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Introduction
This document provides instructions to match the quantity on hand (in the system) to the physical lens count in the inventory. Use these procedures to adjust your quantity on hand, report on the count that changed, and adjust costs.
Procedure
Print Physical Forms and take a physical inventory count. This step shows how much you have in stock and its value.
Physical inventory is a necessary procedure that the lab cannot disregard. It is crucial for the system to ‘know’ how many lenses are available for picking and min/max reasons. Optifacts has a few different methods of obtaining a physical inventory count, but they all involve physically counting all those lenses.
If there are a few computers with barcode readers attached, the counting of inventory can be made simpler by utilizing these stations. Remote or portable scanners are also available that make inventory a breeze. Some labs move lenses, a drawer or bin at a time to a station, count it, and return it to the inventory area, repeating this until the counting of all lenses is complete.
When doing the first physical inventory with Optifacts, it might be a good idea to have Optifacts support reset all lens counts to zero (0) quantity right before the counting starts. Use a scanner to scan and count all lenses, incrementing SKU counts as you proceed. For all physical counts after this, you can print discrepancy reports, showing any quantity differences in pre and post physical count quantities.
Cycle Counting is one of the essential functions of Inventory Management. This procedure ensures that the actual number of lenses on the shelf matches the inventory in the system.
Performing an inventory count is a multi-step process as follows:
Clear out any previous counts.
Print cycle count sheets that list the lens SKUs, bins locations, and (expected) quantity on hand.
Physically count the inventory.
Print the Variance Report. The Variance Report lists any changes to the inventory that differs from the current count in the system.
Update the system’s inventory to reflect the changes.
From the Optifacts main menu:
Type 9 - Inventory and press Enter.
Type 3 – Inventory Procedures and press Enter.
Type 10 – Physical Inventory Menu and press Enter.
The Optifacts Lens Inventory Physical Inventory Menu displays.
Step 1 - Clear Inventory Forms
Type 1 – Clear Inventory Forms from the Physical Inventory Menu and press Enter.
OK to Continue (Y/N)?
Type Y and press Enter to clear the file.
Type N to return to the menu.
Press Enter to return to the Optifacts Lens Inventory Physical Inventory Menu.
Step 2 - Generate Forms
Type 2 – Physical Inventory Forms from the Physical Inventory Menu and press Enter.
The Inventory Physical Form Generate screen displays.
Type the starting bin location in the Bin Start field or type * to designate all bins and press Enter.
Type the ending bin location in the Bin End field or type * to designate all bins and press Enter.
Type Y in the Order by Bin Location? (Y/N) field and press Enter.
Type the style code or type * to designate all styles and press Enter.
Type the Seg. Size or type * to designate all seg sizes and press Enter.
Type the Material code or type * to designate all materials and press Enter.
Type the Color code or type * to designate all colors and press Enter.
Type the Lens Type code or type * to designate all types and press Enter.
Type the beginning diameter or type * to designate all diameters and press Enter.
Type the ending diameter or type * to designate all diameters and press Enter.
Type the beginning base or type * to designate all bases and press Enter.
Type the ending base or type * to designate all bases and press Enter.
Type the beginning cylinder or type * to designate all cylinders and press Enter.
Type the ending cylinder or type * to designate all cylinders and press Enter.
Type the beginning upper add or type * to designate all upper adds and press Enter.
Type the ending upper add or type * to designate all upper adds and press Enter.
Type the beginning lower add or type * to designate all lower adds and press Enter.
Type the ending lower add or type * to designate all lower adds and press Enter.
Type 0 for regular thickness or 1 for extra thickness, and press Enter.
Type the mfr code or type * to designate all manufacturers and press Enter.
Has the data been printed correctly(Y/N)
Type Y if it printed correctly.
Type N to repeat the steps.
Store the entries into the physical inventory file (Y/N)
Type Y and press Enter.
Press Escape to return to the Optifacts Lens Inventory Physical Inventory menu.
Step 3 - Verify and Enter Inventory Count
Manually verify the physical inventory in the bins and write the quantity on the report.
Type 3 – Physical Inventory Entry from the Physical Inventory Menu and press Enter. (The lab may have a configuration in place to take you directly to the entry form from this menu option as shown in the following diagram).
Type 2 - Enter Counts Manually from the Physical Entry Menu, and press Enter. (You see only the menu options as shown in the following diagram if the lab has a configuration in place to do so).
