Search Optifacts User Documentation

Table of Contents (on this page)

Introduction

This document provides instructions for verifying that the lens picked is accurate.

The verify program is a core component in your inventory and EOE system. You can place short orders from this screen, automatically reorder stocked lenses, record lens breakages, substitute lenses, get new tickets, and exchange lens inventory. Since this screen relies heavily upon numerical input and lens SKUs, we strongly recommend attaching a bar code reader to your verification terminal to speed the process and reduce entry errors.

The Verify screen is self-explanatory, and we cover a few modes below and an example of when would be a good time to use it. Please read further into this document for instructions on all verification modes, where we detail each available mode.

With each option, Optifacts will check the validity of the job to use that option. It will also check the validity of the entered SKUs and let the operator know the actions.

We will cover the following functions in this document:

Verify usage of the lens decrements inventory and reorders lenses.
Flag a tray to order lenses from the vendor via Electronic Order Entry. Use Short mode for the case of Optifacts picking a lens that is not on the shelf regularly, and you need to order it for a specific job. This mode will not decrement inventory.
Record a lens breakage for reporting purposes. This mode will not decrement inventory.
Record a lens breakage on a manufacturer’s defective lens. This mode does not decrement inventory.
Record lens usage after a breakage. This mode will decrement inventory.
Reverse a breakage after being posted.
Exchanging lenses at the verify station. You should only use Exchange Mode when you verified lenses previously for a particular job, and for some reason, you need to use other lenses. This mode will decrement new lens SKUs and increment the lens SKUs on the work ticket.
Force lens usage. Use this mode primarily for work tickets that have no SKUs printed on them or not for the lenses you are using. In addition, this mode skips verify and decrements both eyes.
Transferring jobs from the verify station.

Procedure

From the Optifacts main menu:

Select Option 3 - Editor Utilities and press Enter.

Select Option 10 - Verify Lenses Picked and press Enter.

The Verify screen displays.

Usage Mode

Upon running the verify program, usage mode is automatically in progress. The screen will prompt you to enter either a Tray or Job Number if you print pick tickets at order entry. When manually entering Job numbers, precede the number with the letter “J”’. Scanning a pick ticket barcode does this step for you. We refer to the Job/Tray number hereafter as the job number. If you press “I” and press Enter, the screen will toggle and allows you to enter Usage Mode by Invoice number.

The job number can be entered by hand or scanned in with a reader attached to the keyboard. Then you are asked for the lens SKUs. Enter each SKU in the same manner as the tray number, either with a scanner or manually. Optifacts will then check to ensure that the SKUs are correct by comparing them with the information on the work ticket and checking them in the SKU table.

If there is any inconsistency in the SKUs on the pick ticket and those entered at verification, Optifacts posts the appropriate message. Optifacts will allow the substitution of manufacturer, base curve, or diameter. In special cases, the substitution of a lens color is also allowed. If one of these has changed, the system asks if the operator wants to substitute the lens(es). Enter the appropriate answer. If the answer is “yes,” the new SKUs will be printed on the work ticket, and inventory gets decremented for the SKUs entered. “No” will bring the user back to entering the SKUs again. Any substitutions allowed at verification will print a new work ticket.

It is important to remember that for substitutions other than the manufacturer, base curve, or diameter, the job in question, you need to recall it at the order entry screen with the appropriate change made and a new pick ticket or work ticket run. It is also important to note that it is feasible for the operator to pick an incorrect base curve and answer “yes” to allow substitution. Whenever the verify program notices a discrepancy, please read the messages on the screen carefully and check your lenses before allowing the override. For example, Optifacts can perfectly calculate an Rx with a +5.00 Rx onto a 2.00 base lens, but this is not a wise substitution. Again, read the substitution messages before answering “Yes.”

Enter or scan the Tray number or the Job number. If entering the job number, precede the letter “J.” Example: J1234.

In the following example, we used the tray number.

