1 NetSuite Customer Center Portal Tutorial Hub Pen Work Instruction Controlled By: Hub Pen Department of Information Systems Ver: Page 1 of 29
2 Contents 1. Navigation Links Home Page Financial Make a CC Payment Print a Statement A/R Register See All Transaction Orders Enter an Order See Orders See Quotes Request a Return See Return Requests See Items Ordered Support Contact Support See Support Cases Edit Your Profile Settings Set Preferences Campaign Subscription Center Change Change Password Update Security Questions Quick Search Quick View Sign Out Page 2 of 29
3 1. Navigation 1.1. Links The Customer Center is made up of your Home Page which enables you to select and navigate around the various types of records within the portal. All words within the Customer Portal that has an underline have a link that will take you to either a new record screen or a screen with a list of records. To get to the record you would like to enter, click on the word. Example: To get to the New Payment screen\record, click on the word Make a Payment under the word Billing. Page 3 of 29
4 After clicking on Make a Payment it will take you to the New Payment screen show below Home Page Note: Clicking on your Home Page while in a new record screen will prompt a message asking you if you would like to navigate away from this page. To get back to your Home Page Click on the Customer Center tab. See picture below. Page 4 of 29
5 Clicking on the Home Page will take you to the screen that is displayed in the picture below. Page 5 of 29
6 2. Financial 2.1. Make a CC Payment To make a CC payment: Note: all fields with * are required. 1. Under the Billing heading, click Make a Payment. NetSuite automatically shows the current balance in your account. 2. In Section 1, in the Payment Amount field, enter the amount of your payment. The current date is used as the posting date of this payment. 3. Choose one of these methods to select the invoice(s) to pay: Click the Pay All button to pay every outstanding invoice. This changes the Payment Amount to equal the total of all invoices. You can edit this amount if needed. Click Auto Apply to apply the amount of your payment starting with the oldest invoice first. Check the box in the Apply column for each invoice you want to pay. This changes the Payment Amount to the total of all invoices you apply. You can edit this amount again if needed. 4. In the Credits section, check the Apply box next to any credits you want to apply to your balance. 5. In the Deposits section, check the Apply box next to any deposits you want to apply to your balance. 6. In Section 2, you may select from the drown down list for the Cards on File field, if the list is empty, select New Card, in the Payment Method field, select the appropriate credit card type. Enter your credit card number, CSC, Expires (MM/YYYY), Name on card, Card Street and Card Zip Code of the billing address of the credit card. If you would like to retain the Page 6 of 29
7 credit card information in your account, place a check in the Save this Card field. If you would like to make this card your default credit card, place a check in the Make Default field. Note: this will populate the Default CC field with the last 4 digits of your CC # and the Make Default field will not be checked. NetSuite is SAS70 certified and have met all of the regulatory and security requirements for PCI (Payment Credit Information) compliance. Once saved, your credit card information will be masked up to the last 4 digits of the credit card #. This prevents everyone (including Hub Pen Accounting Employees) from seeing the full credit card numbers. 7. When finished, click Submit. Page 7 of 29
8 Sample Make a Payment screenshot shows below. Page 8 of 29
9 2.2. Print a Statement To print a statement: 1. Under the Billing heading, click Print a Statement. 2. Review the Statement Date and change as necessary. This date appears on the statement and is used to calculate aging. 3. Review the Start Date and change as necessary. Transactions included in the statement are limited to those on or after this date. Clear this field to include all transactions. 4. Optionally, you can check the Show Only Open Transactions box to include only open transactions in the statement. 5. Click one of the following: Print Print in Customer s Locale Fax Sample Print a Statement screenshot shows below. Page 9 of 29
10 2.3. A/R Register To view your bills and payment information: Under the Billing heading, click See A/R Register. The Accounts Receivable register displays. You can do the following: At the bottom of the page, change dates, sorting, or other options to get a different view of data, and click Refresh to see changes. Click the date of any transaction to see detail. If the transaction you are viewing in detail is an invoice, you can: o Click Print to print it. o Click to it to your account. o Click Go To Register to go to Accounts Receivable Register page. o Click Make Payments to make payment against it. Click Print to print out the list of transactions. Click to the list of transactions. Click an Export button to export the list to a CSV, Excel, or PDF file. Page 10 of 29
11 Sample See A/R Register screenshot shows below. Page 11 of 29
12 2.4. See All Transaction To view all transactions: Under the Billing heading, click See All Transactions. A list of transactions displays. You can do the following: At the bottom of the page, change style, sorting, or other options to get a different view of data. Click the transaction # or date of any transaction to see detail. If the transaction you are viewing in detail is an invoice, you can: o Click Print to print it. o Click to it to your account. o Click Go To Register to go to Accounts Receivable Register page. o Click Make Payments to make payment against it. Click Print to print out the list of transactions. Click an Export button to export the list to a CSV, Excel, or PDF file. Page 12 of 29
13 Sample See All Transaction screenshot shows below. Page 13 of 29
14 3. Orders 3.1. Enter an Order To enter an order: 1. Under the Orders heading, click Enter an Order. 2. In the Primary Information section, enter required fields and other information. 3. In the Item column, select an item you want to purchase. 4. In the Quantity column, enter the number of this item you want to order. 5. In the other columns, enter appropriate information if applicable. 6. Click Add. 7. Repeat steps 4-7 for each item you want to order. 8. In Provide Address Information section, select the addresses you want to use for billing and shipping. Click New to provide a new address. Click Edit to make changes to an existing address. 9. In Choose a Shipping Method section, select a shipping method. 10. In 3 rd Party Shipping section, enter 3 rd party shipping billing information, if any. 11. In Communication section, enter to use for Sales Order Acknowledge In Art Proofs section, enter s for art proofs communication. 13. Click Submit or Submit & Print to submit a sale order. Once the sales order has been submitted, send art file to and include the sales order # for this order, your Customer ID and Purchase Order # for this sales order. Note: You will receive an initial sales order received (if is specified) after submitting the sales order. Once the order is reviewed by Hub Pen, you will receive a Sales Order acknowledgement . Page 14 of 29
