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Introduction

This document provides general instructions for entering a job through Rx Order Entry. Optifacts is easy to learn and easy to use. Optifacts’ highly complex inner programs perform complicated calculations almost instantaneously and make difficult and special prescriptions easy to process. All you have to do is enter the information. You don't need to calculate each measurement.

Features

• Speed - The order entry system is quick to use because it skips those windows and fields that don’t apply to the calculations you have entered for the job. The system also displays only those options that you ask to see. If you know the correct code and seg for the style you want, you don’t need to display the style list. Or if you don’t need to enter any calculation options, you don't need to display the calculation list.

• Rx Form - Information in the system is organized to reflect the order of information listed on the typical Rx form.

• Windows - All information is entered and displayed in windows, rather than in screens. Some windows are displayed for every job; others are displayed only under specific circumstances. As you complete a window, the next appropriate window will be displayed slightly below the last window. You can easily move to the previous window by pressing the Escape (ESC) key.

• Fields - Some fields are displayed for every lens selected; others are displayed only if a specific lens is selected. Some windows display all fields, but access only applicable fields, that is, the system will access a field if it applies to the calculations you have entered.

Using this Manual

• Organization - This manual has been organized to reflect the approximate flow of the system; your entries control the actual flow of the system. For example, if you enter an Rx for a progressive lens, the system will display the progressive window. A single vision Rx will prompt for the single vision window, and so on.

• An example of each window is shown within this manual. 

Definitions

• Order Entry - The Order Entry function allows you to enter all measurements, curves, and blocking needed to create the prescribed lens. If you have pricing, basic invoicing information is also recorded here.

• Optifacts Blocking - Your Optifacts software is designed to allow on geometric lens center blocking or MRP blocking for lens surfacing. The system will compute the prism required to place optical centers, the prism direction, and the segment positioning required at Order entry. When on center blocking is used single vision must be blocked as close as possible to the geometric center of the lens. Multifocals, however, should not be blocked on the geometric center as determined by available blank center locating methods, but rather referencing up and over from the segment equal to the layout seg down and seg in amounts. MRP blocking is also available and is automatic for aspheric and progressives. On the work ticket, the system will list the blocking method at the top and the measurements under Surfacing Markup.

• Right Eye Assumption - The system always assumes you are entering the right eye calculations first. In any window with calculations for both eyes, the system will first ask for right eye calculations, then left eye calculations. And if you’re working with only one lens, you can signal the system to prompt for that lens only, left or right.

• Right, and Left lenses are labeled as R and L in the Rx window. In all other windows, two lines indicate two lenses, and the right lens is always the first line, as labeled in the Rx window.

Entering Values in Order Entry

• Values for various materials are input in the fields illustrated below. Inputting these values is similar to inputting dollar amounts. You must type the decimal point in the numeric entry. For example, if you want to input an entry of 3.5 for the Sphere, you would type 3, the period, and the 5. When you press Enter, the number appropriately aligns within the field. Some fields default to an entry when you Enter through it.

Help Keys and Shortcuts

Use the table below for instructions on navigating through the order entry screens and inputting data.

Procedure

Tray & Account

From the Optifacts main menu:              

Type 4 - Order Entry and press enter.

The Order Entry screen displays. The first window that you see is the Tray and Account. This window allows you to enter the job tray number, account number and patient name. 7 characters, alpha/numeric. Assign a tray number to each job so that it can be easily tracked through the lab.

Tray Number

• The active cursor is in the Tray Number field. If the system is configured for an automatic tray number assignment, the tray number will be displayed. Otherwise, type the tray number and press enter.

Date and Time Needed

This field defaults as set in system parameters. You can override this date to enter a promise date and time needed on an order.

• After entering the tray number the system will move the cursor to the account number field. Use the ← Left arrow key twice to move to the Date Needed field.
• Type the requested date in the Date Needed field and press enter.

Note:  You can also type 0 in this field for orders needed today or 1 for orders needed tomorrow.  If you type 1, the date automatically populates with the next day’s date.

• After entering the Date Needed, the system will move the cursor to the account number field. Use the ← Left arrow key once to move to the Time Needed field.
• Type the request hour in the Time Needed field and press enter.

Note: Use numbers 1-23.  1 is 1:00 am, 2 is 2:00 am, and so on, in the Time Needed field. Do NOT use the default of 24.

Account Number

• Type the account number and press enter.

  • If the account number is not known, type the first few letters of the Account name in the Acct No. field and a selection list will display.

  • If the list is only one page, press escape, then type the applicable account number and press enter.

  • If the account you are searching for does not appear on the first page, press Enter to view more.

  • Once the account is found, press Escape returning to the account number field. Type the account number and press enter.

Once the account number is entered, the account name is displayed to the right of the account number.

Ship to Code

The system will automatically enter the default Ship-to code. If more than one ship to code exists, you have the option to change it.

• Enter the ship-to code, that is, the code that defines how this will be shipped. (If applicable)

Invoice Number

• The invoice number is automatically assigned by the system and the cursor jumps to the patient name field.

Patient Name

• Enter the Patient Name or an identifying label for this job and press enter. 

Safety or Copay

This allows you to enter a Ship to Bill to Dress, Industrial or Copay order into the system.

• Enter the letter (S) into the Patient Name field and press enter. The 'S' entry is used for a Dress, Industrial and/or Copay order, even though it doesn't specify it as such in the SAF/COP Acct Code screen.

The SAF/COP Acct Code window displays. If the order is NOT a Copay, then COP will not display. Use this function to bill the order to a different location than the location the order ships to. Using this function will override the Bill to account in the account master file.

• Type the appropriate Bill to code into the SAF/COP Acct Code field and press enter.

The SAF/COP account code displays to the right side of the patient name field.

Note: For an Industrial or Copay order, the industry may require something other than the patients' name in the Patients Name field. This is dependent on the accounts contract. 

Note: For an Industrial job, the style MUST have the suffix of ( I ) in the Style w/Seg Sz field. DO NOT enter the job as a Dress job. If the job is NOT pricing correctly, this may be caused by entering the job as a Dress or the Industrial account may not be setup.

• Continue the order entry process.

