1.1 Overview

The Inventory module manages your inventory of frames, contact lenses and other miscellaneous items. If the system has been preloaded with the Frame UPC CD, managing frames inventory is streamlined by “auto-filling” when a registered barcode is entered.

To display the Inventory window:

Click the Inventory image001 button in the Main Toolbar.

1.2 Viewing Inventory

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Each Inventory page provides an overview of the total number of items, by Brand, currently in your inventory for the selected category. From the main Inventory screen for a selected category, you can choose to view the items list for any listed Brand.

To view inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

The main inventory page shows the total number of items, by Brand, currently in your inventory for the selected category. Each line in the listing provides the following information:

  • Quantity – the total number of items in your inventory for the associated Brand.
  • Brand – the brand name of the associated items.
  • Purchase – the total of the individual purchase prices (paid by your practice) for all items of the associated Brand currently in your inventory.
  • List Price – the total of the individual list prices for all items of the associated Brand currently in your inventory.
  • Sale – the total of the individual sale prices (charged by your practice when an item is sold) for all items of the associated Brand currently in your inventory.

You can re-sort the Inventory list using any column as the sort key. Click a column head to sort the list alphanumerically by the selected column. Click the column head again to sort the list in reverse alphanumeric order.

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1 Click a line in the main inventory list to view the items list for the selected Brand. The items list contains a listing of individual items for the selected Brand.

2 Click the Back button to return to the Inventory “main” page.

1.3 Adding Items to Inventory

Items are added to Inventory by creating item records for each salable/billable item in your practice’s inventory. Once an item record for a given item is created, it cannot be deleted. Purchases and sales of the associated items are managed by changing the quantity associated with the item record (see Section 6.4, Managing Inventory on page 6-3 for details).

The general procedures for adding an item to Inventory are the same regardless of the category of the item (Frames, Contact Lenses, Miscellaneous items). The only difference is the specific data fields associated with each item.
To add a new item to inventory:

1 Select the category for which you wish to view inventory by clicking the appropriate button: either Frames, Contact Lenses or Miscellaneous.

  • The “main” Inventory page for the selected category displays.

    2 Click the Add Frame, Add Contacts to Inventory or Add Item to Misc button, as appropriate.

  • The inventory dialog for the current category displays.
  • 3 Enter the appropriate data for the item being added to Inventory.

    For Frames: Use the Load Search Boxes with Data From radio buttons to select the source for the Inventory auto-fill feature: either Inventory or Frames CD. When Inventory is selected and you enter a UPC code for an item for which an “item record” currently exists, the system retrieves the current item record and increases the Quantity by.image012

  • 4 1. When Frames CD is selected and a matching UPC code is found, the data fields are “auto-filled” with the appropriate information.
  • For Contact Lenses and Miscellaneous Items this action is performed without the use of radio buttons.
  • 5 When all desired information has been entered, click Save to Inventory and Close to add the item to the inventory and return to the main inventory window, or click Save to Inventory and Add Another to add the item and refresh the dialog window with blank fields.

Inventory Data Fields

Not all fields are found in all categories. Unless otherwise specified, all fields are optional.

UPC the unique Universal Price Code for the associated item. This field is mandatory.
Quantity the quantity of the item currently in your inventory. This field is mandatory.
Manufacturer the manufacturer (or vendor) of the item.
Collection the collection name, number or other designation for frames.
Name the name (description) of the item.
Color the color (for frames).
Eye the eye size
Material the material of which the item is made.
Style the style name, number or other designation for a frame.
(Size/Prescription) size, fitting, or prescription data (Dbl, Tmpls, A, B, ED for frames; Base Curve, Sphere, Diameter for contact lenses).
Memo additional notes (often imported from the Spex CD)
Purchase Price the single unit purchase price (paid by your practice) for the item.
List Price the single unit list price for the item.
Calculate Sale Price for frames only, enter an equation in this field, and then click the button to automatically calculate the sale price. Click the ? button next to this field for instructions on equations.
Sale Price the single unit sale price (charged by your practice when the frame is sold) for the item.
Notes any additional notes related to the item.

 

When entering pricing information, you may enter amounts in whole dollars (i.e. “5”) or dollars and cents (i.e. “5.95”). The dollar sign “$” is optional.

1.4 Managing Inventory

You can edit an item record to update the quantity of an item in inventory as a result of purchase or sale, or to update other data fields in the item record.

1.4.1 Editing an Item Record

To edit an item record:

6 Select the category for which you wish to edit an “item record” by clicking the appropriate button; either Frames, Contact Lenses or Miscellaneous.

The main inventory page for the selected category displays.

 

7 Double-click the line in the inventory main page for the Brand containing the item record you wish to edit.

8 Double-click the item record you wish to edit.

  • The Inventory dialog displays. The dialog is prefilled with current information for the selected “item record.”

9 Edit the desired information, as described in Section 6.3 above.

You may reflect purchases or sales by increasing or decreasing the total Quantity. If this occurs while editing an item record, the Frame Transaction window will open after saving (see Section 6.4.2 below). It is recommended, however, that sales be logged from the Billing module (see Section 3.3, Creating an Invoice on page 3-3 for details), rather than from the from the Inventory module. Sales from the Billing module will generate an automatic update to inventory, provided the UPC code is entered when the sale is made.

