Home

User Guide - WinOptics

1. Qty Cat Designation Price Reimb Amount VAT per unit 1 LEN Carl Zeiss Vision GmbH Clarlet 1 5 Org 60 79 00 79 00 19 6 1 LEN Carl Zeiss Vision GmbH Clarlet 1 5 Org 60 79 00 79 00 19 6 1 FRA DOLCE GABBANA 4071 731 52 19 183 00 183 00 19 6 Payments Totals Installments 0 00 Third party payment 0 00 Net tot VAT not inc 285 12 Total amount paid 0 00 VAT amount 99 88 Balance 341 00 Net tot VAT inc 341 00 VAT 425001234 00011 Siren N RC Nantes 123 456 Siret N 6574651346841312 000 0 123456 78 MONOFOCALS ORGANICS Selling price SOLA 16 AS RXTeflon AO SOLA 1 6 65 70 Range Spher 2 115 25 115 25 4 115 25 115 25 6 115 25 115 25 8 115 25 F329 10 115 25 115 25 12 14 16 gt 16 Tor 2 2 115 25 115 25 4 2 115 25 115 25 6 2 115 25 115 25 8 2 115 25 115 25 10 2 115 25 115 25 12 2 14 2 16 2 gt 16 2 Tor 2 4 115 25 115 25 4 4 115 25 115 25 6 4 115 25 11525 8 4 115 25 115 25 10 4 115 25 115 25 12 4 14 4 16 4 gt 16 4 Supplements BLEU A 7 95 Fun Azur 15 90 EQUILIBRE 0 00 BLEU AB 7 95 Fun Amande 15 90 GRIS A 7 95 Fun Abricot 15 90 GRIS AB 7 95 Fun Pervenche 15 90 ROSE A 7 95 Fun Violet 15 90 ROSE AB 7 95 Fun Magenta 15 90 VERT A 7 95 Fun Mauve 15 90 VERT AB 7 95 BASE SPECIALE 0 00 Brun A 7 95 EPAISSEUR SPECIALE 0 00 Brun AB 7 95 TRANCHANT UNIFOCAL 0 00 Teinte au mod le 30 45 DIAMETRE REDUIT 0 00 Fun Paille 15 90 VERRE SUR MESURE 21 20
2. Frame ao Equipments dE Lenses JESSILOR Varlus Physio Ainvear Crizal Aliz 357 25 ESSILOR Varlus Physio 4invear Crizal Aliz 357 25 714 50 Frame MONTURE 025455 89 00 803 50 na Lenses NOVACEL ULTRA ACTIVITY Pol 60 65 282 15 NOVYACEL ULTRA ACTIVITY Pol 6065 282 15 Frame Add 30 na Lenses BEGR Evol Tilum Heva 309 05 BEGR Evol Tilum Heva 309 05 Frame MONTURE 025455 849 00 F0F 1 Only one eye sight possibility is presented per quotation The j button enables you to select the far sighted short sighted or intermediate vision The entry for corrections distances heights and decentrations is identical to that of the frames card In the equipments part the selection of lenses and frames is done exactly in the same way as in the frames card Use the F12 key to access the list of frames or the lenses price The selected references are automatically entered Ha Lenses BEGR EWDLIS 167 DIAM S Org 607 65 Zro fo BEGR EWDLIS 167 DIAM S Org 607 65 270 75 557 50 Frame NINA RICCI 2507 7606 5214 22r 00 r49 02 The major difference with the frame visit card is that here you may select up to 3 equipment from the quotation card It should also be noted that when a quotation is entered orders are not applicable WinOptics User Guide 46 2 Printing The print command is launched by clicking the Print button Print a quote 300001 Selection of the document
3. 1 Manual orders Orders SEDI Orders Archives Orders to send Remove Archive ne Date Order N File Patient 000000000 0O OOOO l ajii 29032007 fe 101263 Pierrot majewski fs PSI R padni Recipient SAFILO Address Parc d activit s de Pars Nord 2 20 all e des Erables 94420 VILLEPINTE France Patient ref Email address el zafilolsafilo com Gi Ea Faxprint Export In the Orders tab you can view the non EDI outstanding orders for each supplier To do so click on the supplier s name in the list displayed on the left only the names of suppliers for whom orders are outstanding are shown in this area WinOptics User Guide 84 Once the supplier is chosen the orders list is displayed in the right panel We recommend that you check that the references are correct if they are not you can modify them by opening the orders file see section VH A Orders File Once you have selected a supplier click Fax print to display the print preview of the relevant order form OPTIC VISION Www opticvision com Demonstration road 5490 Texas T l 01 2233 44 55 Fax 01 22 33 44 66 SAFILO FRANCE SARL ORDER SLIP BY FAX Tel 01 48 63 22 39 Date 19 04 2007 Fax 01 48 63 22 47 Patient code Detail of the order Pat Eye aty Reference Sph Cyl Aus Add Prism Base Patient Pierrot MARJEWSKI MAX MARA 102552 Mote the first column indicates our patient refer
4. Others lists Store Salesmen Prescribers Titles First names Cities Countries Means of payment Marketing Click on one of the tables to display its contents in the main window Depending on the chosen table you can modify its contents directly or else you need to click Edit in the file selection panel ET Statistics Ha Refresh ab Edition Ea Format Categories of patients This list enables you to set categories of patients for example to distinguish Optic patients from Contacts or Acoustic patients This eventually allows you to create requests to sort and print separate lists for each category of patients Category Item Categories and Product sub categories These tables can be used to specify the different categories of items that will be offered for sale in the store lenses and frames inevitably but also cases chains products for contact lenses visual instruments etc WinOptics User Guide 143 The program already contains a series of predefined categories but you can also add or remove some categories However it is best to group a maximum of categories together so that data entry does not become too tedious 10 to 15 categories is generally a reasonable average For each new category you need to specify a three letter code and a multiplying coefficient and a VAT rate if any This coefficient and the VAT rate will appear by default when data is entere
5. Options WinOptics User Guide Store Demo Version Patient Optician Gerald Demo ss ss SsSCS WAT N 425001234 00011 N Siren RON 45 545 NS FINESS 0 et Address Fuedelad mo 50 8 City 10000 Troyes Bank 000 0123456 78 O00000 Tel 01 22 33 4455 Fax 22334456 O Info line inal Close 131 The Salesmen and Store tabs enable you to insert the names of different salesmen working in the store as well as those working in the different stores with which exchanges are likely to occur in particular retrocessions The information inserted at this point are reflected in the corresponding tables please see section XI H Parameterizable Tables B Regional Settings Regional settings enable you to adapt the software to the country in which it is being used fay Store Regional settings ou can change here your country parameters and adapt wi 5 Language the software to your needs E cu ane wanes ou will need to re start the program to make the changes Social security effective sara g France nn a Country Program language murs gI TOR Switzerland United Kingdom English ins Fa Tunizia M Spain Default language for documents s Portugal Engin E D United States E United Kingdom a Documents amp reports States Areas 1 i ant Manage states or areas eclrity fet Services Edit the table bse Mois Close The Language tab ena
6. tendue de pages f Tout Nombre de copies li S lection Page actuelle Cae TEC Imprimer Annuler This dialog box whose appearance may vary with the Windows version allows you to select the printer to use when several printers are connected to the PC to indicate the number of copies and the pages to print C Using Files Files constitute the basis of the program All the data required for managing the store are collected and organized into files This chapter explains how to use the files how to add change or remove cards The procedure is the same for all files patient stock cashbox etc l Selecting a File The simplest way of accessing the different files is to click on the corresponding tab in the main window Therefore to access the suppliers file you need to click on the corresponding button in the file selection panel Table of Suppliers Patients Address BAUSCH et LOME 416 rue 5 More Le Millanare 2 BP1174 BEGH 22 rue de Montmorency LARC EISS 54 o rue du repos terns Suppliers Once the file is activated the files list is displayed in the window You can navigate in the file using the keyboard arrows WinOptics User Guide 21 2 Adding a New card Once you have selected the desired file you now need to be able to modify its contents The creation of stock files will be used as an example Take a few frames or other items that
7. 300 will be created 1 Wizard Queries are created using a Wizard Open the queries file and click on New to start the wizard Create a query wizard This wizard will enable you to create new query of your data Click on Next to start Mew gt 4 Previous Cancel Once the queries creation wizard is open click Next then select Answer questions from the wizard by default and click Next again Create a query wizard The wizard will now create the query on the basie of the Information You will give IF you know the SOL language pou can create the query by yourself Edit the query freely in SQL Previous Cancel WinOptics User Guide 165 2 Selecting a file The first thing to do is to select the file which will be used for the selection Any file of the software may be used as a basis for creating queries You may also combine several files to perform complex query operations The example below deals with the items file Select this file from the list and click Next Create a query wizard Select first the table on which you want to work For example the table of patients if wou want to use this query for a malling Teme Lenses Lenses prices Orders Previous Cancel 3 Selecting fields Once the file has been selected you have to choose the relevant fields amongst all those provided by the software To select a field place the cursor on the fi
8. Find F Anywhere in the field Or by using the keyboard shortcut Ctrl F The program then takes you to the first card whose name begins with REN characters are not case sensitive You may then access the desired card using the keyboard arrows 1f the proposed card is not the one that you are looking for or you can press Enter to view its contents Of course you may use a criterion other that the patient s name to define your search Suppose that you only know his her zip code you simply need to enter the zip code in the Find dialog box and set the Field to Zip by selecting it from the list and click OK Text to find Options Word 4500 Field Code Lancel The program will then take you to the first patient who matches the zip code entered To find out if there are other patients who have the same zip code use the F3 function key to continue with the search or select the corresponding option in the Edit menu The file may also be sorted by Zip code so as to group patients based on their location WinOptics User Guide 25 By default the search is carried out from top to bottom starting from the beginning of the file You can use the Options tab to request a bottom to top search if you wish to speed up the search In that case simply check the box next to Start from end Must correspond to the entire field Start from the end The Must correspond to the entire field
9. If the user key matches the License number the software will display a welcome message and will open a settings window where the store s contact details can be entered Tip It 1s recommended to download the latest software update following the unlocking of the demo version since the demo version is yet to be updated WinOptics User Guide 12 C Installing on a secondary computer WinOptics enables you to work in multistation mode If it is the case you need to follow the instructions below But prior to that you need to ensure that the computers have the appropriate network configurations For more information refer to the relevant documents WinOptics must be installed on the server or on the computer used as a server by following the instructions given in section TI A Installing on the main computer Run the program to ensure that it is working properly Then install WinOptics on each computer connected to the server For each secondary computer specify the access path to the network To obtain the access path start WinOptics and access the Tools Options menu and select Network Software parameters WinOplics parameters ou can set here all the parameters of your software fat Shore a Regional settings this computer iz linked to a network and the database is aka cy Documents amp reports not located in the application s folder enter the complete e t aes Network access path below c
10. S P P P L x coef V A T S P P P x coef L V A T Three elements are necessary for calculating the selling price namely the purchase price a coefficient and the cost of labor The cost of labor itself varies with the time taken for assembling each lens correction Therefore setting a formula consists in specifying the coefficient the time taken for assembly and the cost per hour The example below shows the calculation formula for a lens with a sphere of 1 00 and a cylinder of 5 00 SP PP 2 50 20 30 60 100417 2 100 This means that for a purchase price of 15 the selling price is calculated at 55 67 WinOptics User Guide 122 2 Table of coefficients Data entry with regards to tables of coefficients is also done in the window previously described The table of coefficients enables you to assign a coefficient with respect to purchase price ranges This standard method does not require any labor input the selling price is directly calculated by multiplying the purchase price by a coefficient To use this method select the Table of coefficients option and click Edit Table of coefficients The window below is displayed and in this window you can create the different ranges for purchase prices and it also enables you to enter the coefficient related to each price range Coefficients forPersonal Cas Coefficient 1 00 5 00 10 00 15 00 30 00 Remove New
11. WinOptics User Guide 55 Note The number of labels to print is also automatically updated depending on the quantity entered It can be modified by clicking on the corresponding box Deliver date 30 03 2007 Purchased Oty 2 PRESS IE Lk sold oa In order oo Retroceded o stock min oa Order Labels HE Stock 2 Total value 105 74 Pounds Tip If the incorrect quantity purchased is entered you may remove an item from the stock by specifying a negative number in the Purchased Qty box The corresponding number of items is then removed from the stock without any sales transaction being recorded Note It is possible to insert a minimum quantity of stock for each item You may regularly consult the list of recommendable items through the Orders Products to order again menu The button to the right of the quantity purchased enables you to access the summary window of purchases made for the item being processed Detail of purchases Number of items 2 For total amount of 109 00 Date Price City Total Note 24 03 2007 n450 2 109 00 DEL to delete a line WinOptics User Guide 56 4 Depreciation It is sometimes necessary to depreciate an item s value when it remains in stock for quite some time To do this you simply need to click the Depreciation button Depreciation The depreciation of the price of Original price 22 6 Pounds an item i legal operation th
12. 5 00 150 00 e Enter the item code corresponding to a lens available in stock in the lenses box and press Enter The code if it exists is then replaced by the corresponding lens reference name and the price is displayed provided that it has been specified in the item s card Lenses ai 00 e Use the F12 function key or double click one of the lenses box to open the price selection window Selection of the RIGHT lens Far 2 25 1 25 la Type Surface Material Index Supplier Sphere Cylinder SF l Spheric Organic Car Zeiss vision GmbH m m Find Standard CE 9 E E Carl eis Vision Clarlet 1 5 E 1 Urganic A s1 AO 69 00 Cail Zeiss Vision Claret Tom SF 1501 Gene 87 3 63 00 Carl Zeiss Vision Cantet 1 5 Loop SF 1 607 Organic 69 00 BU 63 00 Carl Zeis Vision Clarlet 1 5 Loop Clip SF 1 601 Organic 54 00 65 69 00 Carl ess Vision Clarlet 1 5 Mini SF 1 501 Organic 46 30 r 65 00 Carl eis Vision Clarlet 1 5 Transitions Braun SF 15 Organic 110 60 Carl ess Vision Clarlet 1 5 Transitions Grau SF 1 5 Organic 118 08 Carl Zeiss Vision Clarlet 1 6 SE 1 6 Organic 80 65 Carl ess Vision Clarlet 1 6 Loop SF 1 6 Organic 109 00 Carl Zeiss Vision Clarlet 1 6 Loop Clip SF 1 6 Organic 94 00 Carl ess Vision Optolet SF 1 601 Organic 29 38 Lens Carl Zeiss Vision GmbH Clarlet 1 5 Loop Org 50 69 00 Supplements Supplements Stack Setting in order Total 69 00 F T Order this le
13. Discounts Coefficients Payments Statistics Notes Date home Tie Amum Pas _ Balnce 2 23 03 200 al 5 00 0 00 75 00 E J Colect Remove Total balance 75 00 Revente 5 00 For this you first need to enter the suppliers invoices by clicking New Enter the reference and the amount of the payment or of the supplier invoice Date 29 05 2007 Reference 00009587 Title Amaurit 143 00 Then you must record the payment of each invoice by selecting the relevant invoice and then click Collect Supplier AHY GROUP Total amount of the order F500 Collect gt Transters already done 0 00 Still to pap 75 00 Payment 75 00 i Cancel i WinOptics User Guide 63 C Labels This option enables you to print labels for all stock items Each printed label will contain the item code its price and possibly a personalizable reference which can be entered in the item s card It is of course possible to adjust the labels format depending on the printer and media used To launch the label printing Wizard select the Labels option from the Functions menu Labels wizard Functions Orders Prices Lists Tools Agenda Fa This wizard will help vou print labels for your teme You can print only part of the labels New appointment Ctrl F amp For recall you can configure the labels format since the Merge into Microsoft Word menu Fi
14. For Belgium you may display the refund amounts and print an INAMI Supply Certificate by selecting the nomenclature numbers in the corresponding column of the cashbox window The refund amount will be calculated on the basis of the Z value which can be modified from the Tools menu in the Options Regional settings Belgium section valeur Lat g Hah Remb 294 00 LEN 659035 05 19 244 00 LEN 659035 09 19 12 ans Autre H T 659050 Autre code 659072 Nomenclature 659094 TE 659116 Parer 659131 Configurer 659153 WinOptics User Guide 44 D Editing Once the card has been filled in whether the sales transaction has been confirmed or not you may print the corresponding workshop form as well as other useful documents To do so click the Workshop button or press F6 to display the following selection window Workshop cards Selection of the documents to print N Please select the desired documents a a gt Document types Fo FE Workshop M workshop card Printing options Receipt Store name Workshop card receipt M Cut for barge History Print preview Notepad F Direct print Blank workshop card i Close By default the software shows the last checked options 1 e the workshop card in the above example Click Print to start printing It is possible to display a print preview provided that the corresponding box has been checked You may of course modify the list of documents to be
