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Introduction:

This document provides instructions for entering Credit Memos for Stock Lens, Frames and Miscellaneous items through the Stock Billing menu.

Procedure:

Coming Soon........

From the Optifacts main menu:

Type 6 – Stock Pricing and press enter.

Note: Any credit you apply to an account through stock pricing will go toward current balances only.  To apply a credit to a past due balance, you must use Accounts Receivable, Daily Routines, Add a Transaction.

The Invoicing Information screen displays.

• Type the Account Number and press enter.

Note: If the account number is unknown, type the first few letters of the account name to display a list of accounts.

• The Invoice Number is automatically assigned by Optifacts.
• Type the Patient Name and press enter.
• Type the Purchase Order No. and press enter. (Optional)
• Type Y to continue or N to edit the information.

• Type the Tray Number and press enter if not automatically assigned by Optifacts.
• Type the Date needed and press enter. (Optional)
• Type the Time needed and press enter. (Optional)
• Type the Tray Notes and press enter. (Optional)

• Type the Material Code to Post Invoice by and press enter.

Note: Pressing (?) in the Material Code field will display a list of options.

The Billing Information displays.

• Select any applicable billing options.

• To apply a special discount, type 3 to apply a percentage or 4 to apply a dollar value.

A field will display allowing entry of the amount.

• To apply postage, type 2 and press enter.

A field will display allowing entry of the Handling Cost amount.

• To flag the order as Net, type 5 and press enter.
• To view pricing debug, type 6 and press enter.
• To add a Mail to Patient address, type 7 and press enter.
• To suppress the pricing on the invoice, type 8 and press enter.
• To suppress the pricing on the 2nd copy of the invoice, type 9 and press enter.
• To print a duplicate invoice, type 10 and press enter to continue.
• When all applicable selections have been made, press enter to continue.

The item details screen will display.

• Type the Stock Option code and press enter.
• Type (?) to view a list of options.

• Select the applicable stock option and follow the on screen prompts to continue the order.

Some examples of different types of Stock Orders are as follows:

Stock Lenses Credit by Description:

• Select Option code L and press Enter to display the following window.

│┌──────────────────────────────────────────────────────────────────────────┐  │
││                                                                          │  │
││     Mat Style Diameter Color  Sphere Cylinder  Quantity  Price  Cost     │  │
││     --- ----- -------- -----  ------ --------  --------  -----  ----     │  │
││     P    SV     70.0    W      -1      0.0       -0.5    2.50  [0.00 ]   │  │
││                              SKU #[          ]                           │  │
│└──────────────────────────────────────────────────────────────────────────┘  │

• Fill in the applicable information pressing Enter past each field.

NOTE: When entering a lens order by description, the value for one lens is .5 and 1 for a pair.

The quantity must be entered as a negative value when issuing a credit memo.

┌──────────────────────────────────────────────────────────────────────────────┐
│Stock                                                   Price/    Price/      │
│Option   Quantity     Description                       Item      Line        │
│------   --------     -------------------------------   --------  --------    │
│ 1          -0.5      SV 1.498 Plas PLANO 70MM W           2.500     -1.25    │
│[L  ]                                                                         │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│                                                                              │
│  Press '?' for help                               Invoice Total =    -1.25   │
└──────────────────────────────────────────────────────────────────────────────┘

• Respond to the tax and discount questions, pressing Enter past each field.
• If a SKU is found for the lens, Optifacts will display the SKU number. Press Enter.
• Continue with more entries or press Q to quit when complete.

• Enter all details of the lens. 

Note: When entering a lens order by description, the value for one lens is .5 and 1 for a pair.

"The quantity must be entered as a negative value when issuing a credit memo."

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• Enter the date of the original invoice.

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• Enter the price and cost if not populated automatically.

Note: Pricing is per unit.

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• Respond to the tax and discount questions, pressing Enter past each field.

Note: If the customer profile is set to non-taxable, the order will not be charged tax. The operator does not need to answer Y or N to the tax questions.

