Optomate has the ability to import a stock file supplied by Optical Suppliers, where that file has been created in the appropriate format.

Transcription

1 Stock Control Optomate has a comprehensive stock control system, which includes the ability to print barcode or price labels, and fully track and report on GST Input Credits, on a Cash Reporting basis as well as Accrual Reporting basis. The correct QOH (Quantity On Hand) for each item is achieved by tracking the Arrival or Return of an item to or from a Supplier, then depleting stock levels when a sale takes place. Keeping a tight stock control procedure helps reduce & identify theft sooner than later, and can save hours when stocktaking for example, some practices using Optomate have advised us that they can complete an accurate stocktake in 1 to 1.5 hours (in work hours!) for 500 stock items, which otherwise could take several hours. Optomate has the ability to import a stock file supplied by Optical Suppliers, where that file has been created in the appropriate format. Stock Arrivals To access the Stock Arrivals module, click on the Stock Control icon at the bottom of the main screen. To start entering a new Arrival Invoice, select the Stock Arrival option. You will be prompted to select the type of Invoice you need to produce: Invoice Invoice for goods you have purchased Consignment Note For arriving consignment stock. Consignment Invoice For raising a consignment invoice for sold stock. 1. Enter the Invoice Number, Supplier, Arrival Date and Invoice Date. 2. Enter each line item as required to match your invoice. If the item has a barcode from the supplier already on or with the product, scan the barcode or enter the item code manually. If the code is unknown, click on the [ ] button in the Item column to bring up the search screen. Select the item type from the tabs at the top of the stock search screen then select the item from the list. You can search by either: Code, Description, Supplier Stock Code or Model. If you cannot find the item, either it has never been entered into Optomate (click Cancel, and go to step 4 below), or has a different supplier stored for the item therefore not showing on the list. Optomate Training Compendium Stock Control Page 1

2 If the item previously came from another Supplier, when searching, tick the Show all stock items box and you will be able to search through the entire stock file. If you think you ve had the item here before but can t see it on the list, try un-ticking the Suppress Inactive Stock option this is how Optomate shows/hides old or discontinued stock on the search lists. 3. After entering the item code, tab through and enter the Quantity, Supplier List Price (if it has changed), and any Discount. (Or arrow down to the next line.) Tick the Queue Barcode option if you would like Optomate to print a Price Label or Barcode Label for the item(s) arrived. Alternatively, once all of the items have been entered you can click on the Barcode Queue button at the top of the arrival screen and click on the Select All button if required. Each line item has an Item Comment field, as opposed to the Invoice Comment at the bottom of the arrival. This individual comment does not transfer to MYOB. 4. If the stock item doesn't exist in Optomate and is a brand new item that you wish to enter, click one of the Add New Stock Item options. You will then have the appropriate setup screen open for the item being added Refer to the section below titled Stock Setup for a step by step guide to creating new stock items in Optomate. If you have incorrectly added a stock item in the invoice, the Delete Line Item button will allow you to remove the item from the arrival. It does not however, delete the item s setup details in the system. 5. The Other Items Details section on the invoice is for adding miscellaneous items on an Invoice which you don't intend to setup as stock items. This could include items such as spare parts or materials for repairs such as screws & nose pads, or consumables like solder or Former/Template blanks. You could also use this line to arrive a stock lens invoice or a grind job Optomate Training Compendium Stock Control Page 2