Note: Some lite-ups may be highlighted automatically such as "Dispensing Fee". Do not turn these automatic lite-ups off. You may be prompted to enter additional miscellaneous patient data. A screen will display once you pass the pricing options, allowing you to enter this data.

VSP

This allows you to enter a Ship to Bill to Dress, Industrial or Copay order into the system.

• Enter the letter (V) into the Patient Name field and press enter. The V will trigger the VSP account number and will display to the right of the Patient Name field.

• Continue the order entry process.

Note: Some lite-ups may be highlighted automatically. Do not turn these automatic lite-ups off. You may be prompted to enter additional miscellaneous patient data. A screen will display once you pass the pricing options, allowing you to enter this data.

CBT and CPS Selections

If your lab is using CBT and/or CPS, or if you want to turn the option on or off, you may toggle the option by pressing ctrl-y (control key and the letter 'Y' key).

CBT Selection

If your lab is using CBT then the CBT selection window displays.

• Make your selections following the prompts through each window.

0 - Not a CBT. If this option is chosen then the window will close and the active cursor will move to the Rx window.

1 - Pick CBT by Name. If this option is chosen, a list will display and you will make your selections from the available options.

• Type the number of the applicable lens design and press enter to continue.

2 - Enter CBT by Name. If this option is chosen, you have the ability to scroll through the list by using your up and down arrow keys to highlight the desired lens design.

• Press enter to select the highlighted lens.

In our examples below, we have chosen option 1 - Pick CBT by Name.

Once you pick a CBT name (as shown in the diagram below option 1 above) you will then be asked to make a selection from the CBT Family Names.

Note: The number of selections you are asked to make is dependent on how CBT is set up in your lab.

• Make your selection and press enter.

Then, you will be asked to make a selection from the CBT Description Names.

• Make your selection and press enter.

Note: If you need to view more options, type 999 and press enter to move to the next list.

Note: You may be prompted to enter additional miscellaneous patient data. A screen will display once you pass the pricing options, allowing you to enter this data.

• Type C to continue.
• Enter through the fields inputting the applicable data.

CPS Selection (Multi-Level)

Your lab may be using CPS rather than CBT. If so you will see the CPS selection window. Commercial Product Selection can be set up in a tree−structured menu.  Lenses can be divided into similar categories or based on any structure the lab wishes.

Here are examples of the levels that may be seen in Rx Order Entry. You would simply make selections from each level.

Level 1 Selection:

Note: Available selections are shown in the Commercial Product Selector column. You would simply make a selection (1, 2 or 3 in this example) and the next selection level would display.

Level 2 selection

Based on the operator choosing 1. STOCK LENSES:

Level 3 selection

Based on the operator choosing 1. AR STOCK:

Note: The previous selections are shown in the right side column of the screen.

Once you make the final selection, the lens data associated to the CPS will be populated in the order entry screens. You may then proceed to enter the prescription and all other details of the order.

Here is an example: Notice that the CPS menu is on and the lens data is shown below the prescription fields.

CPS Selection (Single Level)

Your lab may be set up to use only a single level selection option. This is the first screen that you will see in the Commercial Product Selector. You may start typing the description in the Search Description field to select a product. You also have the option to touch the Tab key to search by product code. Notice the Search Code (tab to toggle) field at the bottom of the screen.

Note: This option will only be available to the order entry operator if the NO COMMCODE ON CPS custom configuration is disabled. 

Option 1

You can enter an asterisk ( * ) to scroll through all of the available lenses.

Option 2

Or, you can type any part of the description of the product to narrow down the selection.

You would then press the Enter key on the row of the applicable product. The full description of the selected product is then displayed in the Search Description field.

Make the final selection by pressing Enter once more and the lens data associated with the CPS will be populated in the order entry screens. You may then proceed to enter the prescription and all other details of the order.

Here is an example: Notice that the CPS menu is on and the lens data is shown below the prescription fields.

Note: You may be prompted to enter additional miscellaneous patient data. A screen will display once you pass the pricing options, allowing you to enter this data.

• Type C to continue.
• Enter through the fields inputting the applicable data.

Rx Window

Lens SKU Code

If your lab is set up to enter SKU codes, you will be asked to enter the SKU numbers. This option is typically used when a lab uses Finished Stock lenses most of the time.

• Enter the right and left SKU codes if applicable and press enter past each field.

• If you do not need to enter the SKU codes, simply press enter or escape.

The RX window displays. This window allows you to enter Rx information. The system assumes the right lens first and is so labeled to the left side of the style field.

Special Entries

Balance Lens

If you need to enter a balanced lens follow these steps:

• Type the letter 's' in the Style field to display the Special Entry window.

• Then use one of the following options:

  • Type BR to indicate Balance Right

  • Type BL to indicate Balance Left 

The selection displays in the lower-left section of the Special Entry window. BAL will be shown to the right of the right or left eye.

• Press escape to return to the Style w/Seg Sz field.

• Continue the layout process until the pricing options screen displays.

• The Balance R or Balance L pricing option will be highlighted automatically based upon the special entry selection.

Enclosed Lens

If you need to enter an enclosed or supplied  lens job follow these steps:

• Type the letter 's' in the Style field to display the Special Entry window.

• Type ER to indicate Enclosed Right

• Type EL to indicate Enclosed Left

• Type EB to indicate both Enclosed

The selection displays in the lower-left section of the Special Entry window.

• Press escape to return to the Style w/Seg Sz field.

If you have selected only one lens to be enclosed (ER or EL) you will see the following message when you reach the Blank window:

• Enter the applicable data and continue the layout process until the pricing options screen displays.

The Enclosed R, Enclosed L will highlight automatically if only one lens (option ER or EL) is enclosed. 

The Supplied Lens pricing option will be highlighted automatically if both lenses (option EB) are enclosed.

Single Eye Order

Right Eye Only

• Enter the Rx for the right eye and press enter through all fields until you reach the left eye Sphere field.
• Press the space bar in the left eye Sphere field, then press enter.
• Continue to process the Rx.

The left eye entry will be omitted and only the right eye will display.

Left Eye Only

• Type the style and press enter
• At the right eye Sphere field, press the space bar then press enter.
• Continue to process the Rx.

The right eye entry will be omitted and only the left eye will display.

Slab Off 

Slab Off on Single Vision or Multifocal

• Press F2 to open the Calculation Options window.

