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Table of Contents (on this page)In this Section
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Introduction
This document provides instructions for receiving lens orderpurchase orders.
Procedure
Begin receiving orders that have been placed electronically with the system.
This will printThis prints an “Invoice Matching Report” to
insureensure that the vendor’s charges match your receipts and to
insureensure that the prices on the invoice match the prices you expect to pay. This option is
locatedunder the Inventory Procedures
itemoption 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
forfor 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:
Type Select Option 9 - Inventory and press enterEnter.
Type Select Option 3 – Inventory Procedures and press enterEnter.
Receive P.O.s by Bar-code
This routine begins the same way as receiving orders; the system prompts you
are promptedfor a purchase order
Numbernumber, a reference number, and the original order date. If there is a match
is found,
it will beit is displayed on the screen, prompting you for confirmation.
TypeSelect Option 4 – Receive P.O.’s (by bar-code) and press
enterEnter.
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)?
Type Y- Enter “Y” if correct.
- Enter “N” to continue the search.
After confirming you have found the correct order,
you are asked toenter the packing list number from the vendors packing list. This number
will begets 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
are thenget prompted to enter the
quantitynumber of lenses in the current box you are scanning. This number is NOT always the total number of lenses on
theorder. If there is more than one box for your order, you
will beget 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
escapeEscape key when finished scanning the current box. The system
will matchmatches counts
,and
receivereceives the scanned lenses as they appear on the current order.
- Type or scan the SKU number.
The number of lenses scanned (entered)
will displaydisplays below the entry.
- Press Escape when
- complete.
If the number of SKUs scanned does not match the number you entered as being received, you
will beget prompted to scan the box again.
If the number of SKUs matches the quantity you entered for the box,
you willget a message asking you how to proceed with the inventory receipt. Enter
‘B’“B’”’ to begin scanning another box for the same order, enter
‘Y’“Y’”’ to begin the inventory update (i.e., finished with this order), touch
‘N’“N” to discard what you have done and begin with selecting a new purchase order.
Correct number of SKUs? (B/Y/N)
Type B- 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
anythe SKUs on the specified order
specified, you
willreceive a warning message, but the quantities
will bestill get updated for the SKUs you have scanned.
- Press any key to continue.
The following message
will be displayeddisplays.
Receive P.O.’s manually
The receive purchase orders routine
will askasks for limited information regarding an order
, you. 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.
TypeSelect Option 3 – Receive or Cancel P.O.’s and press
enterEnter.
The Purchase Order Receipts screen
displaysis displayed.
Again, you
areget prompted for a purchase order
Numbernumber, a reference number, and the original order date. If there is a match
is found, it
will begets displayed on the screen, prompting you for confirmation.
You are also promptedThe system prompts for confirmation if the order is being
cancelledcanceled, and
askedasks 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
cancelledcanceled (Y/N)?
Type Y if- 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.
will be displayeddisplay 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)?
Type Y- Press “Y” to receive the lenses.
- Press “N” to discard.
- Press any key to print the Invoice Matching Report.
Info |
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The report may also be printed from menu 9-2-15 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.
To view and download these instructions as a PDF file, click on the following document image.
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