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Introduction

This document provides instructions for creating a purchase order and sending it through to Opticom.

Procedure

Create and Send the Order

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 only orders for stock replenishment
• Enter “S” Short Advice to create orders for specific jobs
• Or, enter “B” Both to create both types of orders.
• Enter “N” to not print the purchase order.

The Current Order File(s) is displayed.

The system prompts if you want 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. A sending time of 8:15 pm gets entered as 2015. A sending time of noon gets entered 1200. For example, you may 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 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).
• Type Y Rush or N Don’t Rush (if applicable and not already filled in).

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

View Sent or Send Orders not previously sent. 

Select Option 5 - Send the Order Files and press E

The current order file displays.

• The previously sent order(s), display as “sent.”
• Repeat the process as described above to send more orders.

EOE Check Menu

Check Send Status, Print Sent Files or Usage

Select Option 6 – Check the send status, print sent files, or usage and press Enter.

The EOE Check Menu displays.

Select Option 1 - Look at received files on-screen and press Enter.

• Enter the Mfr code.

Select Option 2  - Print Received Files and press E

• Enter the Mfr code.

Select Option 3 - Print last successfully sent orders and press Enter.

• Enter “Y” next to each Mfr that you want to print.
• Enter “N” to not print.

Select Option 4 - Print lenses yet to be received (in transit) and press Enter.

Select Option 5 - Exit the EOE Menu.

Opticom Confirmation Email

If you are ordering through Opticom, the vendors may get compiled into one order. Once the order is successfully transmitted, you receive an email confirmation.

The following is an example of the type of confirmation email you receive from Opticom:

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

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