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Introduction

This document provides instructions for receiving purchase orders.

Procedure

Begin receiving orders that have been placed electronically with the system. This prints an “Invoice Matching Report” to ensure that the vendor’s charges match your receipts and to ensure that the prices on the invoice match the prices you expect to pay. This option is under the Inventory Procedures option on the Inventory Main Menu. When you receive your order, there are a few things to check. Are any items back-ordered? Can you receive the entire order or just a portion of it? Do you wish to wait for back-ordered lenses to ship, or do you want them canceled? Under Inventory procedures, choose one of the receive routines to receive your order.

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 3 – Inventory Procedures and press Enter.

Receive P.O.s by Bar-code

This routine begins the same way as receiving orders; the system prompts you for a purchase order number, a reference number, and the original order date. If there is a match, it is displayed on the screen, prompting you for confirmation.

Select Option 4 – Receive P.O.’s (by bar-code) and press Enter.

The Purchase Receipts screen displays.

• Type the P.O. number from the packing list and press Enter.
• If there is no P.O. number on the packing slip, type * to list open P.O.’s in the system.
• If a P.O. does not exist in the system, type “NONE” in both the P.O. Number and Ref. Number fields to enter the product into the inventory system.

Is this the correct P.O. (Y/N)?

• Enter “Y” if correct.
• Enter “N” to continue the search.

After confirming you have found the correct order, enter the packing list number from the vendors packing list. This number gets used internally and on reports to help you cross-reference your purchase order to the lens vendor’s packing lists.

• Enter a packing list number and press Enter.

You get prompted to enter the number of lenses in the current box you are scanning. This number is NOT always the total number of lenses on order. If there is more than one box for your order, you get prompted to enter the lens quantity for each box.

• Enter the number of SKUs (number of lenses) received in the box.

Scan the lenses in the current box and touch the Escape key when finished scanning the current box. The system matches counts and receives the scanned lenses as they appear on the current order.

• Type or scan the SKU number.

The number of lenses scanned (entered) displays below the entry.

• Press Escape when complete.

If the number of SKUs scanned does not match the number you entered as being received, you get prompted to scan the box again.

If the number of SKUs matches the quantity you entered for the box, get a message asking you how to proceed with the inventory receipt. Enter “B’”’ to begin scanning another box for the same order, enter “Y’”’ to begin the inventory update (i.e., finished with this order), touch “N” to discard what you have done and begin with selecting a new purchase order.

Correct number of SKUs? (B/Y/N)

• Press “B” to scan another box.
• Press “Y” to update inventory
• Press “N” to discard the entry, and select a new P.O.

If you enter any SKUs that do not match the SKUs on the specified order, you receive a warning message, but the quantities still get updated for the SKUs you have scanned.

• Press any key to continue.

The following message displays.

Receive P.O.’s manually

The receive purchase orders routine asks for limited information regarding an order. You may use an asterisk (*) as a wildcard to have Optifacts search for orders pending receipt and display them on the screen, one at a time.

Select Option 3 – Receive or Cancel P.O.’s and press Enter.

The Purchase Order Receipts screen is displayed.

Again, you get prompted for a purchase order number, a reference number, and the original order date. If there is a match, it gets displayed on the screen, prompting you for confirmation. The system prompts for confirmation if the order is being canceled, and asks for the packing list number.

• Type the P.O. number from the packing list and press Enter.

If there is no P.O. number on the packing slip, type * to list open P.O.’s in the system.

• If a P.O. does not exist in the system, type “NONE” in both the P.O. number and Ref. number fields to enter the product into the inventory system.

The P.O. displays.

Are these items being canceled (Y/N)?

• Press “Y” if you are canceling the order.
• Press “N” to continue with the receipt.
• Enter a packing list number.

The Items on the P.O. display on the screen. You can receive the whole quantity ordered, or you may have only received a partial order. In that case, you would enter the quantity received.

• Enter the number of items to be received or leave the default number from the P.O.
• Press the F1 key to save the quantities. The program prompts if the number received is correct. Any lenses not received are then placed back in transit pending receipt.
• Or, press Escape to exit.
• Continue until all items are received.

Is this the correct number of lenses received (Y/N)?

• Press “Y” to receive the lenses.
• Press “N” to discard.

• Press any key to print the Invoice Matching Report.

• Press any key to return to the Optifacts Lens Inventory Procedures menu.

Invoice Matching Report 

Click here to view Section 16 Cancel a Purchase Order.

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