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User Guide
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Orders

Your complete hub for quoting, payment, and delivery management.

Orders are the central point of workflow management in Compound Direct. Manage everything from order creation and quoting to payment processing, fulfilment, printing, and reporting. The Orders page keeps every step of the process organised and easy to track. Understanding how orders work helps ensure accuracy, consistency, and efficiency in daily operations.

These tools help you:

  • Create, edit, and update orders while using flexible payment and shipping methods.
  • Maintain a clear and transparent record of all payment-related transactions, including payment collection, account charges, refunds, and the application of taxes and discounts.
  • Monitor order progress and efficiently manage order-related tasks, including sending invoices, or printing order documents, and exporting order information.

Here is an overview of the order management features you will use as you find, create, process, update, fulfil, and finalise orders in your workspace.

Finding an order

  1. Go to the ‘Settings’ page.

  2. Select ‘Orders’ from the menu.

  3. A list of orders is displayed under the ‘All’ tab, including the ID, Customer, Date, Total, Fulfilment Status, Payment Status, Account, Items, Payment Method, Delivery Method, and Tags.

  4. Orders can also be found under the other tabs:Unsent,

    Sent,Open,Open/Draft,Open/Dispensed,orOpen/Signed Off.

    1. You may also create a custom filter tab by clicking the add icon.
    2. Enter a view name, select the ‘radio_button_on Order Status’, ‘check_box Financial Status’, ‘check_box Fulfilment Status’, ‘More Filters’, and ‘sort Sort By’ for the filters and sortation.
      1. Once done, click ‘Save View’.

  5. To find your desired order, you may either:

    1. Begin typing the order name or customer into the search search bar.

    2. To filter the list in the ‘All | Sent | + Custom | External’ tab, you may:

      1. Click on the ‘Financial Status’ drop-down menu to filter orders by ‘check_box Unpaid / Payment Pending / Partially Paid / Voided / Paid | Partially Refunded / Refunded’.
      2. Click on the ‘Fulfilment Status’ drop-down menu to filter orders by ‘radio_button_unchecked Unfulfilled / Partially Fulfilled / Fulfilled’.

    3. Click on the ‘More Filters’ button to apply more filters to the list.

      1. Click theTagged With,

        Line Item Search,
        Purchase Order No.,
        book

        Purchase Order No.

        Click ‘Purchase Order No.’ and search search by purchase order no.

        Read More...
        Delivery Method,
        book

        Delivery Method

        Click ‘Delivery Method’ and select a delivery method.

        Read More...
        Order Date,Total Price,
        Account,
        book

        Account

        Click ‘Account’, search search billing account, and select ‘radio_button_checked Has Account / No account / Either account or no account’.

        Read More...
        Order Workflow,
        book

        Order Workflow

        Click ‘Order Workflow’, select an order workflow from the search drop-down menu.

        Read More...
        Payment Method,
        book

        Payment Method

        Click ‘Payment Method’ and select ‘radio_button_checked In-Store / Online / Account / Any’.

        Read More...
        andArchival Statusdrop-down menu filters. Use these filters to organise and refine the orders list for easier viewing.

      2. Click on the ‘Reset Filters’ button to remove all filters applied.

    4. Click on the ‘sort Sort By’ button to sort the list by ‘radio_button_checked Date Modified (newest / oldest first)’, ‘radio_button_unchecked Customer Name (A-Z / Z-A)’, or ‘radio_button_unchecked Date Created (newest / oldest first)’.

  6. Click on the desired ‘Order’ within the record space.

Creating an order

  1. Go to the ‘Settings’ page.

  2. Select ‘Orders’ from the menu.

  3. Click on the ‘Create Order’ button.

  4. Click on the ‘search Search for products’ bar to add products, drugs, or compounds to the order.

  5. To find the desired product, you may either:

    1. Click on the ‘All Products’ tab:
      1. If items are grouped in a collection, click on the ‘Collection Name keyboard_arrow_right’ to view all items within that collection.
      1. Enter the product name in the search search bar.
      2. Click on the control_point icon of the desired product.