15. Fun Rose 15 90 PRISME 0 00 MONOFOCALS ORGANICS Selling price SOLA HD 167 TRBrun RX Teflon AO SOLA 1 665 65 70 Range Spher 2 201 25 201 25 4 201 25 201 25 6 201 25 201 25 8 201 25 201 25 10 201 25 201 25 12 201 25 201 25 14 201 25 201 25 16 gt 16 Tor 2 2 201 25 201 25 4 2 201 25 201 25 6 2 201 25 201 25 8 2 201 25 201 25 10 2 201 25 201 25 12 2 201 25 201 25 14 2 201 25 201 25 16 2 gt 16 2 Tor 2 4 201 25 201 25 4 4 201 25 201 25 6 4 201 25 201 25 8 4 201 25 201 25 10 4 201 25 201 25 12 4 201 25 201 25 14 4 201 25 201 25 16 4 gt 16 4 Supplements TRANCHANT UNIFOCAL 0 00 DIAMETRE REDUIT 0 00 VERRE SUR MESURE 0 00 PRISME 0 00 EQUILIBRE 0 00 MONOFOCALS ORGANICS Selling price SOLA 16 RXUTMC AO SOLA 1 6 65 70 Range Spher 2 90 00 90 00 4 90 00 90 00 6 90 00 90 00 8 90 00 90 00 10 90 00 12 14 16 gt 16 Tor 2 2 90 00 90 00 4 2 90 00 90 00 6 2 90 00 90 00 8 2 90 00 90 00 10 2 90 00 12 2 14 2 16 2 gt 16 2 Tor 2 4 90 00 90 00 4 4 90 00 90 00 6 4 90 00 90 00 8 4 90 00 10 4 90 00 12 4 14 4 16 4 gt 16 4 Supplements BLEU A 7 95 Fun Azur 15 90 DECENTREMENT 0 00 BLEU AB 7 95 Fun Amande 15 90 EQUILIBRE 0 00 GRIS A 7 95 Fun Abricot 15 90 GRIS AB 7 95 Fun Pervenche 15 90 ROSE A 7 95 Fun Violet 15 90 ROSE AB 7 95 Fun Magenta 15 90 VERT A 7 95 Fun Mauve 15 90 VERT AB 7 95 BASE SPECIALE 0 00 Br
16. To do so select the folder for which a cash receipt operation needs to be recorded and click on the Collect button or use the F5 function key Record a payment D Date 02 04 2007 mount 150 000 Other files Pay Meth Cash F10 Collect Cancel The operation is identical to the one detailed in section VIII C Counter sales The paid amount is updated in the corresponding patient file and the action is recorded in the cashbox file WinOptics User Guide 101 IX THIRD PARTY PAYMENT The third party payment option is used to automatically calculate the social security and mutual insurances reimbursement amounts for sold items This calculation will determine the remaining amount owed by the patient and will be used to issue the corresponding documents quote invoice etc Even though this option is very convenient and can save you a lot of calculation efforts it must be carefully configured in order to function properly This chapter describes in detail all the features pertaining to third party payment in this software including country specifications We recommend that you read it carefully in view of a smooth utilization of the third party payment option FRANCE First you must assign the correct values to the regional settings in the software s options To do so select Options in the Tools menu to access the parameters window Then select Regional settings Social security Software parameters
17. WinOptics parameters ou can set here all the parameters of your software i fat Store a Ig Regional settings ou can set here the options related to Social Secunty and H 5 Language INSUITANCES 3 Aae M Dont manage Social Security EETETTS Dom Tom Belgium Country France E br Switzerland Default pay Tet Third party payment hd ae Tunisia M SS share bined Spain Teid Portugal ee jae M Complementary share ES United Kingdom Ed Documents amp reports ne Network Security fet Services lade mb Close It is important to select the right country as the cards layouts vary according to your choice Choose the third party payment option in the Default payment field and check as appropriate the SS share box or Complementary share box or both If the Social Security is not used in the country select Don t manage Social Security WinOptics User Guide 102 BELGIUM A Social Security settings To get started select Options in the Tools menu to access the parameters screen In this window select Store Information to enter the INAMI code Software parameters WinOptics parameters You can set here all the parameters of your software fa Store ni Information Store Demo Version Patient s aes Optician Gerald Demo H Lad Locations cowl Franchised WAT N 425001234 00011 N Siren RCN 45 545 oe N FINESS 134001212100 M Siret aS Network La Security
18. amp Sales history from the 29 03 07 to 29 03 07 Cynthia Date Code Category Brand Model PurchasePice Price Yat not inc Prce atincl 29 03 2007 LEN ESSILOR Stylis Crizal Org 60 34 95 Trad gr 29 03 2007 CON OPHTALMIC Ophtalmic 55 014 2 8 6 30 5 1277 15 29 03 2007 COM OPHTALMIC Ophtalmic 55 014 2 8 6 30 5 lar 15 29032007 FRA Unknown monture 0 104 52 125 29 03 2007 LEN A0 SOLA AF SOL CR39 BRUM C ST a 5 02 G 29 03 2007 1 FRA MAS MARA 67r FUT 52 16 AA 5 149 67 179 29 03 2007 LEN AD SOLA VISIO 16 Aes Min 65 2 46 4 ES 24 03 2007 LEN A0 SOLA VISIO 16 As Min 65 2 46 4 55A 29 03 2007 1 FRA MAX MARA 67r FUT 5216 4 5 149 67 179 29 03 2007 LEN AD SOLA VISIO 16 Rs Min 65 2 46 4 ALA 29 03 2007 LEN A0 SOLA VISIO 16 Rs Min 65 2 46 4 55 5 In the above example the selected options are as follows Detailed list For the 29 03 07 to 29 03 07 time period To be attributed to salesman Cynthia The first two items in the list do not have a reference code 1 e they have not been selected from the stock So the purchase price is not known and is displayed as 0 To print this list click the Print button found on the toolbar WinOptics User Guide 79 B Documents File 1 General To access the documents file from the file selection panel click Documents Patients Items Suppliers Sales Documents Orders 5 Gueries A list of all the documents that can be created for the patients invoices quo
19. you need to fill in the Brand Model Reference Supplier Diameter Curve Color and Material fields Other fields are optional However since there is no table of prices for the different powers it might be useful to enter the manufacturing limits in order to optimize the selection 2 Adding a contact lens As for lenses you can create a new card by clicking New or by using the Wizard designed for this purpose from the Prices menu Prices Lists Tools Help Hew lens WinOptics User Guide 120 D Price Calculation This Chapter deals with the different ways of calculating selling prices based on purchase prices WinOptics offers several possibilities in this field It is therefore easy to find the method that best suits the user s needs There are three main methods for calculating or modifying selling prices By specifying a calculation formula By using a table of coefficients By modifying the existing prices by a certain percentage 1 Calculation formulas Select the Prices calculation formulas option from the Prices menu to open the corresponding window Prices Lists Tools Maintenance Help Hew lens Mew contact Priority order Calculate prices k Prices calculation Formulas The window shown below is displayed Calculation formulas This screen will enable you to determine the calculation formula for selling prices You have the choice between two basic formulas whi
20. 160 PER Org 65 7 1 209 00 209 00 LEN 659035 09 19 2296 5 R002291 JULLIEN PREFACE11 0D0J 50 19 1 355 00 12 years e 342 al Y65875 OPTISWISS 5 ORGA 153 BRUN 62 Org 6647 1 gt 8 25 V068875 OPTISWISS SX ORGA 153 BRUN 75 Org 65 7 1 SE 659050 Another code 659072 Itera list 659094 659116 659131 onfigure ae ee 659153 Total 936 00 ae Auto Detail of payments gt 56 share 170 38 a TE 659234 Date Type Amount Salesmar Compl share 0 00 659256 Netto pay 936 00 pode ar Collected 336 00 693293 659315 Assets 0 00 659330 Balance 0 00 659352 659514 659536 659551 ci 659573 e ALICIC Note Codes are grouped under four categories 12 yrs gt 8 25 65 yrs and Other For a code to be displayed in one of these menus the Grp column mentioned earlier must contain a value ranging from l to 4 indicating the desired menu The codes not appearing in any of these four groups can be selected with the Another code option in the menu A window is then displayed for you to select any code from the entire list Code Descipt Veres BF Min 1 5 sph riques blancs 4 25 46 00 Cancel WinOptics User Guide 106 You can view the whole text of the royal decree governing the use of codes at any time by clicking on the tem list option in the INAMI codes selection menu The whole text is displayed in a new window Annexe Microsoft Internet Explorer O x Fichier Edition Affichage Favoris Outil
21. 21 2 23 24 25 28 27 28 29 30 Today 4 10 2007 To add a new appointment double click on a blank cell in the scheduler A new window will be displayed in which you will be able to insert the object of the appointment and any comment New appointment This screen will enable you to enter a new appointment in the agenda Date 05 04 2007 H our 12 00 Object Lunch with Marc Motes Cancel To consult or modify the data at a later stage simply double click on the corresponding cell in the schedule once again To delete an appointment simply select it and press the Del key or click delete button K Only one appointment may be entered for a given date and time Appointments for delivery entered from the patients card during a visit s record will be displayed in the same schedule 2 Configuration You may request the computer to send you an alert message informing you of an upcoming appointment and you may also define the time frame between the alert message and the actual appointment To do this click the parameters button B and select the required time frame Reminder 30min before the appointmer WinOptics User Guide 147 B Calculators Tools Help Euro calculator FY Third party payment calculator Chrl F9 Calculator F2 1 Euro Calculator This calculator was added to the software when the Euro was introduced to enable users to get used to the new prices It will graduall
22. 4 25 6 00 cyl lt 4 0 Close Go up Go down Down Undo EI EI EI El I Ree a r leei WinOptics User Guide 104 Use the Edit button to modify the data contained in the list Codes INAMI Ne fiw D ominaion ere So DI Oo Oo OD Oo oO DA oo Qi Ci Ci Ci Ci Li Verres BF Min 1 5 sph nques blancs 4 26 6 00 Verres BF Min 1 5 sph riques blancs 6 25 6 00 Verres BF Min 1 5 torques blancs 4 46 2 Verres BF Min 1 5 torques blancs 6 462 Verres BF Min 1 5 torques blancs 4 46 4 Verres BF Min 1 5 torques blancs 6 264 Verres BF Min 1 5 torques blancs 4 266 Verres BF Min 1 5 torques blancs 6 266 Verres MF Min 1 5 sph nques blancs 4 25 6 00 Verres MF Min 1 5 sph riques blancs 6 25 6 00 Verres MF Min 1 5 torques blancs 4 26 4 Verres MF Min 1 5 tongues blancs 6 26 4 Verres MF Min 1 5 tongues blancs 4 26 4 Verres MF Min 1 5 torques blancs 6 264 Verres MF Min 1 5 tongues blancs 4 26 6 Verres MF Min 1 5 tongues blancs 6 26 6 Cylindre sup rieur 6 00 dioptries Edits gt eer 296 5 281 344 2r 344 344 417 345 421 397 5 470 5 397 5 470 5 470 5 943 5 Le Were Vere Vere Vere Vere Were Vere Were Vere Vere Vere Vere Vere Were Were Were Suppl men We See Denomination or legend description that will be displayed next to the code when the supply certificate 1s printe
23. 9 19 205 20 452 1 247 46 May 420 286 134 32 23 526 16 119 7407 32 June 467 416 51 41 26 376 25 136 1 242 5X July 948 102 246 71 21 054 5 918 15 136 72 August 384 0 384 18 252 0 18 252 September 1171 4 1167 100 23 744 177 23 567 100 October 433 11 422 JE 25 456 1 24 24215 JE Movember 240 4 244 SOX 14477 398 14 079 JE December 303 11 282 97 16 508 1 211 15 297 93 Total 5 200 2294 2 906 56 242 999 135 413 107 586 EGE Print Close Select the years that you want to compare and the relevant item category For each month the table displays the percentage change in turnover as compared to the same month in the previous year or any other year selected from the list Click Print to print the table f Tumovet vaAT incl C Estim profit WAT not inc WinOptics User Guide 158 XV QUERIES AND MASS MAILING A What is a Query A query is an ordered selection operation performed on cards in one or several files This selection action is carried out based on certain specified criteria Here is an example of a query Which suppliers are based in New York Or Which patients aged 35 and above have not come back for a visit for more than 3 years There is no limit to the number of examples that can be provided and you can create as many queries as you wish A series of useful queries have already been predefined in the demo version and we recommend that you start by famili
24. Address Aue de la d mo 50 g Services City B O00 Bruxelles Options E Bank 000 01 23456 78 Tel 027734 01 02 Fax 027734 01 03 Info line ss Close Then select Regional settings Social security Software parameters WinOptics parameters ou can set here all the parameters of pour software fay Store Gg Regional settings ou can set here the options related to Social Security and i 2 Language Nsurances LE Currency and Taxes LE Social security Dont manage Social Security 2 e D France Te County eA aa FOE TIL eG Belgium FRE aa Switzerland Default payment TRE of Tunisia i E Spain M 55 share i Portugal Complementary share y United S tates M 5 j ES United Kingdom 4 Documents amp reports h Cntinne x Close WinOptics User Guide 103 It is important to choose the right country as the cards layouts vary according to the selected country If the software is configured for Belgium INAMI supply certificates can be printed automatically without using preprinted paper Choose the third party payment option in the Default payment field and check as appropriate the SS share box or Complementary share box or both The Regional settings Belgium option lets you enter the Z value and indicate whether the optician is attached to the health system or not fay Store Sq Regional settings IMAM Z value 0 287324 EUR Language se Currency and
25. Contact Lenses card without going through the cashbox This applies to users who do not use the software to manage the cashbox To validate the sales transaction click the Sales x button or use the FS function key F5 Sale The cashbox window then appears summing up the different items purchased by the patient and for each one of them the price the item s category the refund code and the amounts refunded by social security and other contributions provided that the relevant information have been entered are provided Items E Patient information Eg Movements Cashbox balance o List of items Card Recalc m E VOOS142 040 SOLS AOLITE 16RESIST Res Org 65 68 79 68 79 LEN 003142 40 SOLA AOLITE 16RESIST R Org 65 66 75 66 75 LEN R0000 Mars MARA 67570559116 173 00 173 00 FRA 7 Total 376 50 Child Detail of payments SS share 0 00 fw 1 les z ale 65 Date Type Amount Salesmar Compl share 0 00 f 29 03 2007 Cheque 71 50 PAT Netto pay 316 50 2903 2007 Cheque 60 00 RAT A 416 50 Documents gt gt 29 03 2007 Cheque 0 00 PAT 29 03 2007 Credit Card 145 00 PAT Assets 0 00 Balance 0 00 WinOptics User Guide 42 A payment is recorded using the button The following window enables you to specify the amount to be paid and the payment method Record a payment Date 29 03 2007 Amount 145 00 Other files Pay Meth Credit Card x Salesman re Cancel Validate the
26. FRA Brand Cancel all depreciation Inventory Control Depreciate the stack Retrocessions Ctrl F Synchronize with the head office Modification of the inv To depreciate a group of items you must first choose a depreciation rate This rate is calculated based on an initial value of 1 E g To depreciate items by 20 1 e for their new value to amount to only 80 of their initial value you must specify a 0 8 depreciation coefficient You can then select the items that should be depreciated by specifying a purchase year an item category and ultimately a supplier and a brand Simply click the Depreciate button to run the operation To restore the initial purchase price of depreciated items simply go through the same steps selecting the same options but enter a depreciation coefficient of 1 Note This function can be used to appreciate the value of a group of items simply specify a coefficient value that is greater than 1 E g coefficient 1 3 for a 30 appreciation WinOptics User Guide 74 VI SALES MANAGEMENT The term sales management covers a wide range of areas It involves the use of The sales file which lists all sales operations performed with the software This file keeps track of all stock movements and is the one used to produce statistics on sales trends The documents file which includes quotes invoices etc The orders file which contains a list of all order
27. Model Stock al sae Thermo Hygro 1 MAX MARA 677 7U1 52 16 0 mean 2 MAX MARA 675 7U5 51 16 3 Peni lenses 3 CHRISTIAN DIOR 260967965217 1 Clips 4 CHRISTIAN DIOR 3608 31 52 16 1 Components 5 THIERRY MUGLER 6059 02 50 18 1 eae eT 6 THIERRY MUGLER 605901 50 18 2 tts 7 NINA RICCI 2507 7606 52 14 5 Frames 9 DOLCE GABBANA 3397205119 1 g 10 DOLCE GABBANA 4071 731 5219 a 15 RALPH LAUREN 1435 03G 50 15 1 thers 16 LAFONT MACARON 175 42 20 1 Skiing Glasses 24 CHRISTIAN DIOR ST1256 5 Sunglasses WinOptics User Guide 73 Simply click on an item category in the left pane to display the corresponding stock information in the right pane The resulting list can be sorted in different ways depending on the tab that is selected You can rapidly navigate in the stock using the up and down arrow keys and change as needed the stock quantity for any item You can also print the list by clicking the Print button E Depreciating the stock Use this option to depreciate the value of a group of items by modifying their purchase price Since the initial purchase price is recorded in the file you can cancel a depreciation action at any time Stock Cashbox Functions Orders Prices MS EME stock Value Depreciation Inventory 20 Ex 0 65 depreciated value 66 of orginal value 1 20 Purchases history appreciated value orginal value 20 2 Sales history Selection Year 2004 Supplier Category
