Orders

Finding an order

1. Go to the ‘Settings’ page.
2. Click on the ‘Orders’ button.
3. A list of orders is displayed under the ‘All’ tab showing the order number, customer name, compound name, tags and date created.
4. Orders can also be found under the other tabs:
   1. ‘Unsent’ - Orders that have not been sent to the customer can be found here.
   2. ‘Sent’ - Orders that have been sent to the customer .
   3. ‘Open’ - Orders that are open.
   4. ‘Open/Draft’ - Orders that are open and in draft stage.
   5. ‘Open/Dispensed’ - Orders that are open and are dispensed .
   6. ‘Open/SignedOff’ - Orders that are open and are signed off.
5. To find your desired order you may either:
   1. Begin typing the name of the order or customer into the search bar.
   2. Click on the ‘Financial Status’ drop-down menu to filter orders by the financial status.
   3. Click on the ‘Fulfilment Status’ drop-down menu to filter orders by the fulfilment status.
   4. Click on the ‘More Filters’ button near the search bar to apply more filters to the list.
      1. Click on the ‘Tagged With’ drop-down menu and include orders with a specific Tag or orders without a specific Tag to the search.
      2. Click on the ‘Delivery Method’ drop-down menu and select a type of delivery method to filter the search.
   5. Click on the ‘Sort By’ button to sort the draft list by date or customer name.
6. Once found click on the desired order to view a list of the drafts/ scripts in the order including any order notes, patient and doctor details. Hover over the patient/ doctor to view more information.
   1. Click on the ‘View Draft’/‘View Script’ button to see the draft script.
   2. Click on the ‘Fulfil Order’ to mark the order as fulfilled.
7. Click on the order number to view the customers order.

Adding an order

1. Go to the ‘Settings’ page.
2. Click on the ‘Orders’ button.
3. Click on the ‘Create Order’ button.
4. Under ‘Customer’, begin typing a customer name or create a new customer if not found in the system.
   • See Customers tutorial for more information.
5. Search for an existing formulation or batch stock under ‘New Order’ or click on ‘Create Compound’ to create a new once off formulation.
   • See Creating a new Formulation tutorial for more information.
6. When searching for an existing formulation or batch stock, 'collections' will appear to help find products faster under ‘All Products’.
   • Click on a product collection to view all grouped items.
   • Click on the add_circle_outline icon to add the item to the order.
   • Products with set formulation pricing will appear with all quantity and price options. See Editing a formulation for more information.
7. Once a customer has been added, a list of related customer scripts are shown under ‘Customer Scripts’ when searching for a formulation or batch stock.
   • Related customers are customers which have shared the same order in the past. E.g. where a customer has paid for an order with different patients. The system groups these customers together to make finding related customers easier.
   1. Click on a customer under ‘Customer Scripts’ to view an overview of all their scripts.
   2. Add previous dispensed scripts to the order by checking the box next to the script.
   • Draft scripts cannot be added to the order from this page.
8. New formulations or batch stock added to the order will have an ‘Unchecked’ tag and require review.
   1. Click on the name of the product to view the formulation overview.
   2. Products that are pre-made batch stock cannot be changed.
   3. Formulation products can be edited to change the formulation/ strength, quantity, price and more.
   4. Select a price from either:
      1. ‘Formulation pricing’: The price of the formulation for a quantity as determined in the formulations page.
         • See Editing a formulation for more information.
      2. ‘Compound pricing’: If the formulation is changed, the ‘compound pricing’ will appear and be determined by the pricing option settings depending on the dosage form and strength of ingredients.
         1. Hover over an available compound pricing option to see the pricing formula used.
         2. If a device has been linked to the current dosage form, a list of recommended devices will appear as a preview.
   5. Add a document such as a script file linked to the product by dragging and dropping it directly over the formulation. This will appear under ‘Documents’ in the individual drafts overview page.
      • Common product formulations can be created as a template and quickly edited before adding to the order to increase efficiency.
   6. Click on the ‘Add Doctor/ Instructions’ button to add patient and doctor information along with script instructions to the script.
9. A list of products added to the order are shown under ‘New Order’ including their final units, price and quantity.
   1. The price and name of any product can be manually adjusted by clicking on the price of that product.
   2. Edit the name, price of the product, discount and if the product is taxable.
10. A summary of the subtotal cost, tax and Shipping / Handling cost are displayed at the bottom of the order.
11. Click over the word ‘Tax’ to quickly customise if taxes are included in the final price or if the order is taxable.
12. Click over the words ‘Shipping / Handling’ to set a custom shipping / handling cost for the order that is different from the invoice template.
13. Click on the ‘Add Discount’ button to apply a discount before the total cost of the order is shown.
14. Click on the ‘Delivery Method’ drop-down menu to select the delivery method to the customer for record keeping.
    1. Add Delivery Instructions if the delivery method is set to shipping.
    • If the selected customer has multiple addresses listed, a 'Ship to' drop-down menu will all you to select which address to send to.
    1. If an Account has been added to the order, an additional option to select a Clinic delivery method will appear. This can be used to communicate to the customer where the order will be sent.
    • You can set the default shipping / handling cost and add other pricing changes by creating an Order Workflow.
15. Under ‘Order Workflow’, click on the drop-down menu to select a pre-made order workflow.
    • See Order Workflow tutorial for more information.
16. Under ‘Order Comment’, add a comment to the order to be viewed by other users.
17. Under Payment Method, select between In-store, Online and Account (will only appear if an Account has been chosen).
18. Add an account for billing if required under ‘Accounts’, by typing the account name into the search bar.
    • This area will automatically be populated by accounts which have been linked to customers in the customers settings.
19. Under ‘Tags’, current tags can be seen, added, or removed.
    • Tags are used to aid in searching and can also be used as a form of communication to other users. E.g. indicating an order is urgent or for a particular account.
20. Once complete click on the ‘Save’ button to create a new order and create a draft for all products listed.

