Accounts

Accounts in Compound Direct allows you to view balances, record payments, and manage financial records for every customer or clinic. From your workspace, you can create new accounts, apply discounts, add important notes, and access complete billing histories. Understanding how to use accounts effectively ensures that invoices are generated accurately, payments are recorded promptly, and all financial data remains consistent and up to date across every order and transaction.

This guide will help you:

• Maintain accurate customer records, including balances, discounts, contact information, and payment history.
• Simplify billing and payments by creating accounts, sending invoices or statements, and automatically updating balances.
• Track spending trends and account activity to maintain clear visibility into customer billing and outstanding balances.

Setting up accounts correctly is especially important when charging orders, as account settings determine how charges are applied, when payments are processed, and how financial activity is tracked across orders.

Here’s an overview of the tools and settings you’ll use to set up and manage billing accounts.

Finding an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Under ‘Accounts’, a list of accounts is shown, including their Account Number, Name, Email, and Category.
4. To find your desired account you may either:
   1. Begin typing the name of the account into the search search bar.
   2. Click on the ‘Categorykeyboard_arrow_down’ drop-down menu and select a ‘radio_button_checked Category’ to filter the list of accounts.
      To add or edit an account category, see Adding and editing an account category user guide.
   3. Click the ‘More Filters’ drop-down menu:
      1. Click on the ‘Archival Status’ drop-down menu and tick ‘check_box Show Archived’ to display archived accounts in the list.
      2. Click on the ‘Account Balance’ drop-down menu and select either ‘radio_button_checked All / Has Balance Due / Balance Overdue’ to filter according to balance due.
      3. Click on the ‘Reset Filters’ button to remove all filters applied.
   4. Click the ‘ sort Sort By’ button and select whether to sort by ‘Account Name (A–Z / Z–A)’ or by ‘Date Modified (oldest first / newest first)’.
   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 and select the ‘Account’ you want to view.

• Important Notes added when creating or editing an account will appear at the top of the account page and may also display as a pop-up, depending on the selected note importance.
   

4. On the ‘Accounts’ page, the Number of Orders,

   Number of Orders displays the Total Number of Orders associated with this account.
   Total Spend,
   Total Spend shows the Total Amount Spent since the account was created.
   Balance,
   Total Balance indicates the Current Outstanding Balance on the account.
   and the Last Payment Date
   Last Payment Date allows you to view a history of past payments and optionally delete a specific transaction.
   are displayed.
   1. Account details, including contact information and address, are displayed on the right-hand side.

5. Click the ‘More actions keyboard_arrow_down’ drop-down menu:

   1. Select ‘View Transactions’ to see a comprehensive list of all transactions for the selected account.
   2. Select ‘View Orders’ to see the list of all orders for the selected account.

6. Under ‘Account Summary’, a list of all invoices is displayed, including the Date, Activity, Debit, Credit, and Balance details.

   1. Click on an ‘Activity’, such as an invoice number, to view the corresponding transaction or order.

7. Under ‘Activity’, you can enter notes and press ‘Enter’ on your keyboard to add them.

   1. A complete list of current notes is visible to all users.
   2. Any changes made to the account are also recorded in this section.
      For more information about notes, see the Notes & History.

8. Under ‘Documents’, all uploaded files are displayed in this section.

   1. To can upload relevant documents, you may either:
      1. Click the ‘add Upload File’ button
      2. Drag file_open the files into the designated area.

