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Introduction

This document provides instructions to match the quantity on hand (in the system) to the physical lens count in the inventory. Use these procedures to adjust your quantity on hand, report on the count that changed, and adjust costs.

Procedure

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

Physical inventory is a necessary procedure that the lab cannot disregard. It is crucial for the system to “know” how many lenses are available for picking and min/max reasons. Optifacts has a few different methods of obtaining a physical inventory count, but they all involve physically counting all those lenses.

If there are 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 the counting of all lenses is complete.

When doing the 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 the counting starts. 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 Counting is one of the essential 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:

Clear out any previous counts.
Print cycle count sheets that list the lens SKUs, bins locations, and (expected) quantity on hand.
Physically count the inventory.
Print the Variance Report. The Variance Report lists any changes to the inventory that differs from the current count in the system.
Update the system’s inventory to reflect the changes.

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 from the Physical Inventory Menu and press Enter.

OK to Continue (Y/N)?

Enter “Y” to clear the form.
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 from the Physical Inventory Menu and press Enter.

The Inventory Physical Form Generate screen displays.

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

Has the data been printed correctly(Y/N)

Enter” Y” if printed correctly.
Enter “N” to repeat the steps.

Store the entries into the physical inventory file (Y/N)

Enter” Y” to store the entries.
Press Escape returning 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 from the Physical Inventory Menu and press Enter. (The lab may have a configuration in place to take you directly to the entry form from this menu option as shown in the following diagram).

Select Option 2 - Enter Counts Manually from the Physical Entry Menu, and press Enter. (You see only the menu options as shown in the following diagram if the lab has a configuration in place to do so).

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. Then, 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 displays on the screen.

Enter the number of lenses from the manual verification of physical inventory in the Counted field.

The next SKU displays automatically.

When all changes are complete, press Escape to exit.

If you go back through Physical Inventory Entry without reprinting the Physical Inventory Report, the screen does not reflect the changes you made 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

The Physical Count Variance Report compares actual inventory to system counts.

Select Option 4 – Physical Count Variance from the Physical Inventory Menu and press Enter.

Output to Screen Only? (Y/N)

Enter “N” 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 again. ***

Step 5 - Update Inventory

Once the Physical Variance is complete:

Select Option 5 – Update From Physical Form from the Physical Inventory Menu and press Enter.

The Inventory Physical Update Routine is displayed.

Enter the Bin Start location or leave * for all locations.
Enter the Bin End location or leave * for all locations.

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

Enter “Y” to update the inventory and complete the process.
Enter “N” or Escape to return to the menu.

Press any key to return to the Optifacts Lens Inventory Physical Inventory Menu.

Step 6 - Inventory Valuation Report

The Inventory Valuation Report shows the dollar amounts and counts of your inventory at the time of running. The Inventory Valuation Report is the report to use if you need to send inventory results to Essilor.

Before you run the reports, open WinSCP, and log in.

Use WinSCP to Access the Reports

Open and log in to WinSCP with your assigned user name and password. Typically, the username is “reports,” and the password is “reports.” Check with Optifacts Support or lab management to confirm. (Refer to the WinSCP Instructions for Monthly Manufacturer Reports document for full details.)
Go to the following directory: Optifacts/Share/mfr_reports (Once set, 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 the Optifacts screen.

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 is displayed.

Run a complete report for all products, or specify a product(s) by entering any of the criteria shown in the Inventory Valuation Report diagram shown previously.

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

The report displays in the right side window. It is currently named invt or invt.txt.

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

The report gets copied over to the local folder on the left side of the screen.

Immediately Right Click on the file name in the local folder on the left side of the screen, and then click on Rename. Change the name to something that makes sense. (For example ‘invt_count_date’).

After renaming the file, it is ready to email it to the AR Department

*** Make sure to Delete the file in the mfr_reports folder on the right side of the WinSCP screen. ***

Summary Report

Repeat the steps shown above in the Detailed Report section for the “Summary” report.

The only difference is to leave the S in the Print Summary only or Detail also (S, D) S line.

*** After renaming the second file, remember to delete the invt,txt file on the right side. ***

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

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Optifacts Knowledge Base

Physical Inventory Count (Cycle Counts)