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Introduction
This option will allow you to assign a price list to a specific account, group of accounts, or pricing package. Assigning price lists is required for Optifacts to know where to look to retrieve prices for each account as jobs are processed.
You can point any single account, group of accounts, or lite-up package to an individual price list or a group of price lists. Price lists can be assigned Based upon a particular lens style, (Normal, Progressive, or Full-Field) a material edged or uncut, finished or semi-finished work dress or industrial thickness a manufacturer, color, diameter, specific aspheric lens type, or a multitude of combinations Based on these.
Assigning price lists requires you to know information regarding how you want the prices in the list to behave in relation to other lists. We will begin with a listing of the separate fields within an account price list assignment record, then an overview of addressing the types of price lists, or how we want these lists to behave in relation to other lists. We will be covering each of these individually in the following sections.
Procedure
From the Optifacts main menu:
Type 3 - Editor Utilities and press enter.
Type 4 - Pricing Database Editor and press enter.
Type 2 - Account Price List Assignments and press enter.
Add an entry:
Type 1 - Add/Edit Account Price List Assignments and press enter.
Follow the prompts at the bottom of the screen and enter the applicable data, as described in the following sections.
Overview of Assignment Prompts
Non-Editable Entries
The following entries of an account price list assignment record are not editable once entered. If changes need to be made to these entries in any record, the entire record must be deleted and a new record created with the changes you need.
Account/ ~Package/-Group Number: Enter the specific account number to assign this list to, or enter 0 for all accounts. Prefixing a number with a tilde (~) signifies the assignment will be related to a package of the same number. The package must exist before doing the price list assignments. Prefixing a number with a minus symbol (-) signifies the assignment will be part of a group pricing.
Lens Style/Group Flag: Enter- the lens style you wish to price from this list, either N for normal lenses, (SV, D28, 7X28, etc.), P for progressive lenses, or F for full-field lenses, (Aspheric lens types, FFSV, FFD28, etc.). You may also enter an asterisk, which would mean that you wish to assign the account number entered to a group. When entering the asterisk, the remaining fields will be filled with an asterisk and you will be prompted for the group number to price from.
Material Code: Enter the material to price from this pricelist. Use the same code as entered in Order Entry, or enter *P for all plastic materials, (including high indexes and polycarbonate), enter *G for all glass materials, or enter an asterisk (*) for all materials to price from this list. Entering a specific material code will lock out any other material code from using this list. If multiple materials will use this list, you must use multiple assignments pointing to the same list, or if possible, use *P or *G.
Price Last Type Code: Enter the type of price list you want. B means the Base list, O means Override list, and A means Add-on list.
Edged, Uncut, Both: Enter U to price Uncut lenses only, E to price Edged lenses only, or * to price both edged and uncut from this list.
Finished, Semi-Finished, Both: Enter F to price only Finished lenses (stock) from this list, S to price only Semi-Finished (need to grind) lenses, or * to price both finished and semi-Finished from this list.
Industrial, Dress, Both: Enter I to price only Industrial thickness jobs, D to price only Dress thickness jobs, or * to price both dress and industrial thick jobs from this list. In order for this flag to work, the ’I' suffix must be used in the order entry lens style, (i.e. SVI, DI28, etc), simply running an SV or D28 lens and entering a thickness of 3.2 will NOT toggle this flag.
Editable Entries
The following entries of an account price list assignment record can be edited once entered. If changes need to be made to these entries in any record, simply enter matching entries for the non-editable fields and the program will display all matching entries allowing you to edit any you choose.
Manufacturer Code: Enter the manufacturer code you wish to price from this list or * to price all manufacturers from this list. Manufacturer codes are the same as used in order entry.
Color Code: Enter the color code to price from this list or * to price all colors from this list. Color codes are the same as used in order entry.
Diameter Range: Enter the diameter to price from this list or enter 1 to 99 to price all diameters from this list.
Commercial Brand: Enter the applicable Commercial Brand name to be priced from this list.