9. Under ‘Spend’, track the account’s spending over a selected period of time.

10. Select a time range between ‘Week / Month / Quarter / Year / All’ to view the spending details.

Adding an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Click on the ‘Create Account’ button.
4. On the ‘New Account’ page, enter the account details:
   1. Enter the name, account number, and select the account category from the drop-down menu.
   • To add or edit an account category, see Adding and editing an account category user guide.
   1. Enter an account description, email address, mobile number, phone number, and company number.
   2. Enter the account street address, suburb, and postcode.
   3. Select a state from the drop-down menu.
5. Under ‘Settings’, enter a standard discount % to be applied automatically when creating an order for this account.
   1. Enter the payment terms (in days) to set the default billing period for this account.
   2. Tick ‘check_box Invoice items taxable’ to include default tax on line items and enter a tax rate %.
   3. Tick ‘check_box Send order to customer’ to invoice the customer by default.
6. Leave an important note for this account if required.
   1. Type !remind on your keyboard to set a reminder.
   2. Type !remindme on your keyboard to set a reminder for yourself.
   3. Type ! on your keyboard to set a medium priority.
   4. Type !! on your keyboard to set a high priority.
   5. Type !!! on your keyboard to set as popup.

7. Click on the ‘Create’ button.

Editing an account

1. Go to the ‘Settings’ page.

2. Click on the ‘Accounts’ button.

3. Select the ‘Account’ you want to edit.

4. On the ‘Account’ page, click ‘edit Edit’ or press ‘E’ on your keyboard.

   1. You may also click on the ‘Account Contact Information’ to begin editing.

5. On the ‘Account’ edit page, edit the account details:

   1. Edit the name, account number, and select the account category from the drop-down menu.

      To add or edit an account category, see Adding and editing an account category user guide.

   2. Edit an account description, email address, mobile number, phone number, and company number.

   3. Edit the account street address, suburb, and postcode.

   4. Select another state from the drop-down menu.

6. Under ‘Settings’, edit the standard discount % to be applied automatically when creating an order for this account.

   1. Edit the payment terms (in days) to set the default billing period for this account.
   2. Tick ‘check_box Invoice items taxable’ to include default tax on line items.
   3. Tick ‘check_box Send order to customer’ to invoice the customer by default.

7. Edit the important note for this account if required.

   1. Click on themore_vert icon.

   2. Select from ‘radio_button_checked Default / Medium / High / Show Popup’

      1. ‘Default’ – sets the note colour to default.
      2. ‘Medium’ – sets the note colour to yellow.
      3. ‘High’ – sets the note colour to red.
      4. Show popup – sets the note colour to red and displays a pop-up alert each time the account page is opened.

   3. Select the ‘Edit’ option.

   4. Edit the note, for a shortcut:

      1. Type !remind on your keyboard to set a reminder.
      2. Type !remindme on your keyboard to set a reminder for yourself.
      3. Type ! on your keyboard to set a medium priority.
      4. Type !! on your keyboard to set a medium priority.
      5. Type !!! on your keyboard to set as popup.

   5. Click ‘keyboard_return Save Changes’.

   • Important notes added when creating or editing an account will appear at the top of the account page and may also display as a pop-up, depending on the selected note importance.

8. You may upload relevant documents by clicking the ‘add Upload File’ button or by file_open dragging files into the space provided.

9. Click on the ‘Save’ button.

Recording an account payment

1. Go to the ‘Settings’ page.

2. Click on the ‘Accounts’ button.

3. Select the ‘Account’ where you want to record the payment.

4. On the ‘Account’ page, click ‘More actions keyboard_arrow_down’, then select ‘View Transactions’ from the drop-down menu.

5. On the ‘Account Transactions’ page, click the ‘Record Payment’ button.

6. On the ‘Record Payment’ modal, select the payment method, and enter the amount paid.

   If you’re entering the account for the first time and the account already has an existing balance owed to the pharmacy, select the - on the payment method field then enter the amount with a minus sign (e.g., –150). This will record it as an account charge and display it under Debit on the account summary.

7. Enter the ‘Payment Date today’ and add a note if necessary.

8. Click on the ‘Save’ button.

Setting account charge trigger

This section is used to configure which stage of an order an account can be charged and when the charge button is displayed.

1. Go to the ‘Settings’ page.

2. Click on the ‘Your workspace’ button.

3. Select the ‘Accounts’ tab.

4. Enter the account default payment days.

5. Select the ‘Account Charge Trigger’ from the drop-down menu to specify when the account will be charged.

   1. Select ‘Create or updating order’ to charge the account once the order has been created or updated.
   2. Select ‘When an order is fulfilled’ to charge the account once the order has been fulfilled.
   3. Select ‘When it is manually charged’ to charge the account once the order has been manually charged to the account.