28. Notes Discounts per brand D Per category F Ss Lacoste F O ACCESSONes 400 Nina Ricci 6 00 2 Cases FOO Chains 400 Brands in stock 2 General discount Es Lacoste Nina Ricci Method of payment 30 days credit Recalculate the discounts now To add a discount based on the brand or product category click the button to display the corresponding data entry window Brand Category Discount z Discount el Li Cancel OF Cancel In the case of brands you may enter a brand name directly even if it does not yet exist in the stock or choose from the list of brands found in that particular supplier s stock In the case of item categories select the desired category from the proposed list In both cases enter the invoice discount to be applied and validate by clicking OK To remove an invoice discount by brand or by item category select the discount to be removed and click the button WinOptics User Guide 61 4 Coefficients The Coefficients tab enables you to specify whether one or several particular coefficients must be used for the supplier 44 Supplier Contacts Discounts Coefficients Payments Statistics Notes Coefficients per brand D Per category Lacoste 4 5 Sunglasses 5 00 Nina Ricci 3 00 General coefficient 00 Recalculate the coefficients now These coefficients may vary with the brand or item categ
29. Taxes 021224 Ce LE Social security JE France am nonofficially agreed E WE Dom Tom a WE Belgium sete Switzerland EN Tunisia Table of INAMI codes scence ri Spain rer By Portugal IHAMI nomenclature y United States ES United Kingdom a Documents amp reports a Network L Security l Services od mime Close This window is also the one in which you can view and or modify the INAMI codes table This table is usually up to date but new codes might be introduced before the next software update takes place In such cases you can add them to the existing list To do so click the Table of INAMI codes button to display the list Configure INAMI codes Categories List of codes for the category B63 Monture 664 Verres BF organiques UW 1 5 sph nques 0 00 2 00 b64 Verres BF organiques UY 1 5 sph rnques 2 25 4 00 664 Verres BF organiques UW 1 5 sph nques 4 25 6 00 664 Verres BF organiques UW 1 5 sph rnques 6 25 8 00 b64 Verres BF organiques UY 1 5 tonques 0 00 2 00 cyl lt 2 0 b64 Verres BF organiques UY 1 5 torques 2 25 4 00 cyl lt 2 0 b64 Verres BF organiques UY 1 5 torques 4 25 46 00 cyl lt 2 0 b64 Verres BF organiques UW 1 5 torques 6 25 8 00 cyl lt 2 0 Ascending b64 Verres BF organiques UY 1 5 tonques 0 00 2 00 cyl lt 4 0 664 Verres BF organiques UW 1 5 torques 2 25 4 00 cyl lt 4 0 b64 Verres BF organiques UY 1 5 torques
30. always select a different printer 3 Labels The Labels tab enables you to edit stock labels See section V C 1 Settings 4 Logo The Logo tab enables you to specify the access path to the logo that you wish to print on some documents invoices receipts quotations and order slips and to indicate its location Image file name Browse Position 1790 o See loga Size 250 250 Freeview IL WinOptics User Guide 135 The logo should be a graphics file in BMP GIF or JPG format The Browse button enables you to specify the file s exact location You can specify the position and size of the logo in tenths of millimeters The See logo button enables you to view the selected logo file The Preview button for its part enables you to view the result Once again it might take a few trials to position the logo exactly at the desired location fe Print preview alol ila gt e close Demo Version winoptics com Rue de la d mo 50 10000 Troyes l 01 22 33 44 55 ax 01 22 33 44 56 Titre Pr nom Nom Adresse no CP Localit Pays Page 1 41 Tally 79408 PCL i The grey border drawn on the sheet outlines the margins 5 Contact info The Contact info tab enables you to indicate whether or not the store s contact details must be printed on the documents If pre printed letterhead is used or if the logo already contains all the necessary information uncheck the correspon
31. be filled in All the other fields including the manufacturing limits are optional If the manufacturing limit fields are left empty the selection will be made based on the data entered in the price grid The reference or any other information about the lens can be modified by correcting data directly in the corresponding field in the Lenses tab Click on the Supplements tab to display the available treatments and supplements list for the selected lens eo Lens supplements Table of prices Auto limitations EDI Motes Purchase Sale Add 200 MARRON D 2 80 201 MARRON 1 2 80 BEC ee MARRON 2 470 203 MARRON 3 4 0 204 MARRON 4 4 0 _Broperty 202 MARRON 1 DEGRADE 11 60 z206 MARRON 2 DEGRADE 11 60 eu MARRON 3 DEGRADE 11 60 210 GRIS O 2 00 211 GRIS 1 2 00 le GRIS 2 4 0 213 GRIS 3 470 214 GRIS 4 4 0 215 GRIS 1 DEGRADE 11 60 216 GRIS 2 DEGRADE 11 60 In this list supplements can be easily added or removed Simply select the corresponding button Click the Add button to display the following window Add a supplement Select the supplements to add All None Purchase Sale a 100 CAF BAUN 18 7 30 10 CAP BAUN 35 7 30 102 LAP BRUM 50 0 00 103 LAP BRUM 65 0 00 111 CAF GRAIS 35 116 REFLEX MINERALX 6 30 120 LAP BRUN 85 0 00 200 MARRON 2 O 20 MARRON 1 2 O Mandatory Cancel If the supplement that you want to add does not exist yet in the suggested list y
32. for example a reference number or a specification that will also appear on the purchase order Ultimately you may print a fax form which will contain all pending orders for a given supplier If the EDI box is ckecked orders will be directly sent to the supplier via email However this feature cannot be used for all items For more information see Chapter VIT Managing Orders Actually this function is only used in France When you go back to the visit card the small green rectangle will become red depending on the items ordered Frame Minis MARA 675 US 51 16 The information will be recorded in the order file when the optometric card is closed For more information on how to manage and print purchase orders see Chapter VII Managing orders Actually this function is only used in France Note when items are actually ordered the small rectangle becomes orange WinOptics User Guide 41 C Recording a Sales Transaction l Principle Once the items chosen by the patient have been entered in the card you must proceed with the actual sales of these items and record the corresponding payments To do so the sales must be confirmed This section describes the confirmation performed through the cashbox window Complete details on cashbox management are provided in Chapter VIII Cashbox of this manual Note You may also validate a sales transaction just by clicking the n quote button in the Frames or
33. fr 0510630069 The number of records found for the query is indicated in the top right corner of the window 22 cards in the example above WinOptics User Guide 161 Information displayed in a query may be modified or removed To do so simply click on the Edition button in the file selection panel to switch to edit mode Display ld Statistics Ss Refresh ab Edition FA Format To modify a record s data simply click on the corresponding box and enter the required changes LOUOPERYVISION HORON SOPHIA ANTIPOLIS Cedex WAAL COOPervisior hydror com DEMET OPTIQUE VILLIER S SUR MARNE WAL dernetz fr ESCHENBACH Optik 5 4 A L LES CLAYES SOUS BOIS Wy ee chenbach optik fr To remove a whole record select the whole row by clicking on the header on the left and press the Del key or select the Remove option from the Edit menu COOPERYVISION HYORON SOPHIA ANTIPOLIS Cedex o Wy COOpervision hydron com DEMET2 OPTIQUE WILLERS SUR MARNE ww demetz fr ESCHENBACH Optik 5 4 7 L LES CLAYES SOUS BOIS Wan eschenbach optik fr WARNING Any record that is removed from a query will also be deleted from the main file You must not forget that query results are selections of file records and that as such they are linked to those files However you cannot remove or modify any rows obtained from this grouping of data Tip The ability to delete records when a query is run can prove very useful whe
34. in that respect it is necessary to have a basic knowledge of this operating system in order to be able to use WinOptics A sound basic knowledge of this operating system will ultimately save a lot of time WinOptics User Guide 9 C Technical terms and Conventions Menus and commands Options that can be selected from a menu and command buttons are written in italics whereas instructions relating to the keys or function keys to press are written in bold However bold characters can also be used to draw attention to an important fact Mouse Unless otherwise stated clicking always refers to pressing the left button of the mouse While using the program you may at times need to use the right button usually to open a pop up menu but whenever this is the case it will always be clearly indicated Screenshots This manual contains a number of screenshots taken from the program in order to make it more explicit Even if we strive to avoid such problems it may happen that some of the screenshots do not exactly match what you actually have on the screen since some new features may be added after the manual has been printed out but before the software is made available on the market D Usage variations between Windows versions Windows XP is the latest version of the Windows operating environment If you have recently bought the computer this version should normally be installed Usage variations between the different Windows versio
35. maintenance department before changing these settings The Stock synchronization tab is used for centralizing stocks Central file ee Store code Test the connection Automatic synchronization at the start up It relates to defining the settings of a network which is no longer a local network and which requires very specific settings As mentioned above it is recommended to consult the maintenance department before making any changes to these settings WinOptics User Guide 137 2 Using the network If your computer is connected to a network this does not affect the way in which WinOptics is used and operated However some points need to be observed Always turn on the server first and turn it off last Regularly refresh the screen by pressing the F11 key Shutdown all client workstations when maintenance operations are performed on the server backup restoration updates etc Update all computers when a WinOptics update is available E Security This option enables you to protect access to data by setting passwords and also to set the information displayed the obligatory data etc These points are particularly important to restrict access to the software to the concerned parties only and also for confidentiality issues es Displayed informations oo Obligatory data 1 Passwords WinOptics enables you to restrict access to data by setting passwords that protect access to sensitive areas of
36. name fo Address 1 Po Ld Address 2 Ps yf IE Countries o Tel ho EX Telof DY Le Cel D 4 Fa ae j Fax Patient since E mall Po EX Last visit Other PC Last payment E Luri ls not tiert orn on E lg not anymore patien Patient balance 0 00 SSID Rank a E Family balance 0 00 L E lish Name Title e anguage Englis Glasses gt Contacts gt uote gt Save Cancel Enter the name and the first name If the program does not recognize the first name it will automatically be added to the knowledge database when the card is saved However if the first name is in the program s knowledge database the person s title Mr or Mrs is automatically populated If necessary you may change the title for example replace Miss by Mrs simply by clicking on the small arrow to display the drop down list or by directly typing in the correct title if it does not exist in the list Msgr or Me for example Note You may edit the list of first names to correct typos see section XI H Parameterizable Tables WinOptics User Guide 32 Once the name and first name have been entered they are displayed in the patient card s title bar Patients Anna WALTHER 10 Next to it there is a figure a unique code allocated to each patient and which is automatically generated by the software It can be used to easily identify a patient for example on barges To enter the ci
37. on each label Font example ABCDEF abcdef 12345 Model Symbol Fr Change L Save b H del R i i i E nl I __ Newmodel Remove Price without decimals Close Default Specify whether the labels used are round or rectangular and specify the labels size by entering the requested dimensions in tenths of mm To set the labels format select a model from the list of predefined formats The chosen model may be used as is or it may be modified In the latter case click the New model button to rename it make the necessary changes and remember to click on Save Different types of options may be modified the barcode edition the double price display the price s size the print out of different fields etc Once the format has been properly set its settings are saved by the program and they are applied to each new label editing request It is no longer necessary to go back to this menu except when changing the label s type WinOptics User Guide 65 2 Selection The label printing Wizard allows you to visualize all the labels that have not been printed before launching the print operation To do so click on the List button in the Wizard Labels wizard Select the labels you wish to print By defect the software will take the labels of all the new encoded items since the last impression ou can visualize the not yet printed labels click List e Hik net printed Lit FT Onl
38. option will be checked so that the software retrieves a card only if the field s value exactly matches the text entered Example To find patients living in Villeneuve it is recommended to check the box next to Must correspond to the entire field so as to exclude patients whose town field contains Villeneuvette or Villeneuve l archev que for example 6 Data replacement In the same line of thought it is sometimes useful to replace one value by another Therefore if the name of a supplier changes for example Edit Stock Cashbox Functioi you need to use the Replace option of the Edit menu to Sort replace the old name by the new name everywhere in the Mave file Find Ctrl F Next F3 However it is to be noted that data that are replaced can no longer be recovered Find a brand Duplicate Ctrl D You may also execute the Replace option by using the Remove keyboard shortcut Ctrl H Remove all EA Format Refresh Fil Text to replace The replacement dialog box is similar to the search Content Americar Optical dialog Dor Replace by Americar Optical Sola ele IN IE E Specify the current content and enter the Nene T ee 3 replacement data and select the field concerned by the replacement in the file s field list Note The Rename a supplier feature in the Prices menu fulfils a similar function for catalogs of lenses or contacts WinOptics User Guide 26 7 Duplicat
39. ou can set here all the parameters of your software fay Store 3g Regional settings To use the automatic dial up you need to have properly J S Documents amp reports connected your modem to a telephone line Metwork L Security AE Service a i et ay Select the communication port ba SMS send md Serial port comz Gg E mail sending HE Vitale card reader T _ EDI orders Fitis necessary to compose prefs indicate it here 1 winOptics Server Prefixe Pal Options Close Note The modem only sends the number to the telephone set and does not transfer data Please refer to the modem s user guide for more information concerning this topic Once the configuration is done simply click on the button located to the right of the telephone number on the patient s descriptive card to dial this number automatically Cell 06 861 6 55 96 ie An automatic dialing window is displayed and you only have to click the Call button and pick up the receiver WinOptics User Guide 151 B Sending a Fax To send a fax directly from WinOptics you need to have a modem and a fax manager The latter is usually installed as a standard Windows XP feature If it is not go to the Windows control panel launch the add or remove programs feature and click Add Remove Windows Components Windows Components Wizard L S Windows Components You can add or remove components of Windows F To add or rem
40. out that if no printer is connected to the micro it is recommended to install one any printer in the Windows control panel in order to obtain a print preview Usually the printer is installed during the installation of Windows To check if the printer is correctly installed click Start then Settings and select Printers and Faxes There should be an icon with the printer s name If the icon is not displayed use the Add a printer icon and follow the instructions displayed on the screen to install the printer When a fax modem is connected to the PC you may also install the Microsoft Fax manager or any other equivalent manager in order to be able to send and receive faxes directly from the program For more information please refer to the Windows manual You may also install a driver that enables you to print documents in PDF format which is a commonly used format For instance it might enable you to extract the cashbox history and send it to the accountant via email A section of the WinOptics website is dedicated to the use of this driver WinOptics User Guide 20 When printing a document from WinOptics a dialog box similar to the one below appears before launching a print operation G n ral S lection de l imprimante ga POF reatar PHP LaserJet 2100 PCL SP Tally T9408 PCL ga Lexmark Optra E312L MS oF Etat Pr t Preferences Emplacement Commentaire Rechercher une imprimante
