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Introduction
This document provides instructions on how to set up the procedure to re- compute the minimum and maximum stock levels for a number of days’ supply. This option allows you to review or change the general setup configuration. The configuration is the basis for your lens inventory system, specifying, for example, the number of days between normal ordering cycles. Only one General Configuration can exist. You cannot enter a second General Configuration; you must make appropriate changes to the master General Configuration. The Manufacturer Configuration will override the General Configuration.
Procedure
There are two types of inventory that can be usedYou can find the general configuration of Inventory under the Editor Utilities Menu of the Inventory/EOE Main Menu. Entering the configuration brings you to an Informix® screen where you can add, edit, update or remove your general configuration for Inventory and Electronic Ordering.
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This computation can also be controlled per-supplier in Menu 9-1-3. |
You can use two types of Inventory in Optifacts, Usage, and Min/Max inventory. Usage is a basic system that orders a lens each time one is gets used regardless of how many are actually in inventoryInventory. Min/Max manages the quantity on hand by looking at the number of days’ worth of stock instead of a specific number of lenses. Minimum being Min is the minimum number of days’ days of stock to maintain in inventoryInventory, and maximum being Max is the maximum number of days’ days of stock to maintain in inventory. To determine the Min/Max levels, the Inventory. The system looks at the last 90 days usage as well as the usage Usage from the same month of the previous year to determine the Min/Max levels.
Some of the items in the general configuration won’t be applied fully to a system ordering based upon lens Usage. We cover every item and inform you if it applies to Min/Max or Usage-based ordering.
We use the configuration editor in menuMenu: 9-1-1 and use the minMin/max Max calculation if you have order “Order by usage Usage or Min/Max Max” computation set to M“M.
Note that this can also be controlled per-supplier in menu 9-1-3.
”
From the Optifacts main menu:
Type Select Option 9 - Inventory and press enterEnter.
Type Select Option 1 - Editor Utilities and press enter.
Type Select Option 1 - General Configuration and press enterEnter.
The Inventory General Configuration screen displaysis displayed.
Field Definitions
- Enter the applicable data as described below, pressing
- Enter after each entry.
Select Blanks by Inventory Availability (Y/N)? - Blank
selectionSelection based upon
inventoryInventory is a simple
yesYes/
noNo prompt. This prompt applies to both
minMin/
maxMax and
usageUsage ordering. When set to Yes, you can have
blank selectionBlank Selection automatically choose a lens from your second, third, fourth, or fifth supplier if the lens that would work is out of stock. An example could be having a 70 mm lens as priority one and a 75 mm lens as priority two. When out of stock on the 70 mm lens, Blank
selection will pull and useSelection pulls and uses the 75 mm lens, even though the Rx would cut on the 70 mm lens. You should set this to
N“N” to begin.
We willYou would change it to
Y“Y” after getting your physical
inventoryInventory quantities entered.
Note: There are options in the price list to have your system price oversize based upon the lens diameter needed, rather than the lens diameter used when the Inventory package is installed.Y- “Y” – Checks to see if the lenses chosen by blank selection Blank Selection are in stock and, if not, it does not select them.
- N “N” – Uses blank selection Blank Selection to determine the best lens for the job regardless of quantity on hand status.
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There are options in the price list to have your system price oversize based upon the lens diameter needed, rather than the lens diameter used. |
Number of
days betweenDays Between Min/Max
computationComputation - Will set the default number of days the computer
will useuses to determine minimum and maximum levels of stock. Even though we
willstart with a
usageUsage-based ordering system, we still want to use
minMin/
maxMax to show us the peaks and lows of the
inventoryInventory levels and when these peaks are occurring.
A goodAn appropriate value to use here is 30 days.
- The number entered in this field is gets used in computing the average daily use of each lens SKU.
