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Search Optifacts User Documentation
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Table of Contents (on this page)
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Introduction
:This document provides instructions for entering Credit Memos for Stock Lenses, Frames, and Miscellaneous items through the Stock Billing menuPricing.
Procedure
:From the Optifacts main menu:
Type Select Option 6 – Stock Pricing and press enterEnter.
Note:| Info |
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Any credit you apply to an account through stock pricing |
goes toward current balances only. To apply a credit to a past-due balance, you must use menu 1 - Accounts Receivable, 1 - Daily Routines, 1 - Add |
Transactions. |
The Invoicing Information screen displays.
- Type the Account Number and press enter.
| Info |
|---|
Any credit you apply to an account through stock pricing goes toward current balances only. To apply a credit to a past-due balance, you must use menu 1 - Accounts Receivable, 1 - Daily Routines, 1 - Add Transactions. |
- Enter the Account Number. If the account number is unknown, type the first few letters of the account name to display a list of accounts.
- The Optifacts automatically assigns the Invoice Number is automatically assigned by Optifacts.
- Type Enter the Patient Name and press enter.
- Type Enter the Purchase Order No. and press enter. (Optional)
- Type Y Press “Y” to continue or N “N” to edit the information.
- Type Enter the Tray Number and press enter if not automatically assigned by Optifacts.
- Type Enter the Date needed and press enterNeeded. (Optional)Type
- Enter the Time needed and press enter. (Optional)
- Type Enter the Tray Notes and press enter. (Optional)
- Type Enter the Material Code to Post Invoice by and press enter.
- By. Pressing (?) in the Material Code field
- displays a list of options.
The Billing Information displays.
- Select any applicable billing options.
- Select Option 3 – Spec Disc % to apply a percentage or 4 discount.
- Select Option 4 – Spec Disc $ to apply a dollar value.
A field will display allowing displays to allow the entry of the amount.
- Select Option 2 – Handling to apply a postage or handling fee.
A field will display allowing displays to allow the entry of the Handling Cost amount.
- Select Option 5 – Net Invoicing to flag the order as Net , type 5 and press enter.
- To view pricing debug, type 6 and press enter.
- To (no further statement discount applies.)
- Select Option 6 – Pricing Debug to view pricing debug.
- Select Option 7 – Mail to Patient to add a Mail to Patient address, type 7 and press enter.To suppress
- the pricing Select Option 8 – Suppress Pricing to suppress the prices on the invoice (prices won’t print on the invoice, type 8 and press enter.To )
- Select Option 9 – Suppress Pricing 2nd to suppress the pricing on the 2nd copy of the invoice (prices won’t print on the 2nd copy of the invoice, type 9 and press enter.To )
- Select Option 10 – Duplicate Invoice, to print a duplicate invoice , type 10 and press enter to continueat mail out.
- When you have made all applicable selections have been made, press enter Enter to continue.
The item details screen will displaydisplays.
- Type Enter the Stock Option code and press enter. Type Press (?) and press enter to view a list of options.
- Select the applicable stock option and follow the on-screen prompts to continue the order.
Lens Credit
Some examples of different types of Stock Orders are as follows:
Stock Lenses Credit by Description
- Select Option code L “L” and press enter Enter to display the following description entry window.
- Enter all details of the lens.
| Note |
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When entering a lens credit by description, the value for one lens is - .5 and -1 for a pair. |
“The quantity must be entered as a negative value when issuing a credit memo. |
” |
- Enter the date of the original invoice.
- Enter the price and cost if not populated automatically.
- Price and cost are per unit (quantity 0.5 = 1 lens)
- Respond to the tax and discount questions, pressing Enter past each field.
- If the customer profile setup reflects that the account is
- non-taxable for the item, the order
- won’t charge tax. The operator does not need to answer
- “Y” or
- “N” to the tax questions.
The discount question in the following diagram is related to the month-end discount, not the special discount applied earlier in the credit.
- Enter the SKU number is available.
- If Optifacts finds
- the SKU number for the manually entered lens information, it
- populates the SKU field.
Example of pricing for half a pair and full pair:Note:
| Info |
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The Price/Line does not include any special discounts, but the Invoice Total includes the 10% discount) |
. |
- Continue with more entries or press Q to quit when complete.
Are these entries correct? <y/n>?
- Respond with “Y” if correct
- Respond with y or n“N” to edit.
The following screen will displaydisplays.
- Type C Enter “C” to continue and press enter.
| Info |
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Depending on lab parameters, you may be required to enter credit reasons. |
- Enter any applicable comments.