41. purchase and selling prices Once all the items to be retroceded have been entered you may simply close the window and the information will be saved in the To invoice tab for the relevant store Thus you may complete the data entry at a later stage Otherwise you can edit the corresponding retrocession invoice which you can output without VAT if necessary by clicking the nvoice button Finally you can transfer the list of retroceded items to the History tab by clicking the Archive button and thus clear that store s To invoice tab Note When a retrocession is entered it is recorded in the main file located in the shared directory During the synchronization process the different stores will be able to read it D Stock Synchronization The receiving store s stock update is performed automatically whenever the stock synchronization process 1s launched In fact this feature can be launched automatically at software startup refer to the Settings section or when required by selecting the Synchronize with the head office option from the Stock menu Stock Cashbox Functions Orders Prices Stock value Inventory Purchases history Sales history Inventory Control Depreciate the stock Retroacessions Ctrl F Synchronize with the head office Modification of the inv b In the latter case the synchronization with the head office can be performed during the actual delivery of retroceded items to
42. sale and depreserve the items When a payment is made by cheque the Multi button is displayed allowing you to access the input window for several cheques maturing at different points in time Value Maturity Transmitter info seguel 50 00 Four S cheque2 50 00 Fos cheque 7180 Pom ee cof fo o col CCCM Total 171 50 Cancel Balance 0 00 Pay Meth Once the amount and the payment method have been entered click the Collect button or use the F10 function key to validate the collection The collection will then be included in the collections list of the sales window Detail of payments Se Amount 29 03 2007 Cheque r1 50 PAT 24 03 2007 Cheque 50 00 PAT 29 03 2007 Cheque 50 00 PAT 24 03 2007 Credit Card 145 00 PAT When payments are entered you may specify an amount that is lower than to the total amount payable In such a case the payment will be considered as a downpayment and the computer will indicate the remaining balance due Downpayments will be recorded in an annexed file which you can consult afterwards Cashbox List of receivables menu or press F6 You may enter several downpayments so as to spread a payment over a certain period WinOptics User Guide 43 Tip You may validate a sales transaction without money collection The balance due will then be collected during the patient s next visit Confirming a sales transaction has the following consequences even though they are par
43. the application List of the functions being able to be protected indicates protected function Protection Access to the statistics Access Wini ptics Calculation of prices Lashbos history change Cashbox history consultation Cashbox opening S Edit prices Exports Inventory Inventors adjustment The features that are already protected by a password are marked with an asterisk To enter a password select one of the features from the list and click Protection A dialog box enabling you to enter a password is then displayed WinOptics User Guide 138 EAA Old password New password enna Second time for confirmation Cancel First enter the old password if no password exists for this feature leave the field blank Then enter the new password in the other two fields Tip To cancel a password follow the same procedure as described above but leave the New password fields empty The same password may be used for several features and thus define groups of passwords that may or may not be communicated to users of the software 2 Files protection This option enables you to prevent certain actions and to use the protection feature for validated files Patients files G MN Protect automatically the validated files Protect all Unprotect all Forbid to modify manually the bos Collected M Forbid to cancel a validated sale Forbid to collect on another date
44. useful in case major changes have to be brought to the file e g recuperation of data from another software or when it comes to carrying out modifications that cannot be otherwise performed Back up Restoration Telemantenance Repair Telemaintenance This feature will enable vou to send your data to the technical support J to be analysed it problems occure Only use this function on request by the technical support Click on the button below to start transmission Send my data Be sure that WinOptics is not started on every computers before clicking on the button In all cases you must contact the technical department before you try to use this feature WinOptics User Guide 176 C Database Maintenance Should you encounter any problems e g error messages during start up or blocked access to certain files you may use the Repair tab to repair the WinOptics database These types of errors are not very common but may arise following a power cut or a sudden shutdown of the computer i z I Back up Restoration Telemaintenance F pair To repair the database ee This option repair the WinUptics database if this one presents some problems Simply click on the Repair button to start the repair operation you will need to validate a confirmation window before actually starting the operation Warning Ensure that no WinOptics applications are running on any workstation before laun
45. 0 65 Purch Price Spheis 025 200 225 400 425 600 35 00 40 00 40 00 45 00 44 00 49 00 47 00 52 00 49 00 Note There must be at least one selling price in this table for a lens to appear in the selection during the sales transaction Once the prices have been entered you need to indicate the supplements available for this lens among all the supplier s existing supplements Available suppl ments All None BASE SPECISLE E BI COMVEXE BI CONCAVE BLEU 1 DEGRADE BLEU 2 DEGRADE BLEU 3 DEGRADE CALIBRE CAP ERUN 18 CAP BRUN 35 CAP BRUN 50 CAP BRUN 65 If the supplement does not yet exist click New to create it New supplement Supplement name paee Selling price 0 00 Purch Price 0 00 ak Cancel Then click Finish to add the entered lenses to the catalog Tip If you need to enter several references for similar lenses use the Duplicate option from the Edit menu to create a copy of an existing lens and then change the references or prices WinOptics User Guide 117 3 Printing a catalog It may be useful to keep a hardcopy of prices for example in case of a temporary power cut in the store WinOptics enables you to print prices in a very professional manner Select the Print lenses prices option from the Prices menu to print the price of a lens a supplier or to print all the prices in one go The corresponding Wizard will be
46. 00 Mathen Cheque 2 00 Jones Lash 100 00 Cheque F40 00 Counter sale Counter gale Counter sale Remise en banque de cheques lunch Installment for the file 101266 Counter sale Counter sale Initial Float chegues Float WinOptics User Guide 561 80 of 248 25 cash and 313 55 in cheques 0 00 cheques at a later date 96 By default the day s history will be displayed Select the appropriate tab to view the entire historical data The actual cash and cheque amounts for the cashbox are indicated beneath the transactions list Click the Print the history button to start the printing Wizard Validate the first screen to display the document to be printed selection screen Print cashbox history wizard By default the computer will print today s history but you can change the suggested date Fou wish to print the summary history for one complete month choose the option monthly summary and select the desired month Print the daily cashbox sheet Period Period from 30 03 2007 to 30 03 2007 Print the monthly recap Apri 2007 F Cancel You can start printing the daily cashbox sheet for the current day by default but it can be printed for the previous day or for a time period to be defined or the monthly summary for the current month by default Previous Regardless of the option chosen the next screen allows you to select the informati
47. 067 Carl Zeiss Vision GmbH Clarlet 0 0 pioneer DB 8 0 SF 1 501 Organic 75 Spheric 37050 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet fun DB 6 0 GE 1 501 Organic 75 Spheric 37054 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet fun DB 8 0 SF 1 501 Organic 75 Spheric 37049 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet road DB 6 0 SE 1 501 Organic 75 Spheric 37165 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet road DB 8 0 SF 1 501 Organic 75 Spheric 37051 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet sport DB 4 25 SF 1 501 Organic 75 Spheric 37112 Carl Zeiss Vision GmbH Clarlet 0 0 Skylet sport DB 8 0 SF 1 501 Organic 75 Spheric 37055 Carl Zeiss Vision GmbH Clarlet 0 0 Trend SF 1 501 Organic 70 Spheric mim vif l Viewing lenses details To view a lens in the list double click on the desired lens or use the Consult button on the toolbar The Lens tab of the descriptive lens card is displayed and looks like this Lens supplements Table of prices Auto limitations ELI Notes Title UNOR 15 TONIC Com offer Reference 053782 Supplier BEGR PARIS Indes 1 5 Type SF Material Organic Surface Spheric Diameter E0 Shade Abbe value 5 ph limit from to ex 5 00 to 10 00 Limit add from to Tinted lens Aphakia Photochromic Avail in stock WinOptics User Guide 112 To select the correct lens during a sales transaction the Title Reference Supplier Type Material Diameter and Index fields have to
48. 146 A Agenda 146 l Using the Agenda 146 2 Configuration 147 B Calculators 148 l Euro Calculator 148 2 Calculator for Third Party Payment 148 3 Windows Calculator 149 C Executing SQL Codes 149 D Clean Database 149 E Converting the VAT Rate 150 XIIL SERVICES 151 A Telephone Calls 151 B Sending a Fax 152 C Sending Emails 153 D Sending SMS 153 l General 153 2 Enabling the service 153 3 Use within WinOptics 154 XIV STATISTICS 156 A General 156 B Increase in Sales 158 XV QUERIES AND MASS MAILING 159 A What is a Query 159 B Query Files 159 C Using Predefined Queries 161 D Exporting Query Results 162 l Exporting to Excel 162 2 Exporting to Word 163 3 Exporting to a file 164 E Creating New Queries 165 l Wizard 165 2 Selecting a file 166 3 Selecting fields 166 4 Sort Order 167 5 Selection Criteria 167 6 Results 169 F Modifying Queries 169 WinOptics User Guide 6 G Application mailing l Introduction 2 Patients Selection 3 Merging data in Microsoft Word 4 Document templates XVI APPENDICES APPENDIX 1 MAINTENANCE A Backups l Creating a backup copy 2 Restoring a backup copy B Telemaintenance C Database Maintenance APPENDIX 2 CENTRAL PURCHASING UNIT RETROCESSION A Principle B Setup l Network 2 Settings C Entering Retrocessions D Stock Synchronization APPENDIX 3 EXAMPLES OF PRINT OUTS WinOptics User Guide 170 170 170 172 173 174 174 17
49. 4 175 176 176 177 178 178 178 178 179 180 181 182 WINOPTICS USER GUIDE Welcome to WinOptics We thank you for trusting us by choosing this product and we hope that you will enjoy using it We hope that you will be fully satisfied with this product and that it will enable you to manage your store efficiently WinOptics is designed as a complete assistance tool for the management of an optical store The software was created in collaboration with a number of opticians and is designed for Microsoft Windows graphical user interface which guarantees ease of use and optimum efficiency The aim of this manual is to guide you through the discovery of WinOptics step by step It is recommended to read it carefully with a PC next to you if possible so that you may easily follow the explanations provided Enjoy your reading and all the best WinOptics User Guide 3 I GENERAL POINTS A Requirements The minimum requirements for using WinOptics are as follows PC with Pentium III processor or higher Windows 98 Me 2000 NT or XP 256 MB RAM 80 MB free disk space Graphics board with 800x600 minimum resolution Ink jet or laser printer CD ROM drive Mouse This constitutes the basic configuration required for using WinOptics but it does not necessarily mean that the program will not run on a less powerful machine such as Pentium or even 486 for example but the execution of certain
50. 50 0 25 95 Interm Interm Near Near 32 19 aS gt 32 19 di Vision far Price Right lens Carl Zeiss Vision GmbH Clarlet 1 6 Loop Clip Org 65 Carat Filter 184 60 Left lens Carl Zeiss Vision GmbH Clarlet 1 6 Loop Clip Org 65 Carat Filter 184 60 Frame ACTION MAN 20 483 43 85 00 Vision near Price Right lens Left lens Frame Accessories Price Total 454 20 Installment 250 00 SS Comp Insur 204 20 WinOptics www winoptics com Rue de la d mo 50 75001 Paris T l 01 22 33 44 55 Fax 01 22 33 44 56 Mr Winston Smith 4015 Hollywood Boulevard WEMBLEY MIDDLESEX ID N 32323323232 QUOTE N D07 0001 Date 10 05 2007 Valid until 20 05 2007 Designation Unit price Carl Zeiss Vision GmbH Clarlet 1 5 Org 60 Carl Zeiss Vision GmbH Clarlet 1 5 Org 60 DOLCE GABBANA 4071 731 52 19 Tor VaTnotinc TotVAT rouvarine Jistaimemt Top Valid guarantee once in the event of breakage frankness 30 on the prices of the elements of the equipment having to be replaced Validity period of this quote 3 months VAT 425001234 00011 Siren N RC Nantes 123 456 Siret N 6574651346841312 000 0 123456 78 WinOptics www winoptics com Rue de la d mo 50 75001 Paris T l 01 22 33 44 55 Fax 01 22 33 44 56 ID N 32323323232 RECEIPT N R07 0001 Date 10 05 2007 Mr Winston Smith 4015 Hollywood Boulevard WEMBLEY MIDDLESEX
51. 7 80 SO 82 83 83 84 84 85 86 86 87 88 68 89 90 91 91 92 92 92 92 93 93 95 96 99 100 102 103 106 106 107 108 108 D Tracking Payment Returns X SUPPLIERS CATALOGS A Introduction B Catalog of lenses l Viewing lenses details 2 Adding a new lens 3 Printing a catalog C Prices of Contact Lenses l Viewing a card for contact lenses 2 Adding a contact lens D Price Calculation l Calculation formulas 2 Table of coefficients 3 Calculation of selling prices for a selection of items 4 Calculation of selling prices from a lens card E Selection Order F Importing Exporting Catalogs l Importing catalogs 2 Exporting the prices list XI SETTING THE SOFTWARE A Store B Regional Settings C Documents amp Reports l Numbering of documents 2 Margins and mentions 3 Labels 4 Logo 5 Contact info 6 Parameters D Network l Settings 2 Using the network E Security l Passwords 2 Files protection 3 Displayed information 4 Obligatory data F Services G Other Options l Cashbox 2 Preferences 3 Messages Confirmations 4 Visual options H Parameterizable Tables WinOptics User Guide 109 111 111 112 112 115 118 119 119 120 121 121 123 123 126 127 128 128 130 131 131 132 133 133 133 135 135 136 136 137 137 138 138 138 139 140 140 140 141 141 141 142 142 143 XII TOOLS
52. 9 9 DOLCE GABBANA dire ol 14 FRA ti M MR COLIN 214 10 DOLCE GABBANA 4071 731 5219 FRA bh MARCOLIN 202 5 F Modifying Oueries You may then modify the code of the query for example to obtain the list of items whose price ranges between 300 and 400 without having to start the operation all over again To do this simply open the query by selecting it in the list and click on the Consult button on the toolbar A Consult The query s code is displayed and you may then modify its contents as necessary SlQuery code Variables fields Motes Hame Items whose selling price ranges from 200 to 300 Description Test Quen code SOL SELECT Code Brand Model Category Type Supplier SP VAT inc FROM Gry thers WHERE SP WAT inc 200 4nd SF VAT inc lt 300 ORDER BY Code It is preferable to launch the Wizard again if the changes to be made are of a complex nature WinOptics User Guide 169 G Application mailing 1 Introduction Mailing provides you with an interesting means for developing customer loyalty and contacting patients to inform them of any current special offers or any other news A mailing refers to a standard letter that is sent to a targeted group of patients The letter may be personalized for the target person e g the letter will start with Dear Madam for a woman or Dear Sir for a man It is important to target persons who
53. BGRPARIS ASPHOR 15 BLANC SF 15 Organic BEGR PARIS ASPHOR 15 CLAR S SF 15 Onganic BBGR PARIS ASPHOR 15 DIAM S SF 15 Onganic BEGR PARIS ASPHOR 15 NEVA SF 15 Onganic BEGR FARIS ASPHOR 15 TONIC SF 15 Organic Method to ute to calculate selling prices Formula PERTE amaan Edit Found prices ta 0 05 E Coefficient 3 50 Inflation 5 002 to add to existing prices Ealculate Close In the example above all single focal lenses for the given catalog have been selected irrespective of the material index or supplier You may apply a calculation formula by choosing one from the list of existing formulas or by creating a new one by clicking Edit You may apply a table of coefficients using the same method and by choosing the name assigned to the corresponding formula Formula Personal ha Edit Finally you can apply an inflation percentage Inflation SUN to add to existing prices In the current example all selling prices will be increased by 5 1 e a selling price of 50 will be increased to 50 105 100 52 50 Irrespective of the method you choose you can specify a rounded off price for calculated selling prices Found prices to 0 25 Launch the calculation of prices by clicking Calculate WinOptics User Guide 124 The Supplement Prices button displays a price modification window in which you may only apply a coefficient and an inflation percentage Ca
54. Born on 0711A 971 35 pears Note to avoid Y2K date problems Windows is configured such that any date prior to 1930 must be entered with all 4 digits otherwise it assumes that the year typed in refers to the next century E g by typing 08 05 24 the computer will show 08 05 2024 whereas for 08 05 1924 it will keep the date as is You then need to enter the patient s Social Security number the key being automatically calculated if social security is managed and to define one or two categories for the patient bearing in mind that patient categories can be personalized see section XI H Parameterizable Tables Categories SSID E 1 11 10 063 190 93 Optic Acoustic Fields located at the bottom right of the specification sheet are automatically populated Patient since 29 03 2007 Last visit 29 03 2007 Last payment 29 05 2007 Patient balance 190 00 Family balance 190 00 Once the specification sheet has been completed it is recommended to save the information by clicking the Save button You may then proceed to the next tabs of the patient s card 2 Other tabs If the patient purchases items on behalf of a company the corresponding tab enables you to enter the company s contact details Invoices if any will then be addressed to that particular company All empty fields will be considered as identical to those of the specification sheet tab for example a company s address being similar