Retain
history information - Can beHistory Information - Choose “Y” yes, “N” no, or “R” received orders only
. Choose Y, N, or R. This prompt applies to both
minMin/
maxMax and
usageUsage ordering methods. You can toggle the system to retain history information of all orders and receipts. This logging of information can use an excessive amount of disk space. We recommend that if you wish to retain information, start with just the receipts and set the next prompt to about two or three months. If unsure of the amount disk space you have free, you can check by using
the ‘Checkthe “Check free disk
space'space” feature of the Management Functions menu option of the Optifacts Main Menu.
- Y “Y” – Retains a detailed history of lens usage per SKU and per by job number.
- N “N” – Does not retain the history.
Number of
monthsMonths to
retain history - Number ofRetain History - The number of calendar months to retain history
is set to the number of calendar months you wish to save history information,if the above prompt
was set to ‘Y’ or ‘R’.is “Y” or “R.” Our example above is not saving any information. You may want to check with Optifacts™ support staff about disk space requirements before setting this.
- Usually, one year (12 months) is gets used.
Order by Usage or Min/Max computation (U/M) -
Can be setSet to
‘U’“U” or
‘M’“M.” This prompt is where you select your lens ordering method. We
willstart by setting this to
‘U’“U” for
usageUsage. Even if you desire to order on a
minMin/
maxMax system, you must first run
usageUsage mode for 90 days (recommended) before switching to
minMin/
maxMax. This
is to allowperiod allows the system a period to determine the best
minMin/
max usageMax levels. Even when ordering based upon
usageUsage, you can use
minMin/
maxMax to show you which products you are over or under stocked on and at what point in the year or month these peaks are happening.
- U “U” – Enable the Usage Inventory system.
- M “M” – Enables the Min/Max or Perpetual Inventory system.
Number of
days supply for stock computation - Will affectDays Supply for Stock Computation - It affects how many lenses are ordered based upon how many days between orders and what your usage
levels have beenlevel history.
- This can be number is considered the Minimum minimum value of Min/Max.
Number of
days between normal ordering cycles - Will also affectDays Between Normal Ordering Cycles - It affects how many lenses are ordered based upon the number of
day’sdays’ supply for stock computation and what your usage
levels have beenlevel history.
- This value, when added to the previous value, can be considered the maximum value of Min/Max.
Use
which min/max computation procedureWhich Min/Max Computation Procedure (A-D) - Must be and the default
is set to ‘A’“A.” This prompt applies
to minto Min/
max orderingMax Ordering. You should leave this entry set to A; the procedures B-D are reserved at this time.
- Note: Selecting any letter from A to D will use from” “A to “D” uses the same formula. A “A” is the standard.
Average Cost Method of Costing? (Y/N) - This entry affects how the
inventoryInventory in stock is valued when a manufacturer changes the price of a lens.
Will averageIt averages your SKU costs between previous and current costs rather than assign all SKU inventory the new cost. This method results in a more accurate valuation of
lens inventorythe Lens Inventory.
- Y “Y” – Calculates an average price for the lens based on the number of lenses and the price paid for each.
- N “N” – Calculates Inventory Costing based on the price paid for each lens.
Blind Counts for Physicals? (Y/N) - Will not print quantity on hand when doing physical
inventoryInventory.
- Y “Y” – Excludes the Quantity on Hand from cycle count printed forms.
- N “N” – Includes the Quantity on Hand on cycle count printed forms.
Maintain Data for Ledger Report? (Y/N) -
Will store inventoryStores Inventory information into a separate table for the ledger report. The ledger report is
a greatan excellent summary report of your inventory activity, including breakages, sales,
etcand other data.
- Y “Y” – Maintains a summary of usage Usage by SKU for the stock ledger report.
- N “N” – Does not keep a summary of usage Usage by SKU for the stock ledger report.
Check Quantity on Hand and Costs? (Q/C/B/N) - At the Verify station
will allow, this allows you to stop verification of lenses that have zero (0) quantity and
/orzero (0) cost associated with the SKU. Start with this setting at ‘N’ to disable this feature, and then turn it on later to find SKUs that are missing costs and have no quantities.