3 invoice. Lens invoices are only necessary to add into Optomate if you are not using a separate accounting package, and you wish to use Optomate to reconcile your Supplier's statements. Choose whether the item is GST or GST Free, and then enter the amount at the end of this line. NOTE: Those using the MYOB link, who wishes to arrive their lenses in Optomate, should arrive the lenses as line items otherwise the Invoices will appear into your Miscellaneous Account in MYOB, instead of going into your Lenses Account in MYOB. 6. Add Freight or postage expenses at the bottom of the arrival screen. TIPS: If you need to modify the Description, Category, Sell Price or any other detail for a line item being arrived, simply select the item in question with your mouse button then click on the Go To Item button at the top of the arrival screen. You will be transported to that items setup screen which will allow you to make the required change. Once complete click Save and close to return to the Invoice. On a large invoice, save regularly; for example every 5-10 items or so, to avoid any accidental loss. If you need to exit an arrival before you have finished, save the Invoice and exit. Then when ready, return to the arrival screen locate the arrival in the list. Double click on the arrival to open and continue adding additional items. Simply click on the last item entered and press the Down Arrow key on your keyboard which will go to a new line. Most suppliers do their discounting on the Ex GST amount, and then add on the GST. They do this per item. The Delete Line Item button removes the highlighted stock item from the invoice. The Delete button on the left-hand side however, will delete the entire invoice and reduce each stock item's QOH (Quantity on Hand) accordingly. Deleting a Line Item, will not remove the stock items details with the Optomate stock file, it will only delete the QOH, arrival date, invoice number etc. within the item setup screen. If using MYOB Importing and you want to arrive lenses into a Lens Account within MYOB, you need to have lens codes setup in the lenses section for each Lens Supplier even if the item is simply called Lenses Hoya or Lenses Sola etc. A Discount field exists at the base of the Arrival screen. This allows you to make an adjustment to help counteract differences in rounding methods between Optomate and the Suppliers software. A system that rounds to 2 decimal places will often come up with a slightly different amount of GST, to a system that calculates to 3 decimal places. If you need to change the Total Invoice amount because of rounding, make an entry called Rounding Adjustment in the Other Items Details section. If the Invoice needs to be rounded down by 3 cents for example, you would make your entry Rounding Adjustment and in the Amount box, type in If your GenOp catalogue is not current, Go to Setup Suppliers (Control S) and search for General Optical. Click in Download Catalogue. This may take 20 minutes where you cannot order a job through Optomate Online. Optomate Training Compendium Stock Control Page 3

4 Stock Setup. To access the stock setup screen, go to Setup Stock in the main screen and select the appropriate stock type. TIP: Shortcut keys can be used to directly access the setup screens by using the following buttons. Stock Categories - Ctrl + T Suppliers - Ctrl + S Spectacle Frames - Ctrl + F Spectacle Lenses - Ctrl + L Contact Lenses - Ctrl + E Sunglasses - Ctrl + G Other Items - Ctrl + O Spectacle Frames Setup Access the Spectacle Frames setup screen by selecting Spectacle Frames Spectacle Frames from the setup menu, or pressing the Ctrl + F buttons. To add in a new Spectacle Frame, click on the New button at the top of the screen, which will open the window shown below. Optomate Training Compendium Stock Control Page 4

5 Below is an explanation of each of the fields within the Spectacle Frames setup screen: Code Optomate can generate its own barcode or you can specify your own unique code using numeric and alphanumeric combinations. If you prefer Optomate to create a barcode for you, click Generate Barcode at the top of the screen, or simply leave the field blank and Optomate will allocate the next available number (it originally starts at 1). In all areas of the system when referring to stock, you can search by Description, therefore having a code that means something may not necessarily be of any advantage. Health Fund Number Optomate will default this number to 110 Supplier Stock Code This will often differ to your own code, if you want to record it - If the supplier has a unique barcode supplied with each frame, why not use it? It'll make your arrival process with a barcode scanner, a breeze! Serial Number Make Optomate stores the make types in Setup Stock Spectacle Frames Frame Makes section. You may consider using abbreviations though (imagine all the extra typing, when searching for a Silhouette frame for example, where Sil is probably all that is needed, and would make life so much easier for a poor typist). Model, Colour, Colour Description Size The - gets filled in automatically Description Optomate will generate the description automatically based on the Make, Model, Colour and size information entered, but can be manually changed if preferred. Account Description This additional description field is what the patient will see on the printed account, along with the Health Fund number. Material Optomate stores the material types in Setup Stock Frame Materials section. Construction Optomate stores the construction types in Setup Stock Frame Constructions section. Web Address Optomate stores the Web address of the particular frame. All GenOp frames can be found on the OptoLink site. This is a link to the frame on that website. Category Common categories for Frames are: Men s Frames, Ladies Frames, Children's Frames, Half Glasses and Unisex. You may choose more detail e.g. Men's Metal, Men's Shell etc., however this will considerably lengthen your reports and may become too complicated For Practices in Shopping Centres, where margin and floor space calculations are so critical, a more detailed structure like this may actually be essential, yet another Practice may simply put all frames under Spectacle Frames. The categories are a personal choice, but preferably decide your structure before going getting too far into setting up all your stock, to avoid having to go back later and change each item's category. Setup the Categories under Setup Stock Stock Categories Supplier Indicates your supplier for this frame. Default Institution A Third Party (such as DVA) who you more commonly sell this item to. Optomate Training Compendium Stock Control Page 5