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Note: This discount question is related to the month end discount not the special discount applied earlier in the credit.

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• Enter the SKU number is available.

Note: If Optifacts finds a SKU number for the manually entered lens information, it will populate the SKU field.

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• Continue with more entries or press Q to quit when complete.
• Are these entries correct? <y/n>? Respond with y or n.

The following screen will display.

• Type C to continue and press enter.

Note: Depending on lab parameters, you may be required to enter credit reasons.

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• Enter any applicable comments.
• Press Enter past the “Enter for Reason Options” OPTIONS field.

"DO NOT CHANGE THE WORD "OPTIONS"

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The Options Selector screen will display.

• Select the applicable credit reason option and press enter.

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• You may be prompted to select additional credit reason options. The system may be set up to cascade through various credit reason menus.
• Press Enter to print the invoice.

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• Press enter to continue.

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Stock Lenses Credit by SKU:

1. Miscellaneous Credit:
   • Select Option code M and press Enter.
   • Type the quantity using a (-) minus sign to indicate a negative value and press Enter.
   • Type the description and press Enter.
   • Type the price and press Enter.
   • Respond to the tax and discount questions, pressing Enter past each.

┌──────────────────────────────────────────────────────────────────────────────┐
│Stock                                                   Price/    Price/      │
│Option   Quantity     Description                       Item      Line        │
│------   --------     -------------------------------   --------  --------    │
│ M          -1.0      TEST MISC CREDIT                    10.000    -10.00    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│  Is this item Fed taxable?  . . . . .[Y]                                     │
│                                                                              │
└──────────────────────────────────────────────────────────────────────────────┘

• Continue with more entries or press Q to quit when complete.

1. Frame Credit:
   • Select Option code F and press Enter.
   • Type the Frame SKU and press Enter.
   • Type the quantity using a (-) minus sign to indicate a negative value and press Enter.
   • Respond to the tax and discount questions, pressing Enter past each.

┌──────────────────────────────────────────────────────────────────────────────┐
│Stock                                                   Price/    Price/      │
│Option   Quantity     Description                       Item      Line        │
│------   --------     -------------------------------   --------  --------    │
│ 1           1.0      1226,ALTAIR EYEWEAR,               -50.000    -50.00    │
│ 2                    52.0:21.0 135.0 LIGHT BRONZE FL                         │
│[F  ]                                                                         │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│                                                                              │
│  Press '?' for help                               Invoice Total =   -50.00   │
└──────────────────────────────────────────────────────────────────────────────┘

• Continue with more entries or press Q to quit when complete.

1. Option Table Entries:
   • Select Option code O and press Enter.
   • Type the quantity using a (-) minus sign to indicate a negative value and press Enter.
   • Type the Option Code or press Enter to scroll through the available items.
   • Type Y to select the displayed option or N to view more.

┌──────────────────────────────────────────────────────────────────────────────┐
│Stock                                                   Price/    Price/      │
│Option   Quantity     Description                       Item      Line        │
│------   --------     -------------------------------   --------  --------    │
│ O                                                                            │
│┌──────────────────────────────────────────────────────────────────────────┐  │
││                                                                          │  │
││                                                                          │  │
││                    CONSUMABLES/PARTS PRICING OPTIONS                     │  │
││                                                                          │  │
││                                                                          │  │
││     Option Code. . . . . . .  6-198                                      │  │
││     Option Description . . .  RED DYE                                    │  │
││     Consumable/Part Type . .  BPI                                        │  │
││                                                                          │  │
││     Unit . . .                                                           │  │
││     Unit Qty . . .             0.0                                       │  │
││                                                                          │  │
││     Press esc to return to Stock Option . . .                            │  │
││     More than one entry exist, is this the correct one (Y/N)?. .[Y]      │  │
└│                                                                          │──┘
 └──────────────────────────────────────────────────────────────────────────┘   

• Continue with more entries or press Q to quit when complete.

Coming soon.....