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Introduction

This document provides instructions for verifying that the lens picked is accurate.

The verify program is a core component in your inventory and EOE system.  From this screen you can place short orders, automatically re-order stocked lenses, record lens breakages, substitute lenses and get new tickets, and exchange lens inventory.  Since this screen relies heavily upon numerical input and lens SKUs, we strongly recommend attaching a bar code reader to your verify terminal to  speed the process and reduce entry errors.

The Verify  screen  is self-explanatory  and we cover a few modes below along with  an example of when would be a good time to use it.  For instructions on all modes of verify, please refer to the Verification & Breakage (Lenses) section, where you can link to a number of documents detailing each available mode.

When each option is used, Optifacts will check the validity of the job to use that option.  It will also check the validity of the SKUs that are entered and let the operator know what actions are being taken.

Procedure

We will cover the following functions in this document:

• Verifying usage of the lens decrements inventory and reorders lenses.
• Flagging a tray to order lenses from the vendor via Electronic Order Entry. Short mode is designed for the case of Optifacts picking a lens, that lens is not on the shelf on a regular basis and needs to be ordered for a specific job. This mode will not decrement inventory. 
• Recording a lens breakage for reporting purposes. This mode will not decrement inventory.
• Recording a lens breakage on a manufacturer defective lens. This mode does not decrement inventory.
• Recording lens usage after a breakage. This mode will decrement inventory.
• Reversing a breakage after being posted.
• Exchanging lenses at the verify station. Exchange Mode should be used only when lenses have previously been verified for a particular job and for some reason, other lenses need to be used. This mode will decrement new lens SKUs and increment the lens SKUs on the work ticket.
• Forcing lens usage. This mode is primarily used for work tickets that have no SKUs printed on them, or if the SKUs printed are not for the lenses being used. This mode skips verify and decrements both eyes.
• Transferring jobs from the verify station.

From the Optifacts main menu:

Type 3 - Editor Utilities and press enter.

Type 10 - Verify Lenses Picked and press enter.

The Verify screen displays.

Usage Mode

Upon running the verify program, usage mode is automatically in progress. The screen will prompt you to enter either a Tray or Job Number if you are printing pick tickets at layout. When manually entering Job numbers, precede the number with the letter 'J'.  Scanning a pick ticket barcode does this step for you. The Job/Tray number will hereafter be referred to as the job number. If you type I and press enter, the screen will toggle and  allow you to enter  Usage Mode by Invoice number.

The job  number can be entered by hand or scanned in with a reader attached to the keyboard.  The lens SKUs are then asked for.   Enter each SKU in the same manner as the tray number, either with a scanner or manually.  Optifacts will then check to make sure that the SKUs are correct  by comparing them with the information  on the work ticket and checking them in the SKU table.

If there is any inconsistency in the SKUs on the pick ticket and those entered at verify, Optifacts  will  post the  appropriate  message.   Optifacts  will allow the  substitution of manufacturer,  base curve,  or diameter.  In special cases,  substitution of a lens color is also allowed.  If one of  these  has been changed the question will be asked  if the operator wants to substitute the lens(es).   The appropriate  answer can be entered.   If the answer is "yes" the new SKUs will be printed on the work ticket and inventory will be decremented for the SKUs entered.   "No" will bring the user back to entering the SKUs again.  Any substitutions allowed at verify will print a new work ticket.

It  is important to  remember  that  for  any  substitutions  other  than  manufacturer,  base curve, or diameter, the job in question needs to be recalled at the layout screen with the appropriate  change being made and a new pick ticket or work ticket being run.  It is also important  to note that it is feasible  for the operator to pick an incorrect  base curve and answer  yes to allow substitution.   Whenever  the verify  program  notices a discrepancy, please  be sure to  read  the messages on the  screen  carefully  and check  your  lenses before  allowing the override.   Optifacts is perfectly  capable of calculating an Rx with  a +5.00 Rx onto a 2.00 base lens, but this is obviously not a wise substitution.   Read the substitution  messages before  answering Yes.

• Type or scan the Tray number or the Job number and press enter. If entering the job number, precede the number by the letter J. Example: J1234.

In the following example we used the tray number.

In the following example we entered the job ID.

• Type I to toggle and press enter. 