6 GST Type Must be GST for Frames, as they are not GST Free. Display Stock To tick; indicates that a frame is on Floor Plan with General Optical. Status Indicates the status of the frame within your practice. Eg; Current, Sale stock, Special order, Back order or Obsolete Non Inventory Stock Used for items where you don t want to track the QOH. This is useful for codes like REPAIRS or FIT. You may have a FRAME code for misc. frames that are throw out stock, not worth entering into Optomate, for example. Date Added, Last Sold, First Purchased and Last Purchased Optomate automatically updates these fields as items are arrived via the Stock Arrivals screen. Average Cost and Average Sell Optomate automatically generates the figures not used in any reports. Last Invoice Number The last invoice added in from the Stock Arrivals screen. Measurements: Depth, Diagonal and Temple These measurements are transferred to the job screen and are Optional. Consignment Selecting this option and entering in a return Due Date will allow you to report on consignment stock, or report on stock excluding consignment stock. Refer to the Consignment section within this document for more information about handling consignment items. Gender Use this check box to indicate who this frame is designed for. Eg; Male, Female or Unisex Pricing Cost (Ex GST) - Actual price paid, before GST is added; Cost (Inc. GST) - Actual price paid, Inclusive of GST; Sell (Inc. GST) - Your Selling Price, inclusive of GST; Supplier's List Price (Ex GST) before any discount (this field is optional, but becomes essential, if your Mark-up Formula is based on this price); Cost Depreciated (Ex GST) - Agreed value of this item i.e. lower than the original purchase price, if old stock. Recommended Sell (Inc. GST) optional, more likely used for Sunglasses. Qty On Hands Shows how many of that item you currently have on hand. Reorder This can be used for high-volume items that you don't want to run out of. Best used for Contact Lens Solutions or Accessories. Enter a level that the QOH has to get down to before the reorder is activated in the Reorder Level field, and then the QTY you wish to order each time an order is placed in the Reorder Quantity field. A report does the rest. Recalculate Prices button Re-Calculates the Sell (Inc. GST) and Cost (Ex GST) prices if missing/incorrect, based on your pre-set Mark-up Formula. Save If this button is active, that means there has been a change and Optomate needs to know if you want to keep this change. You will need to click [Save] or [Cancel] to continue. Optomate Training Compendium Stock Control Page 6

7 The Spectacle Lenses setup screen Access the Spectacle Lens setup screen by selecting Setup Stock Spectacle Lenses Spectacle Lenses from the setup menu, or pressing the Ctrl + L buttons. To add in a new Spectacle Lens, click on the [New] button at the top of the screen, which will open the window shown below. Below is an explanation of each of the fields within the Spectacle Lenses setup screen: Code You can either make this similar to Health Fund code (eg 212 for a Single Vision Lens) or perhaps use letter/number combinations such as SVS (Single Vision Stock). Use extra Numbers or Letters if you need more lenses to choose from, of similar type eg 212-1, or SVS1 and SVS2, or eg. SVSH (hard coated). Try and keep these consistent to assist your staff. Single Health Fund Number For a Single Vision Stock lens it would be 211 (i.e. 1 lens sold). Multiple Health Fund Number For a Multiple Vision Stock lens it would be 212 (i.e. 2 lenses sold). Description How you want to identify or find the correct lens to use, when searching (eg. Single Vision hard coated Lens). Account Description What the patient will see on their printed account. Optomate Training Compendium Stock Control Page 7

