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Introduction

This document provides instructions on how to match the quantity on hand (in the system) to the physical lens count in the inventory. Use these procedures to adjust your quantity on hand, report on the count that has been changed, and adjust costcosts.

Procedure

Print Physical Forms and take a physical inventory count. This step shows how much you have in stock and its value. 

Physical inventory is a necessary procedure that the lab cannot disregard. It is crucial for the system to “know” how many lenses are available for picking and min/max reasons. Optifacts has a few different methods of obtaining a physical inventory count, but they all involve physically counting all those lenses.

Cycle Counts are one of the most important If there are a few computers with barcode readers attached, the counting of inventory can be made simpler by utilizing these stations. Remote or portable scanners are also available that make inventory a breeze. Some labs move lenses, a drawer or bin at a time to a station, count it, and return it to the inventory area, repeating this until the counting of all lenses is complete.

When doing the first physical inventory with Optifacts, it might be a good idea to have Optifacts support reset all lens counts to zero (0) quantity right before the counting starts. Use a scanner to scan and count all lenses, incrementing SKU counts as you proceed. For all physical counts after this, you can print discrepancy reports, showing any quantity differences in pre and post physical count quantities.

Cycle Counting is one of the essential functions of Inventory Management. This procedure ensures that the actual number of lenses on the shelf match matches the inventory in the system. This

Performing an inventory count is a multi-step process as follows:

1. Clear out any previous counts.
2. Print cycle count sheets that list the lens SKUs, bins locations, and (expected) quantity on hand.
3. Physically count the inventory.
4. Print the Variance Report. The Variance Report lists any changes to the inventory that were founddiffers from the current count in the system.
5. Update the system’s inventory to reflect the changes.

From the Optifacts main menu:

Type Select Option 9 - Inventory and press enterEnter.

Type Select Option 3 – Inventory Procedures and press enterEnter.

Type Select Option 10 – Physical Inventory Menu and press enterEnter.

The Optifacts Lens Inventory Physical Inventory Menu displays.Image Removed

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Step 1 - Clear Inventory Forms

Select Option 1 – Clear Inventory Forms from the Physical Inventory Menu and press

Enter.

OK

to Continue (Y/N)?

• Type Y and press enter Enter “Y” to clear the fileform.
• Type N Enter “N” to return to the menu.

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• Press enter Enter to return to the Optifacts Lens Inventory Physical Inventory Menu.

Step 2 - Generate Forms

Select Option 2 – Physical Inventory Forms from the Physical Inventory Menu and press

Enter.

The Inventory Physical Form Generate screen displays.Image Removed

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• Type Enter the starting bin location in the Bin Start field or type * to designate all bins and press enter.Type
• Enter the ending bin location in the Bin End field or type * to designate all bins and press enter.
• Type Y Enter” Y” in the Order by Bin Location? (Y/N) field and press enter.
• Type Enter the style code or type * to designate all styles and press enter.
• Type Enter the Seg. Size or type * to designate all seg sizes and press enter.
• Type Enter the Material code or type * to designate all materials and press enter.Type
• Enter the Color code or type * to designate all colors and press enter.
• Type Enter the Lens Type code or type * to designate all types and press enter.
• Type Enter the beginning diameter or type * to designate all diameters and press enter.Type
• Enter the ending diameter or type * to designate all diameters and press enter.
• Type Enter the beginning base or type * to designate all bases and press enter.Type
• Enter the ending base or type * to designate all bases and press enter.
• Type Enter the beginning cylinder or type * to designate all cylinders and press enter.Type
• Enter the ending cylinder or type * to designate all cylinders and press enter.
• Type Enter the beginning upper add or type * to designate all upper adds and press enter.Type
• Enter the ending upper add or type * to designate all upper adds and press enter.
• Type Enter the beginning lower add or type * to designate all lower adds and press enter.Type
• Enter the ending lower add or type * to designate all lower adds and press enter.
• Type Enter 0 for regular thickness or 1 for extra thickness and press enter.Type ,
• Enter the mfr code or type Enter * to designate all manufacturers and press enter.

Has the data been printed correctly(Y/N)

• Type Y Enter” Y” if it printed correctly.
• Type N Enter “N” to repeat the processsteps.

Store the entries into the physical inventory file (Y/N)

• Type Y and press enterEnter” Y” to store the entries.
• Press Escape to return returning to the Optifacts Lens Inventory Physical Inventory menu.

Step 3 - Verify and Enter Inventory Count

Manual Process

Manually verify the physical inventory in the bins and write the quantity on the report.

Select Option 3 – Physical Inventory Entry from the Physical Inventory Menu and press

Enter. (

The lab may

have a configuration in place to take you directly to the entry form from this menu option as shown in the following diagram).

