Pricing

Pricing Overview.

Pricing in RxUniverse is based on "groups" - groups of materials, groups of lens styles, groups of addons. This allows prices to be set up for all 167-index materials, for example, as a group, eliminating the need to individually price them. Similarly, progressives can be grouped and priced as a group, eliminating the need to price each progressive design individually. Multiple price lists may be created. On any order, if a pricing error occurs due to lack of prices for the lens, change the pricelist code to "000". This pricelist override allows the lab to enter prices manually.

Step 1 - Creating a pricelst code

From the Main RxUniverse screen, select "Pricing" and click on "Price Lists". Click the "ADD" button. The following screen will be displayed:

Type in a pricelist code such as "RX1".
Enter a description for the pricelist such as "MAIN PRICELIST"
Select the "Price list type". if the pricelist does not contain any edging charges and will be used only for uncut jobs, select "Uncut only". Otherwise, choose "Cut/Uncut".
Comments may be added. The comments will not print on invoices.

Save the pricelist.

Step 2 - Setting up the customers

From the Main RxUniverse screen, select "Orders" and click on "Customers". Click the "ADD" button. The following screen will be displayed:

In

Type in an Account number in the Account # field.
Type in the name and address followed by a phone number and contact person if desired.
At the top of the screen, select the "Pricing Tab".
In the Rx and Uncut, enter the pricelist code created in Step 1.
Save the record.

Step 3 - Material Groups

From the Main RxUniverse screen, select "Pricing" and click on "Material Groups". Click the "ADD" button. Any material that is the same price can be grouped together. A screen similar to the one below will be displayed:

All materials that are used by the lab and set to active in the material database will appear on the left hand side of the screen. Enter a material group such as CR39. When creating a material group for plastic CR39, also add material "T" for Transitions. The extra cost of the transition coating will be covered by addons which is explained in another step.
Type in a description.
The sequence number defaults to "99" which means the material will appear in the pricelist in alphanumeric order. To have the CR39 material appear in the first column of the pricelist, enter "1" in the Sequence field. Materials will appear in the sequence order entered on the above screen. When entering the prices, having the materials in the same order as they appear on the customer's copy of your pricelist makes it much easier to enter.
Highlight the appropriate material in the left hand column and use the ">" to add the material to the right hand column. To remove the material, highlight the material in the right hand column and use the "<" to return it to the left hand column.
Save the record.
Click the add button and repeat the above but enter the material group as 1.67. Type in a description and enter the sequence number as "2". If material 1.60 is the same price as the 1.67, the materials can be added to the 1.67 and the "Description" would read something like "High Index Plastic".
Click the Add button to continue creating material groups until the left hand column is blank.

Once all the material groups have been created, they will appear in the pricelist file in the sequence specified as shown below. How to access this screen will be explained further in the document.

Step 4 - Lens Style Groups

From the Main RxUniverse screen, select "Pricing" and click on "Lens Style Groups". Click the "ADD" button. Any lenses that are the same price can be grouped together. A screen similar to the one below will be displayed:

All lenses that are used by the lab and set to active in the lens style database will appear on the left hand side of the screen. Enter a lens style group such as "SV".
Type in a description.
As with the material groups, the sequence number defaults to "99". Enter a different sequence to have the lenses appear in the sequence entered above or leave as "99" which will list the lens styles in alphanumeric order.
Highlight the appropriate lens style in the left hand column and use the ">" to add the lens style to the right hand column. To remove the lens style, highlight the lens style in the right hand column and use the "<" to return it to the left hand column.
Save the record.
Click the "ADD" button and repeat the above but enter something like "FT" for flat top lenses in the Lens Style Group.
Type in a description.
Enter the sequence number as "2".
Save the record.
For progressive lenses, leave the sequence number to it's default of "99" if they are not in groups. This will list the lenses in alphanumeric order and make it easier to find when create the pricelist. How to access this screen will be explained further in the document.
Click the Add button to continue creating lens style groups until the left hand column is blank.

Step 5 - Addon Groups

Addon groups require 2 different steps to create. The first is creating the addon codes. Once the codes are created, they are then associated with addon groups with a few exceptions that will be explained further in this document. There are 2 types of addons; manual and automatic. Manual addons consist of tints and AR coatings applied to the lenses by the lab. Manual addons also includes things such as replacing hinges on a frame, warranty charges, polish and roll edges and other services. Automatic addons include tints and treatments already applied to the lens such as Transition or polarized coatings. Automatic addons also include prism and frame type charges and many others. A complete list of automatic addons is shown further in this document.

