OMS Accounts

OMS Accounts is your administration center for managing all Order Management System (OMS) accounts. From here you can see complete information for each account, edit data directly in the table, close accounts, send welcome emails, and configure payment methods. This view is essential for warehouse administrators who need to manage multiple client accounts.

Why use OMS Accounts?

Centralized View

See all OMS accounts in a single table with complete contact, status, and configuration information.

Quick Inline Editing

Edit account information directly in the table without needing to open separate pages.

Status Management

Activate, deactivate, or close accounts as needed. Control access and status of each OMS account.

Search and Filtering

Search accounts by company name, contact, address, or any field. Filter results quickly.

Administrative Actions

Perform actions like sending welcome emails, configuring multi-account carriers, and deleting data when necessary.

Complete Information

Access all details of each account: complete address, contact information, activation status, and more.

Access OMS Accounts

You can access OMS Accounts from:

1. Billing Menu: Navigate to Billing > OMS Accounts
2. Directly: Access /acountslist.php

Permissions

OMS Accounts requires administration permissions. Only users with edit permissions can modify account information. If you don’t see edit options, verify your permissions with the system administrator.

Table Fields

The table shows the following columns for each OMS account:

Basic Information

• Active: Account activation status (Y/N). You can change this status by editing inline.
• Account ID: Unique numeric identifier of the OMS account.
• Company Name: Company name. Required and unique field.
• Account Name: Account name. Required and unique field.

Contact Information

• Contact Name: Name of main contact. Required field.
• Contact Title: Contact title or position.
• Email: Main email address. Required and unique field. Email format is validated.

Address Information

• Address: Physical address of the company.
• City: City where the company is located.
• State/Region: State or region.
• Postal Code: Postal code.
• Country: Country.

Communication Information

• Phone: Main phone number.
• Fax: Fax number (optional).

View Account List

1. Access OMS Accounts

   Navigate to Billing > OMS Accounts or access directly at /acountslist.php.

2. Review the table

   The table shows all OMS accounts with their main fields. By default it shows 20 records per page.

3. Navigate between pages

   Use pagination controls at the bottom to navigate between result pages. You can go to First, Previous, Next, or Last.

4. Adjust records per page

   Select the number of records you want to see per page from the Records Per Page dropdown menu. Available options: 10, 20, 50, 100, 200, 500, or All Records.

Search Accounts

1. Use basic search

   At the top of the table, find the search field with the Search (*) button.

2. Enter your search term

   Type the text you want to search. The search looks in the following fields:

   • Company Name
   • Contact Name
   • Contact Title
   • Address
   • City
   • State/Region
   • Postal Code
   • Country
   • Phone
   • Fax
   • Email
   • Account Name

3. Select search type

   Choose how you want your search interpreted:

   • Exact phrase: Searches for the exact phrase
   • All words: Searches for records containing all words
   • Any word: Searches for records containing any of the words

4. Execute search

   Click Search (*) to execute the search. Results will be highlighted in the table.

5. Clear search

   Click Show all to clear the search and see all records again.

Edit Account Information (Inline Edit)

1. Enable edit mode

   In the row of the account you want to edit, click the Inline Edit link.

2. Modify fields

   Editable fields will become text fields. You can modify:

   • Active (checkbox)
   • Company Name
   • Contact Name
   • Contact Title
   • Address
   • City
   • State/Region
   • Postal Code
   • Country
   • Phone
   • Fax
   • Email
   • Account Name

3. Validate data

   Make sure that:

   • Company Name is not empty and is unique
   • Contact Name is not empty
   • Email has valid format and is unique
   • Account Name is unique

4. Save changes

   Click Update to save changes. If there are validation errors, error messages will be shown.

5. Cancel editing

   If you don’t want to save changes, click Cancel to return to view mode.

Unique Fields

The fields Company Name, Email, and Account Name must be unique. If you try to save a value that already exists in another account, you’ll receive a validation error.

Available Actions

Send Welcome Email

1. Locate active account

   You can only send welcome emails to accounts that are active (Active = Y).

2. Click the link

   In the actions column, click send welcome email.

3. Confirm sending

   The system will send the welcome email to the account’s registered email. You’ll see a confirmation message.

Close Account

1. Verify account status

   You can only close accounts that are active. Already closed accounts will show the De-active option.

2. Click Close Account

   In the actions column, click Close Account.

3. Confirm action

   A confirmation message will appear: “Are you sure you want to close this account? - This action will create an order to remove all the inventory after canceling returns and backorders.”