15 Sample Enter an Order screenshot shows below. Page 15 of 29
16 3.2. See Orders To view or edit current orders: Under the Orders heading, click See Orders. A list of orders displays. You can do the following: At the bottom of the page, change style, sorting, or other options to get a different view of data. Click the Transaction # or Date of any order to see detail. Click Print to print out the list of orders. Click an Export button to export the list to a CSV, Excel, or PDF file. Sample See Orders screenshot shows below. Page 16 of 29
17 3.3. See Quotes To view quotes: Under the Orders heading, click See Quotes. A list of quotes displays. You can do the following: At the bottom of the page, change style, sorting, or other options to get a different view of data. Click the date of any estimate to see detail. Click Print to print out the list of estimates. Click an Export button to export the list to a CSV, Excel, or PDF file. Sample See Quotes screenshot shows below. Page 17 of 29
18 3.4. Request a Return To return an item: Please contact Hub Pen Customer Service directly by phone or . You can check your return authorizations from next step See Return Requests To view or print return authorizations: Under the Orders heading, click See Return Requests. A list of return authorizations displays. You can do the following: At the bottom of the page, change style, sorting, or other options to get a different view of data. Click the date of any return authorization to see detail. Click Print to print out the list of return authorizations. Click an Export button to export the list to a CSV, Excel, or PDF file. Page 18 of 29
19 Sample See Return Requests screenshot shows below See Items Ordered To view items you have ordered: 1. Under the Orders heading, click See Items Ordered. A page opens listing all items you have ordered with the date you last ordered each item. 2. Click Done to exit this page. Page 19 of 29
20 Sample See Items Ordered screenshot shows below. Page 20 of 29
21 4. Support 4.1. Contact Support To contact Customer Support: Support Link is disabled in current version. Please contact your Customer Service Representative for any support related issues See Support Cases To view a support case: Under the Support heading, click See Support Cases. A list of cases displays. You can do the following: At the bottom of the page, change style, sorting, or other options to get a different view of data. To view a case for updated messages and status, click the case number. Click Print to print out the list of cases. Click an Export button to export the list to a CSV, Excel, or PDF file. Page 21 of 29
22 Sample See Support Cases screenshot shows below Edit Your Profile To update shipping address, shipping method, or payment information: 1. Under Support, click Edit Your Profile. 2. To update your address information, click the Address Information link on the left side. a. To Edit Shipping Address, click the Change link under the address. b. Click Use This Address to use the existing one. c. Complete New Shipping Address information if required. d. If your billing address is the same as the shipping address, check the box. e. Click Use this Address to select it. f. To Edit Billing Address, click the Change link under the address. g. Click Use This Address to use the existing one. h. Complete New Billing Address information if required. i. Click Use this Address to select it. j. To update the existing address, click Edit link next to it. k. To delete the existing address, click Delete link next to it. Page 22 of 29
23 3. To change your shipping method, click the Shipping Method link. a. Choose a Shipping Method option. b. Click Continue. 4. To select a payment method and provide related details, click the Payment Information link. a. For Payment Method, select a type of credit card. b. In the Credit Card Number fields, enter the entire credit card number. c. In the Expiration Date field, select the month and year the card expires. d. In the Cardholder Name field, enter your name exactly the way it appears on your credit card. e. In Card Security Code field, enter the code that appears on your card. f. Check the Save My Credit Card Information box to save your card information for quick use next time you order. g. Click Continue. 5. On the Confirm Customer Profile page, you can change the Shipping Method, or click a change link to update the shipping address, billing address, or payment method. 6. Click Finished on the Confirm page when all information is updated. Page 23 of 29
24 Sample Edit Your Profile screenshots show below. Page 24 of 29
25 Page 25 of 29
26 5. Settings 5.1. Set Preferences To set preferences: Click Set Preferences link under Settings section. It allows you to change your locale, format and appearance. Sample Set Preferences screenshot shows below Campaign Subscription Center To subscribe to campaign: Click Campaign Subscription Center link under Settings section. It allows you to subscribe to the campaign you are interested. Sample Campaign Subscription Center screenshot shows below. Page 26 of 29
27 5.3. Change To change 1. Click Change link under Settings section. It allows you to change your address 2. Current Password is required to change to a new address. 3. Click Save to keep the change. Sample Change screenshot shows below. Page 27 of 29
28 5.4. Change Password To change password: 1. Click Change Password link under Settings section. It allows you to change your password. 2. Current password is required to change to a new password. 3. Click Save to keep the change. Sample Change Password screenshot shows below Update Security Questions To update security questions: 1. Click Update Security Questions link under Settings section. It allows you to answer these security questions to reset your password if you forget your password in the future. 2. All three security questions are required to setup this. You can select from the drop down menu for the questions you prefer. Page 28 of 29
29 3. Click Save to keep the change. Sample Update Security Questions screenshot shows below. 6. Quick Search It provides a quick way for you to search any transaction you have. You select type of the transaction and then you can narrow down the search with Date, Number and PO/Check Number. It is the easy way to find the transaction if you know exactly what you are looking for. 7. Quick View It provides you with the direct links to some important information for your account, (Outstanding Balance, Outstanding Orders, Open Cases and Open Quotes) 8. Sign Out To sign out from the system, click the Sign Out link on the top right corner of the page. Page 29 of 29
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