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Introduction

This document provides instructions for entering Credit Memos for Stock LensLenses, 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
Any credit you apply to an account through stock pricing

will go

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

a Transaction

Transactions.

The Invoicing Information screen displays.

• Type the Account Number and press enter.

Note:

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.

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• 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)

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• Type Enter the Material Code to Post Invoice by and press enter.

Note:

• By. Pressing (?) in the Material Code field

will display

• displays a list of options.

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The Billing Information displays.

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• To apply postage, type 2 and press enter. A field will display allowing entry of the Handling Cost amount.

                                                  BILLING                       
                                              ---------------                   
                                               1) NOT POST TO AR                
                                               2) POSTAGE                       
                                               3) SPEC DISC %                   
                                               4) SPEC DISC $                   
                                               5) NET INVOICING                 
                                               6) PRICING DEBUG                 
                                               7) CONTINUE                      
           Handling Cost . . . [1.50  ]       Select Option  7        

          

• To apply a special discount, type 3 to apply a percentage or 4 Select any applicable billing options.

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• Select Option 3 – Spec Disc % to apply a percentage discount.
• Select Option 4 – Spec Disc $ to apply a dollar value.

A field

will display allowing

displays to allow the entry of the amount.

                                                  BILLING                       
                                              ---------------                   
                                               1) NOT POST TO AR                
                                               2) POSTAGE                       
                                               3) SPEC DISC %                   
                                               4) SPEC DISC $                   
                                               5) NET INVOICING                 
                                               6) PRICING DEBUG                 
                                               7) CONTINUE                      
           Special Discount %  [50   ]        Select Option  7                  

• To flag the order as Net, type 5 and press enter.
• To view pricing debug, type 6 and press enter.
• Type 7 and press enter to continue.

Type the Stock Option code and press enter. Type (?) to display a list of options.Follow the on

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• Select Option 2 – Handling to apply a postage or handling fee.

A field displays to allow the entry of the amount.

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• Select Option 5 – Net Invoicing to flag the order as Net (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.
• Select Option 8 – Suppress Pricing to suppress the prices on the invoice (prices won’t print on the invoice.)
• Select Option 9 – Suppress Pricing 2^nd to suppress the pricing on the 2nd copy of the invoice (prices won’t print on the 2^nd copy of the invoice.)
• Select Option 10 – Duplicate Invoice, to print a duplicate invoice at mail out.
• When you have made all applicable selections, press Enter to continue.

The item details screen displays.

• Enter the Stock Option code. Press (?) and press enter to view a list of options.

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• Select the applicable stock option and follow the on-screen prompts to continue the order.

    ┌────────────────────────────────────────────────────────┐                  
    │                                                        │                  
┌───│     VALID STOCK OPTION INPUTS                          │─────────────────┐
│Sto│                                                        │/    Price/      │
│Opt│     L = Stock Lens By Description                      │     Line        │
│---│     I = Stock Lens By Sku Number                       │---  --------    │
│ ? │     C = Contact Lens                                   │                 │
│---│     F = Frame                                          │---  --------    │
│---│     FH = Frame Half                                    │---  --------    │
│---│     FT = Frame Temple                                  │---  --------    │
│---│     FF = Frame Fronts                                  │---  --------    │
│---│     M = Miscellaneous, Tax Misc                        │---  --------    │
│---│     MA = Miscellaneous, Tax A                          │---  --------    │
│---│     MB = Miscellaneous, Tax B                          │---  --------    │
│---│     O = Option Table, Tax Misc                         │---  --------    │
│---│     OA = Option Table, Tax Misc A                      │---  --------    │
│---│     OB = Option Table, Tax Misc B                      │---  --------    │
│---│     T = Text Line                                      │---  --------    │
│---│     TT = Many Text Lines                               │---  --------    │
│---│     Q = Quit                     PQ = Promo Override   │---  --------    │
│   │     CTRL/E = Edit line                                 │                 │
│   │  Hit key to continue                                   │                 │
└───└────────────────────────────────────────────────────────┘─────────────────┘

 

Lens Credit

Some examples of different types of Stock Orders will follow on the next pages.

are as follows:

Stock Lenses Credit by Description

• Select Option code

L

• “L” and press Enter to display the

following

• description entry window.

