Pagero Online Settings

In this guide, we will cover different settings that can be changed in Pagero Online. Here you will also learn how to manage your company's userbase. Note that in order to make changes to company-level settings, you must have administrator rights. Similarly, normal users won't even be able to see these settings within Pagero Online. Normal users can still manage their own user-level settings such as username and password. This guide is mainly aimed for admin users. 

Table of Contents

  1. Duplicate Control
  2. Pagero Messages
  3. Uploading/Replacing SAML Certificate
  4. Setting your e-ID for different service providers
  5. Administrating users
  6. User Change Log
  7. Two-factor authentication
  8. eArchive Settings

 

1. Duplicate Control

Duplicate control is a feature in Pagero Online that will prevent duplicate invoices from being sent accidentally. The control will check if a document with the same document identifier has already been sent during the fiscal year and stop it in an error state.

If a duplicate invoice is sent while the duplicate control is on, it will stop in error and can be found from Handle documents with error view in Pagero Online.

If you need to resend documents that have already once been sent, the duplicate control setting needs to be turned off.

How to turn off duplicate control and resend an erroneous document

1. Go to Settings - Settings - Outbound

2. Turn duplicate control off by choosing No control and on by choosing a month indicating the beginning of your fiscal year.

3. Click Save at the bottom of the page

4. Resend any documents that have stopped in duplicate control in Handle documents with error.

 

Please note that the detection only checks against invoices created after the duplicate control setting was enabled. If the setting is turned off and back on

 

2. Pagero Messages

Pagero Messages are notifications sent to your Pagero account with updates regarding your account. To view these messages in Pagero Online you simply choose Messages from the left-hand menu. You will also get a notification email whenever there is a new message in Pagero Online.

Different types of Pagero Messages you can receive

Sent document in error
If you have documents in error that have not yet been handled, you will receive daily reminders of these unhandled erroneous documents until the document has been deleted or successfully resent.

Received document yet to be fetched
If you have setting Daily email notification set ON. Pagero will send daily reminders if you have inbound documents (invoices, orders, etc.) that you have not yet fetched into your system.

Customer & Supplier directory requests
If you use Pagero Online features Suggest new customer or Suggest new supplier to have your supplier or customer added to Pagero's public directory, you will get a Pagero Message once the request has been handled informing you whether the request was approved or rejected.  Additionally, if you have a closed customer or supplier directory, you will also receive messages whenever a customer or supplier requests to add you to their directory in Pagero Online.

Settings for Pagero Messages

You can further manage settings regarding Pagero messages, such as how frequently you receive email notifications about your messages and to which email addresses, you can update your company and user settings. 

To choose the notifications for your own user account go to Settings - settings - User settings. There you can choose whether to receive mail notifications or not. 

For company-wide settings you must be logged in as a Company Administrator and go to Settings - Settings - Company Settings.

Starting in the General tab, you can change the mail notification settings under the header Mail. Here you can choose whether you'd wish to be notified via email whenever you receive a new message in Pagero Online (eg. for erroneous documents). You can also decide a specific email address where these notifications should be sent. You can even place multiple addresses if you separate them with a semicolon.

In the tab Notifications you can manage how your company should receive notifications about documents that are not yet fetched from PO into your system. Here you can choose if you wish to receive these notifications to a specific, separate email address, as well as if you'd wish to receive daily reminders until the documents have been fetched.

 

3. Uploading/Replacing SAML Certificate

SAML certificate is mandatory if your company wishes to use SSO for login, either when setting it up or when replacing an existing certificate that is about to expire. Users with admin-rights can do this directly in Pagero Online themselves. Uploading a new SAML certificate into Pagero Online is easy, and this can be done in either the old or the new interface:

Uploading/Replacing SAML certificate in Pagero Online
  1. Go to your company account by clicking Edit Profile button next to your company's portrait on the left, or by clicking top right corner and choose Company Account.
  2. Navigate to Security.
  3. Press Choose File and select your certificate, then press Upload.
Uploading/Replacing SAML certificate (old web)
  1. Go to Settings - Company information - Security settings
  2. You can upload a new SAML certificate in the Signature Verification Key by choosing the file and then pressing Upload

 

The process is same when replacing an older certificate, you will simply override the previous one. You will be notified about a certificate that is about to expire for the first time 30 days in advance the expiry date, and another one 7 days before the expiry date. These notification emails will be sent to your company's every admin user.

4. Setting your e-ID for different service providers

Before sending e-documents to a new service provider, you need to define your unique e-id in Pagero Online Service provider settings for that specific service provider. Note that different service providers might have different format of e-id they accept.

Managing your sender e-IDs

1. Go to Settings->Company information

2. Choose Service provider settings tab

3. Find the service provider you intend to send documents to from the list. Here you can add the senders/your companys e-ID.

The id to be added in the field here will vary depending on the service provider, for example VAT-number, GLN or an organisation number.

You can check the number in brackets next to the service providers name and look for the matching explanation in the list at the bottom of the page. This will tell what type of id needs to be added.

4. After adding the values, remember to click Save at the bottom of the page

 

 

5. Administrating users

Managing your company's users in Pagero Online is easy and simple process. Note that you must have administrator rights in order to do so. Here we will go through the different ways you can manage your company's users both in the old and new versions of Pagero Online.

