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Introduction

This document provides instructions for performing a physical inventory and updating the system to reflect the counts.

Print Physical Forms and take a physical inventory count. This form shows how much you have in stock and its value.

Physical inventory is another necessary procedure that you cannot overlook. The system must know how many lenses are available for picking and min/max reasons.

Procedure

Optifacts has a few different methods of obtaining a physical inventory count, but they all involve you counting all those lenses.

If you have 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 counting is complete for all lenses.

When doing your 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 you start counting. You can then 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 Counts are one of the most critical 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:

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 3 – Inventory Procedures and press Enter.

Select Option 10 – Physical Inventory Menu and press Enter.

The Optifacts Lens Inventory Physical Inventory Menu displays.

Step 1 Clear Inventory Forms

Select Option 1 – Clear Inventory Forms and press Enter.

To Continue (Y/N)?

Enter “Y” to clear the file.
Enter “N” to return to the menu.

Press Enter to return to the Optifacts Lens Inventory Physical Inventory Menu.

Step 2 Generate Forms

Select Option 2 – Physical Inventory Forms and press Enter.

The Inventory Physical Form Generate screen displays.

Enter the starting bin location in the Bin Start field or type an asterisk (*) to designate all bins.
Enter the ending bin location in the Bin End field or type an asterisk (*) to designate all bins.
Enter “Y” in the Order by Bin Location? (Y/N) field.
Enter the style code or type an asterisk (*) to designate all styles.
Enter the Seg. Size or type an asterisk (*) to designate all seg sizes.
Enter the Material code or an asterisk (*) to designate all materials.
Enter the Color code or an asterisk (*) to designate all colors.
Enter the Lens Enter code or an asterisk (*) to designate all Enters.
Enter the beginning diameter or an asterisk (*) to designate all diameters.
Enter the ending diameter or an asterisk (*) to designate all diameters.
Enter the beginning base or an asterisk (*) to designate all bases.
Enter the ending base or an asterisk (*) to designate all bases.
Enter the beginning cylinder or an asterisk (*) to designate all cylinders.
Enter the ending cylinder or an asterisk (*) to designate all cylinders.
Enter the beginning upper add or an asterisk (*) to designate all upper adds.
Enter the ending upper add or an asterisk (*) to designate all upper adds.
Enter the beginning lower add or an asterisk (*) to designate all lower adds.
Enter the ending lower add or an asterisk (*) to designate all lower adds.
Enter a 0 (zero) for regular thickness, or 1 to indicate extra thickness.
Enter the mfr code or an asterisk (*) to designate all manufacturers.

Has the data been printed correctly (Y/N)?

Enter “Y” if it printed correctly.
Type “N” to repeat the process.
Store the entries into the physical inventory file (Y/N)?
- Enter “Y.”
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.

Select Option 3 – Physical Inventory Entry and press Enter. (If configured the system may take you directly to the entry form from this menu option as shown in the following diagram).

Select Option 2 - Enter counts manually and press Enter. (If configured you see the menu options as shown in the following diagram).

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 and the printed report. 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 is displayed on the screen.

Enter the number of lenses from the manual verification of physical inventory in the “Counted” field and press Enter.

The next SKU automatically displays.

When all changes are complete, press Escape to exit.

If you go back through Physical Inventory Entry without reprinting the Physical Inventory Report, the changes you made won’t be reflected on the screen 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

Select Option 4 – Physical Count Variance 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 Step 3 and 4 above again. ***

Step 5 Update Inventory

Select Option 5 – Update From Physical Form and press Enter.

The Inventory Physical Update Routine displays.

Enter the Bin Start location or leave an asterisk (*) for all locations.
Enter the Bin End location or leave an asterisk (*) for all locations.

Would you like to begin this procedure? (Y/N)

Enter “Y” to continue.
Enter “N” or press Escape to return to the menu.

If you entered “Y” to continue, the inventory gets updated, 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.

*** You may need to log in with a specific user name to run the report to a file rather than physically printing. ***

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 2 - Inventory Reports and press Enter.

Select Option 7 - Inventory Valuation Report and press Enter.

The Inventory Valuation Report screen displays.

Open and log on to WinSCP with your assigned user name and password.
Go to the following directory: Optifacts/Share/mfr_reports (Once you set the directory, 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 Optifacts.

You can run a complete report for all products, or you can specify a product(s) by entering any of the criteria shown in the Inventory Valuation diagram shown above.

To run the report for all products, leave the asterisk (*) and press 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)

You should now see the report in the right side window. It is currently named invt or invt.txt.

Click on the file and drag it over to your local folder on the left side of the screen.

You now see it in your local folder on the left side of the screen.

Immediately Right-click on the file name in your local folder on the left side of the screen, and then click on “Rename.” You can change the name to something that makes sense. (For example "invt_count_date”).