Manual Addons

From the Main RxUniverse screen, select "Setup" and click on "Addon Codes". There are 3 tabs on the addon codes screen: General, Job Flow and Overrides.
Click the "ADD" button. The following screen will be displayed:
General tab
Type in an "Addon Code". The lab may use any code they wish for manual addons. For example, "POLISH" could be used as a code for a polish edge price.
Enter a description for the code.
Below the "Description" label checkmark the "Allow Modifications on Order Screen" if when entering a job in Customer Service, the price of the item can be modified. Leave unchecked if no changes to the price should be allowed.
Checkmark the next box "Allow Changes in Quantity on Order Screen" should be allowed in Customer Service. Otherwise, leave it unchecked.
By default, "Allow Addon with $0.00 Price on Order Screen" is checked. It's better to always leave this checked as even if the price of an item is $0.00 if will still appear on the invoice.
"Exclude code from Rx-Site" only applies to labs using Rx-Site. For more information on Rx-Site, please refer to the Rx-Site document.
"Optional EPRESS Value" is used if the addon code has a specific EPRESS value that should be sent to the devices. Otherwise, leave the field blank. "EPRESS" is how much pressure is used on the edging wheel.
"Optional CLAMP Value" is used if the addon code has a specific CLAMP value that should be sent to the devices. Otherwise, leave the field blank. "CLAMP" sets how much pressure is used on an edger when clamping a lens.
Should the addon require extra processing days, enter the number of days in the "Additional Processing Days". The number of days specified will be added to the date wanted field when entering a job using this addon.
The "Price Group" field can not be edited. RxUniverse keeps track of which addon group the addon is associated with. Creating addon groups is discussed further in this document. Once the group is created, this field will be updated automatically.

Job Flow tab
Click on the "Job Flow" tab at the top of the screen. Only used if the lab is using job tracker and job flow.
If job flow is used by the lab, services may be checked to prevent shipping the job unless the service has been done. In the screen below, "Polish" is checked. If the addon was an anti reflective coating, then "AR Coating" would be checked.

Overrides tab
Click on the "Overrides " tab at the top of the screen. The following screen will be displayed:
If a specific value is required by a device for a VCA Label for this addon, enter the value on this screen. The "Addiotional Document Overrides" button on the screen is used if documents have been created by the lab for this addon to be printed. Return to the "General" tab.
Click on the save button to save the new manual addon which may appear as below if using the example "POLISH" and changes are allowed in Customer Service.
Repeat the steps above to create a record for all manual addons.

Automatic Addons

Automatic addons will be added to the order automatically unlike manual addons which have to be selected when entering a job. Special codes are required for automatic addons. Below is a list of automatic addon codes available in RxUniverse. Detailed instructions on how to create each addon will be shown after the list of special codes.
AA - The always add will be charged on every order. This addon may be used for such items as shipping or handling fees.
CA - The customer addon is used for pricing items by customer. For example, if a shipping charge is different for various customers, this code would be utilized instead of the "AA" addon code. May also be used for customer discounts.
ED - Edging deduction is used when the lens price includes edging charges but the job is uncut.
HB - Charges for high base curves.
LB - Charges for low base curves.
OB - Over size blank size charges
OF - Over size frame charges
PM - Charges for prism thinning
PR - Charges for Rx prism
PT - Lens pretreatment cost such as Transition or polarized lenses.
SA - Segment add charges.

The actual maintenance window will be a tab type window with the general information in one tab and the job flow information in the other tab. The general information tab will contain information regarding "extra days processing", EPRESS and CLAMP setting for edgers, exclude from DLAB, language codes and descriptions for invoices(if needed). The job Flow tab will contain the job flow flag settings for the addon.
To simplify the coding process when addons are required on an order, the existing process used for updating addons in orders will remain the same, the only modification that will be made for Rx-Universe is that when an addon is required on an order, the job flow flags will be taken from the addon database and copied to the job flow section of the price database. The "addon" tab on an order will display the list of addons for the job.

Pricing Maintenance
To make pricing easier to maintain, new databases have been added to group similar price options together. The new groupings will be for lens styles, materials and addon codes. Each grouping will have its own maintenance screen accessible from the "Pricing" menu selection.
All 3 of these maintenance screens use the standard GUI browse grid screen that allows users to add/delete/edit the various groups.