Editing an order

1. Go to the ‘Settings’ page.
2. Click on the ‘Orders’ button.
3. Click on the desired order number to view the order.
4. Add or remove products from the order as desired.
5. Change the product units if needed.
6. Edit the delivery method and customer details as required.
7. View notes and other information under ‘Order History’.
8. Under ‘Tags’, current customer tags can be seen, added, or removed.
9. Under ‘Invoice’, an automatically generated invoice based on the invoice template, Tax and Shipping / Handling costs is generated and can be viewed by clicking ‘Download Invoice’.
   • See Invoice Templates tutorial for more information.
   1. The invoice will show important information such as the patient, script, sender and more.
   2. The invoice will change depending on the orders progress.
      1. On the invoice, the ‘Status’ will be changed to reflect the payment status.
      2. Under ‘Item’, the SKU will show an internal identifier until the script has been dispensed. Once the item script has been dispensed the SKU will change to the script number and show the date prescribed.
10. Click on the ‘More Actions’ drop-down menu to archive or delete the order if required.
11. Click on the ‘Save’ button when finished to save changes to the order.

Sending an order

1. Go to the ‘Settings’ page.
2. Click on the ‘Orders’ button
3. Click on the desired order number to view the order.
4. Under ‘Order Workflow’, click on the drop-down menu to select a pre-made order workflow.
5. Order Workflows alter the way the order is treated. Templates where ‘Send to Recipient’ has been selected in the settings are useful when an invoice is being sent to a customer.
   1. When this has been selected a button to ‘Send to Recipient’ is displayed when the order is saved and requires action.
   2. When this has not been selected the ‘Send to Recipient’ button is not displayed. This can be useful for customers in store where an invoice is not necessary to be sent.
   • See Order Workflow tutorial for more information.
6. For invoice templates where ‘Send to Recipient’ has been selected, click on the ‘Send Order’ button once all edits have been finalised.
7. Once again there is an option to ‘Send to Recipient’ if you would like to send the invoice to the customer or not. If selected:
   1. Click on the ‘CC Invoice To’ drop-down menu and choose who you would like to CC on the email sent to the customer.
   • See Your Workspace tutorial for more information on how to set up new administration contacts.
   1. Click on the ‘Reply To’ drop-down menu and choose which email contact the customer can reply to.
   2. Click on the ‘Email/ SMS Template’ drop-down menu and choose a template from the list.
   • See Email/SMS Templates tutorial for more information.
8. Click on the ‘Send’ button to send a link to the invoice document and an automated message to the customer.
9. For invoice templates where ‘Send to Recipient’ has not been selected, the order doesn't need to be sent to the customer. Click 'Confirm Order' When finalised.
10. Once sent, the payment status and fulfilment status can be changed by clicking on the coloured drop-down menus.
    1. Fulfilment status is used to mark the progression of the order reaching the customer. The status can be changed between:
       1. ‘Unfulfilled’: Products have not been provided to the customer.
       2. ‘Partially fulfilled’: Some products have been provided to the customer.
       3. ‘Fulfilled’: All products have been provided to the customer.
    2. Payment status is used to mark the progression of payment of an order by the customer. The status can be changed between:
       1. ‘Unpaid’: When the customer has not paid for an order.
       2. ‘Payment Pending’: When payment for an order is pending.
       3. ‘Paid’: When payment for an order has been received.
11. For invoice templates where ‘Send to Recipient’ has not been selected, the fulfilment status can be edited once the payment status is marked as ‘Payment Pending’ or ‘Paid’.
12. Click on the ‘More Actions’ drop-down menu to:
    1. ‘Refund’: Allows you to mark the order as refunded.
    2. ‘Print receipt’: Print a receipt.
    3. ‘Archive order’: To archive the order.
    4. ‘Cancel order’: To cancel the order in progress.
13. Once an order has been marked as ‘fulfilled’, an option to Mark as Picked Up will appear. Select this once appropriate to archive the order.

Reorders

1. Go to the ‘Customers’ page.
2. Find the desired customer and click on their name to view an overview
3. Dispensed scripts can be quickly reordered by clicking on the checkbox for the desired script/s and clicking the ‘Reorder’ button.
4. This will open a new order with the scripts selected listed.
5. Products listed will be marked as ‘Unchecked’ and require review.
6. Click on a product name to open the formulation and make any necessary changes.
7. Edit the order as required.
8. Once finished click on the ‘Save’ button to create the order.
   • See Adding an order for more information.

Archiving an order

1. Go to the ‘Settings’ page.
2. Click on the ‘Orders’ button.
3. A list of orders is displayed under the ‘All’ tab showing the order number, customer name, compound name, tags and date created.
4. Orders can also be found under the other tabs:
   1. ‘Unsent’ - Orders that have not been sent to the customer can be found here.
   2. ‘Sent’ - Orders that have been sent to the customer .
   3. ‘Open’ - Orders that are open.
   4. ‘Open/Draft’ - Orders that are open and in draft stage.
   5. ‘Open/Dispensed’ - Orders that are open and are dispensed .
   6. ‘Open/SignedOff’ - Orders that are open and are signed off.
5. To find your desired order you may either:
   1. Begin typing the name of the order or customer into the search bar.
   2. Click on the desired order number to view the order.
   3. Click on the 'More Action' button.
6. Select ‘Archive’ ,your order is now archived and time-stamped.
7. To Unarchive, select 'More Action' and select Unarchive