• Centralised Customer Accounts are shared across all pharmacies and the Head Office in a Multi-store group
  • Pharmacy customers with a Centralised Customer Account can use the same account at each pharmacy in a Multi-store group, and have it linked it to their local Customer record at each pharmacy. Multiple customers, for example a family, can be linked to a single Centralised Customer Account. See Link a Customer to a Centralised Customer Account for more information

Create a new Centralised Customer Account

From Customer Management:

1. Click the Customer menu and select 2. Customer Accounts.
The Customer Account Management window is displayed.

2. Click Add.

Note: Head Offices can disable pharmacies from creating Centralised Customer Accounts. If the pharmacy is disabled, Add will be greyed out. See Set Centralised Customer Account permissions for stores and users.

The Customer Account Entry window is displayed.

a.  Copy Existing Customer: This option is only available when adding an account at store level. Customer records are saved locally at each store, therefore there are no customer records at Head Office to be copied.
b. The Master Store cannot be changed when adding a new Centralised Customer Account at store level, so is only editable at Head Office.

3. The Status is set to Active by default. 

If required, click the dropdown menu to choose from the three options:

  • Active: The account can be paid and sales can be charged to the account
  • Suspended: The account can be paid, however no sales can be charged to the account
  • Inactive: No payments or charges can be made to the account. Inactive accounts do not display in the Till, however can be accessed via Customer Account Management

4. If you are adding a new Centralised Customer Account at store level, you can copy details from an existing Customer record:

a. Click Copy Existing Customer.
The Customer Search window is displayed.
b. Highlight the required customer and click Okay. The details for that Customer record are copied to the new account.

5. Ensure the contact details are entered:

  • Surname is a mandatory field

6. If adding the Centralised Customer Account from Head Office, ensure the correct Master Store is selected.

The Master Store contact details are included on the Account Statement.
The Head Office cannot be set as a Master Store for an account.
By default, if creating the account at:

a. From the Master Store field, type [0], and press [Tab].
The Business Search window is displayed.
b. Highlight the required pharmacy from the list, and click Okay.

7. Check the Charge Interest on overdue amounts checkbox: 

  • If your pharmacy is configured to Charge Interest on overdue amounts and,
  • You want this account to incur interest

If your pharmacy is not configured to charge interest, leave this checkbox unchecked.

8. If required and enabled at the pharmacy (Master store selected for the account), check the Direct Debit checkbox to enable the following fields:

  • Account Name
  • BSB
  • Account Number
Only the Master store or Head Office can make changes to the Direct Debit information.
The BSB is validated against a list of Australian banking institutes, and will present a warning if the BSB is not recognised.

9. Set the required Credit Limit.

10. Set the required Disc % if you wish to automatically apply a set discount percentage to items charged to the account. This is only taken into consideration when charging retail items via the Till.

11. Enter the customer’s email address in the Email statements to field, if they wish to receive statements by email.

Tip: To add multiple email addresses, separate the email addresses with a semicolon [;] e.g. steveh@gmail.com;nancyp@hotmail.com. Mulitple email addresses can be added with or without a [Space] after the semicolon.

12. Select the Statement Method using the drop down menu:

  • Email: If you select this option, there must be a valid email address in the Email statements to field
  • Print
  • Both: if you select this option, there must be a valid email address in the Email statements to field
  • None

13. If the customer’s Postal Address differs from their residential address:

a. Check the Use this address checkbox.

b. Enter the required details.

14. Enter any Till Notes you wish to display at the Till when the account is selected. This will display at all pharmacies.15. Click OK to create the Centralised Customer Account.