Dispensed Records

Dispensed records in Compound Direct represent official pharmacy dispensing entries. They are created when a prepared draft for a script is dispensed, becoming a permanent pharmacy record.

Each dispensed record provides a complete and auditable view, including prescription details, formulation or product information, quantities, expiry, pricing, batch allocations, and sign-off activity. Once signed off, these records become locked pharmacy documents, supporting regulatory compliance, accountability, and patient safety across the entire dispensing lifecycle.

This guide will help you:

• Understand how dispensed records are created and what makes them official pharmacy records.
• Learn how to find, review, edit, and sign off on dispensed records across different dispensing types.
• Navigate key features such as filtering, notes, files, exports, and audit history with confidence.

With that foundation in place, let’s step through how to use dispensed records day-to-day.

Finding a dispensed record

1. Go to the ‘Dispensed’ dashboard.

2. A list of all dispensed records is displayed under the ‘All’ tab, including the ID, Patient, Type, Name, Tags, Status, and Dispensed At details.

   A dispensed record can have one of the following statuses:

   
   

   Status	Description
   0%	The preparation has not started yet, the record is still new.
   0% check	The preparation has not started yet, the record is still new and signed off.
   1% - 99%	The preparation is still in progress.
   1% - 99% check	The preparation is still in progress and signed off.
   100%	The preparation has been completed.
   check	The preparation has been completed and signed off.
   100%	The record is assigned to a compound group, not signed off, and is still new.
   100%	The compound group preparation has been completed.
   100% check	The compound group preparation has been completed and signed off.
   100%	The batch has been conditionally assigned, it is new and completed.
   100% check	The batch has been conditionally assigned, it is new and signed off.

   
   

3. To customise columns, click the settings icon beside Dispensed At, then select ‘Edit Columns’ and tick the ‘check_box Enabled Columns’ you want to display.

4. Different tabs are also displayed: All,

   A list of all new dispensed records is displayed, including the ID, Patient, Type, Name, Tags, Status, and Dispensed At details. All of the script types of dispensed records are found in this tab.
   New,
   A list of all new dispensed records is displayed, including the ID, Patient, Type, Name, Tags, Status, and Dispensed At details. All of the script types except retail products of dispensed records, particularly compounds, batch stock, batch manufacture that have a status from 0% - 99%, are found in this tab.
   Snoozed,
   A list of all snoozed dispensed records is displayed, including the ID, Patient, Type, Name, Tags, Status, and Snoozed Until details. All of the script types, except batch manufacture of dispensed records that are snoozed are found in this tab.
   Completed,
   A list of all compounded dispensed records is displayed, including the ID, Patient, Type, Name, Tags, Status, and Dispensed At details. All of the script types of dispensed records that have a status of 100%, except retail products and commercial drugs, which do not have preparation status, are found in this tab.
   andSigned Off
   A list of all signed-off dispensed records is displayed, including the ID, Patient, Type, Name, Tags, Status, and Dispensed At details. All of the script types of dispensed records that are signed off with a preparation status from 0% - 100% are found in this tab.
   .

   1. You may also create a custom filter tab by clicking the ‘+’ button.

   2. Enter a view name, select the ‘radio_button_checked Order Status’, ‘check_box Script Type’, ‘check_box Tags’, ‘More Filters’, and ‘Sort By’ you need, and the list of drafts will update based on your selections. Once done, click ‘Save View’.

   3. Once the preparation for a snoozed dispense record is completed, it transfers from the snoozed tab to the completed tab.

5. To find your desired dispensed record, you may either:

   1. Begin typing the ID, patient, or name into the search search bar.
   2. Click on the ‘Type expand_more’ drop-down menu to filter records by the script type. Tick the following to exclude the ‘check_box Script Type’:Compound,
      Includes the Compound, Formulation, and Signed Off Formulation types.
      Batch Stock,
      Includes the Internal Batch Stock and External Batch Stock types.
      Batch Manufacture,
      Includes the Batch Manufacture and Compound Group types.
      Drugs,
      Includes the Commercial Drug type.
      orRetail Products.
      Includes the Retail Product type.
   3. Click on the sell icon to display a list of tags to apply to the search.

