Accounts

Finding an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. A list of accounts is shown under ‘Accounts’ including their account number and email.
4. To find your desired account you may either:
   1. Begin typing the name of the account into the search bar.
   2. Click on the ‘Filter By’ tab near the search bar to apply filters to the list.
      1. Click on the ‘Balance due’ option to show all accounts who have a balance due.
5. Once found click on the account to view it.

Viewing an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Find the desired account and click on it to view it.
4. ‘Important Notes’ added in the account details page will appear as a banner on the top of the account if present.
5. The account number is shown beside the account name.
6. On the accounts page a dashboard shows the ‘Number of Orders’, ‘Total Spend’, ‘Balance’ and ‘Last Payment Date’.
   1. ‘Number of Orders’ - The total number of orders linked to the account.
   2. ‘Total Spend’ - The total amount spent since the beginning of the account.
   3. ‘Balance’ - The current balance on the account.
   4. ‘Last Payment Date’ - Once a payment has been recorded, click on the ‘Last Payment Date’ to view a list of prior transactions and delete a specific transaction if desired.
7. View a list of recent orders on the account under ‘Recent Orders’ which shows the order number, date and cost of the order. Click on an order to view it.
   1. Click on the ‘See All’ button to view comprehensive list of all orders under the selected account.
8. Under 'Activity', type notes into the text field provided and click enter to add.
   1. A complete list of current ‘Notes’ will be displayed to everyone.
   2. Changes made to the account will also be recorded here.
   • For more information see the ‘General features of all notes’ tutorial.
9. View and upload new documents under ‘Documents’.
10. Track the account spend over a period of time under ‘Spend’.

Adding a new account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Click on the ‘Create Account’ button.
4. Add in ‘Account Details’ including the account name and contact information.
5. Add a ‘standard discount’ to be applied automatically when creating an order for this account.
6. Leave an ‘Important note’ for this account if required.
   1. ‘Important notes’ will be displayed to everyone at the top of the account page every time it is opened.
   2. The importance of the note can be chosen between:
      1. ‘Default’ – Will set the colour of the note to blue.
      2. ‘Medium’ – Will set the colour of the note to yellow.
      3. ‘High’ – Will set the colour of the note to red.
      4. ‘Show a popup’ – Will set the colour of the note to red and alert the user with a popup every time the account page is opened.
   • For more information see the ‘General features of all notes’ tutorial.
7. Click on the ‘Create’ button when finished to create a new account.

Editing an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Click on the desired account name.
4. Click on the edit button or hover over the account contact information and click on the edit icon to begin editing the account details.
5. Edit the account details, settings and important notes as desired.
6. Click on the ‘Save’ button when finished to save changes.

Sending an invoice & recording a payment

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Select all accounts in the list you wish to email a statement to by checking the box near their name.
   • Filter accounts by ‘Balance Due’ and click on the first check box to send an email to all accounts with a remaining balance at once. You may also wish to use the 'Last Notified' date to only select accounts that have not received a statement recently.
4. Click on the ‘Email Statements’ button.
   1. Click on the ‘CC Invoice To’ drop-down menu and choose who you would like to CC on the email sent to the account.
      • See Your account tutorial for more information on how to set up new administration contacts.
   2. Click on the ‘Reply To’ drop-down menu and choose which email contact the account will reply to.
   3. Select an invoice template from the ‘Invoice Template’ drop-down menu.
      • See Invoice templates tutorial for more information.
      1. Account statements both a statement of account balance as well as a breakdown of each individual invoice.
      • Add your pharmacy details, payment information and other important details in the invoice template so customers can make payments.
   4. Select a date range to show a statement with all orders within the selected date range.
5. Click ‘Send to All’ when finalised.
6. A summary of all accounts selected are shown with a status displaying if the email was successfully sent or invalid.
   1. Review accounts where email was not successfully sent.

Send or print individual Statements:

1. Click on the desired account name.
2. Click on the ‘More actions’ drop-down menu.
3. Click on the ‘Print Statement’ button.
4. Select an invoice template from the drop-down menu.
5. Select a date range to show a statement with all orders within the selected date range.
6. Click on the ‘Confirm’ button to display printing options.
7. Download a PDF copy of the statement to send to a customer by clicking on the ‘Download’ button and/or,
8. Select a printer under the ‘Printer’ drop-down menu and click ‘Print’ to print a copy of the statement.

Recording a payment:

1. Once an invoice has been sent and payment has been received, open a specific account, click on the ‘More actions’ drop-down menu and click on the ‘Record Payment’ button.
   1. Enter the amount paid and any notes if required.
   2. Click on the ‘Save’ button to record the payment.
   3. The balance on the account will update automatically.
2. A history of account transactions can be found by clicking on ‘Last Payment Date’ found on the account summary page.
   1. Individual transactions can be deleted by clicking on the close at the end of the transaction then confirming by clicking delete on the pop-up