8 Account Description 2 An additional description which is printed on the patients account along with the Health Fund numbers. Supplier Stock Code, Category, and Supplier See Frames setup. For those using Winlinx, the Supplier Stock Code needs to be the Winlinx lens code, as it is essential for Optomate to know which lens it is in Winlinx. Eyetalk Digital Code A reference between Optomate lenses and the Eyetalk Digital database of lenses. This is required when importing items from the Eyetalk Digital file. *This is not the code found in their book. Web Address If there is a Web Address entered in the setup screen, clicking on this button will open up the website in an internet browser. Lens Add Ons Extra Health Fund codes to appear on the client's account e.g. 651 and 652 for a hard coat. Use a second line for the next add-on. Allocate the $ value for each individual add-on that comes with this lens. In the Hi-Caps link, the total lens price you have entered will be dissected down automatically by what you enter here. Therefore the Sell Price on the right side, is the price you are selling the complete lens to a Patient. At the bottom, you can specify the characteristics of the lens these details transfer to the Job Screen, so you can save some time later, by entering some of these details here. Pricing See Frames Setup. Default Sell QTY How many you would commonly sell. Usually this is set to 2 for a pair. Inactive and Non-Inventory Commonly, Lenses would be marked as Non Inventory. Also see Frames Setup. Save See Frames Setup. Setup Screens top menu buttons: Copy Frame/ Copy Lens Useful for entering a new Frame or Lens which details are almost identical to an existing item. Once you make a copy you will only need to adjust the differences. Recalculate Prices Recalculates the sell price of the item based on the mark-up formula pre-defined in Optomate. The global mark-up formula is setup in System Settings. A second mark-up formula can be setup for each supplier which will over-ride the global mark-up formula. Add To Queue At any time, you can request a new barcode to be printed for a stock item, by clicking on the Add to Queue button. Next time you print barcode labels, this item will be on the list, waiting to be printed with the others. The QOH currently for this item will be the QTY of barcodes that will be sent to the printer. Contact Lenses, Sunglasses and Other Items The setup screens for these will now be self-explanatory, based on the above information for Frames and Spectacle Lenses. Optomate Training Compendium Stock Control Page 8

9 TIP: Pictures can also be scanned and attached, instead of keeping catalogues. Attaching pictures to a stock item requires the images to be saved within Optomate Documents folder on the server. To link a picture to an item, go to the Picture tab in the setup screen, and then click on [Load Picture]. Reports There are a number of reports which can be processed within the setup modules. Spectacle Lens Report / Spectacle Frames Report As shown in the image you can run the reports based on Category and Supplier, along with other options. The reports provide a list of the items including QOH and prices: Cost (Ex GST), Sup List (Ex GST), Cost Dep (Ex GST), Cost Price (Inc GST) and Sell Price (Inc GST). Click on the [ ] next to the Reports button and select Spectacle Lens Report or Spectacle Frames Report depending on the setup screen you are in. Patient Billed Report Identifies a list of patients which have purchased a stock item within a selected date range. 1. Single left click on an item within the setup screen to highlight. 2. Click on the [ ] next to the Reports button and select Patient Billed Report. 3. Specify a date range then click on either Preview or Print. Barcode Report A Barcode Report can be printed for any of the setup item types. The report will first provide a list where you can tick or un-tick any of the stock items then print a report. The report will print one (1) barcode of each stock item you choose to print. Optomate Training Compendium Stock Control Page 9