• Type 8 and press enter to indicate that it will be a slab off order.

• Press enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Slab Off Compute Slab Eye Only (Reference Lens)

If you are entering a slab off, where you only want to produce and charge the customer for one eye, then you need to enter the other eye as a reference only for calculation purposes. The customer will not be charged for the reference eye.

• Press F2 to open the Calculation Options window.

• Type 8 Slab Off and press enter to indicate that it will be a slab off order.

• Type 27 Compute Slab Eye Only and press enter to compute the slab eye only.

• Press enter to return to the Style w/Seg Sz field.

• Type the letter 's' in the Style field to display the Special Entry window.

• Type RR to indicate that the Right lens is reference only.

• Type RL to indicate the Left lens is reference only.

The selection displays in the lower-left section of the Special Entry window.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Note: EL was entered in the special entry window so we see "REF" to the right side of the left eye.

Slab Off at the Bifocal Line of a Trifocal Lens

The system automatically calculates the slab value and places the slab at the bifocal line of the trifocal.

• Press F2 to open the Calculation Options window.

• Type 28 Slab at Bifocal Line and press enter to indicate that it will be a slab off at the bifocal line of a trifocal order.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Reverse Slab-off (Manufacturer Slab Off)

A manufacturer’s slab off is where the lens has already had the slab off taken off at the manufacturer’s level before arriving at the lab. 

• Press F2 to open the Calculation Options window.

• Type 9 Manuf. Slab Off Lens and press enter.

When you highlight #9 Manuf. Slab Off Lens, #8 Slab Off will highlight automatically.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Rx Details

Style Selection

A lens style must be selected.

• Type a question mark (?) or press enter at the empty style field to view the help menu.

The Style Selection window displays. Note the Prefixes and Suffixes.

• Type the style code (up to 8 characters, alpha/numeric, with a prefix, segment size and/or suffix if applicable) and press enter.

Examples of available styles:

• Single Vision style code SV 

• Single Vision Uncut style code SVU 

• Single Vision Industrial thickness style code SVI

• Single Vision Industrial thickness Uncut style code SVIU 

• Single Vision Finished Stock style code SVST 

• Aspheric Single Vision style code FFSV

• Aspheric Single Vision Uncut style code FFSVU

• Aspheric Single Vision Industrial thickness style code FFSVI

• Aspheric Single Vision Industrial thickness Uncut style code FFSVIU

• Aspheric Single Vision Finished Stock style code FFSVST

• Progressive style code P

• Progressive Uncut style code PU

• Progressive Industrial thickness style code PI

• Progressive Industrial thickness Uncut style code PIU

• Bifocal, trifocal, etc – type the style code then the segment size for D28, 7x28, etc.

• If industrial thickness or uncut is required, then type the style code, the I or the U and then the segment size (IE: DI28, DU28 or DIU28, 7XI28, 7XU28, 7XIU28)

Sphere

• Enter the applicable sphere power in diopters and press enter. (6 characters including a decimal point)

  • If entering a minus sphere power then you must use the ( - ) minus sign.

  • Entering a plus power does not use any signs. (Do not enter a ( + ) plus sign.)

  • Enter a space to skip an eye and run a half pair.

Cylinder

• Enter the cylinder power in diopters. The entry may be made in plus or minus cylinder form. (6 characters including a decimal point)

  • Use a ( - ) minus sign for a minus power.

  • Use a ( + ) plus sign for a plus power.

  • If you are working with both lenses, the left and right cylinders must both be either positive or negative. One cannot be positive and the other negative.

Axis

• Enter the cylinder axis in degrees.(3 characters, numeric)

  • The value must be greater than zero and less than or equal to 180 degrees.

The cursor will move to the Distance field.

Prescribed Prism 

If you need to enter prism, use the ← back arrow key to return to the prism fields. The amount of prism is limited to 15.00 plus or minus. (6 characters including a decimal point)

• Enter the horizontal prism in the Prism +I -O (in or out) field, with a plus value indicating base in, and a minus value indicating base-out prism.

• Enter the vertical prism in the +U -D (up or down)  field, with a plus value indicating base up and a minus value indicating base-down prism.

Resolved Prism

This option allows you to enter the degrees of the prism at a specified angle, rather than simply in/out, up/down.

• To enter resolved prism you must open the Calculations Options window by pressing F2 on your keyboard.

• Type 12 Resolved prism and press enter.

• Press enter once more to return to the Rx Window.

Notice that the prism field labels have changed to Amount and Axis.

• Enter the amount of prism in the Amount field as a positive value. The amount of prism is limited to 15.00. (5 characters including a decimal point)

• Enter the axis of prism in degrees, from 0 to 360 and press enter.

Dir Dec

Executive style only.

• Enter Y or N. If you enter Y (default), the lens is treated as SV from a PD standpoint. This field applies to both lenses. The cursor will not return to this field when it moves to the left lens entries.

PD/Decentration

• Distance -  (6 characters including a decimal point) The system defaults to 3.5mm. Enter distance decentration, monocular PD or binocular PD. The system will know which it is by its value. On progressive lenses, you may also enter a PH by keying the PH value in as a minus number.

• Near (Except Progressives and direct decentered Executives) (6 characters including a decimal point) - The system defaults to the appropriate value equivalent to 1.5mm inset. Enter the near PD information. The program identifies this as an inset, near monocular PD or near binocular PD depending on your entry of the distance PD.

Seg Hgt

Multifocal except progressive The system defaults to -5.0 mm.  (5 characters including a decimal point)

• Enter the seg height (or pupil height if a progressive lens) from the bottom of the frame, or as a distance above (plus value) or below (minus value) from the mechanical center. The program will know if it referenced to the frame bottom or center based on the value of your entry.

OC to seg

• Multifocal (5 characters including a decimal point). - The program will default to placing the OC at the vertical center of the frame if possible while keeping the OC at a minimum distance above the seg on a multifocal lens.  Aspheric multifocal will always default to 3mm above. If you entered a seg height from the bottom of the frame, this field will say "dflt", meaning the program will use the above rule. Unless the doctor has specified an OC location, you should always accept the default value the program gives you.

Note:  If you enter a specific value in place of "dflt", you can return to the "dflt" by entering a space in this field.