      1. Search tags using the search search bar.

      2. Tick ‘check_box Tags’ or click on ‘Clear Selected Tags’.

   • See the Tags guide for more information.
   1. Click on the ‘More Filters’ button to apply more filters to the list.
      1. Click the Tagged With,
         Click the drop-down menu and select a tag from either has tag or not tagged with to apply to the search.
         Dosage Form,
         Click the drop-down menu and choose to include or exclude ‘check_box Dosage Forms’.
         Contents,
         Click the drop-down menu and select a tag from either contents has tag or contents not tagged with, and collections where available, to apply to the search.
         Prescribed By,
         Click the drop-down menu and search for a prescriber.
         Order Status,
         Click the drop-down menu and select ‘Either’, ‘With order’, or ‘Without order’ for Dispense Record Attached Order. Select ‘Either’, ‘With account’, or ‘Without account’ for Attached Order Has Account. Find an order search account.
         Schedule,
         Click the drop-down menu and select a schedule.
         Date Dispensed,
         Click the drop-down menu, select ‘Today’, ‘Yesterday’, or ‘Custom’, and enter the date ranges or select directly from the calendar.
         Archival Status,
         Click the drop-down menu and select ‘check_box Show Archived’ or ‘Archived Only’.
         Date of Birth,
         Click the drop-down menu and enter the date range by selecting directly from the calendar.
         Veterinary,
         Click the drop-down menu and select ‘All Patients’, ‘Veterinary Patients Only’, or ‘Human Patients Only’ for Veterinary Patient Status.
         andBilling Account
         Click the drop-down menu to search for a billing account.
         filters. Use these filters to organise and refine the record list for easier viewing.
      2. Click on the ‘Reset Filters’ button to remove all filters applied.
   2. Click on the ‘Sort By’ button to sort the list by ‘Date Created (newest / oldest first)’, ‘Customer Name (A-Z / Z-A)’, ‘Script Name (A-Z / Z-A)’, or ‘Date Signed-Off (newest / oldest first)’.

6. Once found, click on the desired ‘Dispensed Record’ you wish to view.

7. The preferred view mode can be adjusted; you may either:

   1. Zoom the screen display zoom_in in or zoom_out out.
   2. At the bottom of the page, click on the ‘Default’ button.
      1. Select ‘Expanded’ view mode.

8. When a dispensed record has a prescription, you may use prescription overlay mode.

   • Prescription Overlay Mode allows you to compare draft records, dispensed records, or uploaded documents against the original prescription while completing script and dispensing workflows. The overlay supports improved priority handling, can be opened without first displaying the image, includes helpful hotkey hints, and remains active as you move between pages.
   1. To enable Overlay Mode, press O on your keyboard.
   2. To enable Overlay Mode for uploaded prescriptions, click the ‘Overlay Mode’ button in the prescription section.
   3. Once enabled, continue reviewing the dispensed record while comparing it against the original prescription.

Editing a dispensed record

Compound Direct allows you to edit dispensed records for each product type, both before and after preparation, ensuring accurate checks, complete information, and confident sign-off.

Deleting a dispensed record

1. Go to the ‘Dispensed’ dashboard.

2. Find and click on the ‘Dispensed Record’ from the list you wish to delete.

3. Click on the ‘More actions expand_more’ button and select ‘Delete’.

4. On the ‘Delete Dispense Record’ modal, you may:

   1. Select a reason (required) from the drop-down.
   2. Select a subreason (optional only) from the drop-down.
   3. Enter comments (optional only).

5. Once done, click on the ‘Delete’.

   • The dispensed record ID will be strikethrough on the dashboard once deleted.

6. Once deleted, if desired, you may:

   1. Click on the ‘View Draft’ button to open the draft and re-dispense, if necessary.
   2. Click on the ‘unarchive Restore’ button to revert the deletion.

