Overview

Frame transfers are a feature-packed way for you to transfer a frame (or collection of frames) between your warehouses and customers. Frame transfers be created manually or based on a pre-existing Purchase Order.

They can also be exported in both CSV and PDF formats with an additional option to send them via email.

Transfers can be sent from:

• Warehouse to Warehouse

• Customer to Warehouse

• Warehouse to Customer

Permissions

Rx-Suite provides you with an exceptional level of control over user permissions. With our platform, you can easily grant users full or read-only access to specific features within the Inventory module. Moreover, we offer the flexibility to create custom roles with pre-defined permissions, allowing you to assign appropriate access rights to different users efficiently.

The relevant permissions for the Frame Transfer feature can be set up in Rx-Hub → Roles → (Specific Role) → Rx-Inventory.

In Rx-Hub, edit the role of the user you want to grant access to. You can choose the access level of the existing Frame Transfer-related operations that you want to grant to the user. The current options are:

• Frame Transfer Directory - This controls the user’s access to the directory/folder related to frame transfer

Open

• Frame Transfer - This controls the user’s access to the create/read/update/delete operations

Open

• Frame Transfer Lines - This controls the user’s access to the frame transfer report target (accessed via Rx-Reports)

Note that you might need to grant access to other functionalities in the Rx-Inventory to the role in order for users in that role category to perform the frame transfer operations (e.g. They will need at least a Read access to Frame Warehouse record to create a frame transfer). Learn more about setting up roles.

Required Setup and Configuration

Frame Transfer Directory Set up - AcuityLogic Workflow

If your lab is using AcuityLogic and you want to leverage the frame transfer workflow to perform the stock order between the stores and your lab, you will need to set up the directory folders. Below is the description of the main folder types and preferred file path. The directories are easily customizable in the Rx-Inventory interface. The access to change them is protected by user permissions, so they do not get accidentally changed. Note that you will need to configure these folders with AcuityLogic so they know what folders they should be using for the various operations that they perform (e.g. AcuityLogic should know what folder they will use to drop the incoming stock orders from the stores - Incoming folder directory)

To set up the file directories, go to Settings → Configuration → Frame Transfers - File Monitoring Settings. Then enter the file path of each corresponding folder and click on Update.

Additionally, you can set the Archive Age of the archive folder. This would prompt the directory clean-up based on the number of days you specified.

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Printing Sticker Label Setup

• You need to have an XML file for the sticker label template ready. You need to save the template file under C:\RxUniverse\RX-XML folder.

• Then go to Set-Up → Additional Documents → Plus Icon. The Additional Document dialogue should appear.

• On the dialogue, enter the Description, select the sticker template as the Template Filename, and then select the printer location under When. You can also configure the other other available options on that page.

• Click on Save.

• Default Sticker Template:

  • The default sticker template that will be used when printing stickers.

  • On the side navigation, go to Settings → Configuration and enter the description of the Additional Document that you set up in Rx-Universe on the Default Sticker Template field.

• Print Sticker Template (on individual frame):

  • The template that will be used when printing stickers for the specific frame item. If you want to use the default sticker template, leave this field blank.

  • Go to SKUs → Select the frame item to edit it.

  • Under the Categories section, look for the Print Sticker Template.

  • Enter the description of the Additional Document that you set up in Rx-Universe that you want to use for the frame.

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Working with Frame Transfer - Instructions

How to create a Transfer

1. Navigate to the Frame Transfer section of Frame Inventory, then click the Transfers navigation menu.

   1. This page displays all incoming/outgoing transfer documents that affect your current warehouse.

2. Click the Create button on the top of the page

3. A Menu should now be displayed, select a Transfer Type, an Origin, and a Destination.

4. Click Submit

5. Now your new Transfer Document is opened up on the screen!

Copying a Transfer

• This feature is best used when you want to transfer a collection of frames to several locations simultaneously. It allows you to copy the information from one Transfer to another location (or several) , this copies over all of the frames and generates new documents for all the locations selected.

1. Navigate to the Transfers page

2. Find the Transfer you wish to copy, click the Copy button

3. A new window should now be displayed, select the new location(s) you wish to copy to.

4. Click Copy

   1. You should now see new Transfer Documents generated for each selected location. When copying, each created transfer is grouped by Reference Number this allows you to sort and filter batches of transfers created.