10 Barcodes The Barcode Queue is used to print barcode labels - or price labels if you don t have a Barcode Scanner. Optomate has three barcode styles as shown below. To setup the style type for all barcodes, go into File Printer Settings Report Settings tab. You have the option of including the Sell Price, Recommended Retail Price and Include GST. Non-folding style Printing Barcodes Folding Style horizontal (Suitable for Hilco Vinyl Tab) Vertical Folding Style - Horizontal Vertical Folding Style - Vertical 1. Click on the Stock Control icon at the bottom of the main screen then click on the Barcode Queue button at the top of the Stock Arrivals screen. This will open the Barcodes window shown here: 2. The # Of Barcode s is the current quantity on hand for that item. If 0 appears, no barcode will print. Similarly, if the check box Print? is un-ticked, no barcode will print. You can change the quantity by simply over typing the figure as circled above. 3. Barcodes to Skip - If you have used the barcode sheet before, you can skip the number of barcodes that you have used. TIP: This works great for barcodes printed with a Bubble Jet printer, but a word of warning if using a Laser printer the adhesive on the labels sheet is affected with the heat that fuses the toner onto the paper. If you run the sheet a second time through a Laser printer, you run the risk of a Optomate Training Compendium Stock Control Page 10

11 label peeling off in the printer. If a label does, and sticks to the drum, it would have to be replaced and would be expensive in comparison to wasting some labels. 4. You can choose the order in which the barcodes will appear on the paper. Natural Order is the order in which they were added to the Queue, which is the order best used when arriving stock. 5. When the list is ready, press the Print button. You will get to preview the Barcode printout before actually printing so that you can proof read to avoid wasting labels. 6. You can also at that time, choose whether to print all the pages or only certain pages, if perhaps you are doing a reprint after a paper jam or the like - If you don t get either of these options, go into File Printer Settings and find the line referring to Barcodes. Tick the Preview First box, and the Printer Dialogue box. Save and Close. 7. Once you have successfully printed the labels, click on the Clear All button to remove all items from the Queue. This does not affect the actual stock itself, only the list of labels ready to print. 8. In the event of having to print a large number of labels (say for re-pricing all stock) you can send all the items of a certain stock type into the Queue by clicking on Barcode Order Description. NOTE: Laser printers print barcodes much finer and more accurately than Ink Jet (Bubble Jet) printers. Some bubble jet printers will in fact print a barcode so poorly, that a scanner can t read the code. The lines must appear straight and clear, to scan properly. Activity: Print Barcodes for one brand of frames in your store. Consignment Stock Optomate considers the QOH to be what is on the shelf, regardless of whether it s yours or not. For consignment, the items are identified in their setup screen as Consignment, by the ticking of the Consignment box at the top. At times you will want to print a stock listing with or without the Consignment items. The option to include or exclude those is given at the time of printing the reports. When you arrive Consignment stock, you will use the Stock Arrivals screen in the same way as normal stock, but select the Consignment Note option. This adds the items into stock but does not involve a charge from the supplier. The Supplier s balance is not changed and the Consignment Note will not be exported to MYOB. The items will automatically be flagged at Consignment. When a Supplier Rep comes to check your stock, print them a 1. Stock listing Report. Reports Stock Stock Listing Report 1. Select the Supplier. 2. Select the Suppress Zero Level Stock option. 3. Select the Consignment Stock Only option. Optomate will show what you should have on the shelf (except stolen stock, of course). Optomate Training Compendium Stock Control Page 11

