NOTES:
To properly connect AES and PlayerFirst for billing and syncing, payments must be turned off on your brand’s AES registration.
The PlayerFirst Programs you have for your events must be approved and live, and the AES Event ID must be entered in order for the connection to work.
Internal teams will not need to pay for other 3STEP events. Invoices for 3STEP clubs will be marked as paid.
To search all records use the filters, then search.
Finding the AES Status Page
Sign in to a PlayerFirst website.
On the left navigation, click Program > AES
AES Status Page Sync
AES data will sync automatically happens every HOUR from the last sync
Example: If a manual refresh is done at 12:52PM, it will automatically refresh again at 1:52PM
This sync will happen at the same time across all AES enabled PlayerFirst sites and programs. This is not unique to each brand’s sites.
Manually Syncing Data
To manually pull data from AES to sync, press the Sync icon
Note: Manually data syncs may lead to split invoices
To view data updated using the automatically synced the AES Status will need to be refreshed using the webpage refresh to see the changes (new team and status changes)
How to Filter on the AES Status Page
Select Brand: To filter for specific brands.
All Brands: Enable to show results for all brands.
Enter Program: To filter for a specific program.
Enter Program Start / Program End: To filter through specific dates.
Select the AES Statu(s) you would like to display.
Accepted: Display teams that have been accepted.
Pending: Display teams that are pending.
Dropped: Display teams that have dropped.
Waitlist: Display teams that have been waitlisted.
Check Invoice Adjustment: Enables only records that may require manual adjusting such as dropped teams or division changes.
Check Invoice Status: Enables only records that do not have an invoice created yet.
Check Show All Changes: Enables the entire change log.
If disabled, only the most recent status will show for each team.
Click Filter.
Creating Invoices from the AES Status Page
Auto-create & email invoices after AES registration (auto sync is not used)
The auto invoice creation/email is a queue. Invoices will be automatically created and grouped by club email.
Manually Create Invoices
Note: Invoices that have been synced but not yet invoiced will have a check box until they the invoice is created by the system
Click the check boxes for each team registration you would like to invoice
Select the Plus icon and follow the prompt
View the invoice column for the invoice number created
Status Changes
Registration Status | Invoice Status | Brand Action |
Email Missing | Not Created | Add Email to profile |
Accepted to Dropped | Created Unpaid | Concession |
Accepted to Dropped | Created Paid | Refund & Concession |
Waitlist to Accepted | Created Paid or Unpaid | NONE |
Troubleshooting AES Customer Issues
"I need to pay but can't find my invoice/don't know where to log in?"
Go to the Program>AES page for your brand. Use the filters at the top of the page to find the team(s) the user is looking to pay for.
Filter by Program and AES Team Name.
Find the record for the customer in the AES Updates table. Click the invoice number in the Invoice column to open the invoice.
On the invoice, click the Customer ID number on the top right of the invoice to open the users account.
Open up the user. On the Login tab, the Username field is the username the user should be using to log in to pay the invoice.
On the Profiles tab, ensure the customers email and phone number is on one of the Adult/Guardian profiles. This will allow the customer to log in using a one-time code.