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Managing Frames in a Transfer

• Adding, removing, and modifying frames in a transfer is an important step to managing our transfer document. Listed below are the various methods and steps to you can manage frames inside a transfer.

Manually Adding a Frame

1. Open your Transfer Document (This can be done by clicking the transfer in the list)

2. Click on the Add Lines button

3. Enter the desired Frame UPC or click Find Item

   1. Find Item: This allows you to enter various search parameters (Name, Collection, Brand…) to filter your current frame stock. You can then select the desired frame once found.

4. Enter the quantity to transfer

5. Click Submit, You can now see your newly added frame to the transfer!

Importing Frames from a Purchase Order

1. Open your Transfer Document (This can be done by clicking the transfer in the list)

2. Click on the Import From PO button

3. A list of all the Purchase Orders are now displayed, select the desired Purchase Order to copy from.

4. Click the Import Frames From Purchase Order button

Removing a Frame

1. Open your Transfer Document (This can be done by clicking the transfer in the list)

2. Click on the Edit Lines button

3. You can now click the delete button (red bin) on the right side of the line.

Adjusting the Quantity of Frames

1. Open your Transfer Document (This can be done by clicking the transfer in the list)

2. Click on the Edit Lines button

3. Modify the Quantity box to the desired quantity.

Completing a Frame Transfer

Export formats control what information is exported when a user exports a frame transfer, be it a CSV or PDF export

Export Formats

Export formats control what information is exported when a user exports a frame transfer, be it a CSV or PDF export.

To create and manage your frame transfer export formats, navigate to Manage Inventory → Frame Transfer → Export Formats.

For more information about export formats, see: Export Formats - Rx-Suite - Confluence (atlassian.net)

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Sending an Export Document via Email

You will be able to send frame transfer export documents to a designated recipient. This is helpful in cases where you want to inform the store or lab about the status of their frame/stock transfer.

To send the frame export document via email, follow these steps:

1. Click on the Export button on Frame Transfer that you want to send.

2. On the dialogue that opens, enter the email address of the recipient/s. You can enter multiple recipients.

3. If the Send Email checkbox is unchecked because there is no entry in the Recipients field, manually toggle the Send Email checkbox and enter the email address of the recipient.

4. Select the File Type, Export Format, and PDF Template.

5. Click on the Export button.

6. On Successful export, a message will be shown to the user with a note that an email will be sent when it is completed.

7. Your recepient/s should receive an email with the frame export document as an attachment.

Automatically printing a completed transfer

Enabling auto printing

1. Navigate to Settings → Configuration

2. Under the “Frame Transfers” panel, enable “Auto Print Frame Transfers?“

Configuring auto printing

1. Navigate to Settings → Configuration

2. Under the “Frame Transfers” panel, three configuration options are available to you:

   1. Auto Print Export Format

      1. Which export format to use when automatically printing a frame transfer. For creating export formats, see: Frame Transfers | Export Formats

   2. PDF Template

      1. Which PDF template to use when printing a frame transfer. For creating a PDF template, see: Setting Up Templates - Rx-Suite - Confluence (atlassian.net)

   3. Auto Print Printer

      1. Which printer to use when printing the frame transfer. This list includes all printers currently installed on the server’s computer.

Automatically printing an imported transfer

Enabling auto printing

1. Navigate to Settings → Configuration

2. Under the “Frame Transfers” panel, enable “Auto Print Frame Transfer Imports?“

Configuring auto printing

1. Navigate to Settings → Configuration

2. Under the “Frame Transfers” panel, three configuration options are available to you:

   1. Frame Transfers Import Auto Print Export Format

      1. Which export format to use when automatically printing a frame transfer. For creating export formats, see: Frame Transfers | Export Formats

   2. PDF Template

      1. Which PDF template to use when printing a frame transfer. For creating a PDF template, see: Setting Up Templates - Rx-Suite - Confluence (atlassian.net)

   3. Frame Transfer Import Auto Print Printer

      1. Which printer to use when printing the frame transfer. This list includes all printers currently installed on the server’s computer.

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