In the following example, we entered the job ID.

Press “I” to toggle and press Enter.

Pressing “I” allows you to enter verification using the Invoice # rather than the tray or job ID.

In the following example, we toggled by typing I and entered the Invoice number.

The system will search for the job ID and bring up the applicable tray number onto the screen.

Enter or scan the SKU numbers.

Enter or scan the right and left lens lot numbers.

The inventory is updated, and the Inventory Update for Tray: “xxxx” message displays at the bottom of the screen.

Press Escape to exit.

Several other modes are available on the Verify screen. To enter into one of the other modes, key the appropriate letter listed on the main Verify screen. Following is a short explanation of the use of each verification mode.

Usage Right or Left Mode

The Breakage Modes states that Usage Right and Usage Left Mode are used after a breakage/defect to assign and decrement a new lens to the job tray. NOTE: You should only use this mode AFTER posting a breakage on the same tray.

To start the Usage Right Mode, enter an “R” at the Tray Number prompt, press [Enter] and “USAGE RIGHT” will appear, or, to start the Usage Left Mode, enter an “L” at the Tray Number prompt, press [Enter] and “USAGE LEFT” will appear. Enter the tray number, and Optifacts will request the SKU number for the right eye. Enter this also. Now inventory has been decremented, and a new lens(es) ordered.

If the lens scanned is not the same as the lens printed on the work ticket but could be used instead, you get asked if you wish to use the new lens. Answering “Y” will print a new work ticket using the new lens and update inventory with usage for the new lens. Answer “N,” and the screen will again display the tray number prompt. You may only substitute manufacturer, diameter, and base curve on any lenses. The Verify screen returns to Usage Mode after each Usage Mode job.

Follow the same process as Usage Mode described at the beginning of this section.

Assign a Tray Number to a Job at Verify

Enter the Job ID into the tray number field.

The following window displays.

Enter the new tray number.
Proceed with scanning the SKUs to complete the verification process.

Shorts Mode

Shorts mode forces the lenses scanned to be flagged for “short” ordering via Electronic Order Entry. Use Shorts mode for the case of Optifacts picking a lens, and that lens is not on the shelf regularly. Enter “S” on the line asking for “Tray Number” and press Enter.

The operator will notice that “SHORTS MODE” in the upper right of the screen replaces the “USAGE MODE” message. Scan the Tray or Job number as prompted. The Shorts Mode will flag the lenses for reorder via the Shorts Advice Report, and the verify screen will automatically return to Usage mode. Put the tray aside until the lenses get received into inventory. After that time, the tray can then be verified and processed through the lab as a regular job.

The requested lenses get associated with the tray number, and thus when the lens order is placed and received, the particular tray number will appear on the packing list instead of a bin location. This notifies your employees immediately that there is a tray waiting for these lenses. In addition, all lenses/jobs flagged in “Shorts” mode will appear on the Shorts Advice report and can import into the EOE system.

If you accidentally entered “Shorts” mode or wish to return to Usage mode without placing a short order, enter “S” again, and the screen will return to Usage mode.

Press “S” and press Enter.

The screen is now in Short Order mode.

Enter the Tray number or the Job number. If entering the job number, precede with the letter “J.” Example: J1234.

Type the applicable eye code and press enter.
- R - Right eye
- L - Left eye
- B - Both eyes

The tray will be flagged as a short order.

Breakage Mode

Breakage mode is used when one or both lenses are broken in the lab. This option marks the lens as broken for reporting purposes, BUT DOES NOT DECREMENT OR INCREMENT INVENTORY IN ANY WAY.

Breakage mode utilizes information from Job Tracking to accumulate and report on lens breakages. The verify program is a slick interface for documenting lens breakage when used in conjunction with Job Tracking. If you do not have the Job Tracking module, you will be given access to a small menu where you may edit and alter the breakage codes and reasons for your lab.

