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Introduction

This document provides instructions for entering Credit Memos for Stock Lenses, Frames, and Miscellaneous items through Stock Pricing.

Procedure

From the Optifacts main menu:

Select Option 6 – Stock Pricing and press Enter.

Any credit you apply to an account through stock pricing goes toward current balances only. To apply a credit to a past-due balance, you must use menu 1 - Accounts Receivable, 1 - Daily Routines, 1 - Add Transactions.

The Invoicing Information screen displays.

Type the Account Number and press enter.

Any credit you apply to an account through stock pricing goes toward current balances only. To apply a credit to a past-due balance, you must use menu 1 - Accounts Receivable, 1 - Daily Routines, 1 - Add Transactions.

Enter the Account Number. If the account number is unknown, type the first few letters of the account name to display a list of accounts.
Optifacts automatically assigns the Invoice Number.
Enter the Patient Name.
Enter the Purchase Order No. (Optional)
Press “Y” to continue or “N” to edit the information.

Enter the Tray Number if not automatically assigned by Optifacts.
Enter the Date Needed. (Optional)
Enter the Time needed. (Optional)
Enter the Tray Notes. (Optional)

Enter the Material Code to Post Invoice By. Pressing (?) in the Material Code field displays a list of options.

The Billing Information displays.

Select any applicable billing options.

Select Option 3 – Spec Disc % to apply a percentage discount.
Select Option 4 – Spec Disc $ to apply a dollar value.

A field displays to allow the entry of the amount.

Select Option 2 – Handling to apply a postage or handling fee.

A field displays to allow the entry of the amount.

Select Option 5 – Net Invoicing to flag the order as Net (no further statement discount applies.)
Select Option 6 – Pricing Debug to view pricing debug.
Select Option 7 – Mail to Patient to add a Mail to Patient address.
Select Option 8 – Suppress Pricing to suppress the prices on the invoice (prices won’t print on the invoice.)
Select Option 9 – Suppress Pricing 2^nd to suppress the pricing on the 2nd copy of the invoice (prices won’t print on the 2^nd copy of the invoice.)
Select Option 10 – Duplicate Invoice, to print a duplicate invoice at mail out.
When you have made all applicable selections, press Enter to continue.

The item details screen displays.

Enter the Stock Option code. Press (?) and press enter to view a list of options.

Select the applicable stock option and follow the on-screen prompts to continue the order.

Lens Credit

Some examples of different types of Stock Orders are as follows:

Stock Lenses Credit by Description

Select Option code “L” and press Enter to display the description entry window.
Enter all details of the lens.

When entering a lens credit by description, the value for one lens is - .5 and -1 for a pair. “The quantity must be entered as a negative value when issuing a credit memo.”

Enter the date of the original invoice.

Enter the price and cost if not populated automatically. Price and cost are per unit (quantity 0.5 = 1 lens)

Respond to the tax and discount questions, pressing Enter past each field. If the customer profile setup reflects that the account is non-taxable for the item, the order won’t charge tax. The operator does not need to answer “Y” or “N” to the tax questions.

The discount question in the following diagram is related to the month-end discount, not the special discount applied earlier in the credit.

Enter the SKU number is available. If Optifacts finds the SKU number for the manually entered lens information, it populates the SKU field.

Example of pricing for half a pair and full pair:

The Price/Line does not include any special discounts, but the Invoice Total includes the 10% discount).

Continue with more entries or press Q to quit when complete.

Are these entries correct? <y/n>?

Respond with “Y” if correct
Respond with “N” to edit.

The following screen displays.

Enter “C” to continue.

Depending on lab parameters, you may be required to enter credit reasons.

Enter any applicable comments.
Press Enter past the “Enter for Reason Options” OPTIONS field.

“DO NOT CHANGE THE WORD “OPTIONS” You may not see the Enter for Reason Options line if your lab does not use OPTIONS.

The Options Selector screen displays.

Select the appropriate credit reason option and press Enter.

The system may prompt you to select additional credit reason options by cascading through various credit reason menus.
Press Enter to print the invoice.

Press Enter to continue.

Stock Lens Credit by SKU

Select Option code “I” Inventory Lens and press E
Enter the date of the original order if not already filled in.

Enter the quantity using a negative value to indicate that it is a credit.

When entering a lens credit by SKU, the value for one lens is -1.0 and -2.0 for a pair. “The quantity must be entered as a negative value when issuing a credit memo.”

The SKU number field is displayed.

The Stock Options defaults to I (Inventory Lens), but the operator may change it. (Refer to the list of options described in the previous section.)

Enter the SKU number. Alternatively, you may scan the SKU number.

The pricing is populated based on the customer’s price list. Price/Item and Price/Line populate automatically based on the Stock Price List and do not include any special discounts, but the Invoice Total would include any special discounts given.

Example of credit for 1 lens and a pair of lenses:

Continue the stock credit process as described in the previous section.

Miscellaneous Credit

Select the Stock Option Code (Example: “M” Miscellaneous) and press Enter.
Enter the quantity using a (-) minus sign to indicate a negative value. A quantity of 1 is 1 unit or item.
Enter the description.
Enter the price per unit or item.
Respond to the tax and discount questions, pressing Enter past each.

Continue with more entries or press "Q" to quit when complete.

Frame Credit

Select the Stock Option Code (“F” Frame) and press Enter.
Enter or scan the Frame SKU. If you do not have the SKU, simply press Enter to be presented with the UPC field.