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Table of Contents (on this page)
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Introduction
This document provides instructions for setting up Credit / No Charge Reasons. The process
will enableenables the user to record a reason when entering a credit or no charge invoice.
Procedure
Custom Configuration
Enable the entries below to capture information for RX Credits.
From the Optifacts main menu:
Type Select Option 3 – Editor Utilities and press enterEnter.
Type Select Option 6 – Configuration Editor and press enterEnter.
Type Select Option 6 – Edit: Custom Configurations and press enterEnter.
- Type Press “A” to add a new record.
- Fill in all the information as per the examples below, pressing enter Enter past each field.
There is one entry for RX and one entry for Stock.
- Setup Set up the following up following for Rx Credits.:
Setup the following for Stock Credits.:
Job Data Definitions
The CREDIT REASON entry’s field name
for the CREDIT REASON entrymust match the Character Setting field in the Custom Configuration Editor for a Credit Reason to be stored.
In order toTo print the Credit Reason on the XML credit note for RX jobs, Print in Invoice Box must be an
‘X’“X,” and the XML tag must be
‘credit“credit-
reason’reason.”
From the Optifacts main menu:
Type Select Option 3 – Editor Utilities and press enterEnter.
Type Select Option 6 – Configuration Editor and press enterEnter.
Type Select Option 7 – Edit Job Data Definitions and press enterEnter.
- Type Press “A” to add a new record.
Setup the following Job Data Definition
exactlyprecisely, as shown in the diagram
,:
- Press Enter past each field.
- Press Escape to save the data.
Setup the following 5 Job Data Definitions to enable free-form text lines, which will allow allows the user to enter credit comments.
- Setup the following Job Data Definition exactly precisely as shown in the diagram,
- Press Enter past each field.
- Press Escape to save the data.
Setup Set up the following Job Data Definition exactly precisely, as shown in the diagram below, to capture the job’s original mail date of the job being credited.to which the credit applies.
- The Field Name to capture the original mail date for the credited job must be set to ‘CREDIT “CREDIT ORIG DATEOUT’DATEOUT. ”
- In order to To print this on the XML credit note for RX jobs, Print in Invoice Box must be an ‘X’“X.” If “N,” it won’t print.
- The XML tag must be ‘original“original_date’dateout.”
Setup the following Job Data Definition exactly precisely, as shown in the diagram below, to capture the original delivery note number.
- The Field Name to capture the original delivery note number must be set to ‘CREDIT REFERENCE’. In order to “CREDIT REFERENCE.”
- To print this on the XML credit note for RX jobs, Print in Invoice Box must be an ‘X’“X.”
- The XML tag must be ‘credit“credit_reference’reference.”
Job Data Triggers
From the Optifacts main menu:
Type Select Option 3 – Editor Utilities and press enterEnter.
Type Select Option 6 – Configuration Editor and press enterEnter.
Type Select Option 8 – Edit Job Data Triggers and press enterEnter.
- Type Press “A” to add a new record and fill in all the necessary information as per the examples below, pressing enter Enter past each field.
Job Data Triggers can be set up to turn the reason lists on by options such as lite-ups or accounts. The Field Name relates back to the Data Definition.
- Setup the following Job Data Trigger exactly precisely, as shown in the diagram below.
Job Data Reasons
From the Optifacts main menu:
Type Select Option 3 – Editor Utilities and press enterEnter.
Type Select Option 6 – Configuration Editor and press enterEnter.
Type Select Option 9 – Edit Job Data Reasons and press enterEnter.
- Type Press “A” to add a new record.
- Fill in all the necessary information, pressing enter Enter past each field.
You need to add a record has to be added for each reason available. Different Reasons can be entered You can enter different reasons for different Job Definitions.
- The Job definition ties to a data definition that can be turned on or off. (If you want different reasons for Stock credits compared to RX credits, you can have a Job definition called “CREDIT REASON RX” and one called “CREDIT REASON STOCK”
- STOCK.”
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You can also set up in the above manner using the same reasons for both RX and Stock. |
Field Definitions
Menu Level
refers- Refers to the 1st list, 2nd list
etc, and continue if necessary.
Level Name
is the- The name of that
Menumenu (list).
Option Number – This is the number of the reason
inon that list.
Option Name – This is the name corresponding to
that numberthe Option Number.
Reason Description
is the- The final description
infor that reason.
Example:
Main Menu
- Technical
- Commercial
- Lens Integrity and Cosmetic Appearance
- Non-Adaptation / Dr. Change
- Total – Other (Sales & Marketing)
- Other
Technical
- Handling
- Other
- Prescription
- Edging & Mounting
Other
- Customer Service
- Promotional
Customer Support
- Delay in Production
- Situational
- Patient Education
Final Reason
:- Technical
- Other
- Customer Support
- Situational
Set up for the above reason is as follows:
Setup for the above reasons are as follows:
The following diagrams represent the setup for the Final Reason section in the example above. The others would get set up in the same manner.
Process
An Operator will be gets prompted for a credit reason in the following cases:
1. When entering a credit through the menu options
- 1 - Accounts Receivable
- 1 - Daily Routines
- 13 - RX Credit Entry. (The Custom Configuration Entry shown at the beginning of this document
- must be active to use this menu option.)
2. When entering a credit (negative value) or choosing % or $ discount in the stock entry screen
- 6 - Stock Pricing
3. When entering a job and choosing a lite-up that
is setexists in the
job data triggers.Note:Job Data Triggers
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The following lite-ups are examples of lite-ups that |
would prompt for a reason:
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To view and download these instructions as a PDF file, click on the following document image.
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