• Progressive (5 characters including a decimal point)- Enter the pupil height from the bottom of the frame, or as a distance above (plus value) or below (minus value) the frame mechanical center. The system will know by the value if the pupil height is from the frame bottom or center.

Note: the field label changes from OC to Pupil Hgt when the style is Progressive

• Single Vision (5 characters including a decimal point)- The system default will place the OC at the vertical center of the frame. The OC location is referenced from the vertical center of the frame. Unless the doctor specifies an OC location, accept the default value from the system.

Note: the field label changes from OC to MRP Loc when the style is SV.

Specify MRP Blocking

This option is automatically highlighted for aspheric and progressive lenses. Select this option to activate MRP blocking to specify Major Reference Point (MRP) blocking to override the normal surface blocking default for a specific lens type. That is, block the lens on the optical center rather than the geometric center (override the default). Turn this option off to run on center blocking. Typically, the configuration settings determine this option, but it can be changed on a job-by-job basis.

• Press F2 on your keyboard to open the Calculation Options window.

• Type 2 MRP Blocking and press enter.

• Press enter to close the window.
• Continue to process the order.

New Fitting Distance (Vertex Change)

This option is also known as a Back Vertex Rx. It is used when the lenses on the finished product will be fitted at a different distance from the patient’s eyes than the refracted distance. The system requires the refracted and fitted distances as well as the refracted powers. Then it will compute the adjusted powers and select the proper tools and thickness, listing them in the New Fitting Distance window. The customer must provide the refracted vertex and fitting distances prior to calculating the vertex change.

• Press F2 on your keyboard to open the Calculation Options window.

• Type 5 New Fitting Distance and press enter.

• Press enter once more to return to the Rx window.

Once you pass the last field in the Rx window, the New Fitting Distance window displays.

Refracted Vertex Distance

• The system will default to 13.00. Enter the refracted distance measurement in millimeters. (6 characters including a decimal point)

Fitting Distance

• The system will default to 13.00. Enter the distance from the eye to the lens (as it sits in the frame). (6 characters including a decimal point) 

New Sphere Power

• The system will display this calculation.

New Cylinder Power

• The system will display this calculation if the cylinder was entered.

New Fitting Distance OK?

• Enter Y or N. No is the default.
• Review your entries and enter Y to continue or N to go back into this window to edit your entries.

Over Refraction

This option is used when a patient is refracted while wearing glasses, usually an old pair. It allows you to specify the type of over-refraction method used by the doctor. The system will prompt for the powers and cylinder axis of those glasses as well as the refracted powers. Then the system will compute the adjusted powers and select the proper tools and thicknesses. This calculation option can be highlighted for aspheric lens styles only.

• Press F2 on your keyboard to open the Calculation Options window.

• Type 11 Over Refraction and press enter.

• Press enter once more to return to the Rx window.

Once you pass the last field in the Rx window, the Over Refraction window displays.

• Select one of the following options:
  • (W) Whitney - System calculates over refractive powers.
  • (J) Janelli - You enter the lens used and the system calculates
  • (O) Other - System calculates for any lenses used, no restrictions.
• (J or O) OR Lens Sphere Power - Enter the sphere power of the OR lens. (6 characters including a decimal point) 
• (J) OR Lens Center - Enter the center thickness of the OR lens. (6 characters including a decimal point) 
• (O) OR Lens Power - Enter the cylinder power of the OR lens. (6 characters including a decimal point) 
• (O if cyl) OR Lens Axis - Enter the OR lens cylinder axis in degrees. The value must be greater than zero and less than or equal to 180 degrees. (3 characters including a decimal point) 
• (O) Lens Separation - Enter the distance between the lenses in mm. (6 characters including a decimal point) 
• Sphere Power - The system will display the sphere power. (6 characters including a decimal point) 
• Cylinder Power - the system will display the cylinder power. (6 characters including a decimal point) 
• Cylinder Axis - The system will display the cylinder axis.(3 characters including a decimal point) 
• OK? Y or N - Review your entries and enter Y to continue or N to go back into this window and change your entries.

Color Matching for Glass Lenses

This option is used for matching thickness on the colored glass when the power for the right lens is not close to that of the left lens.

• Press F2 on your keyboard to open the Calculation Options window.

• Type 20 Color Match and press enter.

• Press enter once more to return to the Rx window.

Blank Selection Window

This window will display prompts for a single vision, multifocal or progressive blanks. Some fields are common to all three styles.

Force Semi-Finished Lens

• Press the Insert key on your keyboard to display the Recall Options window.

• Type 12 Blank Select SF Only and press enter. Other selections are automatically highlighted by the system. Do not remove these options.
• Press enter once more to return to the Blank Selection window.

Manufacturer

If you are using blank selection, a hyphen (-) will default in this field. This means that the program will select the blank for the job. (2 characters, alpha)

• To force a specific mfr and base curve - Enter the 1 or 2 letter code for the blank manufacturer. This will automatically search the lens database for the blank, using the nominal base you will be entering in the Base Curve field, along with the other blank information. If the lens is found in the database, the true curve and other data will be used from the database information.
• If you want to use blank selection but override the manufacturer, enter a hyphen (-) followed by the manufacturer code that you want to force. (Example: ( -S ) = Search the lens database and select the best size and base curve manufactured by Silor.) 

Lens Type

• Enter the type code for the progressive or full field aspheric lens that you want to use for this job. (3 characters, alpha)
• To display a list of available lens types, press enter (or ? and enter) in the field.
• Valid lens types are based upon the manufacturer. If you have specified an mfr code, the list will only display lens types pertinent to that manufacturer. 
• If the lens is not listed, press any key to view the next page. When you have found the lens, press escape to open the type code field.
• Enter the desired by code and press enter.

Example of Progressive Lens Types where ES was specified in the mfr field:

Example of Progressive Lens Types where no mfr code was specified. The hyphen (-) was left as a default in the mfr field.

Example of Aspheric Lens Types where no mfr code was specified. The hyphen (-) was left as a default in the mfr field.

Diameter

• Enter the blank diameter in millimeters. (3 characters, numeric)
• If you are using blank selection, you may enter a diameter value to override blank selection.

