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Introduction

This document provides instructions for processing purchase order receipts and receiving lenses into inventory.

Procedure

Begin receiving orders that have been placed electronically with the system. This prints an “Invoice Matching Report” to ensure that the vendor’s charges match your receipts and to ensure that the prices on the invoice match the prices you expect to pay. This option is under the Inventory Procedures item on the Inventory Main Menu. When you receive your order, there are a few things to check. Are any items back-ordered? Can you receive the entire order or just a portion of it? Do you wish to wait for back-ordered lenses to ship, or do you want them canceled? Under Inventory procedures, choose one of the receive routines to receive your order.

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 3 – Inventory Procedures and press Enter.

Receive Purchase Orders by Bar-code

This routine begins the same way as receiving orders; the system prompts you for a purchase order number, a reference number, and the original order date. If it finds a match, it is displayed on the screen, prompting you for confirmation.

Select Option 4 – Receive P.O.’s (bar-code) and press Enter.

The Purchase Receipts screen displays.

Enter the P.O. number from the packing list.
If there is no P.O. number on the packing slip, enter an asterisk (*) to display a list of open P.O. s in the system.
If the P.O. does not exist in the system, enter “NONE” in both the P.O. Number and Ref. Number fields to enter products into the inventory system.

Is this the correct P.O. (Y/N)?

Enter “Y” if correct
Enter “N” to continue the search.

After confirming that you have found the correct purchase order, the system prompts you to enter the packing list number from the vendors packing list. This number gets used internally and on reports to help you cross-reference your purchase order to the lens vendor’s packing lists.

Enter a packing list number.

Now the system prompts you to enter the number of lenses in the current box you are scanning. This number is NOT always the total number of lenses on the purchase order. If there is more than one box for your order, the system prompts you to enter the lens quantity for each box.

Enter the number of SKUs (number of lenses) received in the box.

Scan the lenses in the current box and press the Escape key when you have finished scanning the current box. The system matches counts and receives the scanned lenses as they appear on the current purchase order.

Enter or scan the SKU number.

The number of lenses scanned (entered) display below the entry.

Press Escape when completed.

If the number of SKUs scanned does not match the number you entered as being received, the system prompts you to scan the box again.

If the number of SKUs matches the quantity you entered for the box, you see a message asking you how to proceed with the inventory receipt. Enter “B” to begin scanning another box for the same order, or enter ‘Y’ to begin the inventory update (i.e., finished with this order), enter “N” to discard what you have done, and begin with selecting a new purchase order.

Correct number of SKUs? (B/Y/N)

Enter “B” to scan another box.
Enter “Y” to update inventory.
Enter “N” to discard the entry and select a new P.O.

If you enter any SKUs that do not match any SKUs on order, you receive a warning message, but the quantities get updated for the SKUs you have scanned.

Press any key to continue

The following message is displayed.

Receive Purchase Orders Manually

The receive purchase orders routine asks for limited information regarding an order. You may use an asterisk (*) as a wildcard to have Optifacts search for orders pending receipt and display them on the screen, one at a time.

From the Optifacts main menu:

Select Option 9 - Inventory and press Enter.

Select Option 3 – Inventory Procedures and press Enter.

Select Option 3 – Receive or Cancel P.O.’s and press Enter.

The Purchase Order Receipts screen is displayed.

Again the system prompts for a purchase order number, a reference number, and the original order date. If it finds a match, it is displayed on the screen, prompting you for confirmation. The system also prompts you to indicate if the order is canceled and asks for the packing list number.

Enter the P.O. number from the packing list.
If there is no P.O. number on the packing slip, enter an asterisk (*) to display a list of open P.O. s in the system.
If a P.O. does not exist in the system, enter “NONE” in both the P.O. Number and Ref. Number fields to enter products into the inventory system.

The P.O. displays.

Are these items being canceled (Y/N)?

Enter “Y” if you are canceling the order.
Enter “N” to continue with the receipt.

Enter a packing list number.

The Items on the P.O. display on the screen. You can receive the whole quantity ordered, or you may have only received a partial order. In that case, you would enter the quantity received.

Enter the number of items to be received or leave the default number from the P.O.
Press the F1 key to save the quantities.
The program prompts to know if the number received is correct. Any lenses not received are then placed back in transit pending receipt. If not, press Escape to exit.
Continue until all items are received.

Is this the correct number of lenses received (Y/N)?

Enter “Y” to receive the lenses.
Enter “N” to discard.

Invoice Matching Report

The Invoice Matching Report matches system orders with actual packing slips.

Press any key to print the Invoice Matching Report.

The report may also be printed from the Optifacts menu 9-2-15 Invoice Matching Report.

Press any key to return to the Optifacts Lens Inventory Procedures menu.

Invoice Matching Report Example

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