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Introduction

This document provides instructions for processing purchase order receipts and receiving lenses into inventory.

Procedure

Begin receiving orders that have been placed electronically with the system. This will print an “Invoice Matching Report” to insure that the vendor’s charges match your receipts and to insure that the prices on the invoice match the prices you expect to pay. This option is located under the Inventory Procedures item on the Inventory Main Menu. When you receive your order, there are a few things to check. Are any items back-ordered? Can you receive the entire order or just a portion of it? Do you wish to wait for back-ordered lenses to ship or do you want them canceled? Under Inventory procedures, choose one of the receive routines to receive your order.

From the Optifacts main menu:

Type 9 - Inventory and press enter.

Type 3 – Inventory Procedures and press enter.

Receive P.O.s by Bar-code

This routine begins the same way as receiving orders; you are prompted for a purchase order Number, a reference number, and the original order date. If a match is found, it will be displayed on the screen, prompting you for confirmation.

Type 4 – Receive P.O.’s (bar-code) and press enter.

The Purchase Receipts screen displays.

Type the P.O. number from the packing list and press enter.
If there is no P.O. number on the packing slip, type * to list open P.O.’s in the system.
If a P.O. does not exist in the system, type NONE in both the P.O. Number and Ref. Number fields to enter product into the inventory system.

Is this the correct P.O. (Y/N)?
- Type Y if correct
- Type N to continue the search.

After confirming you have found the correct order, you are asked to enter the packing list number from the vendors packing list. This number will be used internally and on reports to help you cross-reference your purchase order to the lens vendor’s packing lists.

Enter a packing list number and press enter.

You are then prompted to enter the quantity of lenses in the current box you are scanning. This is NOT always the total number of lenses on the order. If there is more than one box for your order, you will be prompted to enter the lens quantity for each box.

Enter the number of SKUs (number of lenses) received in the box.

Scan the lenses in the current box and touch the escape key when finished scanning the current box. The system will match counts, and receive the scanned lenses as they appear on the current order.

Type or scan the SKU number.

The number of lenses scanned (entered) will display below the entry.
Press Escape when completed.

If the number of SKUs scanned does not match the number you entered as being received, you will be prompted to scan the box again.

If the number of SKUs matches the quantity you entered for the box, you will get a message asking you how to proceed with the inventory receipt. Enter ‘B’ to begin scanning another box for the same order, enter ‘Y’ to begin the inventory update (i.e. finished with this order), touch ‘N’ to discard what you have done and begin with selecting a new purchase order.

Correct number of SKUs? (B/Y/N)
- Type B to scan another box.
- Type Y to update inventory.
- Type N to discard the entry and select a new P.O.

If you enter any SKUs that do not match any SKUs on the order specified you will receive a warning message, but the quantities will be updated for the SKUs you have scanned.

Press any key to continue

The following message will be displayed.

Receive P.O.’s manually

The receive purchase orders routine will ask for limited information regarding an order, you may use an asterisk as a wildcard to have Optifacts search for orders pending receipt and display them on the screen, one at a time.

Type 3 – Receive or Cancel P.O.’s and press enter.

The Purchase Order Receipts screen displays.

Again, you are prompted for a purchase order Number, a reference number, and the original order date. If a match is found, it will be displayed on the screen, prompting you for confirmation. You are also prompted if the order is being cancelled, and asked for the packing list number.

Type the P.O. number from the packing list and press enter.
If there is no P.O. number on the packing slip, type * to list open P.O.’s in the system.
If a P.O. does not exist in the system, type NONE in both the P.O. Number and Ref. Number fields to enter product into the inventory system.

The P.O. displays.

Are these items being cancelled (Y/N)?
- Type Y if the order is to be cancelled.
- Type N to continue with the receipt.
Enter a packing list number and press enter.

The Items on the P.O. will be displayed on the screen. You can receive the whole quantity ordered or you may have only received a partial order. In that case you would enter the quantity received.

Enter the number of items to be received or leave the default number from the P.O.
- Press the F1 key to save the quantities. The program will prompt if the number being received is correct. Any lenses not received are then placed back in transit pending receipt.
- Or, press Escape to exit.
Continue until all items are received.
Is this the correct number of lenses received (Y/N)?
- Type Y to receive the lenses.
- Type N to discard.

Receive Purchase Orders

Introduction

Procedure

Receive P.O.s by Bar-code

Receive P.O.’s manually

Invoice Matching Report Example