        1. When adding formulations, a ‘New Draft’ modal will appear to allow changes. Once done, click ‘Apply Changes’; otherwise, click ‘Done’.

    • If a draft has been added to multiple orders, the system will display a warning to highlight the duplicate usage and help prevent accidental processing of the same draft across multiple orders.

  6. Once the products are added to the order, you may enter or edit theProduct Price,

    Product Quantity,
    Discount,
    book

    Discount

    Click ‘Add Discount’, select ‘Proportional’ or ‘Fixed’ and enter the discount.

    Read More...
    Shipping / Handling,
    book

    Shipping / Handling

    Click ‘Shipping / Handling’, select a ‘Shipping Option’ from the drop-down menu and enter the shipping / handling.

    Read More...
    Tax (inclusive),and
    Delivery Method.
    book

    Delivery Method

    Select a ‘Delivery Method’ and ‘Ship To / Pickup Location’ from the drop-down menu.

    Read More...

    • The Quantity cannot be edited for line items that have already been dispensed. The order will be automatically archived as the order has been fulfilled.

  7. Find or create a customer record from the search search bar.

  8. Select the preferred ‘Order Workflow’ from the drop-down menu.

  9. You may change the payment method if the selected order workflow allows changes to the default payment method.

    1. Select your preferred payment method: In-store,

      Online,Invoice,orAccount.

    • The payment method will define how the next steps of an order will proceed once it is saved.
    1. The account payment method will be displayed as an option if it is set as the default payment method in the order workflow or if an account is added to an order.
      1. To add an account, find or create an account using the search search bar.

  10. Enter the required order comment, delivery instructions, and purchase order number details.

  11. In the ‘Tags’ section, you can search, select, create, or remove a tag.

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

Editing an order

  1. Go to the ‘Settings’ page.

  2. Select ‘Orders’ from the menu.

  3. Click on the desired ‘Order’ from the list you wish to edit.

  4. Click on the ‘More actions keyboard_arrow_down’ button and select the ‘Edit Order’ button.

    • Only applicable to paid orders. Otherwise, you can edit directly.

  5. To add more products, click on the ‘search Search for products’ bar.

    1. Click on the ‘All Products’ tab:
      1. If items are grouped in a collection, click on the ‘Collection Name keyboard_arrow_right’ to view all items within that collection.
      1. Enter the product name in the search search bar.
      2. Click on the control_point icon of the desired product.
        1. When adding formulations, a ‘New Draft’ modal will appear to allow changes. Once done, click ‘Apply Changes’; otherwise, click ‘Done’.
    • If a draft has been added to multiple orders, the system will display a warning to highlight the duplicate usage and help prevent accidental processing of the same draft across multiple orders.

  6. Once the products are added to the order, you may enter or edit theProduct Price,

    Product Quantity,
    Discount,
    book

    Discount

    Click ‘Add Discount’, select ‘Proportional’ or ‘Fixed’ and enter the discount.

    Read More...
    Shipping / Handling,
    book

    Shipping / Handling

    Click ‘Shipping / Handling’, select a ‘Shipping Option’ from the drop-down menu and enter the shipping / handling.

    Read More...
    Tax (inclusive),and
    Delivery Method.
    book

    Delivery Method

    Select a ‘Delivery Method’ and ‘Ship To / Pickup Location’ from the drop-down menu.

    Read More...

    • The Quantity cannot be edited for line items that have already been dispensed. The order will be automatically archived as the order has been fulfilled.

  7. To edit the customer attached, hover over the customer name:

    1. Click the ‘Edit’ button to add or edit customer details.
    2. Click the ‘Remove’ button to find and add or create a new customer record.
    • See the Customers guide for more information.

  8. Select a different ‘Order Workflow’ from the drop-down menu.

  9. You may change the payment method if the selected order workflow allows changes to the default payment method.

    1. Select your preferred payment method: In-store,

      Online,Invoice,orAccount.

