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Introduction:
This document provides instructions for entering Credit Memos for Stock Lenses, 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 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.
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.
Example of pricing for half a pair and full pair:
Note: 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 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 Lens 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.
The Stock Options defaults to I but may be changed by the operator. (Refer to the list of options described in the previous section.)
- Type the SKU number and press enter. Alternatively, you may scan the SKU number.
The pricing will be populated based on the 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 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.
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