ERPs provide user addresses at checkout, so this section can be skipped
Cost Center section: if the user only has access to certain cost centers for an account, this is where those restrictions are added
[User’s Name] Budgets section: this is where you can manually add or import a user’s budgets
If a user requires approval, scroll down to the Approving [User’s Name] Orders section
Here’s an article on setting up approvals: Set Up Your Approval Workflows
Click the Save button in the top-right of the page to save your edits, and that's it!