    • The payment method will define how the next steps of an order will proceed once it is saved.
    1. The account payment method will be displayed as an option if it is set as the default payment method in the order workflow or if an account is added to an order.
      1. To add an account, find or create an account using the search search bar.

  10. Edit the required order comment, delivery instructions, and purchase order number details.

  11. In the ‘Tags’ section, you can search, select, create, or remove a tag.

  12. Once done with the changes, click on the ‘Save’ button.

Processing an order payment

Compound Direct supports flexible payment workflows for online, invoice, in-store, and account-based orders, helping pharmacies manage each order according to how the customer or clinic prefers to pay. This guide explains how to process payments, send or schedule order notifications, resend order links, and confirm payments across the available payment methods.


Online Payment Method


This applies to orders created using an

order workflow
book

Order Workflow

Order Workflows in Compound Direct streamline your pharmacy operations by automating and standardising order management across every stage, from quoting and payment to patient risk assessments and order fulfilment.

Read More...
with an online payment method, where customers can complete payment through a secure purchase link sent alongside the standard quote and risk assessment survey.


  1. Click on the ‘Send Order’ button.
    1. You may schedule sending the order at a later time by clicking on the drop-down button.
      1. Click ‘Send Tomorrow at 9:00 AM’ or;
      2. Click ‘Schedule Send’ to customise your preferred time.
        1. On the ‘Schedule Send’ modal, specify the date and time you want the customer to receive their quote.
  2. Before sending the order, configure the recipient of the payment link:
    1. Tick the ‘check_box Send to customer’ checkbox if you wish to send the payment link to the customer.
      • Configure customer communication preferences from the customers page. See the Editing a customer record tutorial for more information.
    2. Tick the ‘check_box Send to account’, if you wish to send the invoice to the account.
      • The account must have an email address attached.
    3. Select the CC invoice to, reply to, and email/SMS template from the drop-down menus.
    4. Click on the ‘Send’ button.
  3. If no invoice will be sent through the system, untick the ‘check_box Send to customer/account’ checkbox.
    1. Click on the ‘Mark as Sent’ button.
    • For orders marked as sent, a payment link is available under the activity section. You can copy this link and share it through other communication platforms as needed. A quote sent status will appear beside the order number once the order is sent.
    1. Once sent, the payment status will move to ‘Quote Sent’, which you can still modify by clicking on the QUOTE SENT arrow_drop_down
  4. To resend the order, you may:
    1. Click on the ‘More actions keyboard_arrow_down’ button.
    2. Select the ‘Resend Order’ from the drop-down menu and modify the details on the ‘Send Order’ modal.
    • Resending an order only applies to sent, unpaid orders.
    1. Click on the ‘Send’ button.
    • The date sent will automatically update on the order’s record.

Updating a payment status

Once an order has been sent, the fulfilment status and payment status can manually be updated.


  1. Go to the ‘Settings’ page.
  2. Select ‘Orders’ from the menu.
  3. Click on the desired ‘Order’ from the list you wish to update.
  4. Click on the ‘Payment Status arrow_drop_down’ and select either PAYMENT PENDING or PAID
Orders that have the pending payment status are considered confirmed.

Fulfilling an order

  1. Go to the ‘Settings’ page.

  2. Select ‘Orders’ from the menu.

  3. On the ‘Orders’ dashboard, hover over the item(s) under the Items column, and click ‘check Fulfil Order’.

    1. Keep the ‘check_box Notify customer’ ticked if you wish to notify the customer about the order fulfilment.
      1. Click on the ‘Fulfil Order’ button.
    2. Untick ‘check_box Notify customer’ if you do not wish to notify the customer about the order fulfilment.
      1. Click on the ‘Mark as Fulfilled’ button.
    3. If the delivery method is Pickup, click on the ‘check Order Collected’ button once the order is picked up.
      • An order record will be auto-archived once completely fulfilled.

