Account Management

​

Find an Account

Open Accounts from the sidebar. The list starts with summary cards and tabs so you can quickly separate business customers, individuals, vendors, leads, and payment-health review work.

• Search: find accounts by name, email, phone, or visible account information.
• Type tabs: narrow the list to business, individual, vendor, lead, or payment-health work.
• Pricing Level filter: review accounts assigned to a specific price tier.
• Show Inactive: include accounts that were deactivated but kept for history.
• Export: export the current account list when your role allows it.

​

Create an Account

Select Add Account when you need a new customer, vendor, or lead. Start with the smallest accurate record; you can fill in addresses, contacts, terms, tax settings, and payment methods after the account exists.

1. Open Accounts.
2. Select Add Account.
3. Choose the account type.
4. Enter the company or person name.
5. Confirm the display name that operators should recognize in searches and dropdowns.
6. Add email and phone if you have them.
7. Choose payment term and pricing level when they should default on orders or invoices.
8. Create the account.

​

Finish the Account Detail

The account detail page is where the record becomes operational. Review the header actions, tabs, primary contact, default addresses, tax settings, credit information, and related communication history before the account is used heavily.

• Edit: update account identity, contact details, defaults, and other account fields.
• Create Quote: start a quote for this account with the account preselected.
• Create Sales Order: start a sales order with account defaults applied where available.
• Issue Credit: create customer credit when the account has credit activity to record.
• Add tag: apply account tags used by your team for review, holds, or workflow signals.
• Merge Account: combine duplicate accounts when your role allows it and the records are the same account type.

​

Set Defaults That Affect Orders

Account defaults reduce order-entry mistakes. They do not replace the operator’s review; users should still confirm addresses, terms, pricing, and tax behavior on important orders.

• Payment term: pre-fills on orders, invoices, and AR review surfaces.
• Pricing level: influences which price tier or pricing rule is selected.
• Default shipping address: pre-fills ship-to information on new orders.
• Default billing address: appears on invoices and billing documents when available.
• Tax exempt settings: affect whether tax should be charged and what exemption proof is on file.

​

Understand the Account Tabs

The visible tabs depend on your role and the account data, but the common tabs are:

• Overview: identity, primary contact, addresses, credit, terms, tax, and quick actions.
• Analytics: account performance and activity patterns.
• Timeline: audit-style history and account activity.
• Contact Persons: people associated with the account.
• Payment Methods: saved cards or bank methods when Stripe is configured.
• Transactions: related order, invoice, payment, credit, and account activity.
• Communications: emails and account communication history.

​

Use Credit and AR Signals

The Tax and Terms panel shows payment terms, credit limit, outstanding AR, unused credit memos, and available-to-order signals. Use these before creating a large order or extending terms to a customer.

• Outstanding AR: money currently owed by the account.
• Unused Credit Memos: available customer credits that may be applied later.
• Available to Order: a quick credit capacity signal based on the account’s current credit picture.
• Issue Credit: use when a credit needs to be recorded for returns, goodwill, or account correction.

​

Merge Duplicate Accounts Carefully

Use Merge Account when the same customer or vendor was created twice and one account should become the surviving record. The duplicate account is deactivated and redirects staff to the winner, while operational records move where Arcus can safely move them.

• Choose the winner first: the winner keeps the active account identity.
• Match account types: do not merge a vendor into a customer or a lead into an unrelated business record.
• Review defaults after merge: primary contact, billing address, shipping address, payment default, tags, and notes may need cleanup.
• Respect audit history: some historical accounting or inventory records remain attributed to the original record for audit integrity.

​

Common Blocks

• Cannot find an account: check inactive accounts, account type tabs, spelling, and whether the record is a lead or vendor instead of a customer.
• Wrong price appears on an order: check the account pricing level, product pricing rules, and order line quantity.
• Order starts with the wrong address: update the default shipping or billing address, then confirm the address on the order.
• Tax is not behaving as expected: review account exemption settings, uploaded tax document, product tax setup, and AvaTax status.
• Saved payment methods are unavailable: confirm Stripe is connected and the user has permission to manage or use stored payment methods.
• User cannot edit an account: check account permissions, role overrides, and whether the account is inactive.
• Merge is blocked: confirm both accounts are active, unmerged, in the same entity, and the same account type.

​

Related Articles