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Introduction:
This document provides instructions for entering Credit Memos for Stock Lens, Frames and Miscellaneous items through the Stock Billing menu.
Procedure:
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From the Optifacts main menu:
Type 6 – Stock Pricing and press enter.
Note: Any credit you apply to an account through stock pricing will go toward current balances only. To apply a credit to a past due balance, you must use Accounts Receivable, Daily Routines, Add a Transaction.
The Invoicing Information screen displays.
- Type the Account Number and press enter.
Note: If the account number is unknown, type the first few letters of the account name to display a list of accounts.
- The Invoice Number is automatically assigned by Optifacts.
- Type the Patient Name and press enter.
- Type the Purchase Order No. and press enter. (Optional)
- Type Y to continue or N to edit the information.
- Type the Tray Number and press enter if not automatically assigned by Optifacts.
- Type the Date needed and press enter. (Optional)
- Type the Time needed and press enter. (Optional)
- Type the Tray Notes and press enter. (Optional)
- Type the Material Code to Post Invoice by and press enter.
Note: Pressing (?) in the Material Code field will display a list of options.
The Billing Information displays.
- Select any applicable billing options.
- To apply a special discount, type 3 to apply a percentage or 4 to apply a dollar value.
A field will display allowing entry of the amount.
- To apply postage, type 2 and press enter.
A field will display allowing entry of the Handling Cost amount.
- To flag the order as Net, type 5 and press enter.
- To view pricing debug, type 6 and press enter.
- To add a Mail to Patient address, type 7 and press enter.
- To suppress the pricing on the invoice, type 8 and press enter.
- To suppress the pricing on the 2nd copy of the invoice, type 9 and press enter.
- To print a duplicate invoice, type 10 and press enter to continue.
- When all applicable selections have been made, press enter to continue.
The item details screen will display.
- Type the Stock Option code and press enter.
- Type (?) to view a list of options.
- Select the applicable stock option and follow the on screen prompts to continue the order.
Some examples of different types of Stock Orders are as follows:
Stock Lenses Credit by Description:
- Select Option code L and press Enter to display the following window.
- Enter all details of the lens.
Note: When entering a lens order 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.
Note: Pricing is per unit.
- Respond to the tax and discount questions, pressing Enter past each field.
Note: If the customer profile is set to non-taxable, the order will not be charged tax. The operator does not need to answer Y or N to the tax questions.
Note: This discount question is related to the month end discount not the special discount applied earlier in the credit.
- Enter the SKU number is available.
Note: If Optifacts finds a SKU number for the manually entered lens information, it will populate the SKU field.
- Continue with more entries or press Q to quit when complete.
- Are these entries correct? <y/n>? Respond with y or n.
The following screen will display.
- Type C to continue and press enter.
Note: 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.
"DO NOT CHANGE THE WORD "OPTIONS"
The Options Selector screen will display.
- Select the applicable credit reason option and press enter.
- You may be prompted to select additional credit reason options. The system may be set up to cascade through various credit reason menus.
- Press Enter to print the invoice.
- Press enter to continue.
Stock Lenses Credit by SKU:
- Select Option code I and press enter.
- Enter the Date of the original order is not already filled in.
- Enter the quantity using a negative value to indicate that it is a credit.
Note: A quantity of 1 = 1 lens not a pair.
The SKU number field will be displayed.
- Type the SKU number and press enter. Alternatively, you may scan the SKU number.
- The pricing will be populated based on the price list.
- Continue the stock credit process as described in the previous section.
- Miscellaneous Credit:
- Select Option code M and press enter.
- Type the quantity using a (-) minus sign to indicate a negative value and press Enter.
- Type the description and press Enter.
- Type the price and press Enter.
- 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] │
│ │
└──────────────────────────────────────────────────────────────────────────────┘
- Continue with more entries or press Q to quit when complete.
- Frame Credit:
- Select Option code F and press Enter.
- Type the Frame SKU and press Enter.
- Type the quantity using a (-) minus sign to indicate a negative value and press Enter.
- 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 Enter.
- Type 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 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.....
