Setting Up Product & Service Information in OfficeMate

Products or services that share similar characteristics are grouped by product type. When you add a new product or service to OfficeMate Administration in the Products window, the product type defaults set up using the instructions below apply to the new item.

1. Click Setup on the OfficeMate Administration main window and select Product Setup.

   The Product Setup window opens.

2. Select one of the nine product types from the Product type drop-down menu.
3. Deselect the Maintain Perpetual inventory check box if you do not want to maintain inventory for this product type.
4. Select the product’s unit of measure from the Sales Unit of Measure drop-down menu.
5. Select the frequency of the inventory cycle for this product type from the Physical Inventory Cycle drop-down menu.
6. If you are maintaining perpetual inventory, enter quantities in the Stocking Level, Minimum Reorder Point, and Minimum Reorder Quantity text boxes.

   The Stocking Level, Minimum Reorder Point, and Minimum Reorder Quantity are copied to each new product that is created from this point forward and applied to each location including the administrative location and distribution centers. If you do not want these quantities applied to each new product, do not enter quantities in these fields.

   This field…	Controls this function…
   Stocking Level	The desired number of units to keep on hand excluding sample (display) units. This field is informational only and does not affect reordering.
   Minimum Reorder Point	The point at which the product should be added to a PO. When the location’s inventory reaches this point, the product is added to the PO (when PO from Qty on Hand is selected from the Products menu).
   Minimum Reorder Quantity	The number of units to add to the PO. Typically, this number would be a multiple of the number of units shipped in a case or the number of units required to qualify for a discount rate. For example, if saline solution ships in cases of 12, the Minimum Reorder Quantity would be 12, 24, 36, etc. The Minimum Reorder Point plus the Minimum Reorder Quantity often equal more than the Stocking Level. The Minimum Reorder Quantity is set for all products of this type added to inventory at all locations.

7. If you want to allow discounts on services, select the Allow Discount On Services check box.
8. If your lens treatments are priced by the pair, select the Use Half Fee on Single Lens Transactions check box to reduce the fee for single lens treatments.
   You can still apply discounts to line items on fee slips if the Allow Discount On Services check box is deselected by clicking Line Add’l Data on the Fee Slip window. For more information about adding data to fee slips, go to Recording Information on Fee Slips.
9. Enter the Provider Commission Method:
   1. Select the % of Gross or % of Margin radio button.
   2. Type the commission rate in the Commission rate text box.
   3. If you have set up a commission for a specific provider, it will take precedence over a commission set up for a product type.

   4. Type a special incentive amount for the product type in the SPIFF Amount text box.

10. Enter the Staff Commission Method:
    1. Select the % of Gross or % of Margin radio button.
    2. Type the commission rate in the Commission rate text box.
       If you have set up a commission for a specific staff member, it will take precedence over a commission set up for a product type.
    3. Type a special incentive amount for the product type in the SPIFF Amount text box.
11. Click Print to print the product type information.
12. Click OK to close the Product Setup window.

1. Click Setup on the OfficeMate main window and select Product Setup.

   The Product Setup window opens.

2. Click the Preferences tab.
3. Type the date of the first inventory period in the Start date of first periods text box.
4. Type the current inventory year in the Current calender year text box.
5. Type the number of the current inventory cycle in the Current inventory period text box.
6. Type the total number of inventory cycles your practice undergoes per year in the # of periods in a year.
7. Select how you would like to group products when performing physical counts from the Will physical count be stored by board location? radio buttons.
   • Yes. Products are organized by board location.
   • No. Products are listed in alphabetical order.

1. Click Setup on the OfficeMate main window and select Product Setup.

   The Product Setup window opens.

2. Click the Preferences tab.
3. Select the UPC or Product Code radio button to print a UPC or product code column on barcode labels.
4. Select your printer from the Bar Code Printer drop-down list:

If you're using this barcode label printer . . .	Select this value from the list . . .
SATO WS408TT, CG408TT, CG408e, or CL408e	Sato CG/WS 408
SATO CX400	Sato CX400
An older printer	Sato CX208

5. Enter the communication port to which your barcode label printer is connected in the Comm Port for Barcode Printer text box.
6. Select up to five lines of information to print on barcode labels from the Barcode Label Options list.
7. Click OK to close the Product Setup window.

Set up commission classes for products for which you use the same commission method and rate. After you set up commission classes, go to To add additional information to products and To add additional information to services to select a commission class for individual products and services. If you want to add or update the commission class for many products or services at one time, go to Updating Many Products and Services.

1. Click Setup on the OfficeMate main window and select Product Setup.

   The Product Setup window opens.

2. Click the Commission Class tab.
3. Select a commission class from the Commission Class drop-down menu.

   OR

   Click New to set up a new commission class.

4. If you are setting up a new commission class, type the name of the commission class in the New Commission Class window and click OK; otherwise, skip to step 5.
5. Enter the commission class for providers:
   1. Select the % of Gross or % of Margin Commission method radio button.
   2. Type the percent or dollar amount in the Commission rate text box.
   3. Type the special incentive dollar amount, if applicable, in the SPIFF Amount text box.
6. Enter the commission class information for staff members:
   1. Select the % of Gross or % of Margin Commission method radio button.
   2. Type the percent or dollar amount in the Commission rate text box.
   3. Type the special incentive dollar amount, if applicable, in the SPIFF Amount text box.
7. Click Print to print the commission class.
   Click Delete to delete a commission class.
8. Click OK to close the Product Setup window.