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.

Once an invoice has been confirmed you can print it and export to a text file or spreadsheet that can be imported directly into some account’s packages e.g. Sage or Xero.

Alternatively, you can ‘batch’ together a batch of invoices, which will give a reference for that batch, as shown here:

You can then file those invoices in an envelope clearly marked with the batch reference (so they can be retrieved if necessary). The batch of invoices can then be imported into an accounts package such as Sage or Xero.

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.