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Introduction

This document provides instructions for setting up Credit / No Charge Reasons. The process enables 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:

Select Option 3 – Editor Utilities and press Enter.

Select Option 6 – Configuration Editor and press Enter.

Select Option 6 – Edit: Custom Configurations and press Enter.

• Press “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.

• Set up the following for Rx Credits:

• Setup the following for Stock Credits:

Job Data Definitions

The CREDIT REASON entry’s field name must match the Character Setting field in the Custom Configuration Editor for a Credit Reason to be stored. 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:

Select Option 3 – Editor Utilities and press Enter.

Select Option 6 – Configuration Editor and press Enter.

Select Option 7 – Edit Job Data Definitions and press Enter.

• Press “A” to add a new record.

Setup the following Job Data Definition precisely, 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 allows the user to enter credit comments.

• Setup the following Job Data Definition precisely as shown in the diagram,
• Press Enter past each field.
• Press Escape to save the data.

Set up the following Job Data Definition precisely, as shown in the diagram below, to capture the job’s original mail date to which the credit applies. 

• The Field Name to capture the original mail date for the credited job must be “CREDIT ORIG DATEOUT.” 
• To print this on the XML credit note for RX jobs, Print in Invoice Box must be an “X.” If “N,” it won’t print.
• The XML tag must be “original_dateout.”

Setup the following Job Data Definition precisely, as shown in the diagram below, to capture the original delivery note number.

• The Field Name to capture the original delivery note number must be “CREDIT REFERENCE.” 
• 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:

Select Option 3 – Editor Utilities and press Enter.

Select Option 6 – Configuration Editor and press Enter.

Select Option 8 – Edit Job Data Triggers and press Enter.

• Press “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 turn the reason lists on by options such as lite-ups or accounts. The Field Name relates to the Data Definition.

• Setup the following Job Data Trigger precisely, as shown in the diagram below.

Job Data Reasons

From the Optifacts main menu:

Select Option 3 – Editor Utilities and press Enter.

Select Option 6 – Configuration Editor and press Enter.

Select Option 9 – Edit Job Data Reasons and press Enter.

• Press “A” to add a new record.
• Fill in all the necessary information, pressing Enter past each field.

You need to add a record has for each reason available. You can enter different reasons 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.”

Field Definitions

Menu Level - Refers to the 1st list, 2nd list, and continue if necessary.

Level Name - The name of that menu (list).

Option Number – This is the number of the reason on that list.

Option Name – This is the name corresponding to the Option Number.

Reason Description - The final description for that reason.

Example:

Main Menu

1. Technical
2. Commercial
3. Lens Integrity and Cosmetic Appearance
4. Non-Adaptation / Dr. Change
5. Total – Other (Sales & Marketing)
6. Other

Technical

1. Handling
2. Other
3. Prescription
4. Edging & Mounting

Other

1. Customer Service
2. Promotional

Customer Support

1. Delay in Production
2. Situational
3. Patient Education

Final Reason

1. Technical
2. Other
3. Customer Support
4. Situational

The following diagrams represent the setup for the Final Reason section in the example above. The others would get set up in the same manner.

Process

An Operator gets prompted for a credit reason in the following cases:

1. When entering a credit through the menu options

• 1 - Accounts Receivable
• 1 - Daily Routines
• 13 - RX Credit Entry.  (The Custom Configuration Entry shown at the beginning of this document must be active to use this menu option.)

2. When entering a credit (negative value) or choosing % or $ discount in the stock entry screen 

• 6 - Stock Pricing

3. When entering a job and choosing a lite-up that exists in the Job Data Triggers

To view and download these instructions as a PDF file, click on the following document image.

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