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Introduction

This document provides instructions for performing a physical inventory and updating the system to reflect the counts.

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

Physical inventory is another important necessary procedure that you cannot be overlooked. It is important for the system to ‘know’ overlook. The system must know how many lenses are available for picking and min/max reasons.

Procedure

Optifacts has a few different methods of obtaining a physical inventory count, but they all involve you actually counting all those lenses.

If you have 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 back to the inventory area, repeating this until all lenses have been countedcounting is complete for all lenses.

When doing your 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 you start counting. You can then use a scanner to scan and count all lenses, incrementing SKU counts as you proceed. For all physical counts after this, you will be able to can print discrepancy reports, showing any quantity differences in pre and post physical count quantities.

Cycle Counts are one of the most important critical functions of Inventory Management. This procedure ensures that the actual number of lenses on the shelf match matches the inventory in the system.

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

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 and press

Enter.

OK. to To Continue (Y/N)?

• Type Y and press enter Enter “Y” to clear the file.
• 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 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 an asterisk (*) to designate all bins and press enter.Type
• Enter the ending bin location in the Bin End field or type an asterisk (*) 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 an asterisk (*) to designate all styles and press enter.
• Type Enter the Seg. Size or type an asterisk (*) to designate all seg sizes and press enter.Type
• Enter the Material code or type an asterisk (*) to designate all materials and press enter.Type
• Enter the Color code or type an asterisk (*) to designate all colors and press enter.Type
• Enter the Lens Type Enter code or type an asterisk (*) to designate all types and press enterEnters.
• Type Enter the beginning diameter or type an asterisk (*) to designate all diameters and press enter.Type
• Enter the ending diameter or type an asterisk (*) to designate all diameters and press enter.
• Type Enter the beginning base or type an asterisk (*) to designate all bases and press enter.Type
• Enter the ending base or type an asterisk (*) to designate all bases and press enter.
• Type Enter the beginning cylinder or type an asterisk (*) to designate all cylinders and press enter.Type
• Enter the ending cylinder or type an asterisk (*) to designate all cylinders and press enter.
• Type Enter the beginning upper add or type an asterisk (*) to designate all upper adds and press enter.Type
• Enter the ending upper add or type an asterisk (*) to designate all upper adds and press enter.
• Type Enter the beginning lower add or type an asterisk (*) to designate all lower adds and press enter.Type
• Enter the ending lower add or type an asterisk (*) to designate all lower adds and press enter.
• Type Enter a 0 (zero) for regular thickness, or 1 for to indicate extra thickness and press enter.
• Type Enter the mfr code or type an asterisk (*) 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 “N” to repeat the process.
• Store the entries into the physical inventory file (Y/N)Type Y and press enter.?
  • Enter “Y.”
• Press Escape to return to the Optifacts Lens Inventory Physical Inventory menu.

Step 3 Verify and Enter Inventory Count

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

Select Option 3 – Physical Inventory Entry and press

Enter. (

If configured the system may take you directly to the entry form from this menu option as shown in the following diagram).

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• Type Select Option 2 - Enter counts manually and press enterEnter. (If configured you will only see the menu options as shown in the following diagram if your lab is configured as such).

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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 is displayed on the screen.Image Removed

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

The next SKU automatically displays.

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

Step 4 Variance Step 4 Variance Report

Select Option 4 – Physical Count Variance and press

Enter.

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Output to Screen Only? (Y/N)

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

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

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

Warning
*** Before moving on to the next step, review the Physical Count Variance Report for “no count” errors and overall correctness. If edits are required, perform Step 3 and 4 above again. ***

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Step

5 Update

5 Update Inventory

Type

Select Option 5 – Update From Physical Form and press

enter

Enter.

The Inventory Physical Update Routine displays.Image Removed

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• Enter the Bin Start location or leave an asterisk (*) for all locations and press enter.
• Enter the Bin End location or leave an asterisk (*) for all locations and press enter.

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

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

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If you typed Y entered “Y” to continue, the inventory will be gets updated, and the “Update Process Complete” message will displaydisplays.Image Removed

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

Step 6 - Inventory Valuation Report

This is the report to use if you need to send inventory results to Essilor. 

Note
*** You may need to log in with a specific user name to run the report to a file rather than physically printing. ***

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 displays.

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• Open and log on to WinSCP with your assigned user name and password.
• Go to the following directory: Optifacts/Share/mfr_reports (Once you set the directory, 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 Optifacts.

You can run a complete report for all products, or you can specify a product(s) by entering any of the criteria shown in the Inventory Valuation diagram shown above.

• To run the report for all products, leave the asterisk (*) and press 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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You should now see the report 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 your local folder on the left side of the screen.

You now see it in your local folder on the left side of the screen.

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• Immediately Right-click on the file name in your local folder on the left side of the screen, and then click on “Rename.” You can 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 to Essilor.

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Note
*** Make sure to Delete the file in the mfr_reports folder on the right side of the WinSCP screen. ***

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Summary Report

Repeat the above process for the Summary Report.

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

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Note
*** After renaming the second file, remember to delete the invt.txt file on the right side. ***

Click here to view Section 18 Switching to Min/Max Ordering Method.

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