Search Optifacts User Documentation
Introduction:
This document provides instructions for setting up Credit / No Charge Reasons. The process will enable the user to record a reason when entering a credit or no charge invoice.
Procedure:
Custom Configuration
Enable the entries below to capture information for RX Credits.
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 6 – Configuration Editor and press enter.
Type 6 – Edit: Custom Configurations and press enter.
- Type “A” to add a new record.
- Fill in all the information as per the examples below pressing enter past each field.
There is one entry for RX and one entry for Stock.
- Setup the following up for Rx Credits.
- Setup the following for Stock Credits.
Job Data Definitions
The field name for the CREDIT REASON entry must match the Character Setting field in the Custom Configuration Editor for a Credit Reason to be stored. In order to print the Credit Reason on the XML credit note for RX jobs, Print in Invoice Box must be an ‘X’ and the XML tag must be ‘credit-reason’.
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 6 – Configuration Editor and press enter.
Type 7 – Edit Job Data Definitions and press enter.
- Type “A” to add a new record.
- Setup the following Job Data Definition exactly as shown in the diagram,
- Press Enter past each field.
- Press Escape to save the data.
Setup the following 5 Job Data Definitions to enable free-form text lines which will allow the user to enter credit comments.
- Setup the following Job Data Definition exactly as shown in the diagram,
- Press Enter past each field.
- Press Escape to save the data.
Setup the following Job Data Definition exactly as shown in the diagram, to capture the original mail date of the job being credited.
- The Field Name to capture the original mail date for the credited job must be set to ‘CREDIT ORIG DATEOUT’.
- In order to print this on the XML credit note for RX jobs, Print in Invoice Box must be an ‘X’
- The XML tag must be ‘original_date’.
Setup the following Job Data Definition exactly as shown in the diagram, to capture the original delivery note number.
- The Field Name to capture the original delivery note number must be set to ‘CREDIT REFERENCE’.
- In order to print this on the XML credit note for RX jobs, Print in Invoice Box must be an ‘X’
- The XML tag must be ‘credit_reference’.
Job Data Triggers
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 6 – Configuration Editor and press enter.
Type 8 – Edit Job Data Triggers and press enter.
- Type “A” to add a new record and fill in all the necessary information as per the examples below pressing enter past each field.
Job Data Triggers can be set up to turn the reason lists on by options such as lite-ups or accounts.
The Field Name relates back to the Data Definition.
- Setup the following Job Data Trigger exactly as shown in the diagram.
Job Data Reasons
From the Optifacts main menu:
Type 3 – Editor Utilities and press enter.
Type 6 – Configuration Editor and press enter.
Type 9 – Edit Job Data Reasons and press enter.
- Type “A” to add a new record
- Fill in all the necessary information pressing enter past each field.
A record has to be added for each reason available.
Different Reasons can be entered for different Job Definitions.
- The Job definition ties to a data definition that can be turned on or off. (If you want different reasons for Stock credits compared to RX credits you can have a Job definition called “CREDIT REASON RX” and one called “CREDIT REASON STOCK”
Note: You can also set up in the above manner using the same reasons for both RX and Stock.
- Menu Level refers to the 1st list, 2nd list etc.
- Level Name is the name of that Menu (list).
- Option Number is the number of the reason in that list.
- Option Name is the name corresponding to that number.
- Reason Description is the final description in that reason.
Example:
Main Menu
- Technical
- Commercial
- Lens Integrity and Cosmetic Appearance
- Non-Adaptation / Dr. Change
- Total – Other (Sales & Marketing)
- Other
Technical
- Handling
- Other
- Prescription
- Edging & Mounting
Other
- Customer Service
- Promotional
Customer Support
- Delay in Production
- Situational
- Patient Education
Final Reason:
- Technical, Other, Customer Support, Situational
- Set up for the above reason is as follows:
Setup for the above reasons are as follows:
Process:
An Operator will be prompted for a credit reason:
- When entering a credit through
1 - Accounts Receivable
1 - Daily Routines
13 - RX Credit Entry. (The Custom Configuration Entry shown at the beginning of this document needs to be enabled for this.)
- When entering a credit (negative value) or choosing % or $ discount in the stock entry screen
6 - Stock Pricing
- When entering a job and choosing a lite-up that is set in the job data triggers.
Note: The following lite-ups are examples of lite-ups that could be set to prompt for a reason:
- NO CHARGE
- DR REDO
- SPEC DISC $
- SPEC DISC %
- WARRANTY
