Maintaining Vendors

This section describes how to set up and maintain contact lens, frame, and accessory vendors, including how

If you are adding an internal company lab as a vendor, go to To add a company lab to the vendor list.

  1. On the OfficeMate Administration main window, click Setup, and select Vendor Maintenance.

    The Vendor Maintenance window opens.

  2. Click New to add a new vendor.

    OR

    Select a vendor from the Vendor Name drop-down menu to modify a vendor.

    You should only delete vendors if they are not linked to any exams.

  3. Type text into the text boxes and choose appropriate options from the drop-down menus and check boxes.
  4. Click Frame Designers/Collections, if available, to open the Maintain Data window and modify and delete the vendor’s frame designers and collections.
    • To add a frame collection, type the name of the collection in the first blank line and click OK when you are finished.
    • To delete a frame collection, select the line and click Delete.

    Do not delete frame collections that are linked to an exam.

  5. Select the Suppress Purchase Orders for Vendor check box to prevent purchase orders from being generated for this vendor automatically based on fee slips or quantity on hand.

    You will still be able to create manual purchase orders for this vendor.

  6. Select the Stocking Levels and Reorder Points are Maintained for Inventoried Products check box to create a PO to fulfill patient orders.

    Selecting the check box causes purchase orders to be created for the vendor only from quantities on hand. If this check box is not selected, a purchase order may be created to replenish stock (on-hand and not-on-hand) that is sold on fee slips.

  7. To record vendor account numbers for individual locations, go to To add or modify vendor location settings.
  8. Click OK when you are finished.

The location settings allow you to record the account numbers the vendor may have assigned to the individual locations.

A corporate account number can be recorded in the Account # field on the Vendor tab. You do not need to record the corporate account number for each individual location.

  1. On the OfficeMate Administration main window, click Setup, and select Vendor Maintenance.

    The Vendor Maintenance window opens.

  2. Select a vendor from the Vendor Name drop-down menu.
  3. Click the Locations Settings tab.
  4. Type the account numbers in the Account No. column for each location that has been assigned an account number by the vendor.
  5. When you are finished, click OK.

The lab settings in the Vendor Maintenance window are used to configure OfficeMate to interface with internal or external labs that use the DVI, Innovations, Labzilla, Omics, or Optifacts lab systems.

For more information, watch this video.