Base Curve

• Enter the base curve on the lens (6 characters including a decimal point) or let the system select the curve based on the following:
  • If you have not specified a manufacturer and are not using Blank Selection, enter the true base curve. If a sag was entered, the system will calculate the base curve.
  • If you have entered the manufacturer, enter the nominal base curve. This will be used to query the lens database.
  • If you are using Blank Selection, you may override the base curve default by entering the base curve you want, or press the space bar and enter to have the Blank selection program select the base curve.

Lower Add

• Enter the Add power as the actual power. (6 characters including a decimal point) You must enter a decimal point. Example: 2.25 is correct, 225 is incorrect. This field does not apply to a single vision lens.

Color

The system will default to W or CLR or possibly another color code depending on your system parameters as set by your lab manager. This refers to the blank color from the manufacturer, not the color that will be added in the lab. The color must be entered accurately for the system to correctly price the job. 

• You can either accept the default color or press ? or any other invalid character and press enter to view the available options.
• Type the applicable color code and press enter. (3 characters, alpha/numeric)

Note: If you have already entered a material code, only colors available in the specified material will be considered valid entries.

Lens Material

A valid material code must be entered for the job. The system defaults to P (plastic), or G (glass), or possibly another material code depending on your system parameters as set by the lab manager.

• You can either accept the default material or press ? or any other invalid character and press enter to view the available options.
• Type the applicable material code and press enter. (2 characters, alpha)

Note: If you have already entered a color code, only materials available in the specified material will be considered valid entries.

Using Material Code O or OP

This allows you to enter a refraction index when entering material code O (for other glass) or OP (other plastic). This will require you to enter the exact index for the lens.

Once you pass the Center/Edge field, the following window displays.

• Enter the correct index value for the lens and press enter. (7 digits and a decimal)

Seg In

Applicable to non-progressive multifocal. 

• Enter the blank's segment location 'in' from the center of the lens blank. (5 characters including a decimal)

Seg Down

Applicable to non-progressive multifocal. 

• Enter the blank's segment location down from the center of the lens blank. (5 characters including a decimal)

Progressive MRP in/up

If on center blocking (calc option) and no mfr.

• Enter the progressives decentered MRP location in and up from the center of the lens blank. (5 characters including a decimal point) This measurement is used to compute prism to grind for center blocked progressive lenses.

Center Edge Thickness

This option allows center control on a plus power job or edge control on a minus power job.

• Press ENTER to accept the system default. (5 characters, alpha/numeric).
• To restore the default after you have entered a thickness, press the space bar and ENTER.
• Enter the lens thickness you want, or accept the default (suggested). The thickness will be the center or edge thickness, depending upon the power of the lens (overall minus lenses being center, overall plus lenses being the edge).
• If you have selected #7 Fixed Center Thickness calculation option, this field always prompts for the center thickness. You must enter a value here. If you select this option, the job will be calculated at this thickness, even if you specify a center thickness that is too thin.

Prism Thinning

This option is used to achieve a more uniform thickness by using base-down prism on a progressive lens. It increases the thickness on the bottom of the lens and reduces the thickness on the top. This option should be highlighted automatically on progressive lenses.

No Prism Thinning

A customer or lab supervisor may specify to NOT use prism thinning on a progressive lens. You must first activate the lite-up, then turn it off during this procedure. In the Calculations Options menu, if 14 - Prism Thinning lite-up is highlighted, turn the lite-up OFF. If it is NOT highlighted, turn it ON and then OFF again. Note: Turning Prism Thinning on and then off again will set a flag within the order entry program to disable the software from trying to do any automatic prism thinning.

• Press F2 to open the Calculation Options window.
• Type 4 Prism Thinning and press enter to turn the option on.

The Prism Thinning option is highlighted.

• Then type 14 and press enter to turn the option off.

The Prism Thinning option is turned off.

• Press enter to closed the window.

• Continue to process the Rx. and enter the amount of prism thinning to match for each eye as Base Down prism.

Example - If you are trying to match 1 diopter of prism thinning, enter 1-degree base down prescribed prism for that eye (-1.00 in the Prism +U -D field).

Match Prism Thinning

This option is used for matching prism-thinning amounts to an existing lens with prism thinning and then removes the prescribed prism just prior to shipping. 

You must first determine the amount of prism thinning to match. A lensometer (Verometer) operator best does this. If the lab charges for prescribed prism, it is highly encouraged to recall the job just prior to mailing/invoicing to ensure correct pricing.

• Press F2 to open the Calculation Options window.
• Type 31 Enter Prism Thin Diop and press enter.
• 14 Prism Thinning will highlight automatically.

The 2 options are highlighted.

• Press enter to close the window.

• Continue to process the Rx pressing enter past each field.

Once you pass the Center/Edge field, the following window displays.

• Type the applicable amount and press enter.

• Continue to process the Rx.

Segment Prism

• Press F2 to open the Calculation Options window.
• Type 4 Segment Prism and press enter.

The Segment Prism option is highlighted.

• Continue to process the Rx pressing enter past each field.

Once you pass the Center/Edge field, the following window displays.

• Type the Near Hor Prism (prescribed prism) for the right and left eye in the Near Hor Prism field and press enter.

The system will calculate the near prism needed

• Type the Near Prism Used for the right and left eye in the Near Prism Used fields and press enter.

Note: The Near Prism Used is used only if you are ordering a prism segment from a manufacturer, or if you are using a cemented segment. If not then leave this value at 0.00 per eye.

Near Prism OK?

• Type Y to accept and close the window.
• Type N to return to the window to make changes.

• Continue to process the Rx.

Overriding Sag Values

No Mfr - 20/50mm Sag

This allows you to manually override the sag value of a lens on an order. Follow the directions in this section to sag a job.

• Enter a space to leave the mfr field blank. The program will not query the lens database. You must then tell the program the true base curve of the lens via a sag entry, or by entering the true curve exactly. 
• Type the lens size in millimeters in the Dia (diameter) field and press enter.
• If progressive or full field lens orders, type the lens type in the Lns Typ (lens type) field and press enter.
• The system will display either 20mm or 50mm. Type the sag value of the front curve, using either a 20mm or 50mm sag gauge, in the Sag field and press enter. 

The system will automatically calculate and display the true base curve.