The maintenance screens look and operate as follows:

Material group contains the name for the grouping while description allows the user to give a brief description of the group. The sequence number will be used be the pricing maintenance screens to determine the placement of the group within the list of groups. A low sequence number will place the group at the beginning of the list while a higher number places the group further down the list. If two groups have the same sequence number they will be placed alphabetically in the grouping list.
The "Available" grid contains a list of all the available items that could be placed in the group. Only items that are not part of another group will be in the list. Also, in the case of materials and lens styles, only items that have their active switch checked will be in the list.
The "Included" grid contains the list of all the items that currently make up the grouping.
Items can be moved from one grid to the other by highlighting them and pressing the appropriate arrow, or by double-clicking with the mouse on the desired grid item that you want to move.

Price lists
Price list are contained in a separate database to make verification with the various programs that use the pricelist easier. The price list database browse screen will give the user a method of maintaining the "Price Lists" and allow the user to enter the Price List details maintenance via the "Pricing summary" box.

Double clicking on one of the PriceLists codes or pressing the "Add" or "Edit" buttons at the top of the screen will take the user to the Price List maintenance screen where the user can change modify the basic Pricelist information.
The "Pricing Summary" box displays a summary of the price list detail records. The "Rx Prices" entry is always the first entry in the summary box while any addon pricing information is located under the green headings line.
A popup menu is available within the "Pricelist Summary" grid by pressing the right mouse button while the cursor is within the grid. The available menu options are:

Add addon pricing – which allows you to add a new addon price to the pricelist
Delete addon pricing – will delete the selected addon price grouping from the pricelist
Copy price list – This function allows the user to copy the selected complete pricelist contents to another pricelist. Note that the "copy to" pricelist must be a completely new pricelist.

Double clicking on one the items in the pricelist summary will popup one of the pricelist details maintenance screens. This will allow price list details maintenance as follows.

Pricelist – Rx Prices
The price list details grid is made up of the material/lens style groups. The order that the material/lens style groups appear in is dependent of the sequence field entered in the "groups" maintenance screens. The sequence numbers allows a lab to format the grid specific to their labs needs. The lower sequence numbers will appear first in the grid. The first row of the lens styles is called "Base". The prices contained in the base pricing will be used as default pricing for all lens styles for the material group they are applied to.

Right clicking on any of the material or lens style group headings will display a list of the material or lens styles that are contained within the group that was clicked.
The prices shown on this screen will display the initial price for the lens style/material combination. To set specific pricing based on sphere/ cylinder double double-click on the desired style/material price and a pricing detail screen will appear.
Finished
Semi-Finished
1.501.751.501.25Cylinder / Diopter $Sphere / Diopter $

The pricing details screen allows the user to specify if the price is based on pairs or lenses. On an order, pair pricing will divide the specified price by 2 when a lens that uses this price is selected on an order. Lens pricing will use the specified price if an order uses this price.
The lab can select if this price is a taxable item, whether the item is always net (no order discount allowed for this price except for the "Item Discount").
An "item Discount" allows the lab to set a promotional price discount for the material/lens style combination. The "Item Discounts" are displayed in their own bucket on the order screen "Pricing tab".
The lab can streamline the prices based on sphere/cylinder power or blank diameter. Right clicking the mouse button while in the sphere/cylinder grid will popup a menu allowing the user to add, delete or modify a sphere cylinder line. When selecting the add/modify function, a maintenance grid will appear to the right of the grid allowing for the modification of the sphere/cylinder information.

Accepting the changes, will save the information in the sphere/cylinder grid, the lines will automatically be sequenced based on sphere power, then cylinder power then diameter. Prices can be entered for both semi-finished and/or finished lens blanks.
The "Sphere per diopter" and "Cylinder per diopter" pricing entries can be used to augment the price contained in the last grid entry. When a lens is priced and its sphere/cylinder is above the breakpoints in last entry, then the price contained in the last entry will be increased by the $ amount specified for each diopter that the Rx prescription is in excess of the breakpoint.

