i-Clarity Purchase Order Processing consists of 5 stages:

1. Creating an initial purchase order
2. Sending it to the supplier
3. Recording the goods and services that have been received
4. Reconciling the goods received with the supplier invoice
5. Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.

Purchase Orders are created in 5 different ways:

1. When you create a spectacle order by confirming a dispense
2. When you create an order from the CL Management form
3. From the Stock Form – e.g. for frame stock
4. From the Stock Form – automated ‘Impress’ ordering
5. From the Stock form – using automated reorder quantities

This article looks at method 4, creating a purchase order automatically whenever you send a frame, from a particular supplier, away to be glazed

Automated Impress Frame Re-Ordering

‘Impress’ ordering allows you to automatically add to a purchase order whenever you send a frame, from a particular supplier, away to be glazed.

E.g. you may have a supplier who you routinely use for your budget or child ranges. By setting them up as an Impress supplier, i-Clarity will track whenever you supply one of their frames as part of a glazing order and add each frame to a provisional purchase order. At a regular interval, e.g. the end of the month, you can review that provisional order; remove any frames you don’t want, or increase the quantity of any particularly fast selling frames, then send that order to your supplier to ensure your stock is replenished.

To set up a supplier, select the ‘Link to Branch’ dialog from the Suppliers tab in Maintenance. Then, as you add branch specific details for the selected supplier, e.g. local contact and branch account number, you can also select the Impress option, highlighted in red in the picture below:

Note this means that the same supplier can be an Impress supplier for some branches but not others.

Once a supplier is set up as an Impress supplier, then the first time a frame from that supplier is included on a processed glazing order, a new Impress purchase order is created, and that frame is added to it.

You can look at these Impress orders at any time from the Stock form: select the View Purchase Orders option then select the Order Type ‘IMPRESS TO SEND’. The top Panel on the form will display all current Impress Orders; you can select a specific order for a supplier by double clicking it and the lower panel will display the frames that are currently waiting to be ordered:

You can review this provisional purchase order at any time, and amend it manually before sending:

• To add additional items to this order before sending it, click the button ‘Add to Purchase Order’.
• To delete items from the purchase order, select the line to be deleted by clicking on the left most box in the grid and press Delete.
• To amend the quantity, highlight the quantity field and type in the quantity you want to order.

Once you are ready to send the purchase order to your supplier, select the purchase order that you want to print and click the ‘Print Purchase Order’ button. You can then print a paper copy of the order, or more efficiently email it direct to your supplier, by clicking the Email To Supplier button.

Once an order has been printed, you will no longer be able to view it by selecting the Order Type ‘IMPRESS TO SEND’, but you WILL be able to view and retrieve it by selecting the Order Type ‘ALL IMPRESS’.