55. Brand MAX HARA Barcode Hodel 675 fU5 51716 Catalog Ref Supplier SAFILO Another ref Category FRA CL Com offer Store I Store Sae Delivery date 18 03 2004 Purchased Oty 2 A i R Grozs purchase price 54 51 Depreciation Wty sold 2 A Discount x 3 00 r order 2 NE EE Net purchase price A 87 Coefficient 3 0000 Aetroceded Labor Stock min 0 Order VAT rate re 19 6 Labels 2 Sell price VAT not inc 136 71 Selling price YAT inc 163 50 Stock 2 Gross margin 03 84 Margin rate 61 33 4 Total value 105 74 Pounds WinOptics User Guide 53 Brands are linked to suppliers Whenever a new brand and its supplier are entered in the items file the computer memorizes their relationship Eventually when the same brand is entered the corresponding supplier will immediately be displayed Of course you can always change it New brands are automatically displayed in the suppliers window see section V B Suppliers and Brands for a description of this file If the supplier is not automatically displayed you may insert it manually or select one from the list Brand LEE MAX MARA Model MIINA RICCI PERSOL RALPH LAUREN L RAY BAN atego TACCHINI THIERRY MUGLER Store VUARNET Supplier You may enter the category by typing its first letters or by selecting it from the drop down list Category FRA CD LUM Components store COF Contact
56. F5 This means that pressing the specified key will perform exactly the same action as clicking on the corresponding button 3 z F5 Sale FE Workshop 5 Wizards Wizards intervene at different stages in the program to assist you in carrying out a specific task printing an inventory a set of labels creating a request a mailing etc They are represented by a succession of small windows each containing a question that you need to answer before clicking the Next button so as to move to the following window In the last window the Next button is replaced by Finish The wizard then performs the requested task based on the answers provided WinOptics User Guide 19 For example this is the first window of the wizard for cashbox balance Cashbox level wizard This wizard will enable vou to define a new cashbos level and possibly to reset t Be careful the resetting will delete your current history lf you inttialize the cashbox again the data will be lost for the statistics Click on Next to proceed g Previous Cancel Note If several fields need to be populated on a single page the Tab key enables you to move from one field to another while Enter fulfils the same function as the Next button 6 Printers and Printing In order to be able to print documents from WinOptics you must make sure that the printer is correctly set in the Windows control panel before starting to print It should be pointed
57. IBA VISION BLAGNAC WWI cibavision be service clents icibayision novartis com 05 34 61 69 00 COOPERWISION HYDRON SOPHIA ANTIPOLIS Cedex WIM COOPervision Aydron com Infowcoopervisior hydror com 08 10 08 36 6 DEMET OPTIQUE VILLIERS SUR MARNE au demetz fr demetziademetz fr 01 49 3005 00 ESCHENBACH Optik SARL LES CLATES SOUS BOIS wew eschenbach optik tr malkteschenbach optik fr 01 30 07 7900 ESSILOR VINCENNES Wii egsilor fr aigle essilor fr 0a 10 81 08 11 HENRY JULLIEN 5A LONS LE SAULNIER Cedex WAI heny jullien com direction henry jullen corn 08 25 09 69 00 JOHNSON et JOHNSON ISS LES MOULINEAUX Cedex WAIN ACUVUE COM 01556951 42 L AMY GROUP PARIS 09 WAKA AM YQroup Cor lamyfranceflamygroup com 08 25 39 00 39 LUNETTES GRASSET Or NNAs Cedex wew lunettesgrasset tr carditolunettesgrasset fr O4 r4 73 23 68 SAY LUSOT TICS FRANCE SOPHIA ANTIPOLIS Cedex wen lusatticagroup com 04 92 96 66 00 MARCHON FRANCE LIMOMEST wii marchon con marchoniaworldrnet fr 04 72 52 01 80 MEGA OPTIC DESIGN ST THIBAULT DES VIGNES WIA mega optic fr mega tmega optic fr 01 60 31 1216 Cde OFPHTALMIC ROSS COG Cedex wiin ophtalmic fr mdisteFanotophtalmic tr 01 49 90 7510 S A4FILO VILLEPINTE WNW Safilo cor satilo satilo com 01 45 63 22 39 SIGNATURE EYEWEAR FLEMALLE WAI SIQNALIBE EME AT COM webmasteraisignatlreeyewear com 08 00 91 2 30 SILHOUETTE FRANCE ST DENIS WwW silhouette com et officeatr silhouette com O1 42 43 30 48 ZEISS LYON WAY ZEISS fr cefizelss
58. In practice the cashbox history will be automatically updated each time that a cash receipt is recorded in the patient s visit card Method of payment The payment method used by the patient cheque cash card etc A predefined list of payment methods is available this list can be changed or extended as needed please refer to section XI H Parameterizable Tables Revenue The total amount of cash receipts recorded over a given period of time for example the day s revenue Not to be confused with Turnover which refers to the total value of all items sold Turnover The sales figure 1 e total value of sold items over a set period of time for all validated sales transactions As long as a sales transaction s status is In quote its total amount is not accounted for in the period s turnover The transaction will be validated on the day on which it will be included in the Turnover E g You might have sold a frame for 100 but only collected an installment of 20 in such a case the day s revenue is only 20 whilst the turnover is The turnover will amount to 100 on the day on which the sales transaction will be validated Cashbox history The legal document showing all the monetary transactions that have taken place whether they be cash receipts from patients or any other cash operations in and out of the cashbox Sales history The legal document containing detailed information on sold items Wi
59. Products CPR Cleaning Products LPS Compass Frames LEM Lenses Magnitying Glasses Gross purd Once the category has been entered its VAT rate and related default coefficient appear on the card The categories available on the list are those defined in the settings and may be changed according to your wish For more information please refer to section XI H Parameterizable Tables The box located next to Category on the right 1s reserved for the type It 1s generally used to specify a code comprising a few letters such as MM for Metal Men or CL for Cellulo Ladies for example As for categories the list of predefined types in the software settings can be fully customized Cellulo Children Cellulo Ladies Cellulo Meri Me Metal Mired ME Metal Children MIL Metal Ladies Mibi Metal Men x WinOptics User Guide 54 2 Setting Prices Once the item s references have been set its purchase and selling prices must be specified Enter the gross purchase price excluding discounts A discount may be entered manually Depending on the selected brand the discount can be modified if it is automatically inserted The net purchase price is calculated automatically The selling price is automatically calculated through the application of a coefficient on the purchase price This coefficient may be set depending on the supplier and the brand see section V B 4 Coefficients or depending on the item s c
60. The message previously sent can then be displayed by double clicking on it or by clicking the View the message button WinOptics User Guide 155 XIV STATISTICS A General Click on the Statistics button of the file selection panel to Display access the Statistics unit menu Functions Agenda Fa New appointment Cbrl Fa Labels A Mailings Send a SMS Ctrl 5 History of SMS sent Statistics F Import blank records k Teletransmission Ctrl T Follow up reimbursements tir 5 tatretic z 4 Refresh ab Edition Z Format You can also access this unit by selecting the Statistics unit option in the Functions Statistics Statistics unit General sales statistics Statistics per salesman Table of sales Use this unit to access a series of predefined queries that can be used to obtain information regarding the data entered in WinOptics Numerous queries can be executed The Theme of the required statistics may be chosen from the left side column Depending on the selected theme the list of available queries is displayed in the right side column A vertical slider may appear in this column if the number of available queries exceeds 7 The query result is immediately displayed at the bottom upon selection of any one of those queries WinOptics User Guide Distribution per city stock Distribution per title Salesmen Distribution per age Cashbox Di
61. WinOptics User Guide Updated on 05 2007 WinOptics User Guide Table of contents L GENERAL POINTS A Requirements B Required software C Technical terms and Conventions D Usage variations between Windows versions E Technical Support IL INSTALLATION A Installing on the Main Computer B Unlocking the Demo Mode C Installing on a secondary computer D Installation Issues E Uninstalling F Updates Ill GETTING STARTED A Interface Presentation B Basic Principles l Using the Menu 2 Moving from one field to another 3 Using Tabs 4 Command Buttons 5 Wizards 6 Printers and Printing C Using Files l Selecting a File 2 Adding a New card 3 Modifying a Card 4 Removing a Card 5 Finding a Card 6 Data replacement 7 Duplicating a Card S Modifying Directly from the List 9 Last Records Entered D Page Setup l Organization of Columns 2 Sorting Data 3 Formatting Columns E Online Help WinOptics User Guide 10 10 10 11 11 12 13 14 14 14 15 IV MANAGEMENT OF PATIENTS A Creating a Patient Card l Specification Sheet 2 Other tabs B Creating a Glasses Card l Entering the prescription 2 Lenses data entry 3 Frames and accessories data entry 4 Orders C Recording a Sales Transaction l Principle 2 Third Party Payment D Editing E Quotations l Data entry 2 Printing 3 Converting into a Visit Card F Contact Lenses G Optometry H Photos
62. a login and a password will be requested in order to establish a connection Updates Enables you to check if a new update is available on the WinOptics website Technical support This option shows the various ways of contacting us It is to be noted that in some cases the technical support team may remotely control the PC and whenever this happens instructions to be followed will be provided by the technician About WinOptics Displays information on the user and software version WinOptics User Guide 31 IV MANAGEMENT OF PATIENTS The Patients file is probably the most important file in the entire program By default this file is displayed when the program is started This chapter explains the various steps involved in patient management patient card creation visit record etc A Creating a Patient Card To create a new card you must first check whether the patient file 1s indeed the active file otherwise click the Patients button in the file selection panel Then click New on the toolbar A blank patient card is displayed and you simply need to enter the required information l Specification Sheet The Patient tab appears first Each patient has a card of his own and this card contains general information on him as well as his contact details Patients 171 Patient Social security Family Compary Cards Payments M ai Statistics Photos Notes Ordonnances Categories First
63. age indicating that the sales transaction was not validated when a visit card is closed Not to display the time at which the sales transaction was performed in the cashbox history Collection of deferred cheques on the date written on the cheque rather than on the deferred date 2 Preferences The Preference tab enables you to select particular software behaviors from the proposed list Open a record after a search M Close the patient record when closing the optometry record Calculation of sale prices on the discounted price Items database Reset the prices in the event of a 2nd pair Dont indicate the short distance vision automatically for the MF M Put automatically in order the selected lenses Display the pro rata discounts per item on the documents Cancel the sale when one removes the protection of a visit card WinOptics User Guide 141 3 Messages Confirmations The Messages Confirmations tab enables you to specify when the software should display messages M Ask confirmation before exit M Ask confirmation before deleting a record Alert if the selected article has a null stock Remove item when its stock gets null Make the salesman s mention obligatory Ask print confirmation if file is not balanced The action will be executed by the program when the appropriate box is checked In the above example there will be no message asking you to confirm whether you are sure that you
64. alculator F9 SOL code execution Third party payment calculator Ctrl F3 SELECT nom prenom FROM clients Calculator F2 Execute SQL code Cancel Convert 4 YAT rate Sesam vitale reader Te letransmission parameters lf Options D Clean Database This feature enables you to automatically delete part of the data which existed prior to a given date This command should be used only if there is insufficient disk space or if the software becomes too slow However considering that nowadays computers are very powerful this is rather unlikely to happen and therefore it is not necessary to use this feature WinOptics User Guide 149 Tables cleanup This creen enables you to remove all records prior to the mentioned date trom the selected tables i Hel l Hamenante P Delete until date below included Remove all 31 12 2004 Cashbox balance In the following files M Cashbox history M Documents M Sales F List of purchases M Orders Cancel Indicate the latest date inclusive up to which files will be cleaned Then specify the files that need to be cleaned and click the Remove button to launch the cleaning process E Converting the VAT Rate This Wizard enables you to convert the current VAT rate of stock items to a new rate e g if the VAT rate changes from 17 5 to 19 5 Change AT wizard Tools Maintenance Help E Iculator FQ ne a i Enter the old rate for
65. and Drawings V STOCK MANAGEMENT A Item Creation l Nomenclature 2 Setting Prices 3 Quantity in Stock 4 Depreciation 5 Actions 6 Purchase history B Suppliers amp Brands l Descriptive card 2 Contact details 3 Discounts 4 Coefficients 5 Follow up of payments C Labels l Settings 2 Selection 3 Printing D Inventory and Inventory Control l Stock value 2 Inventory 3 Inventory control 4 Editing quantity E Depreciating the stock WinOptics User Guide VI SALES MANAGEMENT A Sales File l General 2 Sales history and statistics B Documents File l General 2 Creation 3 Printing VII ORDERS MANAGEMENT A Orders File B Orders manager l Manual orders 2 EDI orders VIIL CASHBOX A Prerequisites B Initializing C Counter sales l Accessing the counter sales window 2 Items data entry 3 Payments data entry 4 Patient information 5 Printing documents D Sales transaction from a patient folder l Accessing the sales window 2 Payment data entry E Movements and Remittance at the bank l Cashbox movements 2 Remittance at the bank F Cashbox balance G Prints and Reports H Changes and Corrections I List of receivables IX THIRD PARTY PAYMENT A Social Security settings B Use during a sales transaction l Codes selection 2 Reimbursements calculation 3 Third party payment automatic update C Printing documents WinOptics User Guide 75 75 19 7
66. are likely to respond to the letter for the mailing to be effective This may be achieved easily thanks to the query system available in WinOptics whose mode of operation has been described in the previous sections To create a mailing you must first of all have a word processor equipped with this feature most of the current word processors do By default the program is configured to use the popular and powerful Microsoft Word as text editor but you may also use any other word processor 2 Patients Selection A simple example will be used to make explanations regarding the system s operation clearer In this example a letter needs to be sent to all patients who are over 50 years of age and who reside in Brussels The first step is to use the query system to create a list of patients who meet to these criteria Select the Queries file from the list of files and click New to launch the wizard that will help you create the query First select the Answer to questions from the wizard option Then select the Patients file from the list and click Next Invoices Items Lenzes Lenses prices DA y yO Patients anamnesis Physicians Sales Select the list of fields to be used in the letter normally the patient s contact details title name first name city zip code and click Next A sorting order may then be specified normally by name then by first name WinOptics User Guide 170 You then ne
67. arizing yourself with these before moving on to create personal queries The result of a query may be printed or selected for use in a mailing It may also be exported to a file for transfer to other programs Queries are expressed in a specific language SQL You do not need to be familiar with this language to create a query since a wizard is provided in the software to walk you through this task Of course those of you who are SQL experts may broaden their investigation scope by writing their own queries directly using the language B Query Files To access query files click on the Queries option in the file selection panel Patents Items Suppliers Sales Documents Orders TBA eel F LUETIEZ This file contains the list of pre programmed queries that can be used to query or modify the database Personal queries may be added to it as necessary and it may gradually prove to be an extremely powerful data analysis tool WinOptics User Guide 159 E Table of Queries Title Annual purchases Annual sales Appointments Birthdays of the month Cashbos history Companies Doctors Items to re order Labels Monthly purchases Monthly sales Monthly visits contacts Monthly visits glasses Patients distribution Sales per category Supplier Internet Today s patients contacts Today s patients glasses Top brands Top doctors contacts Top doctors glasses Top frames types Top suppliers Unkn