- Press Enter past the “Enter for Reason Options” OPTIONS field.
| Warning |
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“DO NOT CHANGE THE WORD |
“OPTIONS” You may not see the Enter for Reason Options line if your lab does not use OPTIONS. |
The Options Selector screen will displaydisplays.
- Select the applicable appropriate credit reason option and press enterEnter.
- You may be prompted The system may prompt you to select additional credit reason options . The system may be set up to cascade by cascading through various credit reason menus.
- Press Enter to print the invoice.
- Press enter Enter to continue.
Stock Lens Credit by SKU
- Select Option code I “I” Inventory Lens and press enter.E
- Enter the Date date of the original order is if not already filled in.
- Enter the quantity using a negative value to indicate that it is a credit.
| Note |
|---|
When entering a lens credit by SKU, the value for one lens is -1.0 and -2.0 for a pair. “The quantity must be entered as a negative value when issuing a credit memo.” |
The SKU number field will be is displayed.
The Stock Options defaults to I but may be changed by (Inventory Lens), but the operator may change it. (Refer to the list of options described in the previous section.)
- Type Enter the SKU number and press enter. Alternatively, you may scan the SKU number.
The pricing will be is populated based on the customer’s price list. Note: Price/Item and Price/Line will populate automatically based on the Stock Price List and do not include any special discounts, but the Invoice Total would include any special discounts given.
Example of credit for 1 lens and a pair of lenses:
- Continue the stock credit process as described in the previous section.
- .
Miscellaneous Credit
- Select Option code M the Stock Option Code (Example: “M” Miscellaneous) and press enterEnter.
- Type Enter the quantity using a (-) minus sign to indicate a negative value and press enter. A quantity of 1 is 1 unit or item.
- Type Enter the description and press enter.Type
- Enter the price and press enterper unit or item.
- Respond to the tax and discount questions, pressing enter past each.
┌──────────────────────────────────────────────────────────────────────────────┐
│Stock Price/ Price/ │
│Option Quantity Description Item Line │
│------ -------- ------------------------------- -------- -------- │
│ M -1.0 TEST MISC CREDIT 10.000 -10.00 │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│ Is this item Fed taxable? . . . . .[Y] │
│ │
└──────────────────────────────────────────────────────────────────────────────┘
- Enter past each.
- Continue with more entries or press "Q" to quit when complete.
Frame Credit
- Select Option code F the Stock Option Code (“F” Frame) and press enterEnter.Type
- Enter or scan the Frame SKU and press enter.Type . If you do not have the SKU, simply press Enter to be presented with the UPC field.
- If you do not have the UPC, you may press Enter and use the description fields to find the frame.
- Once you have entered the Frame, type the quantity using a (-) minus sign to indicate a negative value and press enterEnter.
- Respond to the tax and discount questions, pressing enter past each.
┌──────────────────────────────────────────────────────────────────────────────┐
│Stock Price/ Price/ │
│Option Quantity Description Item Line │
│------ -------- ------------------------------- -------- -------- │
│ 1 1.0 1226,ALTAIR EYEWEAR, -50.000 -50.00 │
│ 2 52.0:21.0 135.0 LIGHT BRONZE FL │
│[F ] │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│------ -------- ------------------------------- -------- -------- │
│ │
│ Press '?' for help Invoice Total = -50.00 │
└──────────────────────────────────────────────────────────────────────────────┘
- Continue with more entries or press "Q" to quit when complete.
Option Table Entries
- Select Option code "O" and press enterEnter.
- Type Enter the quantity using a (-) minus sign to indicate a negative value and press enter.
- Type the Option Code or press Enter to scroll through the available items.
- Type Press "Y" to select the displayed option or "N" to view more.
│Stock Price/ Price/ │
│Option Quantity Description Item Line │
│------ -------- ------------------------------- -------- -------- │
│ O │
│┌──────────────────────────────────────────────────────────────────────────┐ │
││ │ │
││ │ │
││ CONSUMABLES/PARTS PRICING OPTIONS │ │
││ │ │
││ │ │
││ Option Code. . . . . . . 6-198 │ │
││ Option Description . . . RED DYE │ │
││ Consumable/Part Type . . BPI │ │
││ │ │
││ Unit . . . │ │
││ Unit Qty . . . 0.0 │ │
││ │ │
││ Press esc to return to Stock Option . . . │ │
││ More than one entry exist, is this the correct one (Y/N)?. .[Y] │ │
└│ │──┘
└──────────────────────────────────────────────────────────────────────────┘
- Continue with more entries or press "Q" to quit when complete.
Coming soon.....
To view and download these instructions as a PDF file, click on the following document image.
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