4. Process closure

   If you confirm, the system will start a background process that:

   • Cancels all returns and backorders
   • Creates an order to remove all inventory
   • Closes the account

5. Wait for confirmation

   You’ll see a message indicating that the closure process has been requested. The process may take a few minutes. Check the status after a few minutes.

Account Closure

The account closure process is irreversible and creates automatic orders to remove inventory. Make sure this action is necessary before proceeding.

Deactivate Closed Account

1. Locate closed account

   Find an account that’s already closed. You’ll see the De-active option instead of Close Account.

2. Verify pending orders

   The system will verify that all closure orders (Close-Account_*) have been shipped. If there are pending orders, you’ll see an error.

3. Confirm deactivation

   Click De-active and confirm the action when prompted.

4. Process deactivation

   The system will:

   • Deactivate the account (Activated = N)
   • Deactivate all associated users
   • Deactivate the last active general cost

Delete SKUs and Orders

1. Select deletion type

   There are two options available:

   • Delete skus & orders: Deletes all SKUs and orders from the account
   • Delete qtys & orders leaving Skus: Deletes quantities and orders but keeps SKUs

2. Click the action

   Click the desired option in the actions column.

3. Confirm deletion

   A warning message will appear explaining that information will be permanently deleted.

4. Process deletion

   If you confirm, the system will delete the selected information. This action cannot be undone.

Permanent Deletion

Deletion actions are permanent and irreversible. Once information is deleted, it cannot be recovered. Use these options only when absolutely necessary.

Configure Carrier Multi Accounts

1. Click Config Carrier Multi Accounts

   In the actions column, click Config Carrier Multi Accounts.

2. Configure carriers

   A modal will open where you can configure available carriers for this specific account.

3. Save configuration

   Complete the configuration and save changes according to options available in the modal.

Upload Accounts in Bulk

1. Access Upload Accounts

   At the top right of the page, click the Upload Accounts button.

2. Prepare your file

   Prepare a CSV file with information for accounts you want to create or update.

3. Upload the file

   Follow instructions in the modal to select and upload your CSV file.

4. Review results

   The system will process the file and show you bulk upload results.

Sort Table

You can sort the table by clicking any column header:

• First click: Sorts ascending (A-Z, lowest to highest)
• Second click: Sorts descending (Z-A, highest to lowest)

Sortable columns include:

• Active
• Account ID
• Company Name
• Contact Name
• Contact Title
• Address
• City
• State/Region
• Postal Code
• Country
• Phone
• Fax
• Email
• Account Name

Best Practices

Verify Before Closing

Before closing an account, verify that there are no important pending orders and that the client agrees with the closure.

Keep Information Updated

Regularly update contact and address information for accounts to maintain accurate data.

Use Search Efficiently

Use search to find accounts quickly instead of navigating through multiple pages.

Validate Unique Emails

Make sure each account has a unique email. The system will validate this automatically when editing.

Review Permissions

Only users with edit permissions can modify accounts. Verify your permissions before attempting to edit.

Backup Before Deleting

Before deleting SKUs or orders, consider backing up important information.

Troubleshooting

I can’t edit an account

Problem: I don’t see the “Inline Edit” option or can’t save changes.

Solution:

• Verify that you have edit permissions in the system
• Make sure the account isn’t closed or locked
• Check that required fields are complete

Duplicate email error

Problem: I receive an error when saving indicating the email already exists.

Solution:

• Verify that the email is unique in the system
• Search for other accounts with the same email using the search function
• Use a different email or update the existing account

I can’t close an account

Problem: The “Close Account” option doesn’t appear or the process fails.

Solution:

• Verify that the account is active (Active = Y)
• Make sure you have administrative permissions
• Check that there are no pending processes related to the account
• Wait a few minutes if the process was already started and check status again

Search doesn’t find results

Problem: Search doesn’t return expected results.

Solution:

• Verify the selected search type (Exact phrase, All words, Any word)
• Try searching with more general terms
• Use “Show all” to clear filters and start over
• Verify that you’re searching in the correct fields

I don’t see all accounts

Problem: I only see some accounts in the list.

Solution:

• Increase the number of records per page using “Records Per Page”
• Navigate between pages using pagination controls
• Clear any active search filters
• Verify your view permissions

Related Links

• Dashboard - Overview of warehouse operations
• Reports - Billing and operations reports
• Statements - Account statements and billing
• Disputes - Billing dispute management