12 2. You can also print a Stock Sales Report which is also found under the Reports Stock menu. 1. Select the Supplier. 2. Define the date range covering the period from when the Rep last visited. 3. Select the Consignment Stock Only option. When you receive an Invoice from a Supplier for sold Consignment stock, create a Stock Arrival - Consignment Invoice. Within the Stock Control module, select Stock Arrival from the New drop-down menu. When prompted for the Invoice Type select: Consignment Invoice. Enter the details the same as you would with a regular invoice - this updates the Suppliers balance and enables the Invoice to be sent to MYOB. NOTE: The stock QOH does not change. If a Supplier invoices you for consignment stock and supplies exactly the same items for sale again, you can create a regular Invoice. If a Supplier invoices you for consignment stock but the replacement stock is different, you must do two transactions: Consignment Note for the new stock and a Consignment Invoice for the sold stock being invoiced. Optomate Training Compendium Stock Control Page 12

13 3. Finally, you may print them a Supplier Sales Rep Report. Reports Stock Supplier Sales Rep Report 1. Select the date range 2. Select the Supplier. 3. Select the Make (if applicable). 4. Suppress Zero Level Stock 5. Order by Code Click Preview to view the report. If it looks accurate. Print the report. Optomate Training Compendium Stock Control Page 13

14 Activity: Create a Supplier Sales Rep Report for the supplier GenOp. Purchase Orders The purchase order facility allows you to choose stock you wish to purchase from a supplier which you can then or Print and send to the Supplier. Creating a Purchase Order Click Purchase Order button within the Stock Control screen. A Purchase Order window will open, as shown above. Adding in stock line items functions the same way as a Stock Arrival - If you are unsure, please read the instructions on Page 2 of this Training Manual. Click Save. Then click order to supplier if applicable. Creating an Arrival Invoice Once the supplier sends you the stock and invoices you for the items, you can then create a Stock Arrival from the Purchase Order which will then add all the items into stock and update the QOH and add a balance to the supplier which you can make a payment against. Optomate Training Compendium Stock Control Page 14

15 To do this: 1. Choose Purchase Order No. from the Filter By in the Stock Control screen find the purchase order that you have received and double click on it to open. 2. Click on the Create Arrival Invoice button from the top of the Purchase Order Screen and select the appropriate options. 3. Enter the invoice number and cross reference the prices. If you wish to print a barcode label for the stock tick the Queue Barcode check box. Save and close. Processing Supplier Payments Supplier Payments can be processes at any time when there is an outstanding balance. 1. Within the Stock Control screen, click the Supplier Payment button. 2. Select the Supplier, the Payment Type and enter in a Reference number if required a cheque number may be entered in the reference field for example. 3. Enter the amount being paid in the Paid Amount column next to the appropriate Arrival Invoice, then save. The Payment Amount the top will update to the total amount being paid to that supplier. The outstanding balance for that supplier will now be updated. Activity: Demonstrate how you would create a Purchase Order. Optomate Training Compendium Stock Control Page 15

16 Returns, Exchanges, Refunds and Corrections Creating a Return From the Patient Search screen, find the patient and select Refunds & Exchanges. This option is also available from the patient card. 1. If the Create Refund from Account option comes up, select the applicable account and click on OK. This will pre-populate the items being returned as entered on the account selected. (Note: Clicking on cancel will open a blank Refunds/Exchanges and Credits screen.) Reason for return Item being returned Money owing to customer 2. If required, enter in the goods being returned including any discounts. 3. Enter in the Refund Reason and Discount Reason (if required). 4. If a refund is due to the customer, tick the Refund being provided option and indicate Payment type. 5. Click Save. How is refund being provided? Optomate Training Compendium Stock Control Page 16

17 Creating an Exchange 1. Select Refunds & Exchanges. 2. If available Create Refund from Account. Reason for return Reason for discount Item being returned Item taken in exchange Customer owes balance or refund to be provided 3. If required, enter in the goods being returned including any discounts. 4. Enter Items being taken in exchange, including any discounts. 5. Enter in the Refund Reason & Discount Reason (if required). 6. If a refund is due to the customer, tick the Refund being provided option. a. Enter in the Payment Type. 7. Otherwise click Save and process receipt as per normal. Notes 1. You cannot process a partial refund. You must refund the full credit amount. 2. You cannot refund more than the available credit. 3. If the patient has a balance owing any refund amounts will be applied to this balance first. Activity: Demonstrate how you would create an Exchange in Optomate. Optomate Training Compendium Stock Control Page 17

