Update customer account details

 What you need to know

This section is intended for Administrators.  Only Users with Administrator rights have the necessary access to make the changes described here.  An Administrator can:

Update customer account details

Receive invoices by email

View or print copies of invoices    Top

 Step by step instructions

How to update customer details

Once a customer account has been established, the Administrator can update the details at any time.  This includes the organisation's addresses, contact details or changing the bank account that the direct debit is paid from.

If you are an Administrator, begin by visiting any one of our websites then:

1. Log on (using your nine character User ID and your seven character password).
2. Select User Administration - Account Details.
3. Complete the online form headed Customer Details; fields marked with an asterisk * must be completed.

Customer details

Details of the business or organisation for which you work i.e. the customer of the Ministry of Economic Development.  

• Customer ID: We allocate this unique ID to you automatically, it is not used to Log on to any of our websites, it is only used for identification purposes.
• Organisation Name: Name of the organisation you work for.
• Status: Normally this is set to Active, if you amend the status to Closed, the customer record will be closed along with all the associated User ID's.
• Customer Category: You can choose from the drop-down list to change this selection if the category listed is incorrect.
• Telephone Number: Use all three fields supplied. In the first field choose the appropriate country code (e.g. +64 for New Zealand), in the second field enter the area code and in the third field the telephone number.
• Fax Number (optional): Use the same format as for the Telephone Number field.
• Email Address for Invoice (optional): Complete this field to receive original invoices automatically via email at the end of each month. If you do not complete this field, invoices will not be emailed and you will need to access this site to view a copy online. If you want to receive invoices at Branch level, you need to complete the Email Address For Invoice field on the Branch Administration screen.
• Postal Address
• Street Address (optional)
• Enable the creation of Branches (optional): Change this field to Yes if you want to create an organisation structure with Branches. Branches can be invoiced separately and can be used to obtain individual invoices for Users or groups of Users.
  
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Payment details

• Payment Method - You can choose to pay by credit card only (we accept Visa, Mastercard, Diners and American Express) or leave the field defaulted to a payment method of Direct Debit.
  • Direct Debit Limit: For direct debit payments, you can enter a direct debit limit for a month's transactions, beyond which direct debit transactions will not be accepted.
  • Current Bank Details: If you already pay by direct debit, your current bank details are displayed here.
  • New Bank Details: If you choose to pay by direct debit, or need to change the account that your direct debit operates on, enter the details of a bank account from which direct debit payments can be made to the Ministry of Economic Development.  Direct debit customers can also pay by credit card at the time of purchase, if desired.

Sites and services

• This section allows you to restrict the sites and services that Users and Branches can access.  To allow all options, leave both boxes blank.
• To only allow access to particular websites or services, use the Add buttons to display a pop-up list of sites or services and select an entry to choose it.  To choose multiple entries, hold down the Control [Ctrl] key and then select each entry you require. Select OK to exit the pop up list and insert the chosen options in the box.  The User will be restricted to the sites and services you select.  

4. Once you have made the necessary updates to the Customer Details form click Save to continue. 
5. We will display a message on screen to confirm that the record has been updated.
6. When you select OK you will be taken back to the User Administration menu.

 Notes 

The User Administration option is located under My Tools on some websites.

If you choose to pay by direct debit, we will email you a direct debit form as an Adobe Acrobat PDF file.  You will need Adobe Acrobat Reader software installed to be able to view & print this form.

When you select a site or service at the Customer account level all users attached to your account will only be able to access the Sites or Services you have specified.  If you intend to restrict access for certain users you should make these selections by modifying the User Details. 

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How to receive your invoices by email

For Direct Debit customers, the Administrator can modify the Customer account record to ensure that originals of your invoices are emailed to the appropriate person each month.

If you are an Administrator, begin by visiting any one of our websites then:

3. Log on (using your nine character User ID and your seven character password).
4. Select User Administration - Account Details.
5. Email Address for Invoice: complete this field to receive original invoices automatically via email at the end of each month.  If you do not complete this field, invoices will not be emailed and you will need to access this site to view a copy online.  If you want to receive invoices at Branch level, you need to complete the Email Address For Invoice field on the Branch Administration screen. 
6. Once the Customer Details form is completed click Save to continue, we will display a message on screen to confirm that the Customer record has been updated.
7. When you select OK you will be taken back to the User Administration menu.

 Notes 

The User Administration option is located under My Tools on some websites.

We will email your invoice as an Adobe Acrobat PDF file.  You will need Adobe Acrobat Reader software installed to be able to view and print this invoice.

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How to view or print copies of invoices

Direct Debit customers, regardless of whether they have chosen to receive original invoices via email, can visit our website at any time to view or print a copy of their current or previous invoices.

If you are an Administrator, begin by visiting any one of our websites, then:

1. Log on (using your nine-character User ID and your seven character password).
2. Select User Administration - Invoices.  
3. In the Invoice Collection screen you will see a list of invoices for your customer account.  For each invoice information is held in two formats:
   • An Adobe Acrobat PDF file: this is the official record and can be used for tax and audit purposes.  It is marked as a copy, but in all other respects is identical to the invoice that is emailed.  You will need Adobe Acrobat Reader software installed to be able to view and print this invoice.
   • A data file (MS Excel format): this can be used for sorting transactions or incorporating them into your own accounting or disbursement system to make billing even easier.  To download these data files you will need to have MS Excel or MS Excel Viewer installed.  Links are available on our website to download the software you need.
4. Once your chosen invoice is displayed on the screen you can choose to print the invoice or perhaps save a copy to your own PC.
5. When you select Exit you will be taken back to the User Administration menu.

Where there is no PDF icon for a particular invoice you may instead see the notation 'Posted'.  This means the invoice is not available electronically as it was posted to a mailing address prior to the introduction of the online service or it has been archived. However you will still have access to the data files for Posted invoices.

 Notes 

The User Administration option is located under My Tools on some websites.