The UPC code cannot be edited.

10 When all desired changes have been made, click the Save to Inventory and Close button.

1.4.2 Restocking

It is recommended that returns be logged from the Billing module (see Section 3.10, Product Returns on page 3-12 for details), rather than from the from the Inventory module. Returns from the Billing module will generate an automatic update to inventory, provided the UPC code was entered when the sale was made. However, returns processed in the Inventory module will not update the associated invoices.

Instead of changing the quantity in the item record, you can use the buttons to the left of the inventory window to modify inventory quantity.

11 Click the desired button: Restock Item, Remove Item, Return Item, or Other.
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  • The transaction window opens.

All four buttons will take you to the same screen. The only difference between the button is the pre-populated value in the Type field.

12 Type in a UPC or click the magnifying glass button to browse the inventory.

13 Specify the Quantity (the amount by which the stock is changing).

14 Specify the reason for the change in quantity (Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, or Customer Return), date, and enter any notes if desired.

15 Click Save to finish.

1.5 Managing Vendors and Optical Labs

The inventory module maintains records containing address and contact information for each vendor and optical laboratory from which your practice purchases products or services. Vendor records are saved separately for frame vendors, optical laboratories, contact lens vendors, and other miscellaneous vendors.

To access the Vendor Page:

  • For Frame Vendors: Click the Other Vendors button from the Frames Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Optical Laboratories: Click the Optical Labs button on the Frames Inventory page.
  • For Contact Lens Vendors: Click the Vendors button on the Contact Lenses Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • For Miscellaneous Vendors: Click the Vendors button on the Miscellaneous Inventory page (see Section 6.2, Viewing Inventory on page 6-1 for details).
  • By default, the Vendor Page displays information for the first vendor (alphabetically) in the database.

    To add a vendor or optical lab:

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    The Vendor Page contains the same data fields, regardless of the type of vendor or optical lab.
    Access the appropriate Vendor Page for the type of vendor you wish to add.

    • 16 Click the Add New button.
    • The page refreshes to display “blank” data fields.
    • 17 Enter a name for the vendor (or optical laboratory) in the Vendor text box (or Lab text box for optical laboratories).
    • 18 Enter address information for the vendor in the Address, Address 2, City, State and Zip Code text boxes.
    • 19 If the vendor has a web site, enter the appropriate URL in the Web Address text box.
    • 20 Enter any desired notes about the vendor in the Notes text box.
    • 21 Enter the name and telephone numbers for your direct contact at the vendor in the Contact Name, Contact #, Contact 2 # and Contact Fax # text boxes.
    • 22 Enter the vendor’s main telephone numbers in the Company #, Company 2 # and Company Fax text boxes.
    • 23 Enter the vendor’s publish telephone numbers in the Publish #, Publish Fax # and Publish WATS # text boxes.
    • 24 When all desired information has been entered, click the Save button to save the vendor record.

    To edit a vendor record:

    • 25 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 26 Select the name of the vendor whose record you wish to edit from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 27 Edit the desired information, as described for adding a vendor.
    • 28 When all desired information has been edited, click the Save button to save your changes.

    To delete a vendor record:

    • 29 Access the appropriate Vendor Page for the type of vendor you wish to add.
    • 30 Select the name of the vendor you wish to delete from the Vendor menu (or Lab menu for optical laboratories).
    • The Vendor Page refreshes to display the current information for the selected vendor.
    • 31 Click the Delete button.
    • 32 Click the Yes button to complete the deletion.

    Verifying Inventory:

    To monitor shrinkage and ensure you have each item in stock, use the Verify Inventory function on a regular basis to reconcile your actual inventory against the inventory logged in the system.

    • 33 Click the Verify Inventory button in the bottom right corner of the screen.
    • 34 Enter each item individually, either scanning, typing in the UPC, or browsing for it through the Search for UPC button.
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    • 35 Click Scan Another Frame between each frame to scan a new one.
    • 36 When finished, click the Compare to Existing.
    • This window shows the number of items in stock compared to the number in the system inventory, as well as the number that system will update the value to, if desired. (You can change the value in Updated Value column manually, if desired.)
    • 37 Select each item you wish to update in the system, or select Check All.
    • 38 Click Update Inventory to change the number in the inventory to the value in the Updated Value column.

    1.6 Transaction Reports

    The Transaction Report feature allows you to see all the recent transactions made on all inventory items and to search for specific criteria.

    To create a Transaction Report:
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    • 39 Click the Transaction Report button on the top-right of the inventory screen.

      By default, the transaction report will show the previous week of transactions for the product category (Frames, Contact Lenses or Miscellaneous) that was open.

    • 40 Change the search criteria, as desired:
    • Employee – The employee associated with the transaction.
    • Action – Restock, Sold, Remove Item(s), Return to Manufacturer, Correction/Fix Error, Customer Return, Void Invoice, Unvoid Invoice, Void Transaction, Unvoid Transaction or All.
    • UPC Type – Frame, Contact Lens, Miscellaneous, or All.
    • UPC – specify an exact UPC number or click the magnifying glass button to browse the inventory.
    • Change Date – the date when the inventory change was made
    • Effective Date – the date the inventory change was scheduled to take effect.
    • Click Reload to run the report.