18 Stocktake This document will help you prepare for Stocktaking with Optomate Premier. Stocktaking with Optomate can be performed with a Barcode Scanner for speed, or manually selecting a code within your stock lists. Preparing Stocktaking To access the Stocktake module, click on the Stock Control icon at the bottom of the main screen. In the Stock Control screen, select 1 Begin Stocktake. This has a dual purpose, it will clear the count values of which ever option you choose and lock the system from any transactions that would affect QOH, e.g. accounts, cash sales, stock arrivals, returns, etc. Clearing the Stocktake values ensure that any previous counting is removed - i.e. your count has been set back to Zero. Decide which sections will be included in the stock take i.e. have a plan of the store drawn, so that you can tick each section/frame display/drawer once counted, or alternatively place post-it notes all around the store, and remove when that section is counted. IMPORTANT: Don't count jobs in progress, where an Account has been created for the client. These stock items are considered sold, and the client is a Debtor. Count stock on Hold, where no decision has been made to purchase yet. Don't count stock on Appro, if not invoiced. If it has been invoiced, it has to be "Arrived" in Stock Arrivals as well as counted. New stock that has just arrived into the shop must be "Arrived" into Optomate, before counting. You may wish to print a Stock Listing report (under the Stock Control menu), ticking the Suppress Zero Level Stock (i.e. don t show stock items with Zero QOH) to get your current stock value prior to Stocktaking. If you have barcode scanners and extension cables, shut the computer down before connecting the extension cables. Test your scanner is still operational by creating a Cash Sale and Cancelling. Optomate Training Compendium Stock Control Page 18

19 Performing the Stocktake Once you have cleared your Stocktake Values, select 2 Count Stock. 1. If you are barcode scanning, simply scan each item as you count and the Last Item Counted will show you what you've just scanned. The Total Items Counted amount will increment by one. 2. If manual counting, either key in your code or search for the item using the search box. Change the QTY and then click SAVE, or simply press [ENTER] after keying in the code. You are now ready to key in the next item's code. 3. If counting the same item more than once, manually key in the barcode and then tab down to the QTY and change to the correct QTY that will be counted, then save. 4. Optomate will automatically add stock together when you scan the same item but at different times during the Stocktake. If you over count an item, key the item in again and enter a negative QTY to reduce the count. IMPORTANT: If you sell stock during the process of a Stocktake, then you will need to take those items out of the Stocktake count in order to get an accurate report. To do this, simply go back to the Stocktake screen and select the item that you have sold and type in the amount you have sold as a negative quantity in the quantity field. For example: If you sold 1 item, then type -1 in the QTY field. Optomate Training Compendium Stock Control Page 19

20 Stocktake Reports Stocktake Report Once you have counted all of your stock, select 3 Stocktake Report. This is a list of all the items you have counted, and shows any discrepancy between what Optomate expects for QOH and what you have counted. Uncounted Stock Report Select 4 Uncounted Stock Report. This shows what items Optomate has recorded "In Stock", but you have not counted. These two reports identify shrinkage or errors in stock control in your practice. NOTE: If you believe that you have missed counting some stock somewhere in the practice, go back to the Stocktake and continue the count, then run the two reports again. Finalising the Stocktake 1. Once you are satisfied that your stock count is correct, select 5 Reset Uncounted Stock. This will set a QOH of Zero against every stock item for which you made no count (i.e. there is none in your store). 2. Next select 6 Complete Stocktake. This will set the QOH of each item, to the QOH you have just counted in the Stocktake. NOTE: At any time you can print a Stock Listing report to get a current value of the stock you hold. You can also exit out of the Stocktake, and return to the Stocktake screen when ready to continue with the count, at any time during the Stocktake. Optomate Training Compendium Stock Control Page 20