- Q “Q” – Check Quantity on Hand only. As each lens is gets scanned into a tray, this option checks to see that inventory Inventory shows at least one lens in stock. If the quantity on hand for the scanned lens is zero, it will not won’t allow verification of the lens to be used until the quantity on hand is more than zero.
- C “C” – Check Costs only. Verifies that there is a cost per lens associated with the lens in inventoryInventory.
- B “B” – Check both Quantity Quantities on Hand and Costs.
- N “N” – Check neither Quantity on Hand nor Costs.
- Type E Press “E” to exit the screen.
Calculation Explanation
We maintain the date first used for each SKU on the system.
- If the date first used is less than 100 days, we look at the inventory configuration for the number of days between min
- Min/ max
- Max calculations. We take the difference between today, the date first used, and the number of days min/max that is configured
- configured for Min/Max. We take the number used in that time (basically the time since last min
- Min/ max
- Max calculation) and create an average daily usage, which we'll
- we’ll use below.
- If the date first used is 100 days or more, but less than 365, we will
- count the number of days month-to-date, we'll
- we’ll add 30 for each of the last three months and divide that number into the number used in that time
- period to get the average daily usage.Note: We don't subtract out weekends or holidays. It's a simple calculation using 30 days for each month and counting each day of the month to date
- Usage.
- If date first used if over 365, we add days month-to-date, 30 days for each of the last two months, and 30 days for this month last year. We add usage
- Usage during these same time
- periods and divide usage
- Usage by days to get average daily usage
- Usage.
- Now that we have average daily usage
- Usage as calculated by one of the methods above, we multiply that number by the configured value above for the number of days
- days’ supply. This will give
- That gives us a min
- minimum value. For example, if average daily usage
- Usage is 20 lenses, we'll
- we’ll multiply that by the
- 4 we have
- , having configured the above to set your minimum at 80 lenses.
- We then take the average daily usage
- Usage and multiply that by the number of days between ordering cycles. As configured above, we'd
- we’d be multiplying the 20 used per day times the 3 days between ordering cycles to get 60. We'd
- We’d add this 60 to the min to get the max
- maximum of 140. So, min would be 80, and max
- the maximum would be 140.
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We don’t subtract out weekends or holidays. It’s a simple calculation using 30 days for each month and counting each day of the month to date. |
If any SKU has
an extremely low usageshallow Usage and you list it as a stocked item, we have an override to the formula that can
insureensure that you keep at least one lens on the shelf.
ThatYou can
be configuredconfigure it to be one pair for a product
that'sthat’s non-distinguishable. For example, if you rarely use a
special“special” polarized single vision, but
you'dyou’d like to keep it stocked, you can configure the system to
insureensure either one lens or one pair be on the shelf at all times. Some labs prefer one lens, but some labs prefer two because orders typically come in for a pair.
Note that we don'tNote |
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Optifacts does not factor in lead-time for delivery. You need to factor that into the number of days of supply for suppliers that have a significant lead time. |
When
orders are calculated bythe system calculates orders, we look for any SKUs where the sum of quantity on hand plus quantity on order has dropped below the
min. We'llminimum. We’ll then order up to the
maxmaximum.
So, forFor example
above, if you have 30 lenses on the shelf and 20 on order, the sum of 50 would be below the 80 we calculated for the minimum.
We'dWe’d re-order (140 (-) minus 50) or 90 lenses to get us back up to the maximum.
We also allow you to control any given SKU manually, so you can set that SKU to have manual
minMin/
maxMax settings where you key in these values, and we would not override these with the Optifacts
minMin/
maxMax calculations.
ThisThat is highly valuable if you have minimal usage history and know the product might be a big seller in the coming days/weeks.
To view and, or download these instructions as a PDF file, click on the following document image.
View file name Inventory General Configuration.pdf height 250