Accounts
Finding an account
- Go to the âSettingsâ page.
- Click on the âAccountsâ button.
- A list of accounts is shown under âAccountsâ including their account number and email.
- To find your desired account you may either:
- Begin typing the name of the account into the search bar.
- Click on the âFilter Byâ tab near the search bar to apply filters to the list.
- Click on the âBalance dueâ option to show all accounts who have a balance due.
- Once found click on the account to view it.
Viewing an account
- Go to the âSettingsâ page.
- Click on the âAccountsâ button.
- Find the desired account and click on it to view it.
- âImportant Notesâ added in the account details page will appear as a banner on the top of the account if present.
- The account number is shown beside the account name.
- On the accounts page a dashboard shows the âNumber of Ordersâ, âTotal Spendâ, âBalanceâ and âLast Payment Dateâ.
- âNumber of Ordersâ - The total number of orders linked to the account.
- âTotal Spendâ - The total amount spent since the beginning of the account.
- âBalanceâ - The current balance on the account.
- âLast Payment Dateâ - Once a payment has been recorded, click on the âLast Payment Dateâ to view a list of prior transactions and delete a specific transaction if desired.
- View a list of recent orders on the account under âRecent Ordersâ which shows the order number, date and cost of the order. Click on an order to view it.
- Click on the âSee Allâ button to view comprehensive list of all orders under the selected account.
- Under 'Activity', type notes into the text field provided and click enter to add.
- A complete list of current âNotesâ will be displayed to everyone.
- Changes made to the account will also be recorded here.
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For more information see the âGeneral features of all notesâ tutorial.
- View and upload new documents under âDocumentsâ.
- Track the account spend over a period of time under âSpendâ.
Adding a new account
- Go to the âSettingsâ page.
- Click on the âAccountsâ button.
- Click on the âCreate Accountâ button.
- Add in âAccount Detailsâ including the account name and contact information.
- Add a âstandard discountâ to be applied automatically when creating an order for this account.
- Leave an âImportant noteâ for this account if required.
- âImportant notesâ will be displayed to everyone at the top of the account page every time it is opened.
- The importance of the note can be chosen between:
- âDefaultâ â Will set the colour of the note to blue.
- âMediumâ â Will set the colour of the note to yellow.
- âHighâ â Will set the colour of the note to red.
- âShow a popupâ â Will set the colour of the note to red and alert the user with a popup every time the account page is opened.
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For more information see the âGeneral features of all notesâ tutorial.
- Click on the âCreateâ button when finished to create a new account.
Editing an account
- Go to the âSettingsâ page.
- Click on the âAccountsâ button.
- Click on the desired account name.
- Click on the edit button or hover over the account contact information and click on the edit icon to begin editing the account details.
- Edit the account details, settings and important notes as desired.
- Click on the âSaveâ button when finished to save changes.
Sending an invoice & recording a payment
- Go to the âSettingsâ page.
- Click on the âAccountsâ button.
- Select all accounts in the list you wish to email a statement to by checking the box near their name.
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Filter accounts by âBalance Dueâ 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.
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- Click on the âEmail Statementsâ button.
- Click on the âCC Invoice Toâ drop-down menu and choose who you would like to CC on the email sent to the account.
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See Your account tutorial for more information on how to set up new administration contacts.
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- Click on the âReply Toâ drop-down menu and choose which email contact the account will reply to.
- Select an invoice template from the âInvoice Templateâ drop-down menu.
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See Invoice templates tutorial for more information.
- Account statements both a statement of account balance as well as a breakdown of each individual invoice.
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Add your pharmacy details, payment information and other important details in the invoice template so customers can make payments.
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- Select a date range to show a statement with all orders within the selected date range.
- Click on the âCC Invoice Toâ drop-down menu and choose who you would like to CC on the email sent to the account.
- Click âSend to Allâ when finalised.
- A summary of all accounts selected are shown with a status displaying if the email was successfully sent or invalid.
- Review accounts where email was not successfully sent.
Send or print individual Statements:
- Click on the desired account name.
- Click on the âMore actionsâ drop-down menu.
- Click on the âPrint Statementâ button.
- Select an invoice template from the drop-down menu.
- Select a date range to show a statement with all orders within the selected date range.
- Click on the âConfirmâ button to display printing options.
- Download a PDF copy of the statement to send to a customer by clicking on the âDownloadâ button and/or,
- Select a printer under the âPrinterâ drop-down menu and click âPrintâ to print a copy of the statement.
Recording a payment:
- Once an invoice has been sent and payment has been received, open a specific account, click on the âMore actionsâ drop-down menu and click on the âRecord Paymentâ button.
- Enter the amount paid and any notes if required.
- Click on the âSaveâ button to record the payment.
- The balance on the account will update automatically.
- A history of account transactions can be found by clicking on âLast Payment Dateâ found on the account summary page.
- 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
Related
Orders
Handling customer orders and tracking their statuses.
Customers
Managing customer profiles, notes, and associated scripts.
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