Once the Inventory Physical Entry form displays, type 1 in the page # field and press Enter.
The page numbers in the printed report and the page numbers on the screen do not always match. The best method is to start with page 1 on the screen. Then, put a check-mark next to the listings on the printed report, as they are verified.
Press Enter past the SKU field.
The first entry displays on the screen.
Type the number of lenses from the manual verification of physical inventory in the Counted field and press Enter.
The next SKU displays automatically.
When all changes are complete, press Escape to exit.
If you go back through Physical Inventory Entry without reprinting the Physical Inventory Report, the screen does not reflect the changes you made even though the system has stored the change. The Physical Inventory Report is not a real-time report. It is only as valid as the last time that the forms ran. To see the most recent changes, rerun the Physical Inventory Report.
Step 4 - Variance Report
Type 4 – Physical Count Variance from the Physical Inventory Menu and press Enter.
Output to Screen Only? (Y/N)
Type N and press Enter to print the report.
The “Printing is complete” message displays.
Press Enter to return to the Optifacts Lens Inventory Physical Inventory Menu.
*** Before moving on to the next step, review the Physical Count Variance Report for “no count” errors and overall correctness. If edits are required, perform Steps 3 and 4 again. ***
Step 5 - Update Inventory
Once the Physical Variance is complete:
Type 5 – Update From Physical Form and press Enter.
The Inventory Physical Update Routine displays.
- Enter the Bin Start location or leave * for all locations and press Enter.
- Enter the Bin End location or leave * for all locations and press Enter.
Would you like to begin this procedure? (Y/N)
- Type Y to continue and press Enter.
- Type N or Escape to return to the menu.
If you typed Y to continue, the inventory updates, and the Update Process Complete message displays.
Press any key to return to the Optifacts Lens Inventory Physical Inventory Menu.
Step 6 - Inventory Valuation Report
This is the report to use if you need to send inventory results to Essilor.
From the Optifacts main menu:
Type 9 - Inventory and press Enter.
Type 2 - Inventory Reports and press Enter.
Type 7 - Inventory Valuation Report and press Enter.
The Inventory Valuation Report screen displays.
Use WinSCP to Access the Reports
- Open and log on to WinSCP with your assigned user name and password. Typically, the username is ‘reports,’ and the password is ‘reports.’ Check with Optifacts Support or lab management to confirm. (Refer to the WinSCP Instructions for Monthly Manufacturer Reports document for full details.)
- Go to the following directory: Optifacts/Share/mfr_reports (Once set, it automatically opens in that directory next time.)
- Delete any previous invt.txt files in WinSCP from both the Optifacts/share/mfr_reports folder (right side of the screen in WinSCP) and your local folder (left side of the screen in WinSCP)
Now go back to the Optifacts screen.
Run a complete report for all products, or specify a product(s) by entering any of the criteria shown in the Inventory Valuation Report diagram shown previously.
- To run the report for all products, leave the ( * ) asterisk pressing Enter until you reach the Print Items Only with Zero Cost/Without Zero Cost/Both (Z, W, B) B field. This field defaults to B (both), but you can change it to Z (with zero cost) or W (without zero cost).
- The Print Stocked/Non-stocked/Both (S, N, B) B field defaults to B (both), but you can change it to S (stocked) or N (non-stocked.
- The Print Summary only or Detail also (S, D) S field defaults to S (Summary), but you can change it to (detailed).
Detailed Report
First run a Detailed report.
On the Print Summary only or Detail also (S,D) S line, change the S to a D and press Enter.
Wait for the report to process and print.
Now go back into WinSCP
Refresh the screen by clicking the green arrows (as shown in the diagram below)
The report displays in the right side window. It is currently named invt or invt.txt.
Click on the file and drag it over to the local folder on the left side of the screen.
The report copies over to the local folder on the left side of the screen.
Immediately Right Click on the file name in the local folder on the left side of the screen, and then click on Rename. Change the name to something that makes sense. (For example ‘invt_count_date’).
After renaming the file, it is ready to email to Essilor.
*** Make sure to Delete the file in the mfr_reports folder on the right-side of the WinSCP screen. ***
Summary Report
Repeat the steps shown above for the Summary Report
The only difference is to leave the S in the Print Summary only or Detail also (S, D) S line.
*** After renaming the second file, remember to delete the invt.txt file on the right-side of the WinSCP screen. ***
