EDD - Estimated Delivery Date Setup, Process & Reports

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Table of Contents (on this page)

Introduction

This document provides instructions for setting up the configuration to calculate the Estimated Delivery Date with courier closing using fixed bin instead of courier name.

Procedure

Custom Configurations

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 6 –Configuration Editor and press enter.

Type 6 – Edit Custom Configuration and press enter

The Custom Configuration Editor displays

Press Q to Query to ensure that the table below exists.

If the table does not exist:

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

EDD Calc in Hours (Optional)

Estimated Delivery Date can be calculated either by hours or by days. The default is days. Enabling this configuration would instead use hours.

Store EDD date as the Date Needed (Optional)

The following Custom Configuration is used to store the EDD date as the Date Needed date and is not applicable to all labs. The Date Needed can be the date the customer needs it if the order entry operator enters it that way. EDD is the date the lab expects to deliver it.

EDD Debug (Optional)

The following Custom Configuration is used for the lab to trigger the EDD debug to print in the demon log for support to view without having to restart the ofdemons. Should only be enabled as needed then disabled again.

Fixed Bin Custom Configuration (Optional)

The following Custom Configuration is used to force the use of fixed bin instead of courier name.

Note: If using fixed bins, then a Customer Database Modification is needed. This is described further into this document.

Customer Database Modification

If your lab is using fixed bins then you must update the customer accounts. The Fixed Bin number is set in the Customer Database Editor under Account.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 1 – Customer Database Editor and press enter.

Type 4 – Add/Edit Account and press enter.

Fill in the Company code, Branch code, Sales Territory code and Account number. Press enter after the account number.

The Account information displays on screen.

Press enter until you reach the Fixed Bin # field.
Type the bin number and continue to press enter past all fields.

Is the data correct (Y/N)?

Type Y if correct and save the data
Or, type N to edit.
Press Escape 4 times to exit.

Job Data Definition

The following Job Data Definition is required.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 6 – Configuration Editor and press enter.

Type 7 – Edit Job Data Definitions and press enter.

The Prompt Configuration for Miscellaneous Job Related Data window displays.

Type A to add a new record.
Enter all the applicable data as shown below pressing enter past each field.
Press escape to save the data.
Type E to exit.

EDD Calendar Dates

Calendar Dates are used to indicate what are considered both working days and working hours for the lab.

Note: The Calendar set up must be repeated for each month of the year and also any future dates.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

Type 1 - Calendar Dates and press enter.

The Add/Edit Calendar screen displays.

The year will be populated with the current year.
System ID - Optional
Press the enter key to move to the applicable month.
Type S to select the month and press enter.

The following screen displays.

Option 1

Type “Y” to set all days of the month to working days.
Type “N” to change the date from Worked to Non-Worked and press enter.
Type the Beginning Time and press enter.
Type the Ending Time and press enter.
Use the Down arrow key to move to the next date.
Repeat the process for each day of the month.
Press escape to save the data.

Option 2

Type “N” to set all days of the month as non-working days.
Type “Y” to change the date from Non-Worked to Worked and press enter.
Type the Beginning Time and press enter.
Type the Ending Time and press enter.
Use the Down arrow key to move to the next date.
Repeat the process for each day of the month
Press escape to save the data.

Option 3

Type “H” to set all days of the month to half working days.
Type “N” to change the date from Worked to Non-Worked and press enter.
Type the Beginning Time and press enter.
Type the Ending Time and press enter.
Use the Down arrow key to move to the next date.
Repeat the process for each day of the month.
Press escape to save the data.

EDD Account Cut-off Times

Account Cut-Off Times are the time of day that if a new order comes in after it, an extra day will be added to the Estimated Delivery Date.

Note: A cut-off time must be set for either account ‘0’ for all accounts or the specific account in order for the estimated delivery date to be calculated.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

Type 2 - Account Cut-off Times and press enter.

The Add/Edit Account Cut-off Times screen displays.

System ID - Optional
Enter the priority number and press enter
Type in the account number (or account ‘0’ for all accounts) for the account you wish to calculate the estimated delivery date and indicate a cut-off time.
Type in the Bill-to/Ship-to code (B for Bill-to, S for Ship-to).
Type in the Ship-to code for the cut-off time (only used if not account ‘0’). This can be used to indicate different cut-off times between account ship-to addresses.
Type in the cut-off time in 24 hour format including hours, minutes and seconds with no separators. So, 4:30 pm would be indicated as “163000”.

Press Enter and the program will give an acceptance message, pause, and then return to the Account Number prompt.

Courier Setup

This only needs to be done if your couriers are not already setup for other processes.

