The Inventory module in
My Vision Express allows you to work with five separate item lists for frames,
spectacle lenses, lens treatments, contact lenses, services and other items. The
first five options of the
File >
Inventory submenu (Fig. 23) allow you to
access each one of these lists.
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Fig. 23 - The Inventory submenu |
On the main application toolbar, there is an inventory drop-down menu (Fig. 24) that allows you to browse the different inventories by clicking the corresponding buttons. The Other button in this menu allows you to see the lens treatments, services and other items in the same dialog box. The Item Details button allows you to see the inventory information on any item by entering its ‘UPC’ (or scanning its UPC barcode). You can also access this menu by going to File > Tools > View Inventory.
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Fig. 24 - The inventory drop-down menu on the main application toolbar |
When adding items to an order, their price, description and other details –as setup on inventory– will populate the corresponding order fields. You also have an option to have the software automatically update your on-hand counts on those items whenever sales orders are processed for them.
Inventory items can also be assigned procedure codes in order to bill insurance companies. When you generate an insurance claim from an order, the procedure codes assigned on inventory to the order items will transfer along to the claim.
You can assign UPC numbers and generate barcode labels for your entire inventory. This will speed up your point of sale and inventory receiving processes if you use barcode scanners.
The functionality across all five inventory listing screens is very similar. Take for example the Frame Inventory Listing screen shown on Fig. 29 (you can access this screen by going to File > Inventory > Frames) on the main application menu. From this screen you can add a new inventory item (a frame in this case) into your inventory by clicking the Add… button and, in the Add/Modify dialog that opens up, entering the new item information. Also, from the listing screen, you can edit an inventory item by double-clicking its record or highlighting it and clicking Modify….
If you need to add an item that is very similar to one that is already in your inventory, you can select the existing item and click Duplicate…. On the Add/Modify dialog that opens up, you can make adjustments to the new record and click OK to save it.
The Add/Modify dialogs are different for each inventory listing. However, there is some common settings for all of them:
§ When an inventory item has the ‘Inventory’ checkbox checked, the quantities specified on patient orders will be deducted from its on-hand count in inventory.
§ You can specify a ‘Procedure code’ to be used for insurance claims. In the case of the Add/Modify Spectacle Lens Inventory dialog, you can assign multiple procedure codes to each spectacle lens.
§ A commission could be assigned to an inventory item based on a commission ‘Structure’ (see the section on Commission Structure earlier in this chapter) or an item-specific ‘Commission type’. When using this last option, you will also need to specify an ‘Amount’ or a ‘Gross percentage’ (optionally, you can also enter a special incentive or ‘Spiff’).
§ Each item should have its own unique ‘UPC’ number. You can use the manufacturers UPC number, specify your own or let the system assign one to the item (for the last option, leave the ‘UPC’ field blank when setting up or importing the item and a unique value will be automatically assigned).
NOTE: UPC numbers automatically assigned by the system will start with the sequence 400000.
§ The ‘Locations’ tab will let you specify a ‘Reorder Point’ and up to two different sales tax rates (‘Tax 1’ and ‘Tax 2’) for each location. If you have more than one location, you can click the Transfer button to send a certain quantity of the current item from the selected location to other locations.
§ From the ‘Transactions’ tab you can generate new inventory transactions for the current item and view the existing ones when the ‘Transactions’ radio button is selected. Selecting the ‘Sales’ radio button lets you see all the patient orders that include the current item.
To remove inventory items, select the records to be removed and click Delete if you only want to remove them from the ‘Location’ selected on the top ‘Filter’ group box. If you had multiple locations and want to remove the items selected from all of them, you can click the Delete from All button instead.
NOTE: Keep in mind that the data grid on each of the inventory listing screens supports multiple selections. That means that you can select a range of records at once by clicking on the first record to be selected and then pressing and holding the [Shift] key on your keyboard while clicking on the last one. You can also toggle the selection of multiple random records by holding the [Ctrl] key on your keyboard while you click on the records in question.
Spectacle Lens Inventory Listing