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 3, creating a purchase order for stock items such as stock frames or solutions

Creating a Stock Order

Stock orders are created from the Stock form, by clicking the Create Purchase Order button. Once you have created a purchase order, you will be able to enter them into stock automatically when the goods are received, this will display the Stock Purchase Orders dialog:

Select the supplier, then select the products you wish to order. You can select the products by the same methods that you select products from the POS form:

• By searching for them in the description drop-down box. (Note: by default, this list excludes contact lens and ophthalmic lenses. If you select the ‘Show All Products’ option these will be included).
• Using the ‘Search By Desc.[ription] button, which will allow you to search for any part of a description, e.g. entering ‘Travel’ and then go, will find any product that has ‘Travel’ as part of the description.
• You can scan an item’s barcode.
• You can add an existing frame or sunspec.

In each case, when you have selected the product you want, click ‘Add Product’ to add the selected product to the purchase order.

If you add a product by mistake you can remove it from the grid by highlighting it (clicking the box highlighted in red in the picture below) then pressing the Delete key on your keyboard.

You can amend the quantities to be ordered by simply overtyping the Qty column.

When you select the Add Frame or Sunspecs option, you are presented with the following form:

Once you have selected a particular model, you can highlight each size and colour you wish to add to the purchase order then press the '>' button to add them to the grid on the right. These will then be added to the PO when you press the Confirm button.

If you want to order an existing model of frame, but in a size or colour that is not already in your product catalogue, select the model from the above dialog but then click the ‘Add Colours or Sizes’ button, highlighted in red in the picture above. This will list all the existing size and colour options currently available for that option; you can then add new sizes and colours so that those new permutations can be added to the current PO.

Finally, if you wish to add a completely new model of frame or sunglass, click the ‘Create Frame or Sunspec’ button on the left of the Stock Purchase Orders form. This will enable you to enter the details of a new model of frame, including multiple sizes and colours, and then add them to the PO grid.

Once your purchase order is complete click the ‘Create Purchase Order’ button. This will display the Purchase Order on your screen, looking like this:

Using the buttons at the top you can print the PO, or export it to a Word, Excel, or pdf document. You can also email it directly to your supplier, by clicking the Mail To Supplier button (highlighted in red in the above picture.) Note that you must have already recorded the Supplier’s email address in Maintenance to be able to use this facility.