68. arter and Year are time periods that are predefined based on the day s date Use the Choose option if you wish to enter a specific time frame By default all the items that were sold during the chosen time period will be listed However you can select only part of the items by choosing a specific supplier category brand or salesman Supplier Aa Category jan Brand an Salesman jan VAT rate an You can specify more than one criteria if necessary WinOptics User Guide 78 The next screen displayed by the Wizard offers two options one for the calculation of profit and the other for the display of items purchase prices M Calculate the estimated profit M Display purchase prices Profit calculation is only displayed in the aggregation per category or per product lists it is not included in the detailed or summary per file lists Of course this calculation can only be performed when the purchase price of sold items is provided To obtain the exact profit amount in other cases you can fill in manually the missing prices by editing the sales file see a description of this file in section VI A Sales File The option that determines whether or not to display the purchase price is only available for the aggregation per category list It can prove useful when the accountant needs a copy of the list for instance Click Finish in the last screen of the Wizard to display the desired list in the main window
69. as 25 DF 1 525 Mineral 55 Spheric 37201 Carl Zeiss Vision GmbH Bifokal Lupenglas 525 DF 1 525 Mineral 60 Spheric 37202 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 DF 1 525 Mineral 65 Spheric 37203 Carl Zeiss Vision GmbH Bifokal Lupenglas 525 DF 1 525 Mineral 70 Spheric 37204 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 Lupenteil mattiert DF 1 525 Mineral 55 Spheric 37205 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 Lupenteil mattiert DF 1 525 Mineral 60 Spheric 37206 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 Lupenteil mattiert DF 1 525 Mineral 65 Spheric 37207 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 Lupenteil mattiert DF 1 525 Mineral 70 Spheric 37208 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 mit konvergenzentl DF 1525 Mineral 55 Spheric 37209 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 mit konvergenzent DF 1 525 Mineral 60 Spheric 37210 Carl Zeiss Vision GmbH Bifokal Lupenglas 525 mit konvergenzentl DF 1 525 Mineral 65 Spheric 37211 Carl Zeiss Vision GmbH Bifokal Lupenglas 25 mit konvergenzentl DF 1 525 Mineral 70 Spheric 37063 Carl Zeiss Vision GmbH Clarlet 0 0 Braun 85 DB 6 0 SF 1 501 Organic z5 Spheric 37068 Carl Zeiss Vision GmbH Clarlet 0 0 Braun 85 DB 8 0 SF 1 501 Organic 75 Spheric 37066 Carl Zeiss Vision GmbH Clarlet 0 0 Grau 85 DB 6 0 SF 1 501 Organic 75 Spheric 37065 Carl Zeiss Vision GmbH Clarlet 0 0 Grau 85 DB 8 0 SF 1 501 Organic 75 Spheric 37064 Carl Zeiss Vision GmbH Clarlet 0 0 pioneer DB 6 0 SF 1 501 Organic 75 Spheric 37
70. ashbox Indicate the amount to remit in bank Amount Detail 12000 0 1 s500 0H 5 Date 04 x200 10H x2 20703 2007 0 100 10 x14 0 50 0 0 50 2 x20 0 0 20 5 x10 o s010 Hobe Remittance at the bank 28 20 5s 10 10 2 10x 1 Cancel This screen allows you to indicate in a very detailed manner the coins and notes remitted at the bank The total amount of the remittance action 1s automatically calculated depending on the specified details However you can also directly indicate the amount remitted at the bank without specifying in details the change withdrawn from the cashbox Click OK to validate the remittance at the bank a dialog box then appears enabling you to validate the new cashbox cash balance Remittance of cheques at the bank The remittance of cheques at the bank screen displays the list of cheques that have been entered for an as is or patient sales transaction You can choose to view only deferred cheques by checking the appropriate box This list can be classified by date patient or expirity date depending on the selected tab To select the cheques to be remitted at the banked check the box located at the beginning of the row where these cheques are displayed The All and None buttons can be respectively used to select all the cheques or deselect all of them The Expiry button lets you change the cheque s expiry date This option is particularly important when a pa
71. ategory see section XI H Parameterizable Tables Note The method used for calculating the selling price can be based on the gross purchase price or on the discounted purchase price depending on the chosen settings see section XI G 2 Preferences The coefficient and the selling price are linked You may manually modify the coefficient and in that case the selling price will automatically be recalculated Similarly you may manually modify the selling price in which case it is the coefficient which will be automatically recalculated If necessary you may change the VAT rate The selling price excluding taxes is then recalculated Gross purchase price 54 51 Depreciation Discount 3 00 Net purchase price 92 87 Coefficient 3 0000 Labor VAT rate 19 6 Sell price WAT not inc 136 71 Selling price YAT inc 163 50 Gross margin jagd Margin rate 61 33 4 3 Quantity in Stock To define or update the quantity of the displayed item available in stock you simply need to specify the date of purchase which although optional can be very useful for statistical purposes and the quantity purchased To do so click the button to display the following window stock In Out Date 234 03 2007 Luantity Note 0000526 Cancel Enter the quantity purchased and the note number if applicable During the validation process the quantity entered is immediately transferred to the stock
72. bles you to specify the language of the application and of documents as well as the country in which the software is used You can manage the status and or regions of some countries by checking the corresponding box and by clicking the Edit the table button to insert the related information The Currency and Taxes tab enables you to specify the currency unit used as well as its symbol and the VAT rate to be applied The Social Security tab enables you to specify the default regulations for payment to third parties or to the policy holder so as to deduct or not deduct the calculated refund amount for third party payments from the total sales figure You may also use this tab to specify the country using the third party payment scheme Belgium France Switzerland or Other so as to comply with each country s specific regulations with regards to third party and social security payments Depending on the country choose the Regional settings Ta LE Language corresponding tab to enter specific i Cuiencviand Tae information 2 Social security These information are provided in detail in a JT Belgium the chapter on the management of third party dard payment IX Third Party Payment Tunisia ne Spain EM Portugal eee Me United States ES United Kingdom WinOptics User Guide 132 C Documents amp Reports This option enables you to specify the printer settings as well as the print format for doc
73. box Functions Orders Prices Stock value Inventory Purchases history Sales history Inventory Control Depreciate the stock Retrocessions Ctrl F Synchronize with the head office Modification of the ins k The data input window 1s then displayed Retrocession list ltem to retrocede Enter the list of the items to reassign to another of your stores or to a colleague Article code or Invoice Archive barcode Quantity aos ai E ae Double click or LED to cancel line Items to reassign For the store ETES SE EE EE e 255 EMPORIO ARMANI EA 9175 5 PE 5415 SOL SAFLO FRANCE 2560 EMPORIO ARMANI EA 9134 5 003 9901 SOL SAFLO FRANCE TR EMPORIO ARAMANI 9164 5 R97 4014 SOL SAFLO FRANCE 2 To invoice History Print Close When entering information in the To invoice tab you should start by specifying the receiving store Then enter the items that you wish to retrocede by specifying the item code or by reading the barcode using a triggerless scanner and specify the quantity that you wish to retrocede You may also browse through the item file to enter the desired item by clicking on the small magnifying glass found next to the field on the right WinOptics User Guide 180 Click the Add button to remove the item from the stock and to display it on the list of retroceded items This list displays the item s complete reference the number of retroceded items and the
74. box history WinOptics User Guide 95 G Prints and Reports The most interesting feature of the cashbox resides in the fact that all executed transactions are recorded in a cashbox history You can view this history at any time from the Cashbox Cashbox history menu Cashbox Functions Orders Prices Counter sale Inout Lists Te Fa Cashbox history CErI F5 Sales history Print the history Modify the history List of receivables Reimbursements outstanding List payments by patient Remitance of cash at the bank Remittance of cheques at the bank Quotes list Hot validated Files Fe Fi You can also access the cashbox history by clicking on the Detail of operations button of the Cashbox balance tab in the sales window mentioned earlier Cashbox history ASS Monday 2 April 2007 Opening on the 30032007 to 17 41 beginning cash balance 705 28 Revenues of the day 350 05 Pounds 323 45 YAT not incl Revenues of the month 360 05 Pounds 3235 45 VAT not incl Annual revenues 601 05 Pounds 661 74 YAT not incl Print the history Title 02 04 2007 02 04 2007 02 04 2007 30 03 2007 30 032007 30032007 30032007 30032007 30032007 09 39 54 09 36 23 18 1902 18 08 25 175703 17 51 01 17 49 47 LIE Patient Payment Amount Lewis Cash 15 00 Hiltar Credit Lard 12 ll Martin Cheque 2 00 Cheque A 40 00 Cash 30 00 Majewski annabelle Credit Card 100
75. cal order Ascending Descending To sort the data based on several criteria simply select several columns Fabia 4 Av Hector Berlioz 0 Jurgen Julie 19 Rue de la Loi Sandrine 1 chemin de l Eglise In the example above the data will be first sorted by surname then by first name The sort order varies with the columns order To sort by first name first you need to move this column so as to position it before the surname column as described in the previous paragraph 3 Formatting Columns You may change a column s header color and display format as well as a number of other settings by selecting Format from the file selection panel Display di Statistics Hg Refresh ab Edition The column format dialog box opens enabling you to set the desired format for each column defined by the corresponding field name WinOptics User Guide 29 Column format General format f Two tone light Monochromatic Iw Rows Two tone strong C Standard List of fields Name Code Mame First name Alignment Right z i Decimals width 780 0945 M Visible Cancel General format This setting allows you to modify the color shade and the general presentation of cards in the table This setting is applicable to any file that has been opened It is recommended to try and to keep the setting that best suits the monitor To change the presentation of an active file s column select th
76. catalogs contain all the available lenses or contact lenses references for a given supplier Having all these references available in the software helps you select the appropriate lens or contact lens during a sales transaction Depending on the dioptries a lens or contact lens selection will be suggested on the screen with the corresponding prices You can refine this selection by adding criteria such as index material etc The final selling price will be calculated based on any treatments or supplements selected Suppliers lens catalogs are available for download on the Internet site and are regularly updated With WinOptics you can also insert or modify the prices yourself This requires some effort but offers the notable advantage of having a precise selection that reflects exactly the offers available to patients You can of course choose to control or calculate the prices yourself using the formulas and coefficients corresponding to the costs and margins of the store You can view all the prices directly on the screen but you can also print them on A4 paper Catalog You can access the different prices in the Catalog section of the file selection Lenses panel Lenses prices Supplements P Lens supplements prices O Contacts Contacts prices Prices Lists Tools Help All the related functions can be accessed Mew lens from the Prices menu Neuiconraces Priority order Calculate prices Price calculation Fo
77. cessary reinstall it using the CD ROM provided with the computer y Switch off the computer and switch it back on and restart the installation once again V Try to install the program on a different computer whenever possible If it works it means that the first computer might contain files that are not compatible with WinOptics If the installation is still faulty call the technical support team and indicate the type of problem encountered and when the problem occurs E Uninstalling To uninstall WinOptics from the hard disk use the utility designed for this purpose in the control panel Start menu Settings known as Add or Remove Programs Select WinOptics from the list of programs and click Remove F Updates Updates are regularly made available online on the WinOptics website www winoptics com in the Updates and Downloads sections respectively It is recommended to regularly connect to the website in order to download the latest updates WinOptics User Guide 14 HI GETTING STARTED This chapter will help you to familiarize yourself with WinOptics basic principles It is recommended to read it carefully before using the software any further A Interface Presentation Once the installation is completed double click the WinOptics icon on the Windows desktop to run the application After a few minutes the program starts If you have not yet entered the user key you can do it now or you may try the program in
78. ch parameters you can change or a coefficient table SP PP Ex coef VAT F F Purchase Price C SP WEE x coef L AT S P Selling Price o L Labor fable of coefficients Edit Time t bl in Single Yal GR ime to assemble min Ingle Ya VAT rate Spheric Cul 2 00 Cyl 400 Cyl 6 00 21 0 4 Flat to 4 Coefficient 475 to 6 00 200 default 2 a25 412 00 Cost per hour gt 12 00 25 00 WAT not Display by amounts Close WinOptics User Guide 121 This window enables you to create as many calculation formulas as necessary by assigning a different name to each formula Click New to create a new formula Model name Personal Click OK to validate the new name then enter the information relating to that formula Personal Hew Remove f S P P P L x coet YAT l F P Purchase Price CE F P x coef L VAT ue ae Price Labor C Table of coefficients Edit Time to assemble min Single Wal ok VAT rate Spheic Cyl200 Cw400 C600 175 Flat ta 4 15 20 20 20 Coefficient 4 25 to 8 00 20 af of 2 250 defaut 2 22584200 2 f 30 30 ostperhour 4200 f af 3 3000 VATnot Display by amounts In a first phase you may select one of the two standard formulas or choose a calculation based on a table of coefficients As far as formulas are concerned the two possibilities are as follows
79. ching the repair operation WinOptics User Guide 177 APPENDIX 2 CENTRAL PURCHASING UNIT RETROCESSION A Principle The stock centralization unit is an optional unit which enables you to perform automated item retrocessions between several stores or from a specific location a central purchasing unit Thus a chain store which receives all its stock items at a warehouse before distributing it to various stores would be able to input its stock directly from the warehouse and send the relevant data to the various retailers On the one hand this harmonizes data input since each store does not need to enter the same item separately thereby avoiding the risk of different data input methods for the same item and on the other hand it ensures better stock control In the case of two stores exchanging frames or other items the automatic retrocession system updates the two stocks with regards to the relevant item references In both cases stock update is performed by launching the stock synchronization feature from each store This can be done automatically at program startup or following ad hoc requests Note To acquire a stock centralization unit please contact our commercial department B Setup 1 Network To install this unit all the stores must access the same shared folder This folder should contain the exchange file required for automated retrocessions The stores network administrator must configure each st
80. ct the In or Out tab as appropriate and type in the movement amount and description By default the movement amount is specified in cash Once the information is entered click the Record the operation button to record the movement and update the cashbox file The movements will appear in the cashbox history 2 Remittance at the bank The principle underlying the remittance of cash cheques at the bank is identical A separate window allows you to determine the details of the remittance operation for cash and cheques operations Select the appropriate option in the Cashbox menu Cashbox Functions Orders Prices Lists Tr Cashbox Functions Orders Prices Lists Ti Counter sale F5 Counter sale F5 Inout Inout Cashbox history Ctrl F5 Cashbox history Ctrl F5 Sales history Sales history Print the history Print the history Modify the history Modify the history List of receivables F List of receivables F Reimbursements outstanding F7 Reimbursements outstanding F7 List payments by patient List payments by patient Remitance of cash at the bank Remitance of cash at the bank Remittance of cheques at the bank Remittance of cheques at the bank Quotes list Quotes list Nok validated files Mot validated files WinOptics User Guide 93 Remittance of cash at the bank The following screen is displayed Remittance of cash at the bank There ts currently 233 25 cash in the c
