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 1, creating a purchase order through the dispensing module by confirming a dispense.

Creating a Spectacle Order

When you confirm a dispense, this automatically creates a glazing order for the selected workshop.

You can also order the frame, e.g. if the customer has selected a frame that is not in stock, or they have selected a frame that is a best seller which you want to leave on display. If the frame can be supplied by the workshop, then change the order type to ‘Supply Frame’, and the order for the frame will be added to the glazing order (even if the frame supplier is different from the workshop).

If you have to order the frame from a different supplier to the workshop, e.g. you are going to order in the frame then send it on to your workshop for glazing, then tick the ‘Order Frame’ check box, below:

You can optionally also create a separate lens order. This is selected by clicking the Order Lenses check box on the Dispensing form, (see above).
This option is most often used if you are ordering uncut or remote edged lenses. If this is the case, you can choose that the ‘Order Lenses’ flag is ticked by default. This is a maintenance option, set on the Misc 2 tab of the maintenance system:

Note: If the lenses that you have ordered do not have a supplier against them then you will have to update the ‘Lenses From’ field before you can process the order:

These processes will create up to 3 purchase orders:

• a single glazing order
• a glazing order and a frame order
• a glazing order AND frame order AND lens order.

If you have created separate orders for lenses and/or frames, you can record when each item has been received by clicking the ‘Rec’ button, shown above. Alternatively, when you tell the system that the entire job has been received the individual items are automatically flagged as having been received.

Spectacle Order Reports

The simplest way to review individual spectacle orders from the Order form is by using the filters at the top left corner of the form, so that you can, for example, list ALL orders for ALL patients from a selected supplier, as shown in this illustration:

However sometimes it is more convenient to list order information in the form of reports (this information may also be required periodically to update your accounts).

There are 4 reports that are available to enable you to review the status of your spectacle orders, these are accessed from the Stock Report menu.

The reports are as follows:

• Specs Received – This lists all spectacle jobs received within a selected date range together with (optionally) date collected. This also lists whether vouchers have been applied to the relevant sale, so can be used to check that vouchers can be submitted for collected spectacles.
• Specs Collected – This just lists those pairs of spectacles that have been collected in the selected date range. Again, this report can be useful to check that all relevant vouchers have been claimed, and it can also be useful to find details of patients who may have collected spectacles and paid an outstanding balance but the payment was not recorded in i-Clarity.
• Jobs On Order – This is ‘as at’ the specified date and lists all jobs on order that have not yet been received.
• Jobs Awaiting Collection – Finally this report shows all jobs that have not yet been collected.