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Introduction

This document provides instructions for creating a Purchase Order for stock replenishment or short orders, as well as printing and sending the orders.

Procedure

Create and Send

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 4 - EOE Procedures and press Enter.

Select Option 8 – Automatic EOE and press Enter.

The Automatic EOE screen displays.

• Enter “P” Purchase Advice to create orders for stock replenishment.
• Enter “S” Short Advice to create orders for specific jobs.
• Enter “B” Both to create both types of orders.
• Enter “N” No to omit the printing of the purchase order.

The Current Order File (s) is displayed.

The system prompts you to send the order immediately, don’t send at all or hold the order, print the order out for manual voice or fax orders, or queue the order for sending at a later time you specify. When queuing an order, you choose a time in a 24-hour format using four digits. You would send time of 8:15 pm as 2015. You would send a time of noon as 1200. The example above is in the queue for a send time of 5:00 am. Since most lens vendors use electronic methods for placing lens orders, you will most likely never queue a purchase order for sending at a later time.

Most orders should get sent immediately. All orders specified to send immediately get sent, and the order gets marked as in transit. Orders sent electronically receive a reference number from the vendor when the order gets sent successfully. This reference number also appears on your order when you receive it from your lens vendor. 

Anytime an order gets sent, you should print a copy of the sent order, so you have a hard copy of the data sent, which vendor it was, a purchase order number, and a confirmation number.

• Enter one of the following options:
• “Y” Send the file.
• “N” Don’t send the file.
• “M” Manual send.
• “Q” Queue.
• “V” Vweb (VisionWeb).
• Press Escape to exit (Send later).
• Enter the PO number (if applicable and not already filled in).
• Enter the Ship Via (if applicable and not already filled in).
• Enter “Y” to Rush, or enter “N” Don’t Rush (if applicable and not already filled in).

A message displays on the screen indicating that sending the orders occurs, and then the EOE Menu displays.

View Sent or Send Orders Not Previously Sent 

Select Option 5 - Send the Order Files and press Enter.

The current order file displays.

The order(s) previously sent, display as “sent” in the Send column.

• Repeat the process as described above to send more orders.

EOE Check Menu

Check Send Status, Print Sent Files, or Usage

Select Option 6 – EOE Check Menu and press Enter.

The EOE Check Menu displays.

Select Option 1 – Look at Received Files on Screen and press

• Enter the Mfr Code.

Select Option 2 – Print Received Files and press Enter.

• Enter the Mfr Code.

Select Option 3 – Print Last Successfully Sent Orders and press Enter.

• Enter “Y” Yes, next to each Mfr that you want to print.
• Enter “N” No to omit the printing of the purchase order.

Select Option 4 – Print Lenses Yet to be Received and press Enter. (in transit)

Select Option 5 to exit the EOE Menu.

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

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