Note: To skip sag and enter the base curve directly, press the space bar and enter.

• Enter all other data as applicable pressing enter past each field.
  • Add Power
  • Color
  • Material
  • Progressive Cross In and up, on a progressive, or Blank Seg In and Down on a multifocal.
  • You may type a center or edge thickness value, depending on the prescription) into the Center/Edge Th field or leave it as "dflt".

Example of Sag on SV Blank

Example of Sag on a Multifocal Blank

Example of Sag on Progressive Blank

Misc Blank Info

50mm Sag

Aspheric depending on style and lens type, 50mm Sag (7 characters including a decimal point)

• Take a 50mm sag reading of the front of the Aspheric lens and enter the value.

Carrier Curve

Aspheric depending on style and lens type.

• Enter the carrier curve for this aspheric lens and press enter. (7 characters including a decimal point)

Bowl Diameter

• Enter the bowl diameter for this aspheric lens and press enter. (4 characters including a decimal point)

Dual Seg Style Upper Add 

The system defaults to the lower add power.

• Enter the Add power and press enter (6 characters including a decimal point). This must be entered as the actual power. A decimal point is not assumed by the system. Therefore a correct entry would be 2.25 and an incorrect entry would be 225.

Dual Seg Style Double Seg Separation

The system defaults to 13.

• Enter the separation between the upper and lower segments on the lens blank. 6 characters including a decimal point).

Caliper Blank Thickness

Caliper lens blank, calc option (5 characters, numeric)

• Enter the caliper blank thickness and press enter.

Misc Blank Info OK?

• Type Y to accept and continue.
• Type N to go back to the window to make changes.

Biconcave

Single Vision - When an SV lens has been entered the SV Blank Selection window displays.

The cursor is situated in the Color field.

• Press the left arrow ← key once.
• Type the negative ( - ) base curve value and press enter.

• Continue processing the Rx.

Multifocal - When a multifocal lens (bifocal, trifocal or other types of multifocal other than a progressive) has been entered the Multifocal Blank Selection window displays.

The cursor will be situated in the Lower Add field.

• Press the left arrow ← key once.
• Type the negative ( - ) base curve value and press enter.

• Continue processing the Rx.

Progressive- When a progressive lens has been entered the Progressive Blank Selection window displays.

The cursor will be located in the Lens Type field.

• Enter the type code and press enter.
• Press the left arrow ← key once.
• Type the negative ( - ) base curve value and press enter.

• Continue processing the Rx.

Frame Information

The next window that displays is the Frame Info. This window allows you to enter or accept default frame information. If you have a frame database, you can enter the frame name or shape, or you can trace the frame. If you don’t have a database, you will enter the frame shape. Traced frames require an entry in the first field only, no other fields will be displayed.

Frame Name, Shape or Traced Shape

• Enter the frame name or enter a shape. Frame from the database or a traced frame will give better thickness control on plus lenses.
• If you don’t know the exact name of the frame, enter up to the first five letters, and press ENTER. The system will respond: "This frame not found in the database! View frame names starting with the first X characters <Y/N>?" The system defaults to N. If you accept the default (N) and you’re using a traced frame with a frame name that isn’t in the database, the system will retain the frame name on the work ticket.

Frame Measurements

• Frame A (5 characters including a decimal point), numeric. Enter the horizontal box measurement of the frame. If you have used the frame database, the system will display all available values.
• Frame PD/DBL (5 characters including a decimal point), numeric. Enter the distance between lenses and/or the pupil distance. The system will display the options for this field if the frame database was used.
• Frame B (5 characters including a decimal point), numeric. Enter vertical box measurement of the frame. The system will display the options for this field if a shape was used.
• Frame ED (5 characters including a decimal point), numeric. Enter the frame ED measurement. This is twice the longest radial distance, not the longest distance corner to corner. The system will display the options for this field if a shape was used.

Using Optifacts Default Shapes

There is typically an 8 point default shape number that will be shown in this field. In the following example, we used shape 4. 

• Type 4 and press enter to display the frame measurements.
• You may change the frame measurement or use them as they are. Press enter through all the fields to leave the defaults.
• You may also type in a frame color and temple size

• If a frame name needs to be entered as a reference along with the shape number, type the shape number with space and then the frame name.

Below is a diagram of all of the Optifacts default shapes 1-6.

Using Default Library Shapes

The lab may have set up some other library shapes that may be used as a default. They would be entered as LB# (the letters LB and the shape number).

• In the following example, we used LB1 and pressed enter.

When using LB shapes, the following screen displays.

• Enter an alternate frame name if desired and press enter.

Now you have the option to adjust the eye size or circumference of the shape.

Change the Eye Size

• Type E and press enter.
• Type the new frame eye size and press enter.
• Type the new DBL or Bridge size and press enter.
• Type the new frame B size and press enter.
• Enter the proportion of the B change that you want toward the bottom of the frame.(I.E. Rimless or Groove frame)

The adjusted sizes will be displayed in the Frame Info window. You may add a frame color and temple size.

• Press enter through the rest of the fields to continue.

Change the Circumference

• Type C and press enter.
• Enter the new frame circumference and press enter.
• Enter the new marked frame A and press enter.
• Enter the new DBL or bridge size and press enter.

The adjustments will be displayed in the Frame Info window. You may add a frame color and temple size.

• Press enter through the rest of the fields to continue.

Using the Frame Library

This feature provides you with the option to pull up shapes from the Frame Trace Library and adjust them through order entry for the job you are currently entering.

• Type L in the frame name or shape field and press enter. 

The Frame Library screen displays.

• Type the frame manufacturer name or code and press enter, or use the asterisk (*) wildcard to search all.
• Type the frame name and press enter, or use the asterisk (*) wildcard to search all.

A list of available options displays.

• Type your selection number and press enter, or press 9 to view more.

Search Examples

Example using an asterisk (*) in the Frame Manufacturer and Frame Name fields. This provides a list of all frames by all manufacturers.

Example using Frame Manufacturer code and an asterisk  (*) in the Frame Name field. This provides a list of all frames for manufacturer 2775.

Example using (*) asterisk in the Frame Manufacturer with the beginning of the frame name. We typed OG and pressed enter. This provides a list of all frame names beginning with OG for all manufacturers.