To enter Breakage Mode, type 'B' and press enter at the 'Job Number' prompt. Enter or scan the job number. You are then prompted for the station code and breakage reason code for the breakage. These codes are defined and maintained in the Job Tracking module. The Verify screen will return to Usage Mode after each Breakage Mode job is recorded.

Once this has been done, the new lens can be decremented from inventory using "Usage Right" and/or "Usage Left". Follow the instructions for those modes listed under their respective titles.

If you wish to exit either breakage mode without recording a breakage, enter 'B' or 'BO' at the job number prompt and verify will return to usage mode.

Type B and press enter.

The screen is now in Breakage Mode.

Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234. The system will display the tray number assigned to the job number you entered.

Enter the applicable code to indicate right, left, both or split.
- Type R to enter a breakage for the right eye only
- Type L to enter a breakage for the left eye only
- Type B to enter a breakage for both eyes
- Type S to enter a breakage for both eyes with a different reason code for each eye.
Enter the Operator Code and Reason Code for each applicable eye and press enter.

Once the Reason Code is entered for each applicable eye, you will see the reason description below the code. The system will also prompt you for short order of the lens.

Short Order Lens (Y/N)?
- Type Y to place an order for the lens.
- Type N to continue without ordering the lens.

Example of one eye breakage:

Example of Both eyes broken:

You will only enter the right eye data and the system will copy it to the left eye.

You will then be prompted to print a new work ticket,

1 (or 2) lens(es) broken, print a new work ticket?
- Type Y to print a new ticket.
- Type N to continue without printing a new ticket.

If a previous breakage had been posted for the tray, you will see the following message.

Type Y to post another breakage.
Type N to return to the verification screen.

Press Escape to return to the menu.

Breakage Defect Mode

Breakage defect mode is used when a lens has been verified, but has a manufacturer defect and can be returned to the manufacturer for a replacement lens. Enter "BD" when the cursor is at "TRAY" and "DEFECT MODE" will appear.

Follow the same procedure as for Breakage Mode to mark the lens(es) as defective and assign new lens(es) to the job.

Type BD and press enter.

The screen is now in Breakage Defect mode.

Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234.

Enter the applicable code to indicate right, left, both or split.
- Type R to enter a breakage for the right eye only
- Type L to enter a breakage for the left eye only
- Type B to enter a breakage for both eyes
- Type S to enter a breakage for both eyes with a different reason code for each eye.
Enter the Reason Code for each applicable eye and press enter.

Once the Reason Code is entered for each applicable eye, you will see the reason description below the code. The system will also prompt you for short order of the lens.

Short Order Lens (Y/N)?
- Type Y to place an order for the lens.
- Type N to continue without ordering the lens.

You will then be prompted to print a new work ticket,

2 lens broken, print a new work ticket? (In our example below, this is the second breakage on the same eye.)
- Type Y to print a new ticket.
- Type N to continue without printing a new ticket.

Press Escape to return to the menu.

Verify After Breakage

Type R – Usage Right Eye On or Type L – Usage Left Eye On and press enter.

The Usage Right or Left Eye displays. Each eye must be verified separately.

Type or scan the Tray number or the Job number and press enter. If entering the job number, precede the number by the letter J. Example: J1234.

Type or scan the applicable SKU number and press enter.

Type or scan the lens lot number and press enter.

The inventory is updated and the Inventory Update for Tray: xxxx message displays at the bottom of the screen.

Press Escape to exit the screen and return to the menu.

Reverse Breakage

Reverse breakage is not an option at labs that have DRP inventory turned on.

Type RB and press enter.

The Reverse Breakage screen displays.

Type or scan the Job Number and press enter.

Type the operator code and press enter.
Type the reason code and press enter.
Type B (Breakage) to reverse breakage or D (Defect) to reverse breakage defect and press enter.
Type the applicable Eye Code and press enter.
- R - Right eye
- L - Left Eye
- B - Both eyes

Is this the correct lens? (Y/N):
- Type Y if correct and press enter
- Type N to return to the screen

Note: Each eye will present separately.