Viewing a cost breakdown STANDARD PACKAGE

1. Go to the ‘Dispensed’ dashboard.

2. Find and click on the ‘Compound Dispensed Record’ you wish to view.

3. To view the cost breakdown on the dispensed record, you may:

   1. Click on the ‘Ingredient Cost / Device Cost / Combined Cost info’.

      1. On the ‘Cost Breakdown’ modal, you can view the Ingredients’ and Devices’ Name, Quantity, Unit Cost, and Total. Combined Cost, Patient Price, Gross Profit, and Gross Profit Margin could also be viewed.

      2. Once finished, click on the ‘Done’ button.

   • Live cost pricing is a feature only available for compounds, allowing you to view the cost breakdown of your ingredients and devices. This feature responds dynamically to the quantity of ingredients that are weighed in the preparation and the number of consumables used. As a result, an accurate cost price is available for each script.

4. If price adjustments are detected, click on the ‘Recalculate Cost Price’ button.

Signing off a dispensed record

The Dispensed dashboard provides a complete overview of a compounded product, bringing together prescription details, formulation and calculation method, ingredient breakdowns, costs, risk assessments, tags, and notes.

Once preparation is completed, the page is updated to include verified preparation details such as actual quantities used, batch numbers and expiries, devices and consumables, quality checks, preparation activity, important alerts, and attached files, making it a single, auditable record of both the dispense and the final prepared product.

1. Go to the ‘Dispensed’ dashboard.
2. Select the desired ‘Dispense’ from the list you wish to sign off.
3. Click on the ‘check Sign Off’ button on the dispensed page.
4. Click ‘Sign off’ on the modal to confirm.

Exporting a dispense record

1. Go to the ‘Dispensed’ page.
2. Find and select the desired ‘check_box Dispensed Records’ you wish to export.
3. Click on the ‘More actions expand_more’ button and select ‘Export/Export Records’.
4. On the ‘Export Records’ modal, select the desired information you would like to include in your export.
5. To export the selected information, you may either:
   1. Click on the ‘Export’ button.
   2. Click on the expand_more button.
      1. Select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’ from the drop-down menu.
   3. To avoid reselecting information each time you perform an export, click on the ‘Export Templates’ button.
      1. Click on the ‘+ New Export Template’ button.
      2. Enter the desired template name.
      3. Select the desired check_box information you would like to include in your export template.
      4. Click on the ‘Save’ button.
   4. To export the created template, you may:
      1. Click on the ‘Export’ button.
      2. Click on the expand_more button.
         1. Select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’ from the drop-down menu.
   5. To delete a template, click the desired ‘Template’, then ‘Delete’, and ‘Confirm’.

Generating pharmacy documents

Compound Direct supports downloading or printing different label variants, ancillary labels, pharmacy receipts, compounding reports, and lab worksheets. All are accessible in the dispensed record page to ensure that your pharmacy has a smoother workflow.

The appropriate paperwork could be done even before compounding or preparing any type of script, such as compounding, batch stock, batch manufacture, drugs, or retail products.

Submitting a paper prescription to eRx

Once a paper prescription has been dispensed, you can manually submit it to eRx directly from the dispensed record.

1. Go to the ‘Dispensed’ dashboard.
2. Find and click the desired ‘Dispensed’ from the list.
3. Click on the ‘More actions expand_more’ button.
4. Select ‘Submit Script (eRx)’ from the drop-down.
5. To unlink the manually submitted eRx paper prescription token, click on the more_vert icon.
   1. Click ‘Unlink Paper Token’ from the e-prescription options.
   2. Click ‘Yes, Unlink’ to proceed with unlinking.

• See the Getting started with E-prescriptions in Compound Direct, E-Prescription Systems: Understanding eRx, IHI and RTPM in Compound Direct, and E-Prescription Tools: Conformance features in Compound Direct blogs for more information.