Spec Job, Accounts and Receipting

Transcription

1 Spec Job, Accounts and Receipting Enter a new job using Optomate Online Optomate Online provides you with the opportunity to order your frame and lens job electronically. Set up Optomate Online to automatically prompt you to do this when you make an order. Click File System Settings Links-Labs Tick the box I use the General Optical Lab and save. Go to the Optomate Online Home Page, Now - when you open up a new Spec Job, the following Pop Up will direct you to your desired Lab When you check the General Optical Lab Order, you will be directed to the Optomate Online Order screen. If you have not requested instant access to this, the alternative steps will also get you to the Optomate Online Order screen Alternative access to the GenOp lab order screen Open the patient screen and Click on Optomate online (top ribbon). Click on the General Optical Order Tab to open the Optomate Online order form. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 1

2 The Optomate Online Orders screen will open with several sections highlighted to indicate the required information needed by the lab to complete your order. 1. Input your Frame/Sunglass by either scanning the barcode, typing in the barcode number or searching by clicking on the three dots, 2. You must choose a package type from the GenOp lab. (You cannot leave this empty. If there is no package available, select the XXX Non-Package Order, 3. Choose a suitable lens from the GenOp range. Where a suitable package is available, follow these steps In this case, I have chosen the SunGant Genop Freeform 1.5 Tinted This will cause Optomate to add highlighting to extra sections of the order screen including tint, heights or Single Vision Type where applicable. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 2

3 Choose your desired lens supplier. The GenOp lens is comparable to those from the other labs and with a greater margin to improve your cost of goods. 2 1 Once you have completed all highlighted areas that require information, 1 - Save the order and then 2 - click Send Order. Hint: You will not be able to save the order until all required / highlighted sections have been completed. (This includes the Package type field). Click OK on the following pop ups. Next Raise an account for this job. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 3

4 Raising an Account for a Patient using Optomate Online To raise an account for a patient after creating a job through Optomate Online. On the Orders screen, Click on the New Account tab. This will create an account using the previous job Click Save. Optomate will then generate the following window. This will allow you to track your display stock in Optomate. 1. When a frame has been returned to the rack and you have ordered a frame & lens job through the GenOp lab, leave Deplete QOH (Quantity On Hand) empty and click save. 2. When a frame has left the premises, eg. Sunnies not being scripted or if you use another lab for your Spec lens s. Click the Deplete QOH button and then save. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 4

5 The following pop ups will display. Raising an Account for a Patient Raising an account for a patient in Optomate records what the patient has purchased, including consultations (even if being Bulk-Billed to Medicare). It is from this function that Optomate gathers billing information, therefore creating an outstanding balance for the patient. All sales statistics are gathered from the Account facility. You cannot process a Receipt for a patient until they have had an Account entered. To create a new patient account, go into a patient file and click on either the Account button or the down arrow on the New button and select Account. To add a new item to the account, click on the [ ] button as circled in the image above. The stock search screen will open, where you can search for an item by either Code, Description or Model. Alternatively, you can also scan a barcode. In the Charge To column, you can bill to a third party such as Medicare or DVA (NB. When the account is to be paid by a third party). These third parties are called Institutions in Optomate. If the Charge To column is left empty, the patient is billed the associated item. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 5

6 The QTY column shows the number of units you are selling for that item. To change this value, you can simply overtype it. Lenses should default to 2 for a pair. To apply a Discount, you can enter either the % amount or the $ amount - the other will be entered automatically for you. You can overtype the second one, and it will re-calculate the first. The GST Type column will default to the setup for that particular item. It can be changed in the drop down menu if required. To complete the account you must TAB through to complete the line item. Once you have done this you are presented with a new line - at this point Optomate will recalculate the account total. You can check the totals of the account at the bottom of the account screen. When you have added all the items being billed, click on the Save button at the bottom of the account page. When saving an Account, you may be prompted to print the account, to print a Medicare Form, or to process a payment. Activity: Raise an account for a frame and lens package. Sell a frame and lens to the previous staff member. Use the above process. Processing a Receipt for a Patient To process a receipt for a Patient, go into the Patient screen and click on New > Receipt. 1 Ensure the amount (1.) is the Total amount you are receiving, including all payment types. Select the payment type from the drop-down-menu []. If you select a payment type of either Cheque or Credit Card, you can enter the details by clicking on the [ ] button (2.) which will appear once you TAB out of the Payment Type field. If more than one payment type is being used, change the Amount to match what is being paid by the selected Payment Type on that line, and then TAB through to complete the line. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 6

7 If there is more than one account outstanding for the patient, you can allocate which account to process a payment against by clicking on the [Change Account Split] button at the top of the screen. You will rarely need to make any change here as Optomate automatically applies the receipt amount against the oldest account first, and consultation outstanding amounts before stock outstanding amounts. Activity: Process a receipt for the above patient Pay off your purchase using a credit card. Use the above process. Cash Sales There are two types of Cash Sales: Generic Cash Sale and Patient Cash Sale. A Generic Cash sale is not linked to a Patient and is used to sell over the counter products to a customer, such as sunglasses. This can be accessed via the Cash Sale button from the main screen. Patient Cash Sales are used to sell over the counter products to an existing Patient where they are being paid for at the same time. This cash sale will appear on the Patients Transactions. Sell items in exactly the same way as you do in an Account (Cash Sales can take multiple Payment Types, in the same way that Receipts do). Select the Payment Type. If you want Optomate to calculate the Change for you, type in the amount the Patient is handing over into the Tendered Amount box if it greater than the Cash Sale total, the Change will be shown. Activity: Demonstrate how you would sell a pair of sunglasses (no Rx) from your display stock in Optomate Online. Optomate Training Compendium Spec Jobs, Accounting & Receipting Page 7