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Select Option 2 - Enter

Counts Manually from the Physical Entry Menu, and press

Enter. (

You see only

the menu options as shown in the following diagram if

the lab has a configuration in place to do so).

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• Once the Inventory Physical Entry form displays, type 1 in the page # field and press enterEnter.

• Press Enter past the SKU field.

The first entry

displays on the screen.Image Removed

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• Type the Enter the number of lenses from the manual verification of physical inventory in the Counted field and press enter.

The next SKU displays automatically

.

• When all changes are complete, press Escape to exit.

Upload Counts from Spreadsheet (May not be available to all labs)

There is an option to upload inventory counts from a spreadsheet if your lab is configured to do so.

From the Optifacts Lens Inventory Physical Entry menu:

• Type 1 - Upload Counts from Spreadsheet and press enter.
• Follow the onscreen prompts

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Step 4 Variance Report

• Type 4 – Physical Count Variance and press enter.

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Step 4 - Variance Report

The Physical Count Variance Report compares actual inventory to system counts.

Select Option 4 – Physical Count Variance from the Physical Inventory Menu and press Enter.

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Output to Screen Only? (Y/N)

• Type N and press enter Enter “N” to print the report.

The “Printing is complete” complete.” message displays.Image Removed

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• Press Enter to return to the Optifacts Lens Inventory Physical Inventory Menu.

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Step 5 - Update Inventory

Once the Physical Variance is completedcomplete:

• Type Select Option 5 – Update From Physical Form from the Physical Form Inventory Menu and press enterEnter.

The Inventory Physical Update Routine displaysis displayed.Image Removed

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• Enter the Bin Start location or leave * for all locations and press enter.
• Enter the Bin end End location or leave * for all locations and press enter.

Would you like to begin this procedure? (Y/N)

• Type Y to continue and press enter.
Type N Enter “Y” to update the inventory and complete the process.
• Enter “N” or Escape to return to the menu.

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If you typed Y to continue, the inventory will be updated and the Update Process Complete message will display.

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• Press any key to return to the Optifacts Lens Inventory Physical Inventory Menu.

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• Press any key to return to the Optifacts Lens Inventory Physical Inventory Menu.

Step 6 - Inventory Valuation Report

The Inventory Valuation Report shows the dollar amounts and counts of your inventory at the time of running. The Inventory Valuation Report is the report to use if you need to send inventory results to Essilor.

Before you run the reports, open WinSCP, and log in.

Use WinSCP to Access the Reports

• Open and log in to WinSCP with your assigned user name and password. Typically, the username is “reports,” and the password is “reports.” Check with Optifacts Support or lab management to confirm. (Refer to the WinSCP Instructions for Monthly Manufacturer Reports document for full details.)
• Go to the following directory: Optifacts/Share/mfr_reports (Once set, it automatically opens in that directory next time.)
• Delete any previous invt.txt files in WinSCP from both the Optifacts/share/mfr_reports folder (right side of the screen in WinSCP) and your local folder (left side of the screen in WinSCP)

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Now go back to the Optifacts screen.

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 2 - Inventory Reports and press Enter.

Select Option 7 - Inventory Valuation Report and press Enter.

The Inventory Valuation Report screen is displayed.

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Run a complete report for all products, or specify a product(s) by entering any of the criteria shown in the Inventory Valuation Report diagram shown previously.

• To run the report for all products, leave the ( * ) asterisk pressing Enter until you reach the Print Items Only with Zero Cost/Without Zero Cost/Both (Z, W, B) B  field. This field defaults to B (both), but you can change it to Z (with zero cost) or W (without zero cost).
• The Print Stocked/Non-stocked/Both (S, N, B) B  field defaults to B (both), but you can change it to “S” (stocked) or “N” (non-stocked.
• The Print Summary only or Detail also (S, D) S field defaults to S (Summary), but you can change it to (detailed).

Detailed Report

First, run a “Detailed” report.

• On the Print Summary only or Detail also (S, D) S line, change the S to a D and press Enter.
• Wait for the report to process and print.

Now go back into WinSCP

Refresh the screen by clicking the green arrows (as shown in the diagram below)

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The report displays in the right side window. It is currently named invt or invt.txt.

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• Click on the file and drag it over to the local folder on the left side of the screen.

The report gets copied over to the local folder on the left side of the screen.

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• Immediately Right Click on the file name in the local folder on the left side of the screen, and then click on Rename. Change the name to something that makes sense. (For example ‘invt_count_date’).

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After renaming the file, it is ready to email it to the AR Department

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Summary Report

Repeat the steps shown above in the Detailed Report section for the “Summary” report.

• The only difference is to leave the S in the Print Summary only or Detail also (S, D) S line.

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To view and download these instructions as a PDF file, click on the following document image. 

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