│┌──────────────────────────────────────────────────────────────────────────┐  │
││                                                                          │  │
││     Mat Style Diameter Color  Sphere Cylinder  Quantity  Price  Cost     │  │
││     --- ----- -------- -----  ------ --------  --------  -----  ----     │  │
││     P    SV     70.0    W      -1      0.0       -0.5    2.50  [0.00 ]   │  │
││                              SKU #[          ]                           │  │
│└──────────────────────────────────────────────────────────────────────────┘  │

• Fill in the applicable information pressing Enter past each field.

NOTE: When entering a lens order

• Enter all details of the lens. 

Note
When entering a lens credit by description, the value for one lens is - .5 and -1 for a pair.

The

“The quantity must be entered as a negative value when issuing a credit memo.”

┌──────────────────────────────────────────────────────────────────────────────┐
│Stock                                                   Price/    Price/      │
│Option   Quantity     Description                       Item      Line        │
│------   --------     -------------------------------   --------  --------    │
│ 1          -0.5      SV 1.498 Plas PLANO 70MM W           2.500     -1.25    │
│[L  ]                                                                         │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│------   --------     -------------------------------   --------  --------    │
│                                                                              │
│  Press '?' for help                               Invoice Total =    -1.25   │
└──────────────────────────────────────────────────────────────────────────────┘

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• Enter the date of the original invoice.

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• Enter the price and cost if not populated automatically. Price and cost are per unit (quantity 0.5 = 1 lens)

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• 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.

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The discount question in the following diagram is related to the month-end discount, not the special discount applied earlier in the credit.

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• If a SKU is found for the lens, Optifacts will display the SKU number. Press Enter.Enter the SKU number is available. If Optifacts finds the SKU number for the manually entered lens information, it populates the SKU field.

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Example of pricing for half a pair and full pair:

Info
The Price/Line does not include any special discounts, but the  Invoice Total includes the 10% discount).

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• Continue with more entries or press Q to quit when complete.

 

Stock Lenses Credit by SKU:

• Stock Credit entry by SKU is not available.

 

Miscellaneous Credit:

Select Option code M and press Enter.

Type

• .

Are these entries correct? <y/n>?

• Respond with “Y” if correct
• Respond with “N” to edit.

The following screen displays.

• Enter “C” to continue.

Info
Depending on lab parameters, you may be required to enter credit reasons.

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• Enter any applicable comments.
• Press Enter past the “Enter for Reason Options” OPTIONS field.

Warning
“DO NOT CHANGE THE WORD “OPTIONS” You may not see the Enter for Reason Options line if your lab does not use OPTIONS.

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The Options Selector screen displays.

• Select the appropriate credit reason option and press Enter.

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• The system may prompt you to select additional credit reason options by cascading through various credit reason menus.
• Press Enter to print the invoice.

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• Press Enter to continue.

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Stock Lens Credit by SKU

• Select Option code “I” Inventory Lens and press E
• Enter the date of the original order if not already filled in.

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• Enter the quantity using a negative value to indicate that it is a credit.

The SKU number field is displayed.

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The Stock Options defaults to I (Inventory Lens), but the operator may change it. (Refer to the list of options described in the previous section.)

• Enter the SKU number. Alternatively, you may scan the SKU number.

The pricing is populated based on the customer’s price list. Price/Item and Price/Line 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.

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Example of credit for 1 lens and a pair of lenses:

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• Continue the stock credit process as described in the previous section.

Miscellaneous Credit

• Select the Stock Option Code (Example: “M” Miscellaneous) and press Enter.
• Enter the quantity using a (-) minus sign to indicate a negative value

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