Lens Type Code: Enter the applicable lens type code to be priced from this list.
Price Liist Listt Number: Enter the price list number to price from, or enter 0 to create a work ticket only assignment.
Base Price List
This is the first set of prices Optifacts will use and is required for any pricing to occur. It should contain all prices that exist for whatever material the list contains prices for. Edging Charges, Power Over Standard, Tint, etc are some examples of prices that could be included in a Base list. Even though Optifacts may be getting some prices from an Override or Add-on price list, it will still fall back to the Base list and pick up any other charges that were not covered on the Override list. Think of the Base list as just that, the base for all prices.
Add-on Price List
The next price list that could be used is going to be an Add-on list. This price list contains prices that will get added to any price on the Base list that resides in the same location as the price list. (i.e. Solid Tint charge on the Base list is $5.00 and Solid Tint charge on the Add-on list is $2.00. The price charged will be $7.00) An Add-on list is a filter that will be applied or laid over the Base list.
Note that minus (-) values can be placed into an Add-on list and that amount would be subtracted, in the example above, the resultant tint price charged would have been $3.00 if the Add-on List price contained a value of -2.00 in the Solid Tint field.
Add-on lists are useful if you have a few accounts with pricing exceptions that are added on to, or deducted from, your Base list. Add-on lists can also benefit special pricing for special promotions.
A good example of this would be a lab running a special promotion on AR coating. Rather than change prices in the Base list for the promotional period, and then have to change them back to normal when the period is over, an Add-on list could be made and the amount to deduct placed in the AR COAT field. This price list is then assigned as an Add-on list to the normal prices for the promotional period, and removed from the price list assignments when the promotion is over.
Override Price List
Another price list type, and probably the most powerful , is the Override price list. An Override list is a filter that lies over the top of the Base list and the Add-on list, replacing any overlapping prices with the prices in the Override list.
The Override List is powerful in the sense that it has the ability to force entries to zero or replace entries with a different dollar value. It is possible to bring an entry to $0 with an Add-on list, but you would have to enter the exact negative dollar value to do so. With an Override list, entering -999.00 will bring the value to zero regardless of what price is on the Base list. Entering a value to charge, as opposed to entering a value to add or subtract may make the list easier to maintain and read from the operator’s viewpoint.
Using the pricing example from the Add-on list, a Solid Tint charge of $5.00 on a Base list, a Solid Tint charge of $2.00 on an Override list would result in $2.00 being charged.
Progressive and full-field (aspheric) lenses are commonly priced as Override lists. In the case where there are no price list assignments for a lens type of P, then progressive pricing will occur from the progressive column in the normal type of price list. Since all progressives would price from this column, it is most likely that you will create a progressive type price list and assign that list as an override, thus overriding any overlapping charges from the normal type price list. Full-field lenses are handled in the same fashion. If there is no price list assignment for a lens type of F, then full-field lenses will price from the Base list with a list type of N. The FF prefix is dropped and pricing is done from the respective lens column, (i.e. FFD28 will price from D28, FFSV will price from SV, etc). By placing full-field specific prices into a separate list, and assigning that list as an Override list of lens type F, then your full field lens will get all related prices from the new list, and common prices from the Base list.
Remember that entry of 0.00 in an Add-on or Override list will have NO effect on pricing at all. Only with an entry of -999.00 on the Override list can a value be forced to $0.00.
Examples:
The following screenshots are just a few examples of the various ways to assign price lists through an account, package, or all accounts.
Assigning a Generic Base List
The diagram below shows a base list assignment for all plastic materials for all accounts to price list number 1000. An assignment to an actual account number will take precedence over an assignment for account zero (0).
The example will price both edged and uncut jobs in any plastic material, finished and semi-finished lenses, dress or industrial thickness from any manufacturer and in any color or diameter. It will not price any glass jobs.
