Accounts

Accounts in Compound Direct provide a central workspace where you can 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.

Configuring accounts

This section is used to configure the default payment day for all accounts and helps you choose 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 day or use the unfold_more buttons to adjust.

   • The default payment day is the calendar day on which the payment is due. If the default payment day is not set up in your workspace or for the selected account record, it will default to the 28th.

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.

Finding an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. A list of accounts is shown under Account Number, Name, Email, and Category.
4. To find your desired account you may either:
   1. Begin typing the name, email, phone, or account number 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.
   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 ONLY 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 the 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 / 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 ‘Account’ page, the Number of Orders, Total Charges, Balance, and Last Payment Date 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 Orders’ to see the list of all orders for the selected account.
   2. Select ‘View Transactions’ to see a comprehensive list of all transactions for the selected account.
      1. You may also click directly from the ‘Last Payment Date keyboard_arrow_right’ to view account transactions.

6. In the ‘Account Summary’ section, a list of all account activities is displayed under the Date, Activity, Debit, Credit, and Balance details.

   1. Select from the ‘Last 3 / 6 / 12 months’ drop-down menu to filter the current list displayed.
   2. Click on an ‘Activity’, such as an invoice number, to view the corresponding transaction or order.

7. To hide a transaction with reversal of invoices from the Account Summary and statement, click on the more_vert icon and select ‘Hide from statement’ button.

8. The ‘Activity’ section is used to track user activity, record changes, add notes, and set reminders.

   For more information, see the Activity guide.

9. In the ‘Documents’ section, all uploaded files are displayed.

   For more information, see the Documents guide.

10. In the ‘Spend’ section, track the account’s spending over a selected period of time.

    1. 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.
   • Learn more about account categories, see the Managing account categories tutorial.

   1. Enter an account description, email address, mobile number, phone number, and company number.

   2. Enter the account street address, suburb, city / town, state, and postcode.

   • To add multiple email addresses, mobile numbers, and phone numbers place a comma between each account detail.
5. In the ‘Settings’ section, enter a standard discount % to be applied automatically when creating an order for this account.
   1. Enter the payment terms (day of month) to set the default billing day for this account.
   • This setting will override the account default payment day set in your workspace.
   1. Tick ‘check_box Invoice items taxable’ to include default tax on line items and enter a tax rate %.
   2. Tick ‘check_box Send order to customer’ to invoice the customer by default.
6. Click on the ‘Note Importance’ drop-down menu.
   1. The importance of the note can be chosen between:
      1. ‘Default’ importance will display the note in blue.
      2. ‘Medium’ importance will display the note in orange.
      3. ‘High’ importance will display the note in red.
      4. ‘Show a popup’ sets the note colour to red and displays a pop-up alert each time that page is opened.
   2. Enter the desired note. You may resize the note field by height dragging the bottom-right corner.

7. Click on the ‘Create’ button.

8. Once created, you may upload relevant account ‘Files’ as desired.

   For more information, see the Documents guide.

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 details edit’ 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.
   • Learn more about account categories, see the Managing account categories tutorial.
   1. Edit an account description, email address, mobile number, phone number, and company number.
   2. Edit the account street address, suburb, city / town, state, and postcode.

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

   1. Edit the payment terms (day of month) to set the default billing period for this account.
   • This setting will override the account default payment day set in your workspace.
   1. Tick ‘check_box Invoice items taxable’ to include default tax on line items.
   2. Tick ‘check_box Send order to customer’ to invoice the customer by default.

7. Edit the ‘Note Importance’ for this account if required.

   1. The importance of the note can be chosen between:

      1. ‘Default’ importance will display the note in blue.
      2. ‘Medium’ importance will display the note in orange.
      3. ‘High’ importance will display the note in red.
      4. ‘Show a popup’ sets the note colour to red and displays a pop-up alert each time that page is opened.

   2. Edit the note. You may resize the note field by height dragging the bottom-right corner.

      • 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 account ‘Files’ as desired.

   • For more information, see the Documents guide.

9. Once done, 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 on the ‘Record Payment’ button.

5. On the ‘Record Payment’ modal, you may:

   1. Select the payment method from the drop-down menu.
   2. Enter the amount paid by the account.
   • 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.

   1. Enter the payment date or directly select from the ‘Calendar today’.

      1. When recording a payment for backdated debits a warning note will appear that it may change the historical statement balances and ageing.
      2. Tick the ‘check_box I understand this may affect historical statements and ageing’ to confirm.

   2. Enter a note. You may resize height the note field, if desired.

   • A reason is required when recording a payment into a closed billing period.

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

7. To record from the ‘Account Transactions’ page, you may either:

   1. Click on the ‘More actions keyboard_arrow_down’ drop-down menu and select ‘View Transactions’.
   2. Click directly from the ‘Last Payment Date keyboard_arrow_right’ to view account transactions.

Deleting an account transaction

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Select the ‘Account’ where you want to delete a transaction.
4. To delete a transaction, you may either:
   1. Click on the ‘More actions keyboard_arrow_down’ drop-down menu and select ‘View Transactions’.
   2. Click directly from the ‘Last Payment Date keyboard_arrow_right’ to view account transactions.
5. On the ‘Account Transactions’ page, click on the close icon and ‘Delete’ button to permanently delete the transaction record.

