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.

This article looks at section 5, exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.

To confirm an invoice, use the Menu on the Main Patient Screen and click 'Supplier Invoicing'.

This will load the following screen.

Any unconfirmed invoices will be shown on the right-hand side of the screen.

To confirm the invoice, click 'Confirm'. You can also click 'Confirm & Print' to confirm the invoice and print it out. 

If you have multiple unconfirmed invoices, you can click 'Confirm Current Batch' to confirm them all. This will then load to following pop up.

Click 'Yes' to confirm.

Clicking 'Confirm & Print will bring up the following screen.

You can then use the 'Print' or 'Export' buttons to either print the confirmed invoice or export it. This can then be imported into your accounts package.

Summarising The Stock Sold Report In Excel

To summarise the Stock Sold Detailed report so you can see which of your products are selling best, either by quantity OR by value, perform the following steps:

From the Stock Reports menu, select the ‘Stock Sold’ report. Select the date range that you are interested in, then – optionally - the Product Group, Supplier, and Range. (The Range option can be particularly useful if you are reviewing frames sold with a rep).

When the report is displayed on the screen, export it to Excel.

Highlight rows 1 – 7 (that contain the report selection criteria) then right click and select Delete.

Delete each of the columns that you need to exclude to be able to summarise your data. These are Column E (Patient), Column F (Date), Column G (Cost), and Column H (Original). These last two should be always be excluded, because they may have changed over the time period covered by the report and therefore would prevent proper summarising of the data. Delete these columns by clicking each of the letters on the top row of the worksheet, right click, and selecting Delete.

Now, select the Data menu and click the Subtotal button, you will see a dialog appear that looks like this:

Once you click OK your data will be summarised with the Qty and Sale added up as sub totals. To only see the subtotal, (i.e. the total quantities and sales value) click the number 2 in the three boxes that appear in the top left hand of the worksheet:

You can then select the summary data and sort it in ascending or descending order.