From the Optifacts main menu:

Type 3 - Editor Utilities and press enter.

Type 6 - Configuration Editor and press enter.

Type 1 - Edit Account Messages and press enter.

The Account Message Configuration screen displays.

Enter account 0 for a global message and press enter. If it is a message for a specific account, then enter the account number.

Note: If adding, editing or deleting a courier code (M-Z), you must enter 0.

The following screen displays.

Enter a letter (M-Z) to represent a shipping method to print on the invoice, this will correspond to the miscellaneous code number 3 in the customer edit for ship to. This message can be up to 20 characters. This prints at the bottom of the ship to box, several lines below the patient name.

Adding new messages displays.

Type the message.
Press F2 to save the entry.

The screen displays "New message added"

EDD Courier Pick Up Time

Courier Pick-Up Time is for the time the courier will pick up the order. Any job expected after the pick up time will have 1 day added to the time.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

Type 3 – Courier Pick-Up Times and press enter.

The Add/Edit Courier Pick-up Time screen displays.

Type in the exact same wording for the courier as entered in Account Messages.
System ID (Optional)
Type in the pick-up time in 24 hour format including hours, minutes and seconds with no separators. So, 4:30 pm would be indicated as “163000”.
Press enter and the program will give an acceptance message, pause, and then return to the Courier Name prompt.
Press escape to exit.

EDD Lite-ups Table

The EDD Lite-Ups table is used to add time for specific lite-ups. This can be either by account and lite-up or just by lite-up for all accounts (account 0).

Note: This time can be over-ridden by the Account Control Settings if the lite-up is entered there as well.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

Type 5 – Lite-ups Table and press enter.

The Add/Edit Courier Pick-up Time screen displays.

System ID (Optional)
Type in the account number (or account ‘0’ for all accounts).
Type in the ship-to code for the lite-up time (only used if not account ‘0’). This can be used to indicate different lite-up times between account ship-to addresses, but is not required and can be entered through.
Type in the Num and Bit for the Lite-up you wish to add time for.
- To find the num and bit for the lite-up, go to menu 11-14 and run the Pricing Options Available Report.
Type in the number of days (or hours, depending on the custom configuration) to add for the lite-up.
Press enter and the program will give an acceptance message, pause, and then return to the Account Number prompt.
Press escape to exit.

Group Tables

The Group Tables are the same as the ones used for job routing rules. The same group definitions can be used in both places without double entry. The priority number allows for the user to say which record takes priority over the others. That field in combination with whatever is filled in below it is used to match against the job and assign the Group Name Set for the style, material, color and prescription.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

6 Group Style Table

7 Group Material Table

8 Group Color Table

9 Group Rx Table

Type E to exit.

EDD Account Control Table

The Account Control Table is used to indicate what type of job this is – a progressive lens can take more days to process than a single vision stock lens, for example. Each eye is calculated separately. If the job is a split and the value for each eye is different, the computer will select the largest time.
Note: Entries in this table can over-ride the time entered in the Lite-ups table if the lite-up num and bit are part of an entry in this table.
Note: The style, material and color fields use both name sets and regular Optifacts codes. The program will try to find a group name set first and if not there then try the regular Optifacts code. If that fails, it will use all Optifacts codes. An example is SV for Single Vision lens. The program looks for SV as a group name set, then it will look for SV code and finally it will look for all style codes.

From the Optifacts main menu:

Type 3 – Editor Utilities and press enter.

Type 13 – Estimated Delivery Date and press enter.

Type 1 – EDD Editor Menu and press enter.

Type 4 - Account Control Table and press enter.

The Add/Edit Account Control screen displays.

Type in the account number (or ‘0’ for all accounts) to make a control entry.
Type in the ship-to code for the control (only used if not account ‘0’). This can be used to indicate different controllers between account ship-to addresses.

The following screen displays.

Type in the controls for the type of job it is here. The Priority number allows for the user to say which record takes priority over others. The highest number priority is matched against first. Once it finds a match, it looks if any lite-ups are in the record. If there are lite-ups in the entry and the lite-up is turned on, it will override the value from the edd_liteups table.
This is where you can use group name sets to identify product.
Enter all applicable data pressing enter past each field.
Press enter past the last field and the program will give an acceptance message, pause, and then return to the Account Number prompt.
Press escape to exit.

Entering a Job

From the Optifacts main menu:

Type 4 - Order Entry and press enter.

Enter a job as normal in Layout that fits the criteria for an entry in the edd_ctrl table as entered in the steps above. The Estimated Delivery Date will be stored in the def_value field in the job_data table for the job with a def_name of “EDD DATE”. This date is only updated if the job is recalculated.