6. Once done, click the ‘Save’ button.

Exporting, printing, or emailing account statements

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Select the ‘Account’ you want to print or export a statement for.
4. On the ‘Account’ page, click ‘More actions keyboard_arrow_down’.
5. To export an Excel or CSV file of the statement, select ‘Export Statement (Excel, CSV)’.
   1. On the ‘Export Account Statement’ modal, select the ‘Date Range today’ of the transactions you want to include in the statement.
   2. Click the ‘Export’ button.
      1. Click the drop-down menu to select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’.
6. To print a PDF copy of the statement, select ‘Print Statement (PDF)’.

   1. On the ‘Print Account Statement’ modal, select the invoice template to be used for the account statement.

      To add or edit an account category, see Invoice Templates user guide.

   2. Select the ‘Date Range today’ of the transactions you want to include in the statement.

   3. Click the ‘Confirm’ button to proceed.

   4. On the ‘Print’ modal, select the printer you want to use, and tick the check_box icon if you always want to print using the selected device.

      1. Select the paper type and number of copies.

   5. To download the PDF copy of the statement, click the ‘Download’ button.

   6. Click the ‘Print’ button to print the account statement.

7. To email a copy of the Account Statement:
   1. Go to the ‘Accounts’ page.
   2. Select the ‘Account Number(s)’. Each selected account will receive its statement at its registered email address.
   3. Click the ‘Email Statements’ button.
   4. On the ‘Send Account Statements’ modal, enter the cc invoice to and reply to.
   5. Select the invoice template to be used for the account statement.
      To learn how to this set up, see Invoice Templates user guide.
   6. Select the email/sms template to use when sending the account statement.
      Customise your Email & SMS Templates, see Email & SMS Templates user guide.
   7. Select the ‘Date Range today’ of the transactions you want to include in the statement.
   8. Once done, click ‘Send to All’ to send the account statements through email.
      The Account Statement has two main parts. Statement - Activity lists activities (e.g., opening balances and invoices) with details such as due date, debit, credit, and balance. Invoice Summary shows invoice numbers, items, quantities, unit prices, and total amounts.

Exporting an account balance summary

1. Go to the ‘Settings’ page.
2. Click on the ‘Reports’ button.
3. Click on the ‘Account balance summary’ button.
4. On the ‘Account Balance’ page, select a ‘Category keyboard_arrow_down’ from the drop-down menu to filter the list by category.
   1. Click the ‘sortSort By’ button to sort by ‘Account Name (A–Z / Z–A)’.
   2. Select the ‘Date Range today’ of the transactions you want to include in the account balance.
5. Once all the accounts you intend to export are displayed, click the ‘Export’ button.
   1. Click the drop-down menu to select either to ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’.
   2. The system will automatically default to the file type that was used most recently.

Adding and editing an account category

1. Go to the ‘Settings’ page.
2. Click on the ‘Account Categories’ button.
3. On the ‘Account Categories’ page, a list of account category names and their descriptions will be displayed.
   1. To create a new account category, click the ‘Create Account Category’ button.
      1. On the ‘Add Account Category’ modal, enter the name and description of the account category.
      2. Click the ‘Create’ button.
   2. To edit an existing account category, click on the ‘Account Category Name’ or the more_vert icon and the ‘Edit’ button.
4. Go to the ‘Accounts’ page to view the category that has been changed or added.
   1. Click on the ‘Category keyboard_arrow_down’ drop-down menu.

Archiving an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Select the ‘Account’ you want to archive.
4. On the ‘Account’ page, click the ‘More actions keyboard_arrow_down’ drop-down menu.
5. Click the ‘Archive’ button.
6. To unarchive the account, click the ‘More actions keyboard_arrow_down’ drop-down menu, then select ‘Unarchive’.