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 Direct Debit module.
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 2, creating a purchase order through the Direct Debit module.

Creating A CL Order

Contact Lens orders are created in the Direct Debit module. They can either be created for individual patients, or you can create a single order per supplier for all lenses that are due to be ordered at a selected date.

Before you can create a Contact Lens order, the patient must have a Contact Lens prescription.

Pay As You Go/One Off CL Orders

If the patient is on 'Pay as you go', or just wants additional lenses to their normal DD/SO supply, then you create the order by clicking the 'Supply Goods' button at the bottom right of the Direct Debit screen.

This will load the following screen.

Looking at the box at the top of the screen, click the '+' button next to the lenses you would like to order. This will then add the products to the bottom box as shown below.

Once you have all the products you want to order in the bottom box, click 'Confirm Collection' to order the products.

Regular Supply

If you supply Contact Lenses on a regular basis, then you need to enter the supply details in the Direct Debit module. You do this by clicking 'Add Products To Supply' and then selecting 'Add New Contact Lens'.

This will load to following screen.

Each of these fields is described below:

1. Prescription - This is the date and brand name of the lenses that you wish to order (note that a patient may have more than one current prescription so make sure you select the correct one from the dropdown list).
2. Eye - Most Contact Lens wearers wear the same brand in each eye, even if the powers are different, so this will normally be set to 'Both'. However, if a patient wear different brands in each eye then you can select different brands for R and L.
3. Expiry Date - This is the date that the selected prescription expires. Note - the system will not allow you to order lenses after the expiry date. The expiry date can only be reset by amending the patient's Contact Lens prescription and then updating the Contact Lens details form in the DD module.
4. Product - For a given brand, lenses may be supplied in different pack sizes and the same pack sizes may be supplied at different prices (and VAT rates). Select the correct pack size and type - this will then put the details in the Description, VAT and Price Per Eye fields.
5. Quantity - The number of packs to be supplied.
6. Recurring Supply - Use the dropdown to select 'Days', 'Weeks' or 'Months' and then type the number in the box. For example, if you wanted to supply the patient every four weeks, you would type '4' in the box and select 'Weeks' from the dropdown.
7. Next Supply Date - This is the date that the patient is due to receive their next batch of lenses and by default is set to the supply interval. This can be modified manually if the patient wants to receive their lenses on a different date.
8. Supply Method - This is the method of how you will supply the patient with their lenses, e.g. Collect from branch or Supplier sends to home.
9. Next Order Date - By default, the next order date will automatically be set to the supply interval less 4 days (to allow time for the Contact Lenses to be ordered and arrive from the supplier). You can amend the Next Order Date manually if you wish, for example if a patient is going on holiday.
10. Order Tracking - This is how you want i-Clarity to track the Contact Lens order through the system. You can use the dropdown to select 'Manual Order', 'Take From Stock', 'Tracked Auto Shipment Order' or 'Un-Tracked Auto Ship'.
11. Create Sale - Use the dropdown to select either 'YES (Auto create a sale when due)' or 'NO (The sale is created on collection)'.
12. Payment Method - Use the dropdown to select whether you want the payment to be taken by DD/SO or whether the patient will pay on collection.
13. Date Cancelled - If a product or service has been cancelled then it can no longer be ordered.

Ordering Contact Lenses

To order Contact Lenses for all patients who have lenses that are not expired and are due to be ordered, go to the main patient screen, and use the Menu to select 'Orders. All CLs and Solutions To Be Ordered' as shown below.

This will load a list of all Contact Lenses and solutions to be ordered. 

All products to be ordered will be automatically selected. To order them, click 'Order Selected' at the bottom of the screen.

This will open the Purchase Orders for these products.

You will then have the option to print the order, email the order to the supplier or export the order. Once you have done this, click the 'Ordered' button to change the status of the order to Ordered.

You can now go online to the selected supplier and enter the details from this order. Note - when entering the order details you should quote the order reference on the supplier's website. You will need this order number when the lenses are received to compare what you originally ordered with what you have actually received.