Assigning a Package Base List
The diagram below shows the price list number 242 is assigned as a package. When assigning price lists to packages, you must enter the group number with a preceding tilde symbol (~). This is a flag to Optifacts that the number will reference a package from the lite-ups. When a price list is assigned as a package list, it is available to all accounts, but active only when the accompanying package lite-up is toggled on in the billing options screen of order entry.
The example will price only edged polycarbonate jobs, either finished or semi-finished lenses, only if industrial thickness, from any manufacturer, and color, any diameter. It will not price any material other than polycarbonate, any uncut, or any dress thickness jobs run with the T flagthe D flag. (i.e. SV or D28). It will only price jobs using the industrial flag (I) in the lens style (i.e. SVI or DI28).
Assigning a Group Base List
The diagram below shows the price list 1000 being assigned with group #1000. When assigning price lists to groups, you must enter the group number with a preceding minus symbol (-). This is a flag to Optifacts that the number will be a group. When an account is assigned to price from a group, it will only follow the price list assignments for that group number or for its account number. It will not follow any assignments for account 0 or to another group.
The example will price any plastic edged jobs, either finished or semi-finished lenses, only if dress thickness, from any manufacturer, and color, any diameter. It will not price any glass materials, any uncut, or any industrial thickness jobs run with the ’I’ flag. (I.e. SVI or DI28)
Assigning a Specific Base List
The diagram below shows account 12345 is assigned to a specific list #85. This type of assignment will take precedence over any matching assignments done for account 0. If the account number is assigned to a group, then this assignment takes precedence over any group assignments that match.
The example will price only plastic uncut jobs, only semi-finished lenses, only if industrial thickness, only from manufacturer ES (Essilor), any color, any diameter. It will not price any material other than material code P (Plastic), any edged jobs, any dress thickness jobs, or any manufacturer
other than Essilor.
Assigning an Account to a Group
The diagram below shows account 12345 is assigned to a price from within-group #1000. This account will only price from within this group or from an assignment to the actual account number.
This assignment only places an account into a group. Assigning price lists to the group must still be done in order for this account to price correctly.
Edit Price List Assignments
From the Optifacts main menu:
Type 3 - Editor Utilities and press enter.
Type 4 - Pricing Database Editor and press enter.
Type 2 - Account Price List Assignments and press enter.
To Edit an entry:
Type 1 - Add/Edit Account Price List Assignments and press enter.
The diagram below shows a general assignment for full-field (aspheric) Essilor lenses to price from list #104.
The box around the upper portion of the diagram shows the entries of a price list assignment that cannot be edited. If there is an entry in this section that you need to edit, you must delete the assignment and re-enter a new assignment with your desired values.
The box around the lower portion of the diagram shows the entries that can be edited for an assignment. Notice the lowest portion of the screen states 2 entries exist and is prompting the user to add or edit an entry.
To add an entry, type A and press enter.
If Add an entry is chosen, the cursor will be placed at Manufacturer Code and you can then fill in the lower section with new entries.
To Edit an entry, type E and press enter.
If Edit entry is chosen, the editor will scroll through all matching entries, prompting at each one if you wish to edit the entry. A response of No will scroll to the next entry; a response of Yes, will place the cursor at Manufacturer Code and allow you to edit the current entry.
Delete Price List Assignments
From the Optifacts main menu:
Type 3 - Editor Utilities and press enter.
Type 4 - Pricing Database Editor and press enter.
Type 2 - Account Price List Assignments and press enter.
To Delete an entry:
Type 2 -Delete Account Price List Assignments and press enter.
This option allows you to permanently remove a price list assignment from the database. You will be prompted to fill in an Account Price List Assignment screen, and any matching entries will appear on your screen with the program prompting you if you wish to delete the entry. You must
respond yes to delete the assignment.
Since you must fill in the assignment fields exactly to find the correct price list assignment, it is recommended that you first print a listing of the Account Price List Assignments to assist you with finding the correct list to be deleted. Again, all entries must be entered exactly in order to delete an
assignment.
Would you like to Delete this one (Y/N)?
Type Y to delete the entry.
Type N to view the next entry.
Press Escape to exit.