81. d can be edited here The Grp column displays a number ranging from to 4 This number if indicated shows at which position of the menu the corresponding code should be found Indeed there are too many codes for all of them to be displayed in the drop down menu You can thus determine which ones should be displayed first To do so simply click on the Go up Go Down Up or Down buttons found in the previous screen In the regional settings screen for Belgium the INAMI Nomenclature button allows you to view the complete text of the royal decree governing the use of codes ES 4 pe Art 30 ter Sont consid r s comme relevant de la comp tence des opticiens 2 660015 660030 BROOS BROOY4 WinOptics User Guide l Verres de lunettes A Verres de lunettes unifocaux min raux antireflet ayant un indice de r fraction de 1 7 et un nombre d Abbe de 35 1 Verres spheriques blancs 2 Verres toriques blancs cyl 0 25 2 O0 Pa Pa Pa F4 10 x 105 B Use during a sales transaction 1 Codes selection Codes are selected when the sale is recorded in the cashbox window Simply click on the INAMI column to display the selection menu Sale Julie JURGEN 6 Items e Patient information Eg Movements Cashbox balance List of items _ Card Recale INAMI VObE 52 OPTISWISS PR PLUS ORGA 160 PER Org 65 7 1 269 00 289 00 LEN 659035 05 19 2296 5 VObo YS OPTISWISS P PLUS ORGA
82. d and will therefore remain in the list of labels to print Hence you will be able to print them at a later stage D Inventory and Inventory Control 1 Stock value This option is very useful since it gives a quick preview of the stock value To run it select the Stock value option from the Stock menu Stock Cashbox Functions Orders Prices Stock vale Inventory Purchases history Sales history Inventory Control Depreciate the stock Retrocessions Ctrl F Synchronize with the head office Modification of the ins k WinOptics User Guide 68 The stock value card is displayed Category Supplier Suppl Cat Year YearCateg Brand Year Brand Year Supplier Category Units Total Frames 23 1370 00 Sunglasses Contact Products Total value of stock 1 86310 Val before depreciation 1658195 Humber of units 42 It instantly informs you of the total stock value at the bottom of the window and the total number of items The stock value can be broken down by category supplier year or brand depending on the tab chosen The Print button enables you to print the displayed list The Recalculate button checks 1f the stock value of each item actually corresponds to the quantity available in stock The Zoom button enables you to display the window s result in full screen if required to export it 2 Inventory The inventory report is definitely the m
83. d in the items file Supplier categories As is the case for patients you may specify one or two categories per supplier Other lists This table contains different categories and enables you to create values for each one of them Edit parameters lists Categories Values i a Optic Doctor Type a k Acoustic File State General Doctor n Out Marketing Code Means of Payment Defect Mutual Insurance Type Relation to Assured Select the category that you wish to modify from the list found on the left the possible values will be displayed in the list found on the right You can then delete existing values or add new values to the relevant category Store In the case of a chain of stores this table enables you to enter the list of stores belonging to the chain and for each of them you can specify their corresponding address and telephone and fax numbers Salesmen This table contains the list of the different salesmen that were entered in the options when the software was installed Direct access to the corresponding table enables you to delete salesmen codes or to create new ones if necessary Prescribers Whenever the name of a new ophthalmologist is entered in a patient s visit card it is automatically added to the list of physicians You may eventually update this list with the complete contact details of each physician The purpose of this feature is to be able to subsequently print it
84. d information on what differs in comparison with the lenses frames section Frames _ Contacts c Guote EF Optomety Eg Photos lt gt Notes tass 200470 hysician campbell s Preser 05 03 2007 4 F4 Add Obey Delivery E Remove Contacts E PF Delivered a gt gt s Odax 125 026 f CO DIE O o Contact fi fos ef O Most OoOo Centring cu TRS ES o nn T merd Coma 10 0 fo blowt Centring Keratometry Avg D m Ava Ho Eo Anis Kao H EZ Avis avg Contacts Ophtalmic55 014 2 8 6 Bo te 15 00 1 Ophtamic 55 014 2 8 6 Boite 15 00 1 30 00 Visit type Adaptation Duration fi week Next visit 04 04 2007 Exams Products E Hl w o oog Status _ Sale validated validated Pole td a00 all x Salesman EYN Sc F Total 30 00 Sale FE ue Marketing Compl 3alance 30 00 When a new visit card for contacts is created frame refraction data are displayed on line Old RX provided that such information is known The keratometry data may be converted into dioptries or in mm by clicking the D m button In the items section besides the type of contact lenses you may enter a price for a possible eye test and two boxes are provided for the products You may also specify the type of visit trial adaptation control or renewal as well as the system duration between 1 day and 2 years the date of the next visit is the
85. d to the activated window the Windows taskbar e Wintptics Demo ver It is located right at the bottom of the screen It indicates the running applications and gives access to the Start button the application s main window Files A Table of Patients Meee OK Histo F1 Patients Kone T name di Autres zip AE AAE A E E 31 Items 4 Dupont Christelle aAA me Notre Dame 75006 Pans rel Seas 3 Dupont Jean Louis 17 rue Notre Dame 75006 Paris 01 03 38 38 22 2 Garcia Agn s 98 rue de la Lib ration 69008 Lyon 04 63 39 39 39 Q Sales 5 Hassan Rabia 42 Ay Hector Berlioz 69004 Lyon 04 93 09 00 29 1 Documents 8 Jurgen Julie 19 Rue de la Loi 52000 Chaumont 06 7 Lustin Sandrine 1 chemin de l Eglise 69004 Lyon 06 4 LA Orders 1 Montfort Fabienne 63 rue de Paris 69000 Lyon 04 74 93 38 21 06 7 5 Queries 9 Parmentier Marcel 34 rue de la Loi 1050 Bruxelles 00 6 Rouanet Agn s 1 all e des jonquilles 4000 Li ge O42 10 Walther Anna 16 rue Lamartine 97232 Le Lamentin 283 33298 Catalog Lenses Supplements 1 Contacts HU Statistics a Refresh ab Edition BZ Format 1 This window constitutes the basis of the program The data contained in your files will be displayed in this window The left section of the main window is a file selection panel which enables you to move from one file to another simply by clicking on the corresponding name WinOptics User Guide 16 B Basic Princip
86. de needs to be specified in this window The country code needs to be inserted before sending the SMS For example to send a message to the French mobile number 06 01 02 03 04 you must dial 33601020304 The country code will be automatically indicated based on the settings defined in this window WinOptics User Guide 153 You may also indicate the sender s identity This refers to the name that will be displayed when the message is received Software parameters WinOptics parameters ou can set here all the parameters of your software fat Store Regional settings ay Documents amp reports ag Network L Security Eg E mail sending on fl Vitale card reader ine Options Test the connection Avail Appropriations Buy SMS IF you are recorded user of Win0ptics you can use the service of SMS sending You have an initial credit of 20 SMS and vou have the possibility of buying additional credits Default international code Identifier transmitter Demo Version Templates messages Close Use the Test the connection button to check whether the system is functioning properly With the Avail Appropriations button you can find out the number of SMS messages that can be sent The Buy SMS button allows you to increase your credit 3 Use within WinOptics The simplest way to send an SMS to a patient is to click on the SMS button located to the right of the mobile telephone numb
87. demo mode At this point several items may be identified the menu bar File Edit Stock Cashbox Functions Orders Prices Lists Tools Help It is located right at the top of the software s window It contains all the program s features To access a menu simply place your cursor on the menu title Edit for example and click A list containing all the options of this menu is then displayed Edit Stock Cashbox Functions Orders Prices Lists Sort First record Find Ctrl F Previous card Next F3 Next card Replace Ctrl H Find a brand Duplicate Chri D Remove Remove all EA Format Refresh Fil To select an option click on the option s name A menu may include several submenus Detailed information on the different options of each menu will be provided in the following chapters WinOptics User Guide 15 the toolbar A z en yy D El 2 4 violo Olik New Consult Print Previews Find Sscending Descending Agenda Previous Next Export It is located right underneath the menu bar It contains the most common options of the different menus To find out about an icon s function place your cursor on it and wait for 2 seconds a small help message is displayed the status bar Wednesday 26 March 2007 16 08 It is located at the bottom left of the software s window It provides several information such as the date the time the keyboard s state or comments relate
88. ding box Dont print store s contact informations Move the adress block Up O 1 10 mm On the left O 110 mm ou can enter positive or negative value However if the contact details need to be printed you can once again specify the exact location of the corresponding block for printing purposes 6 Parameters This tab enables you to specify the name of a temporary directory for the print file It is recommended to keep a computerized management of print jobs WinOptics User Guide 136 D Network WinOptics can operate in network multistation mode Please refer to Chapter H Installation to install and configure the software on each computer This paragraph provides detailed information on the setting required for using the software on a shared network and brings out the special points to be observed for such a configuration cow ts Multiple servers ee Stock synchronisation l Settings The Access path tab enables you to specify the complete access path to data stored on the server applicable to secondary computers Network path 5 IF this computer is the SERWER the computer that you switch on first leave this folder empty Click here if the computer is the server The Multiple servers tab enables you to configure the list of servers when dealing with a more complex network comprising multiple servers M Use multiple servers Configure It is recommended to consult the
89. dition prism basis or visual acuity There is no compulsory field so only provide the necessary information Note The fields formatting is done automatically i e to enter a sphere of 1 00 for example you simply need to enter I and move to the next field the content will automatically be formatted The increase is done by units of 0 25 so that if 1 27 is specified for example its value will automatically be rounded down to 1 25 Similarly when data pertaining to the left eye is entered that of the right eye will automatically be displayed by default If the value is correct simply move to the next field by pressing Tab or Enter otherwise you must enter the new value You may enter data for far sighted short sighted or intermediate sighted vision When a short sighted vision is entered with an addition the corresponding far sighted vision is automatically calculated Tip the icon on the left of the nterm box enables you to change the intermediate vision into a second far sighted or short sighted vision by clicking on it a second time Far Far Far Inter j gt Far gt Near Near Near Near Above the data pertaining to the right eye there is a series of small buttons whose functions are summarized below Ea Copies the last card s data o Transposes the figures into a positive or negative cylinder ea Exchanges the intermediate vision data with that of the short sighted vision gt gt Copies the data o
90. ds box to make all the fields marked with an asterisk compulsory fields F Services This option enables you to configure several features that require a connection to a device For information on telephone and sending of SMS see Chapter XIII Services a Service i 2 i 1E Hep SMS sending E E mail sending Vitale card reader WinOptics User Guide 140 G Other Options This section provides details on the different tabs that are grouped under the Options category of the software parameters i Fe Options z Efa LE Preferences Messages Confirmations 2 Visual options sm Other options 1 Cashbox The Cashbox tab enables you to specify the method to be used for validating files 1 e to specify exactly when items are removed from the stock and recorded in the sales files Method of validation of the files Validate when the first payment is collected Validate when the sale is completely balanced C Don t validate the files automatically Validate on request of the cashbox screen F5 sale For recall the validation indicates the moment when the items are recorded in the sale file and are deducted from the stock Other options M Verify if the sale is validated before closing the optometry card M Don t display the hour in the cashbox history M Collect defered cheques at the date of the cheque This tab also enables you to set the options listed below Display a mess
91. e Counter sale FS Intt Cashbox history Ctrl FS Sales history Print the history Modify the history List of receivables F Reimbursements outstanding FY List payments by patient A Wizard starts prompting you to enter all the necessary information Sales history wizard This wizard will help you display the sales history over a given period Click on Next to start 4 Previous Cancel The sales history allows you to keep track of sales trends and therefore keep track of turnover and profits on a day to day basis WinOptics User Guide TI Sales history wizard Select the type of history to be printed and the period Click on Next to continue Detailed list Summary per file Aggregation per category Aggregation per product Pernod Previous month 0170272007 to 2870272007 Previous Cancel Start by selecting the desired type of list The detailed list presents one row per sold item and on each row the patient s name when this information is provided as well as discount applied VAT amount etc are displayed The summary per file list presents one row per sales transaction as is folder or sale The aggregation per category list presents one row per sold item category The aggregation per product list presents one row per sold product Then select the time period to analyze Day Week Previous Month Current Month Qu
92. e purpose of which is to reduce Depr price 44 94 Pounds the value of this one if it was not gold after certain period Depreciation gt p5 Ex 0 65 depreciated value 65 of SEN original value 1 20 appreciated value Enter the depreciation rate and original value 20 the software will calculate the Hew purchase price The selling price will be the same Unda The initial purchase price remains In memon and will be constantly known via this screen Then specify a depreciation coefficient for the unit E g to depreciate an item by 15 i e to reduce its price to 85 of its initial price enter 0 85 as coefficient The depreciation is displayed on the item card the purchase price has been reduced a Met h 44 94 D the letter D is displayed in red next to the Re price on the right The initial price may be viewed or reset at any time by clicking the Depreciation button once more The selling price is not automatically changed but it is of course possible to change it manually Note You may depreciate a whole group of items through a single operation by using the Depreciate the stock feature of the Stock menu see section V E Depreciating the stock 5 Actions You may sell or re order an item directly from the item card To do so just click the button located to the right of the corresponding boxes Qty sold U Too In order ONE ES WinOptics U
93. e sorting of information deletion of records without affecting the original file in WinOptics etc In the example below the result of the distribution of patients query has been modified so that only the information relevant to 5 big cities 1s displayed Data regarding the number of patients in these 5 big cities is represented on a graph Ed Microsoft Excel wo_exp xls B Fichier Edition Affichage Insertion Format Outils Graphique Fen tre BEA FACIS fone de grap BMS loa E fe 2 Arial Buick T hy Inn ll llill Number of patients Pe Po RI Po PR RE O h O0 oo G oo Be NO Exporting to Word Just like exporting information to Excel you may export information to Word which is Microsoft s word processor When you select this option from the Export menu the computer asks whether you wish to create a new document or to use an existing one It is indeed possible to save different letter templates and reuse them later for mailing campaigns WinOptics User Guide 163 Merge into Microsoft Word De This wizard will merge data of the current file with a Word document This will enable you to create letters envelopes and labels for malling Export ta Microsoft Excel Merge into Microsoft word What do you want the wizard to do Export to a File Create a new document and attach your data Attach you
94. e amount is automatically subtracted from the amount to be paid by the patient this option can be activated by default depending on the settings Total 55 hare Compl share Het to pap Collected Assets Balance WinOptics User Guide 336 00 131 36 a TP 0 00 7 744 64 300 00 0 00 444 64 107 3 Third party payment automatic update If the third party payment box is checked the social security amount is automatically updated in the relevant field of the patient card and subtracted from the net amount to be paid by the patient Collected 200 00 _ 55 191 36 T Total 936 00 Compil Balance 444 64 C Printing documents Once the calculations are done you can print a series of legal documents Click the Documents button of the cashbox to access the list Quote FE Receipt F7 Invoice FE Attestation INAMI Fil The two most popular document types are the quote and the INAMI supply certificate For each one you can use hotkeys F6 and F11 respectively from the cashbox window Note There are two types of quote the simple quote that contains the item s details and VAT amount details and the mutual insurance quote that presents the Social Security Mutual Insurance and insured shares and is used as health insurance certificate with the mutual insurance organization The INAMI supply certificate is in keeping with the official document and therefore the latter 1s no longer ne