This allows you to enter verify using the Invoice # rather than the tray or job ID.

In the following example we toggled by typing I and entered the Invoice number.

The system will search for the job ID and bring up the applicable tray number onto the screen.

• Type or scan the SKU numbers.

• Type or scan the right and left lens lot numbers.

The inventory is updated and the Inventory Update for Tray: xxxx message displays at the bottom of the screen.

• Press Escape to exit.

Several  other modes are available on the Verify  screen.   To  enter into one of the other modes key the appropriate  letter  listed on the main Verify screen.   Following is a short explanation on the use of each mode.

Shorts Mode

Shorts   Mode  will  force   the  lenses  scanned  to  be  flagged  for   short  ordering  via Electronic Order Entry.  Shorts mode is designed for the case of Optifacts  picking a lens and that  lens is not  on the shelf on a regular basis.   Enter "S" on the line asking for "Tray  Number" and press Enter.

The operator will notice that "SHORTS  MODE" in the upper right of the screen  replaces the "USAGE MODE" message.  Scan the Tray or Job number as prompted.  The Shorts Mode will flag the lenses for  reorder via the Shorts Advice  Report and the verify screen will  automatically  return  to  usage  mode.   The  tray  should then  be set  aside  until the lenses are  received  into inventory.   After  that  time, the  tray  can  then  be verified  and processed  through the lab as a regular job.

The requested  lenses will be tied to the tray number, thus when the lens order is placed and received, the particular tray  number will appear on the packing list as opposed to a bin location.   This should notify your employees immediately that there  is a tray waiting for these  lenses.   All  lenses/jobs  flagged  in 'Shorts'  mode will appear on the  Shorts Advice report and may be imported into the EOE system.

If the  'Shorts'  mode was  entered  accidentally,  or you wish to  return  to  usage  mode without placing a short order, Enter 'S' again and the screen will return to usage mode.

• Type S and press enter.

The screen is now in Short Order mode.

• Type the Tray number or the Job number and press enter. If entering the job number, precede the number by the letter J. Example: J1234

• Type the applicable eye code and press enter.
  • R - Right eye
  • L - Left eye
  • B - Both eyes

The tray will be flagged as a short order.

Breakage Mode

Breakage  mode is used when  one or both  lenses are broken  in the lab.  This  option marks the lens as broken for  reporting purposes, BUT DOES NOT  DECREMENT OR INCREMENT INVENTORY IN ANY WAY.

Breakage  mode utilizes information  from Job Tracking to accumulate and report on lens breakages.  The verify program is a slick interface for documenting lens breakage when used in conjunction with Job Tracking.   If you do not have the Job Tracking module, you will be given access to a small menu where you may edit and alter the breakage codes and reasons for your lab.

To enter Breakage Mode, type 'B' and press enter at the 'Job Number' prompt.  Enter or scan the job number. You are then prompted  for the station code and breakage reason code for  the  breakage.   These  codes  are defined  and maintained in the Job Tracking module.  The Verify  screen will return to Usage Mode after  each Breakage  Mode job is recorded.

Once  this  has been  done, the  new  lens  can  be  decremented  from  inventory  using "Usage Right" and/or "Usage Left".   Follow the instructions for those modes listed under their respective titles.

If you wish to exit either breakage mode without recording a breakage,  enter 'B' or 'BO' at the job number prompt and verify will return to usage mode.

• Type B and press enter.

The screen is now in Breakage Mode.

• Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234. The system will display the tray number assigned to the job number you entered.

• Enter the applicable code to indicate right, left, both or split.
  • Type R to enter a breakage for the right eye only
  • Type L to enter a breakage for the left eye only
  • Type B to enter a breakage for both eyes
  • Type S to enter a breakage for both eyes with a different reason code for each eye.
• Enter the Operator Code and Reason Code for each applicable eye and press enter.

Once the Reason Code is entered for each applicable eye, you will see the reason description below the code. The system will also prompt you for short order of the lens.

• Short Order Lens (Y/N)?
  • Type Y to place an order for the lens.
  • Type N to continue without ordering the lens. 

Example of one eye breakage:

Example of Both eyes broken:

You will only enter the right eye data and the system will copy it to the left eye.