Example specifying both Frame Manufacturer and Frame Name. We typed 2228 in the frame manufacturer field and OG-090 in the frame name then pressed enter.

This provides the details for the specified frame.

Using any of the examples shown above, once you select a frame you will be presented the details of the selected frame and the option to change its size.

Is this the right frame?

• Type Y to accept the frame data as is, and press enter. No size changes will be made.
• Type N to Return to the previous screen to search for another frame.

The frame data will be populated in the Frame Info window.

• Press enter through the fields to continue.

• Type C to change the eye size.
  • Refer to or click here to return to the Change Eye Size section of this document for full details on changing by eye size or circumference.
• Press enter through the rest of the fields to continue.

Using Frame Inventory

• Type the letter ' i ' in the frame name or shape field and press enter.

The frame Description window displays.

• If you know the SKU code, UPC code, or any other Frame information you can enter it at this time.

You have the option in this window to perform searches on as many or as little of the fields you want. Be specific or use the (*) asterisk wild card feature as shown in the Using Frame Library section of this document.

Putting an * asterisk in the Frame Mfr field will list all the frame manufacturers that are included in your system.

• To narrow down the search you can use the wildcard * with a letter, such as “A*” in the Frame Mfr to list all manufacturer’s beginning with the letter A.
• To continue the listing, type 9 at the prompt.
• Press the Escape key to exit at any time.
• Putting an * asterisk in the Frame Mfr field will list all the frame manufacturers that are included in your system.
  • To narrow down the search you can use the wildcard * with a letter, such as “A*” in the Frame Mfr to list all manufacturer’s beginning with the letter A.
  • To continue the listing, type 9 at the prompt.
  • Press the Escape key to exit at any time.

• An * asterisk in the Line field or entering through the line field will list all available frame lines in your system. You may also simply press enter through the first few fields and once you reach the Line field, a Line Listing displays.

• Make your selection by entering the row number or press 9 to view more pages.

Once your selection is made, the frame data is populated in the Frame Info window. If only one color is available for the selected frame color will be populated in the color field. If there is more than one option, a color listing displays.

• Make your selection and press enter.

If the job has a tracing attached, you will be asked if you want to save it. If there is no tracing, Optifacts will check for tracing in the Frame Library. If it finds a match it will attach that tracing to the job.

• When tracing is attached to the job, the Frame Library WILL NOT overlay it with the one in the library.

If only one size is available, pressing enter through the Frame A, Frame DBL and Temple Sz fields will insert the available size.

• Make your selection and press enter.

Once all of your selections are made, the data displays and you are presented with the following question.

Supply this Frame?

• Type “S” in this field and it will automatically light up “Supply Frame” in the pricing options and bill for the frame. It will also either decrement inventory or mark the frame as needing to be ordered.
• Type N to use the frame information but it will not light up “Supply Frame” in the pricing options and will not bill for the frame.

• If you want, you can enter some data in the Misc. Info field. If not, simply press enter past this field.

The frame data displays in the Frame Info window.

• Press enter through the fields to continue.

Traced Frame

If the frame was traced previous to Rx Order entry, The Traced frame name field indicates that a trace has been attached to the tray. Typically a lab will use the tray number at the tracer and this is what you would see in this field.

• Type the traced frame name or leave as it and press enter.
• Type the frame color and press enter.
• Type the frame temple Size and press enter.

• Press enter and continue the order entry process.

Frame to Come at Time of Order Entry

At the frame Info window:

• Use a shape as mentioned above and proceed to the Pricing Options screen.
• Highlight your Frame to Come lite-up option. Note: The lite-up number may vary by lab.

• Continue to process the order.

Frame to Come Before Order Entry 

This process is applicable if your lab is using the Frame Management (Frame to Come) process and the frame bin was assigned before the order was entered.

• At the tray number field, type tray number from the Frame to Come assignment slip and press enter.

The information from Tray-up displays.

• Continue the order entry process.

At the pricing options screen, the Frame to Come lite-up will be automatically highlighted. You will not be able to remove this option.

Pricing Options

The 1st page of the Pricing Options (lite-ups) displays. This window allows you to use lite-ups are used to indicate tints, coatings, specials, edging, and many other production services or pricing charges. This window is unique for each customer, and different options will display depending on whether the lens material is plastic or glass. Some lite-ups may be highlighted automatically based on system parameters, lens design or pricing.

• Type the number (s) for all required options, pressing enter after each selection. The selected pricing options will highlight. There are a number of pages of pricing options available. Use the arrow keys ↓→↑← to view more pricing option choices.

You also have the option to search for a lite-up by typing in its name or part of its name.

• For example, you need to add one of the Crizal coatings to the order but you do not see it on the 1st page of the pricing options list. Rather than going back and forth with the arrow keys, simply start to type its name. In the following example, we typed 'CRIZ' and the list displays.
• Use the up and down to select the coating you want and press enter.

Comments

These windows allow you to enter special comments for Edging, Tints/Coats, Specials or Billing Options to be printed on the work ticket and/or invoice. Some of these windows are customized and may or may not be available. Some of these windows are triggered by other billing options and may lite-up automatically when the other billing option is selected.

Here are a few examples:

Billing Option Fields

Hand Invoice

The system will not calculate the dollar amount; the system will prompt for amounts in the Hand Input window.

The following Hand Price options are available in the Pricing Options, and they charge based on the line item category. If you select one or more of these options, you will be prompted to enter the amount. These options may be used to override a price list or to price an item that may not be in the customer price list.

Miscellaneous Charges

The system will calculate the dollar amount and will prompt for extra charges in the Hand Input window. Typically these options are used for pricing miscellaneous items on an Rx that may not be in the customers' price list.

You will be asked to enter and confirm the miscellaneous charge.

No Charge

Prints zero on the invoice. The invoice, with a zero dollar amount, will be posted to Accounts Receivable.

The No Charge lite-up is available in the Pricing Options. If you select this option, the whole invoice will bill out as $ 0.00.

Supply Frame Price

If you had "Supply Frame" lit up, then you will be prompted to enter and confirm the frame price.

• Enter the price or simply press enter to accept the price that the system assigned.

Special Discount

If you lit up any of the discount lite-ups, you will be prompted to enter and confirm the amount.