Priceslist – Addon prices

The Addon Price Detail screen grid is similar to the Rx prices grid with the exception that an entry for "Base" materials has been added. Similar to the Base lens style, an entry in the base material column will apply to all materials for the specified lens style, or all lens styles if the "Base material/Base lens style" grid cell is populated with a price.
When adding a new addon price entry, the user can select the type of addon that is being priced. This is controlled by the "Auto Code" entry. Auto code pricing allows addons to be automatically applied to an order when an order goes through its pricing routine. For addon items that the lab wants to aplly manually, set the "Auto code" fields to "Manual Entry".
The lab then selects the "Addon group" that the pricing applies to.
The lab can set the pricing mode for the addon as follows:

Pair and lens pricing is the same as for "Rx pricing".
"Price per order" will apply the price to the order regardless of the number of lenses used.
"Order discount" will apply a discount based on the percentage entered in the grid to all discountable addons that appear above this addon within the addon list, and also to the discountable lenses, frames, temple, side shields and misc prices on the order.
"Order reduction" will apply a discount based on the percentage entered in the grid to the discountable lenses, frames, temple, side shields and misc prices on the order but not discount any addon entries.

The lab can select if the addon is taxable, or if the addon is set as "Net pricing" which makes it non-discountable. The addon group that the autohas an added style entry for "Base All" that will allow for the setting of a base price for all lens styles.
An "item Discount" allows the lab to set a promotional price discount for the material/lens style combination. The "Item Discounts" are displayed in their own bucket on the order screen "Pricing tab".
When an addon price is set to an "Auto Code" and not "Manual- Addon", it's placement within the addon list can be controlled. The "Keep Addon Separate" checkbox, determines if the addon price will be rolled into the lens price during the order pricing routine. The "Print auto-addon if zero" checkbox when checked will display the addon code in the addon list even if its price is zero.

Order pricing – Pricing tab
There are 2 tabs on the right side of the order maintenance screen that apply to pricing. The Addon tab and the Pricing tab.

The 'Pricing" tab allows the user to set the pricelist used for pricing the order. The default pricelist used when an order is created is dependent on the account in use and the job type selected. Each account allows the lab to maintain separate pricelists for full-service and uncut jobs. The user can chose to change the existing pricelist or enter the pricelist override mode by entering "000" as the pricelist. The override mode allows the user to override all automatically set prices (lens, addons, extra-power, discounts) that would automatically be set when an actual pricelist is assigned to the order.
The user can manually enter prices for frame, temple, side shield, misc 1 and misc 2 items as well as set their discountable and taxable flags.
The pricing tab shows the prices used for the lenses, extra power, addons, addons discounts and item discounts, but these are not modifiable unless the order is in override mode.
The user also has the ability to modify the "tax code" associated with the order. The taxes displayed are automatically calculated by the order pricing routine based on all the taxable prices contained on the order.

Order pricing - Addon tab

Once an order has gone through the pricing routine (automatically run when the "Do Calcs" button is pressed) any addons automatically added to the order will be shown in the addon tab. An addon is differentiated from a manual addon by the 2 character "auto-code" that appears in the first column of the addon grid. The remaining columns show the addon code, the addon description, the quantity for the addon, the per-quantity price and the discountable and taxable flags related to the addon. Note that automatic addons are not modifiable on an order unless the pricelist override is in effect.
To add a new manual addon, select its location within the addon grid and press F7 or the addon browse button at the top of the grid. If you know the addon code, you can also type it into the "addon" column of the grid. If the addon is valid, it will be added to the grid and its pricing information included. In some cases, the addon description, quantity, price, discountable flag and taxable flag can be manually entered, this is controlled by 2 separate flags in the addon maintenance screen. One flag allows access to all these fields while the other limits modifications to the quantity entry only.
Any errors that occur due to pricing will be displayed in the area under the "Do Calcs" button. Note that if an addon is only used to set the job flow variables and no pricing is entered within the pricelist, the error generated by the lack of pricing can be overridden by setting the "allow addon with zero price on order" checkbox located in the addon maintenance program.

Invoicing
The Order Entry screen has been changed to add a new check box, "Print Invoice". When the order is saved and "Print Invoice" is checked, an invoice will be printed automatically for that order.

Invoices can be printed or e-mailed from the Customer Service screen by right clicking on the order and selecting the appropriate option. An invoice can also be viewed by right clicking on the order and selecting "View", and then "View Invoice". The invoice will be displayed in Adobe Reader where it could also be printed, saved to a file, etc.

Under System Settings, "Invoice" tab, the user can set options as to when to print the invoice and what to print on it.

The user will need to set the "Rx Order Invoice Device Name" on the "Orders1" tab.

Then, the user must set the printer for the specified device under the "PDF Printing" tab in Workstation Setup.