Creating new users in Pagero Online
  1. Click Edit account next to your company's logo. This will take you to your company account page where you can edit settings and manage your userbase.

  2. Navigate to Users tab, then select Add new user.
  3. This will open a new window to the right where you can fill in user's information. Create User button will send activation link to new user's email address.
  4. In order to edit users rights, you can simply click their username and navigate to User Roles.

If you do not have enough user licenses, please contact your Pagero salesperson or purchase an additional user from the Pagero Store by clicking on Store at the top bar.    

Then click on Additional Pagero Network User and then Request Quote.

Editing & deleting users in Pagero Online
  1. Click Edit account next to your company's logo. This will take you to your company account page where you can edit settings and manage your userbase.


  2. Navigate to Users tab and click the user you wish to edit.
  3. This will open a new window to the right where you can edit user's username and email address, as well as manage their rights within Pagero Online. You can even grant admin user rights here as well as unlock a locked account.
  4. Remember to press Save.
  5. Here you can also remove users, by pressing Delete button. This will open a confirmation dialog where you must again choose Delete.
Creating new users (old web)
  1. Navigate to Settings - Users. Here you will see a list of all the current users for your company.
  2. From the left panel, click New user. This will open a new window where you can add the user's information. The mandatory fields are marked with a red asterix-symbol (*). Note, that usernames must be unique, but a single email address can have multiple Pagero Online accounts linked to it. E-mail address itself can also be used as username.

* If you do not have enough user licenses, please contact your Pagero salesperson or purchase an additional user from the Pagero Store by clicking on Pagero Store in the left.

Then click on Additional User - Pagero Network and then Request Quote.

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Editing & deleting users (old web)
  1. Navigate to Settings - Users. Here you will see a list of all the current users for your company.
  2. Click an user to open a new window to manage them. You can edit company user's username and email, as well as grant them different privileges (you can even make other users administrators). Remember to Save after any changes.

  3. Here you can also delete users by clicking the Delete button. Note that there will be no confirmation box for this and the deletion will be instantaneous. If this is done accidentally, you can wait a moment, then create a new user with same credentials to restore the lost account.

 

6. User Change Log

Pagero Online includes a feature where company's admin users can see the overview of users' login history. Naturally, passwords are not monitored. Instead, admin users can see if the user account has had failed login attempts and if the account has been locked. This feature helps admin users to stay up to date whenever company users face login problems.

How to see user change log

1. Navigate to Edit Account next to company's logo, then choose the Users tab.

2. Here you will find the list of your company's users. In order to see specific user's login activity, click the user, which will open a new window. User change log will appear at the bottom. This log will keep track of failed login attempts. When login is failed five times, the user account will be locked. Admin users can unlock the account inside the User Status window.

 

7. Two-factor authentication

Pagero offers an optional two-factor authentication for all customers who use Pagero Online. Two-factor authentication provides an additional layer of security for your user accounts. With two-factor authentication enabled, to login, a user will first enter their username and password. This will prompt a confirmation link to be sent to the users email address. Only after clicking the confirmation link, will the user be authenticated and able to login to Pagero Online.

How to enable two-factor authentication

Administration of of all user authentication settings are limited to company admin users. Note that enabling two-factor authentication for your company will apply it to all of it's users.

1. Go to Settings - Company information

2. Go to Security settings

3. In Company authentication method, choose two-factor authentication and the authentication method you wish to use.

4. Click Save at the bottom of the page

 

8. eArchive settings

Pagero eArchive solution is a value-added product offered by Pagero which helps you to ensure legal archiving for your fiscal and business documents transported via the Pagero Network. The solution is adaptable to multiple legislative requirements and is designed to adapt to the relevant country-specific requirements with minimum configuration by you as a customer. Without the eArchive solution, your documents will be retained in Pagero Online for 90 days.
Only users with company admin rights have access to configuring setting related to the eArchive. If you do not see the Company settings option in the side panel, contact the person(s) assigned as Company admin for your company.

How to configure a Retention Type

Go to Settings - Settings - Company settings, then navigate to the Archive tab.

  1. Begin by selecting which country's jurisdiction should be applied
    1. Go to the setting Select jurisdiction and select the applicable country from the drop-down.
  2. Select Retention type
    1. Which retention options you are presented with depends on the country you have selected in step one. The selection displayed are all the options identified in your selected country.
    2. If your country only has 1 retention rule applicable for all documents, only the Standard type will be available for selection.
  3. Click Save

How to set a customized retention time

Go to Settings - Settings - Company settings, then navigate to the Archive tab.

  1. Begin by selecting which country's jurisdiction should be applied
    1. Go to the setting Select jurisdiction and select the applicable country from the drop-down.
  2. .Check the checkbox Customize Retention Time to activate this option.
    1. Checking the check box confirms that you choose to use your own configuration for the account. Doing so disqualifies the account from any automated regulatory updates identified by Pagero’s Regulatory team.
  3. Select the number of years your documents should be archived for under Set preferred Retention Time.
    1. The drop-down offers options between 1-30
    2. Click Save

 

 

For more information about Pagero eArchving, please see frequently asked questions here.

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