You will then be prompted to print a new work ticket,

• 1 (or 2) lens(es) broken, print a new work ticket?
  • Type Y to print a new ticket.
  • Type N to continue without printing a new ticket.

If a previous breakage had been posted for the tray, you will see the following message.

• Type Y to post another breakage.
• Type N to return to the verification screen.

• Press Escape to return to the menu.

Breakage Defect Mode

Breakage  defect  mode is used when a lens has been verified, but has a manufacturer  defect  and can be returned to the manufacturer for a replacement lens.   Enter  "BD" when the cursor is at "TRAY" and "DEFECT MODE" will appear.

Follow the same procedure as for Breakage Mode to mark the lens(es) as defective and assign new lens(es) to the job.

• Type BD and press enter.

The screen is now in Breakage Defect mode.

• Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234.

• Enter the applicable code to indicate right, left, both or split.
  • Type R to enter a breakage for the right eye only
  • Type L to enter a breakage for the left eye only
  • Type B to enter a breakage for both eyes
  • Type S to enter a breakage for both eyes with a different reason code for each eye.
• Enter the Reason Code for each applicable eye and press enter.

Once the Reason Code is entered for each applicable eye, you will see the reason description below the code. The system will also prompt you for short order of the lens.

• Short Order Lens (Y/N)?
  • Type Y to place an order for the lens.
  • Type N to continue without ordering the lens. 

You will then be prompted to print a new work ticket,

• 1 lens broken, print a new work ticket?
  • Type Y to print a new ticket.
  • Type N to continue without printing a new ticket.

• Press Escape to return to the menu.

Usage Right or Left Mode

As stated  under the Breakage  Modes, Usage Right and Usage Left Mode are used after a breakage/defect to assign and decrement a new lens to the job tray.    NOTE:  Use of this  mode  and  Usage  Left  Mode should  only be done  AFTER  one  of the Breakage Modes has been used on the same tray.

To start the Usage Right Mode, enter an "R" at the Tray  Number prompt, press [Enter] and "USAGE RIGHT" will appear, or , to start the Usage Left Mode, enter an "L" at the Tray  Number prompt, press [Enter] and "USAGE LEFT" will appear.   Enter the tray number and Optifacts  will  request the SKU number for the right eye.   Enter this also.  Now inventory has been decremented and new lens(es) will be ordered.

If the lens scanned is not the same as the lens printed on the work ticket,  but could  be used instead, you are asked if you wish to use the new lens.  Answering  'Y' will print a new work ticket using the new lens and update inventory with usage for the new lens. Answer 'No' and the screen will again display the tray number prompt.  You may only substitute manufacturer, diameter, and base curve on any lenses.  The Verify screen will return to Usage Mode after each UR Usage Mode job is run.

Follow the same process as Usage Mode described at the beginning of this section.

Force Mode

The Force option on the Verify  screen is used primarily for Pick Tickets that have no SKUs  printed on them, or  if  the  SKUs  printed are  not for  the  lenses being used.

Turn "FORCE" mode on by typing the word  "force" in the tray  number. (The word will automatically appear in upper case.)   The mode indicator in the  upper right of the screen will change.    Enter the tray number and Optifacts will ask for the SKUs. These SKUs will then be decremented in inventory.

• Type Force and press enter.

The screen is now is Force Job Mode.

The Force Complete message displays at the bottom of the screen.

• Press Escape to exit.

Exchange Mode

Exchange Mode should be used only when lens(es) have previously  been verified for a particular job and, for some reason, others  need to be used.

To go into Exchange Mode enter an "E" and "Exchange Mode" will appear in the upper right.  Enter the tray  number and Optifacts will prompt for the first and second SKUs that are to  be exchanged. The new SKUs will  then  be decremented  and the SKUs on the work ticket will be incremented.

• Type E and press enter.

The screen is now in Exchange Mode.

• Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234.
• Type or scan the SKUs for the new lenses being used and press enter.

• Type or scan the right and left lens lot numbers.

The system will prompt you to confirm the override.

• Type Y to continue with the override.
• Type N to return to the verification screen.

The inventory is updated and the Inventory Update for Tray: xxxx message displays at the bottom of the screen.

The following is an example of a message that you may see when attempting to verify in Exchange mode.

Override not allowed.

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