The Breakage for Job Number xxxxxx is Reversed message displays at the bottom of the screen.

Press Escape to exit.

Force Mode

The Force option on the Verify screen is used primarily for Pick Tickets that have no SKUs printed on them, or if the SKUs printed are not for the lenses being used.

*** WARNING: If there are SKUs on the pick ticket those SKUs will be decremented in inventory even if they are not the SKUs being used!!! ***

Turn "FORCE" mode on by typing the word "force" in the tray number. (The word will automatically appear in upper case.) The mode indicator in the upper right of the screen will change. Enter the tray number and Optifacts will ask for the SKUs. These SKUs will then be decremented in inventory.

Type Force and press enter.

The screen is now is Force Job Mode.

The Force Complete message displays at the bottom of the screen.

Press Escape to exit.

Exchange Mode

Exchange Mode should be used only when lens(es) have previously been verified for a particular job and, for some reason, others need to be used.

To go into Exchange Mode enter an "E" and "Exchange Mode" will appear in the upper right. Enter the tray number and Optifacts will prompt for the first and second SKUs that are to be exchanged. The new SKUs will then be decremented and the SKUs on the work ticket will be incremented.

Type E and press enter.

The screen is now in Exchange Mode.

Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234.
Type or scan the SKUs for the new lenses being used and press enter.

Type or scan the right and left lens lot numbers.

The system will prompt you to confirm the override.

Type Y to continue with the override.
Type N to return to the verification screen.

If you typed Y, the inventory is updated and the Inventory Update for Tray: xxxx message displays at the bottom of the screen.

The following is an example of a message that you may see when attempting to verify in Exchange mode.

Override not allowed.

Transfer at Verify

To transfer both eyes, type ( T ) in the tray number field and press enter
To transfer the right eye only, type ( TR ) in the tray number field and press enter.
To transfer the left eye only, type ( TL ) in the tray number field and press enter.
Type the priority number for the destination site in the field provided and press enter. To view all available destinations, type 0 and press enter.

Select a destination site and press enter.

The destination site that was chosen will display.

Type the tray number and press enter.

The work ticket will re-print indicating a transfer to the destination site.

The screen returns to usage mode after each entry. You must re-enter the transfer option for every tray.

Substitution at Verify

Lists the blank switching choices available for this job and lets you pick one, in case the one that the ofdemon picked didn't work for some reason such as out of stock, or another reasons.

Custom Configuration

When enabled, the following custom configuration will NOT allow substitution at verification.

From the Optifacts main menu:

Select Option 3 – Editor Utilities and press enter.

Select Option 6 – Configuration Editor and press enter.

Select Option – Custom Configuration Editor and press enter.

The Custom Configuration Editor displays.

Press "Q" - Query to perform a search.
Ensure that the table below exists.

If the table does not exist:

Press "A" to add a new record.
Enter all the information as shown in the diagram below.
Press Escape, to save the data.
Press "E" to exit.

Sub at Verify

To substitute one lens for another, type SUB and press enter.

The screen is now in Substitution Mode.

Type or scan the tray number or job number. If entering the job number, precede the number by the letter J. Example: J1234.

You are given 3 options:

Sub by OPC - Available for any job.
Sub by Product List - Only available for a job that has been blank switched (info from the 8-12 menu).
Cancels any sub done - Only available for a job that has been blank switched (info from the 8-12 menu).

Make your selection and press enter.

Sub by OPC

Select Option 1 - Sub by OPC and press enter.
Enter or scan the SKU #'s and press enter.

Sub by Product List

Only a job that has been blank switched (info from the 8-12 menu) can do option 2 and 3.

Select Option 2 - Sub by Product List and press enter.
Enter or scan the SKU #'s and press enter.

If it's only been blank selected and not blank switched, you get the message on the second screen.

Clear any Sub on Tray