Exporting and printing an account statement

1. Go to the ‘Settings’ page.

2. Click on the ‘Accounts’ button.

3. Select the ‘Account’ you want to export or print a statement for.

   • Transactions for reversal of invoices may be hidden from the summary and statement by clicking on the more_vert icon and selecting ‘Hide from statement’.

4. On the ‘Account’ page, click ‘More actions keyboard_arrow_down’.

   1. Select ‘Export Statement (Excel, CSV)’ from the drop-down menu.
      1. On the ‘Export Account Statement’ modal, you may:
         1. Select from the ‘Account Statement | Invoice Summary | Both’ Document Contents.
         2. Select the billing period from the drop-down menu.
         3. Select directly from the ‘Calendar today’ or enter the date range, if no billing period is selected.
         4. Click on the ‘Export’ button.
         5. Click the arrow_drop_down button to select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’.

5. To export statement by month, you may:

   1. Click the grid_on icon to export as Excel (.xlsx) on the desired month.
   2. Click the description icon to export as CSV (.csv) on the desired month.

6. To generate PDF statement by month, you may:

   1. Click the picture_as_pdf icon on the desired month.
   2. After generating the PDF, you will have the option to print or save the account statement.

7. To print a PDF copy of the statement, click ‘More actions keyboard_arrow_down’ and select ‘Print Statement (PDF)’.

   1. On the ‘Print Account Statement’ modal, you may:
      1. Select from the ‘Account Statement | Invoice Summary | Both’ Document Contents.
      2. Select the invoice template from the drop-down menu to be used for the account statement.
      • For more information, see Invoice Templates guide.
      1. Select the billing period from the drop-down menu.
      2. Select directly from the ‘Calendar today’ or enter the date range, if no billing period is selected.
      3. Click the ‘Confirm’ button to proceed.
      4. On the ‘Print’ modal, select the printer you want to use, and tick the check_box checkbox if you always want to print using the selected device.
         1. Select the paper type and number of copies.
         2. To download the PDF copy of the statement, click the ‘Download’ button.
         3. Once done, click the ‘Print’ button.

Emailing an account statement

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Tick the check_box checkbox(es) to select desired ‘Account(s)’.
   • Each selected account will receive its statement at its registered email address.
4. Click on the ‘Email Statements’ button.
5. On the ‘Send Account Statements’ modal, you may:

   1. Enter the cc invoice to and reply to.

   2. Select the invoice template to be used for the account statement.

   • To learn how to this set up, see Invoice Templates guide.
   1. Select the email/sms template to use when sending the account statement.
   • Customise your Email & SMS Templates, see Email & SMS Templates guide.
   1. Select from the ‘Account Statement | Invoice Summary | Both’ Document Contents.
   2. Select the billing period from the drop-down menu.
   3. Once done, click ‘Send to All’ button.

• 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 statement ageing summary report

1. Go to the ‘Settings’ page.
2. Click on the ‘Reports’ button.
3. Click on the ‘Account statement ageing’ button.
4. A list of accounts is shown under Account No., Account, Category, Current Balance, Bill Periods, Older Balance, Total Balance Due, and Overdue.
5. To narrow down the list of account statements, you may filter it by:
   1. Selecting the desired billing periods from the drop-down menu.
   2. Ticking the ‘check_box Overdue only’ checkbox.
   3. Selecting an account ‘Category keyboard_arrow_down’ from the drop-down menu.
   • Learn more about account categories, see the Managing account categories tutorial.
   1. Clicking the ‘sort Sort By’ button to sort by ‘Account Name (A–Z / Z–A)’.
6. Once all the accounts you intend to export are displayed, click the ‘Export’ button.
   1. Click the arrow_drop_down button to select either to ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’.

Managing account categories

1. Go to the ‘Settings’ page.
2. Click on the ‘Account Categories’ button.
3. On the ‘Account Categories’ page, a list of account categories is shown under their Name and Description.
   1. To add 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. You may height resize the description field if desired.
      2. Once done, click on the ‘Create’ button.
   2. To edit an account category, click on the ‘Account Category Name’ or the more_vert icon and select the ‘Edit’ button.
      1. Edit the name and description as desired. You may height resize the description field if desired.
   3. To delete an account category, click on the more_vert icon and select the ‘Delete’ button.
4. Go to the ‘Accounts’ page to view the category that has been added, edited, or deleted.
   1. Click on the ‘Category keyboard_arrow_down’ drop-down menu to check.

Archiving an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ button.
3. Find and select the ‘Account Record’ you want to archive.
4. On the ‘Account’ page, click the ‘More actions keyboard_arrow_down’ drop-down menu.
5. Select the ‘Archive’ button.

Unarchiving an account

1. Go to the ‘Settings’ page.
2. Click on the ‘Accounts’ and ‘More Filters’ buttons.
3. Click on the ‘Archival Status’ drop-down menu.
4. Tick the ‘check_box Show Archived’ to show ARCHIVED ONLY
5. Select the ‘Account Record’ you want to unarchive.
6. On the ‘Account’ page, click the ‘More actions keyboard_arrow_down’ drop-down menu.
7. Select the ‘Unarchive’ button.