You will be asked to confirm the data.

• Type Y to accept and continue.
• Type N to return to the screen to make changes.

Mail to Patient

Using the Mail to Patient pricing option will trigger Ship to data fields to be entered in the Job-Related Data Entry screen. The Job- Related Data Entry screen displays after you pass the pricing options screens and is described later in this document.

Redo  and Warranty Lite-ups

These are some examples of Redo lite-ups shown in Pricing Options but your lab may have set up others.

Redo lite-ups may trigger other lite-ups such as Special Disc % or Special Disc $, and Net Billing, to turn on along with the selected redo code. 

You may be prompted to enter a discount % or $ and confirm the entry. This is dependent upon system parameters and pricing setup. 

Once all required information has been input, press Enter to continue processing the job.

Press enter once more when you see the Insert Rx Invoice message at the bottom of the screen. If you need to make any further changes at this point, press escape to return to the order entry screens.

Do Not Route

Your lab may have set up a job routing rule to stop jobs from routing using a lite-up. The lite-up would be named 'DO NOT ROUTE'.

• Select the Do Not Route lite-up in the pricing options screen. to stop the job from being routed. It will stay in-house if you use this lite-up.

Note: The actual lite-up number may vary by lab.

Hold Job to Stop it from Being Mailed Out

Your lab may have set up some rules to stop jobs from being mailed out. The lite-up would be named 'HOLD JOB'.

• Select the Hold Job lite-up in the pricing options screen. to stop the job from being mailed out. This will still allow the job to be produced by will not mail out.

Note: The actual lite-up number may vary by lab.

Job-Related Data Entry Screen

You may be prompted to enter additional information on the Job-Related Data Entry Screen. Such information could include, redo codes, discount codes, patient data or various other types of miscellaneous data.

Redo Code

If you have entered a redo or warranty lite-up, you will be prompted to enter the code on the Job-Related Data Entry screen.

If you have entered an invalid code for the selected type of redo, you will be prompted with a message at the bottom of the screen to enter a value within a specific range. (as shown below)

• Once you have entered the correct value, press Enter through the rest of the fields to complete the Rx.

Patient Data

• Enter through the fields inputting all of the applicable data.

Once all job data has been entered and complete, the work ticket will print and you will be returned to the Order Entry Tray and Account screen.

Mail to Patient

If you used the Mail to Patient lite-up you will be required to enter the Alternate Ship to address. These fields include Ship Name, Street, City State, and Zipcode.

• Enter through the fields inputting all of the applicable data.

Once all job data has been entered and complete, the work ticket will print and you will be returned to the Order Entry Tray and Account screen.

Job Summary Screen

You may or may not see the job summary screen after completing the Order Entry process, after the Job-Related Data Entry screen. Viewing this screen is dependent upon system parameters and setup.

This screen allows you to view the order with all of your entries before sending it to the calculator.

• Type Y to run if the job looks correct.
• Press Escape to return to the order to make corrections.

Feasibility Screens

You may or may not see the feasibility screens after completing the Order Entry process, after the Job-Related Data Entry screen. Viewing these screens is dependent upon system parameters and setup.

Job Feasibility

This window displays blank selection results, quantity on hand, delivery date, and total invoice price. 

Commercial Price Feasibility 

The Commercial Price Feasibility function which will show commercial price details, the total price of the order, entered job data values and validate the date needed against the estimated delivery date of the feasibility screen. 

If the lab uses the Commercial Price Feasibility screen, the Quantity shown will now represent the quantity on hand minus the quantity allocated for previous jobs still in Pick Ticket mode. For example, say there are ten lenses on hand for SKU 1111111111. If we get two jobs where each eye uses that SKU, the quantity allocated is 4. On the Commercial Price Feasibility screen for the next job that is entered that will use that SKU, the Quantity will show 6 for one eye (10 on hand minus 4 previously allocated) and 5 for the other eye (minus one more that will be used by the first eye). If this job is accepted, the quantity allocated will then be 6.

Once a job is verified, canceled or transferred to a different site, the quantity allocated will decrease accordingly.

Bulk lens orders do not affect the quantity allocated as these can be filled at any time and can be filled by different warehouses (if the lab is configured for multiple lens warehouses).

• Type A to accept the job.
• Type E to edit the job.
• Type D to decline the job.

Estimated Delivery Date

• If an Estimated Delivery Date is calculated, it is checked against the Date Needed entered in Layout. If the EDD is calculated to be after the Date Needed (for example, the Date Needed is Thursday but the calculated EDD is Friday), the Estimated Delivery Date is displayed in bold and followed by three exclamation points to alert the operator, otherwise, it will display as normal.

Job Data Box

• Type the letter T to view the Job Data entered information.

This will display the entries that the operator made on the Job-Related Data Entry screen. The Job Data window is also scroll-able if there are enough entered Job Data records.

Commercial Price Box

This is a scroll-able box with the commercial pricing broken down by eye. The Up Arrow and Down Arrow keys can be used to navigate up and down to see the entire contents of the box.

The second line per eye includes the prescription as entered by the operator along with the diameter and base curve chosen by blank selection.

The following lines are the breakdown of commercial pricing by eye. (The first line with the price for the LENS description up above does not include the lens description again.) The base price is shown as “Price”, any discount given on this description will be shown in “Discount” as either a percent or a dollar amount, and the final price for that description is shown in “Net Price”.

If there are any discounts from the old pricing system such as an Uncut discount, Balance Right/Left discount, Special Discount, or hand-entered amounts, they will show with just a Net Price.

The final line shows the final price before tax as calculated during feasibility.

Credit Hold Messages

Job on Credit Hold (credit flag C) New Order Can be Entered.

If an account is on Credit Hold but the job can still be entered, the data entry operator will see the following message when entering a job. This type of hold will stop the job at mail out.

Job on Credit Hold (credit flag C) Job Cannot be Recalled.

If an account is on Credit Hold but the job cannot be processed, the data entry operator will see the following message if they try to recall a job. Return the tray to management.

Job on Credit Hold (credit flag Y) Message at Job Entry or Job Recall

If an account is on Credit Hold, the data entry operator will see the following message whether they try to key in or recall a job. The job may not be entered or recalled. Return the tray to management.

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