Knowledge Base
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| Creating a purchase order for a stock order i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.
Purchase Orders are created in 5 different ways:
When you create a spectacle order by confirming a dispense
When you create an order from the CL Management form
From the Stock Form – e.g. for frame stock
From the Stock Form – automated ‘Impress’ ordering
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 Ord... Stock - i-Clarity |
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| Creating purchase orders automatically whenever you send a frame, from a particular supplier, away to be glazed i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.
Purchase Orders are created in 5 different ways:
When you create a spectacle order by confirming a dispense
When you create an order from the CL Management form
From the Stock Form – e.g. for frame stock
From the Stock Form – automated ‘Impress’ ordering
From the Stock form – using automated reorder quantities
This article looks at method 4, creating a purchase order automatically whenever you send a frame, from a particular supplier, away to be glazed
... Stock - i-Clarity |
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| Creating a purchase order when stock levels fall below a defined level i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.
Purchase Orders are created in 5 different ways:
When you create a spectacle order by confirming a dispense
When you create an order from the CL Management form
From the Stock Form – e.g. for frame stock
From the Stock Form – automated ‘Impress’ ordering
From the Stock form – using automated reorder quantities
This article looks at method 5, creating a purchase order when stock quantities fall below a defined level
Automated Stock Re-Or... Stock - i-Clarity |
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| Receiving a purchase order i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.
This article looks at section 3, recording the goods and services that have been received
When you receive stock, you should always record the fact that it has been received against the relevant purchase order. This will achieve several objectives depending on the type of order that you are dealing with. In all cases, recording the fact that a purchase order has been received will make it possible to reconcile those purchase orders with the relevant invoices – see the section on Invoicing for further details about this.
Spectacle orders
These are... Stock - i-Clarity |
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| Reconciling purchase orders i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment.
This article looks at section 4, reconciling the goods received with the supplier invoice
Once you have created purchase orders and recorded the fact that the goods you ordered have been received (or not, as the case may be) then you can use i-Clarity to reconcile your purchase orders and delivery notes with the supplier invoices. This complete purchase order processing (‘POP’) cycle has several benefits:
When you record goods received you are checking that you have received the goods that you have ordered – and only those goods that you have ordered.... Stock - i-Clarity |
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| Exporting purchase orders for analysis and payment i-Clarity Purchase Order Processing consists of 5 stages:
Creating an initial purchase order
Sending it to the supplier
Recording the goods and services that have been received
Reconciling the goods received with the supplier invoice
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:
... Stock - i-Clarity |
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| Creating Staff Types Staff types are used to allocate appointments to staff groups. When you add a user, you allocate them to a staff group from this list you are creating now, they will then be bookable for the appointments in that group. (The appointments are added in the “Appointment Types” tab). For example, contact lens opticians will be assigned contact lens aftercare appointments and contact lens trial appointments but not eye exam appointments.
In the Staff Types tab in the maintenance module, fill in the boxes at the bottom of the page from left to right.
... Maintenance - i-Clarity |
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| Creating or editing form permissions This is your security section. You can create a group of permissions allowing anyone assigned to that group access to certain sections and functions of the system. For example, only a manager would be able to carry out a write off or refund.
Navigate to the Form Permissions tab in the maintenance module.
The top section of the screen would need to be filled out first. This is where you name your permission group E.g. Manager
Fill in the boxes from left to right.
... Maintenance - i-Clarity |
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| Add A New User Please note: We recommend that you complete the “Staff Type” and “Form Permissions” tabs before completing the users tab. If you have not already done so, please go back to “creating staff types” and “creating or editing form permissions” in the knowledgebase.
Navigate to the Users tab in the maintenance module.
Fill in the user details in the lower half of the screen as shown below.
... Maintenance - i-Clarity |
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| Custom Appointment Durations You may have a user who needs a different amount of time to carry out an appointment to the one that the appointment is set to. E.g. You may set an eye exam to be 30 minutes, but your pre-reg optometrist may need 45 minutes. In order that the correct amount of time is blocked out for the pre-reg, without users having to manually alter appointment times, you can create custom appointment lengths:
In the users tab in the maintenance module.
Click custom appointment durations button.
... Maintenance - i-Clarity |