Cancelling an order

  1. Go to the ‘Settings’ page.
  2. Select ‘Orders’ from the menu.
  3. Click on the desired ‘Order’ from the list you wish to cancel.
  4. On the ‘Order’ page, click on the ‘More actions keyboard_arrow_down’ button.
    1. Select ‘Cancel Order’ and click on the ‘Yes, Cancel’ button.
    • Cancelling an order cannot be retrieved.
    1. Once an order has been cancelled, the CANCELLED status will appear beside the order number.
    2. If the cancelled order has no payment transaction, both CANCELLED and VOIDED statuses will be shown.
Once an order has been refunded, a cancelled status will appear beside the order number, and if the cancelled order has no payment transaction, both cancelled and voided statuses will be shown.

Refunding an order payment

  1. Go to the ‘Settings’ page.
  2. Select ‘Orders’ from the menu.
  3. Click on the desired ‘Order’ from the list you wish to refund.
  4. A list of the transactions is listed under the ‘Payment History’ section, including the amount paid or amount refunded and timestamp.
  5. To view more transaction details, hover over the timestamp to view the following details:
    1. Cash - Cash Taken, Taken By a user, and POS Register used.
    2. EFTPOS - Card Number, Initiated By a user, Transaction Identifier, Payment Method, and Processed By a user.
    3. Credit Card - Card Number, Initiated By a user, Transaction Identifier, Payment Method, and Processed By a user.
    4. Account - Amount, Taken By a user, and Account Name.

Payment History

The refund process varies depending on the payment method used for the transaction. Compound Direct supports refunds for Cash, EFTPOS, Credit Card, and Account payments.


toll Cash Payment Method


  1. Click the ‘toll Cash keyboard_arrow_down’ transaction and select ‘Refund’.

  2. Select an OPEN POS register from the drop-down menu.

  3. Enter the cash refund amount for the refund. You may refer to the Cash Paid amount above for the remaining collected cash payment.

    • If a partial refund is issued, an alert with the remaining collected cash payment will appear under the payment history as a reminder.

  4. Click on the ‘Refund’ button.

  5. Once an order has been refunded, a REFUNDED status will appear beside the order number.  

  6. Once an order has been partially refunded, a PARTIALLY REFUNDED status will appear beside the order number.

Generating order documents

Compound Direct supports exporting or printing different order documents. All are accessible in the order dashboard and order page to ensure that your pharmacy has a smoother workflow.


See the Printer Setup, Balances, printers & labeling, and Preferences guides for more information.

To export records for multiple orders:


  1. Go to the ‘Settings’ page.
  2. Select ‘Orders’ from the menu.
  3. On the ‘Orders’ dashboard, find and select the desired ‘check_box Orders’ from the list.
  4. Click on the ‘More actions keyboard_arrow_down’ drop-down menu and select ‘Export Orders’.
  5. On the ‘Export Records’ modal, select the desired information you would like to include in your export.
  6. To export the selected information, you may either:
    1. Click on the ‘Export’ button.
    2. Click on the keyboard_arrow_down button.
      1. Select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’ from the drop-down menu.
  7. 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.
  8. To export the created template, you may:
    1. Click on the ‘Export’ button.
    2. Click on the keyboard_arrow_down button.
      1. Select either ‘Export as Excel (.xlsx)’ or ‘Export as CSV (.csv)’ from the drop-down menu.
  9. To delete a template, click the desired ‘Template’, then ‘Delete’, and ‘Confirm’.
The system will save the previously exported format and will automatically export that format in the next export if no format is chosen.

Archiving and unarchiving an order

  1. Go to the ‘Settings’ page.
  2. Select ‘Orders’ from the menu.
  3. On the ‘Orders’ dashboard, select the desired ‘check_box Orders’ from the list.
    1. Click on the ‘More actions keyboard_arrow_down’ button.
    2. Select ‘Archive/Unarchive Selected Orders’ and click on the ‘Archive/Unarchive’ button.

Related

Order Workflows
Customize and automate order processing workflows — from creation through fulfillment — to improve efficiency and accuracy in your pharmacy.
Accounts
Manage customer accounts, view and edit invoices, and track payment history to streamline pharmacy billing and financial workflows.
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