Itemizing Product Details

If you are not maintaining inventory and you want to itemize the size and color of frames, contact lenses, or ophthalmic lenses with the same name, complete the instructions below. If you are maintaining inventory, go to Recording Product Inventory Details to add product details.

  1. Open the Products window. For more information, go to Opening the Products Window.
  2. Select a product from the Product Type drop-down menu.

    Frame and lens add-ons are included in the Other and Lens Treatment product types.

  3. Complete one of the following tasks:
    • Click New Product to add a new product. For more information, go to Adding or Modifying Products.
    • Enter additional search criteria and click F2 - Find or press Enter to search for and find an existing product. For more information, go to Finding Products and Services.

    • Click Copy to copy the product details and then make changes to them to record a new product.

    • Click Next and Previous to add or modify the previous or next product in your database.
  4. Click the Product Details tab.

If you downloaded ophthalmic lenses from the Lens Product Loader and you want to quickly import multiple power ranges for the lenses into the table:

  1. Click Import Power.
  2. Click New and type the power range per diopter in the table cells.
  3. Repeat step 9b for every power range with sphere and cylinder measurements: otherwise, the lens will not display on Rx orders.
  4. Click Save.
  5. Select the line with the default 0.00 to 99.00 power range and click Delete.
  6. Click Import.
  1. Select the next blank line in the table to add new product details or select an existing line to modify product details already recorded.

    Select a line and click Delete to delete the line if it is not linked to a fee slip, Rx order, or purchase order.

  2. Select the product’s status:
    • Select the Stock/Inline radio button if the product is regularly kept in inventory at store locations and is available for sale.
    • Select the Non Stock/Not Inline radio button if the item is not regularly kept in inventory at the store locations, but is ordered from a vendor when a unit is sold.
    • Select the Inactive radio button if the product is not regularly kept in inventory at the store locations, nor is it ordered from a vendor when a unit is sold. Items marked as inactive do not appear in product order search results.
    • Select the Discontinued radio button if the product is no longer available. Items marked as discontinued do not appear in product order search results.
    • Select the Backordered check box if the item is not currently available from the vendor or manufacturer and type the date in which the item is again expected to be available in the ETA text box. This date can also be entered on the Receive PO window. In the event two different dates are entered, the latest date is displayed.
    • Select the Display Sample check box to indicate that there are sample or display units of this product. The minimum display quantity for the product is set to one. You can change the minimum sample quantity on the All Locations Inventory tab.
  3. To view the history of status changes for the selected product, click Status Changes; otherwise go to step 5.

    The Product Status Change History window opens.

  4. Click Close when you are finished reviewing the status change history.
  5. Type the product size information in the appropriate fields. The Product window displays the appropriate fields based on the type of product:
    • Contact lens: BC, Dia, Sph, Cyl, Axis, and Add text boxes.
    • Frames, plano sunglasses, and ready readers: Eye, Bridge, Temple, DBL, A, B, and ED text boxes.
    • Ophthalmic lenses: Low Sphere, High Sphere, Low Cyl, and High Cyl text boxes.
    • Accessories, lens treatments and other products do not require size information.
  6. Type the wholesale cost and total product retail fee in the Prod Cost and Prod Fee text boxes.

    The product cost and product fee significantly effect the general ledger and accounting. For more information on recording product costs, go to Maintaining Product Cost Information.

  7. Type an even-numbered product code in the Product Code text box.
  8. Type the UPC code in the UPC Code text box.

    9. Due to limitations in barcode printing and scanning systems, ensure your Product Code and UPC Code meet the following requirements:

    • Must be 6–12 digits
    • Must contain only numbers
    • Must be an even number of digits. Enter leading zeros as needed to ensure an even number
    • Must be unique among the products in your system
  9. Type or select a color from the Color drop-down menu, if applicable.
  10. If the product is an ophthalmic lens, select a code from the Prod. CPT/HCPCS Code drop-down menu.

    The code that you select will only be used if do not use Rx orders. If you use Rx orders, the CPT code will automatically be populated on the fee slip according to the prescription in the Rx order.

  11. Repeat steps 1-10 for each new product detail that you want to add.
  12. Click Save and select one of the following options:
    • Save to save the information and keep the Products window open.
    • Save and New to save the information and create a new product.
    • Save and Exit to close the Products window.