95. e column that you wish to modify from the field list The settings available to its format are immediately displayed on the right Place your cursor on the desired setting s in order to modify them using the drop down menu in most cases The different settings are described below Name Allows you to change a column s header i e the field s name Alignment Right left center Decimals For figures this option allows you to specify the number of digits to display after the decimal point Color With this option you may change the text s font color Width This option enables you to specify the size of the column Visible Uncheck this box to hide the column WinOptics User Guide 30 E Online Help The last option available on the menu bar is Help Help User guide F1 Activate the software Access to the website Access to my account Updates Technical support About Winaptics Each option in this menu is described below User Guide This option connects you directly to the WinOptics website where you can either consult the User Guide online or download it Activate the software This option enables you to activate the software by entering the user key or to view the user key if the program is already running Access to the website Enables a direct connection to the WinOptics website Access to my account Directly connects to the registered user webpage It 1s to be noted that
96. e displayed on the screen This is the SQL code which corresponds to the search criteria It is quite easy to understand as this particular query is a simple one Create a query wizard ou can now define the criteria that will select only the records you are interested In Click on Selection criteria to introduce conditions Otherwise click Next SP YAT inc gt 200 And SP YAT inc lt 300 Dont display identical rows Previous Nest gt Cancel Click one last time on Next to assign a name to the query and save it adding a comment is optional Query name Items whose selling price ranges from 200 to 300 Comment Test Click the Finish button to add the new query to the list of existing queries in the database WinOptics User Guide 168 6 Results The query creation process is now complete To view the query s result simply double click the query in the queries list to execute it Items to re order List of teme wich quantity is in inventory Items whose selling price ranges from 200 Test The result can then be used for different purposes as explained in the previous sections You may sort the list print it or export it to another file or another application H Query Items whose selling price ranges from 700 to 300 Neue ns Penne POIRE inne 1 CHRISTIAN DIOR 608 a 16 FRA CD SAFILO 29 T NINA RICCI 2507 7606 5214 FRA CE L bf GROUP 226 9
97. ed to enter the selection criteria To do so click the corresponding button Note If no criterion is defined all patients will be selected Now specify the selection criteria one by one Two conditions must be met for the chosen example the patient must be above 50 years of age so born before 1956 if the mailing is carried out in 2006 and he she must live in Brussels Birthdate E 1956 and City Brussels Delete all Click OK The selection code is displayed in the window Click one last time on Next so as to assign a name to the query and to save it The new query is added to the list when you click the Finish button In the list double click on the newly created query The list of selected patients is then displayed in the application window The number of patients 1s specified in the top right corner of the window number of cards Query More than 50 yrs Patients in Brussels Birthdate 2910 1947 Garcia Agn s Mme 98 rue dela Lib ration Hame First name Tithe Address WinOptics User Guide 1512 1937 Hassan Rabia Mime 42 Ay Hector Berlioz 1303 1939 Jurgen Julie Mlle 19 Rue de la Loi 29 02 1940 Lustin Sandrine Mine 1 chemin de l Eglise 0771171951 Marewski annabelle Miss 455 Main Street 1503 1326 Marewski pierrot hr 1810 1927 Rouanet Agnes Mlle 1 all e des jonquilles 01 09 1962 van der bilt ferdinand Mr Avenue du rot Baudoin 1 06 1942 Walther Anna Mlle TB rue Lamart
98. eded in WinOptics the supply certificate 1s printed on normal A4 size paper blank If the print of the supply certificate does not fit the paper you can adjust the print margins from the File Configure printer menu Margins Top 30 Bottom Left 120 Right 100 r File Edit Stock Cashbox f Configure printer INAMI Certificate Belgium New record F4 Document types PEN Documents by default Workshop card Receipt and quote 1 2 page Full page invoices and quotes A4 Files Order slips CERPA France Health insurance certificate Protect data NAMI Certificate Belgium 2 Cathbos history Print Ctrl F BWR Switzerland Frink preview Configure printer Configure labels Test the document Default printer Default printer Tally T9406 PCL Import H Export Quit Ctrl g WinOptics User Guide Orientation Ce Vertical Horizontal Printer default g Tray default hi 108 D Tracking Payment Returns When the reimbursement confirmation is received from the paying organization simply update the outstanding reimbursement list by selecting the Reimbursements outstanding option in the Cashbox menu or by using the F7 function key The list of folders for which social security or complementary reimbursements are outstanding 1s displayed Reimbursements outstanding l l Fer date Fer name Fer patient code Per cashbox Per mutual
99. edited by checking other types of documents the complete visit history a notepad or a blank workshop card for example Documents samples are annexed Some documents can only be accessed via the cashbox window by clicking Documents ue ne Each print may be launched without going through this re K intermediate menu Simply use the corresponding function MYDICE key Health insurance certificate F11 Once the print operation is completed the document can be saved in the database so that it can be accessed at a later stage or simply reprinted The page layout of each type to document can be defined in the File Configure printer menu Similarly you may also personalize prints for example by printing a logo see section XI C Documents and reports WinOptics User Guide 45 E Quotations l Data entry The Quote tab enables you to enter an optical quotation showing up to 3 choices of lenses or frames The Quote tab is quite similar to the Frames tab in terms of fields that need to be filled in ey lasses CY Contacts I Quote ra Optometry Eg Photos E Notes amp ASS 300214 Cees Physician FROSSARD a9 Prescr 03 04 2006 F4 Add FENAI Obs Salesman re SEE Quote j Right eye gt Left eve m Pin Gens fos feo jes ras pole fest cow Ja o Pl rom JA Joaf Tips 5S Compl Total TPs cu 7 CMU Ai Lens 0 00 TP compl En cl 0 00 Rate
100. eld in question chosen from the list found on the left and click on the _ gt _ button to transfer it to the list of selected fields found on the right The lt button may be used to unselect a field Buttons with a double arrow pointing towards the right or towards the left are used to select or unselect all the fields In the chosen example you may select the code brand model category type supplier and of course the SP Tax Inc fields Ayallable fields Selected fields Purchase date Purchase price Depreciated price AT SP YAT nat inc Discount Coefficient Stock qty Stock value WinOptics User Guide 166 4 Sort Order Once the fields to be displayed have been selected you must choose the order in which they will be sorted In the chosen example a sorting by code has been chosen but you may also sort on the basis of multiple criteria e g first a sorting operation by brand and then a sorting operation by model etc To do so choose the code field in the list and click the button to select it Then click Next to go to the next window Available fields Sort order Purchase date Purchase price Depreciated price VAT T 5 Selection Criteria The query creation process is almost over In fact the query could be executed as is at this point However 1f it was all the records of the items file would be selected You still need to define which items should be se
101. emoving a Card To remove a card select it by clicking on it and right click on the card to display the following menu Mew record pen Duplicate Find Mext Remove Select the Remove option You may also directly press Del to remove the card You may also delete all the cards contained in a file in a single operation simply select Remove all from the Maintenance menu Maintenance Help Remove all Clean database Cashbox balance The program will request confirmation before performing any deletion However you may disable this confirmation in the software s settings see section XI G 3 Messages Confirmations WinOptics User Guide 24 5 Finding a Card Now that you know how to add edit and remove cards in a file you need to know how to easily and rapidly access a particular card when several cards have been entered in a file The patients file containing some demo cards will be used as an example Open the file by clicking on the corresponding button Once the file is opened it is easy to find a patient you simply need to type in the first letters of the patient s name A Find dialog box containing the letters that you typed is displayed To find the patient named Renard for example simply enter REN via the keyboard and press Enter You may display this screen at any Text to find Options time by clicking the Find icon on the toolbar Word rer Field Name
102. ence At this point all that is left to be done is to print the form and fax it using a fax machine or ultimately fax it from a PC Tip If a fax modem is correctly connected to the PC you can install a fax manager to be able to fax order forms or any other document directly without having to print them first See the Windows user manual for instructions on how to install a fax manager Once the order form has been sent click the Archive button to save it in the history file or click the Remove button to delete it To view the list of archived orders simply click on the Archives tab You can clear the orders history by clicking the Delete the history button 2 EDI orders EDI orders are orders that are directly sent to the supplier via the Internet This function is only for France WinOptics User Guide 85 VII CASHBOX WinOptics includes a cash register system for over the counter sales Though its use is not mandatory the system can prove useful for all those users who want to exert precise control over their sales transactions A Prerequisites Even though WinOptics cash register system can by no means be mistaken for an accounting software its use requires full understanding of a few accounting terms The various terms used in this manual are explained below Collect The act of receiving money from a patient and recording the amount received as well as the method of payment in the cashbox history
103. epted by the patient you may directly convert the entered quotation into a frame visit card To do so simply click the icon located on the left of the equipment chosen by the patient JE Lenses E Convert to sale Confirmation is requested before actually converting the quotation into a sales transaction and the number of the proposal to be converted is specified Conversion to sae E Conversion proposal M 1 in sale File ce Validate to confirm the Yes button appears in bold since it is the default answer All information entered on the quotation are then sent to a new glasses document from which the sales transaction will be continued Far Lenses ESSILOR Stylie Crizal Org 60 32 50 ESSILOR Stylie Crizal Org 60 92 50 185 00 Frame NINA RICCI 2507 7606 521 4 Sale ee 00 Note that once you return to a visit card the items are indeed present but orders are not applicable If an order must be placed for any given item simply double click the relevant field so as to return to the reference list and check the Order box before clicking the Select button WinOptics User Guide 48 F Contact Lenses If a patient comes for contact lenses adaptation the program enables you to store all useful and relevant information under the Contacts tab The contacts window is quite similar to that of frames only the data to be entered change For this reason this chapter will only provide detaile
104. er key it is recommended to make it a habit of using the Tab key In fact in Windows this key is defined as the standard key for moving from one field to another and unlike the Enter key it is used as such in most applications operating under Windows WinOptics User Guide 18 3 Using Tabs Several windows contain various tabs In fact due to space restrictions it is not always possible to display a complete card s information on a single screen Different sections of the card can therefore be accessed via tabs You simply need to click on the tab to access it 8 Patient Social security Family Company Cards Payments Mail Statistics Photos Notes 4 Command Buttons The command buttons displayed in every window allow you to perform a specific action The most common buttons are OK to validate a window or Cancel to close the window without validating confirming it Yes and No buttons are also very commonly used for confirming an action or not x x Remove the selected record ws e Notes In the example above the outline of the No button is bold which means that this is the default action To perform the default action you simply need to press Enter Buttons also have keyboard shortcuts To use these shortcuts you simply need to simultaneously press Alt and the button s letter in block capital On some buttons a function key number is displayed before the button s name for example
105. er on the patient s descriptive card Cell 06 88 16 55 3 a You may also use the Send a SMS feature in the Functions menu WinOptics User Guide Functions Orders Prices Lists Tools Agenda Fa New appointment Chrl Fa Merge into Microsoft Word Send to Microsoft Excel Labels a Mailings Send a SMS Ctrl 5 History of SMS sent 154 In both cases the following window is displayed Send a message on a mobil phone Enter the number and your message and click Send Mumber 236881 65536 Le Parameters Message 96 160 We are pleased to inform you that your Glasses are ready and are at your disposal in QUE store Simply type in the message and click on the Send button to send the SMS to the specified number Note Prior to sending you may check whether the number will be accepted by the system by clicking on the button found on the right of the number You may create a certain number of pre registered messages that can then simply be selected from a list of templates Click on the small magnifying glass found on the right of the Model field to define the messages Templates SMS New Remove Message We are pleased to inform you that your glasses are ready and are at your disposal in our store 160 characters mas per message Close You can view the list of sent messages at any time using the History of SMS sent option in the Functions menu
106. es E Delivered PF nd pair delivered lt gt gt gt Far Lenses 40 SOLA VISIO 16 RX Min 65 55 50 40 SOLAVISIOTBRXMinBS 55 50 11 00 Frame MAX MARA 677 701 5216 Sae 17300 NEAR Lenses FF ox Frame f Sale ACCessOnes E Hl f oog r xf er Status sale validated Collected 100 00 Ea Z x Salesman EYN J D ss p Total 290 00 F5 Sale FE Workshop Marketing Compl F Balance 190 00 l Entering the prescription Data entry starts with the ophthalmologist s name and the prescription date The names of physicians entered are listed in a separate file To access this file click the magnifying lens next to the Physician field Prescribers New campbell _femove At this stage you may complete the Ena prescriber s card by entering some relevant L R s se i ae pint data such as his identification number Parent 7 sl address specialization etc Contact Information Notes Name campbell Identifier 7 OO C This file may then be used to answer ea rT a queries or to compile statistics City Tel ey Fax E cil ak Semel aa a Select Close WinOptics User Guide 37 You may then enter the planned delivery date and insert if necessary the appointment in the agenda by clicking the corresponding Delivery button Delivery 0320472007 E After that fill in the data for both eyes sphere cylinder axis ad
107. es you to recover data in case your PC is damaged system crash damaged hard disk viruses theft etc We recommend that you make backup copies regularly to avoid losing any data entered You should make a backup copy every day and an additional copy every week or after each important modification of the database e g data entry for a large number of cards We also recommend that you keep several sets of backup copies in case there is a problem with one of your floppy disks WinOptics User Guide 174 l Creating a backup copy The backup copy may be created on a disk on a large capacity external drive USB key Zip drive etc or in a local or network directory The Configuration tab is used to define the type of drive to be used _2 Back up options Select the data processing support to use Disk drive a C External drive Key USB ZipDrive H 2 f Network path or drive M Compress the file Once the configuration process is complete the data may be saved A properly formatted blank disk should be inserted in the appropriate drive in case you want to save the data on a disk the number of disks required may vary depending on the size of the database to be saved Tip We strongly recommend that you write the date on which the copy was made on the disk s label so that it may be easily identified if a system restore is performed To save the data click Back up now in the Back up tab 5
108. example 20 5 as well as the new one Third party payment calculator Ctrl F9 for example 21 Calculator Fe Click on Finish to achieve the change Execute SOL code Convert a YAT rate Sesam vitale reader T l transmission parameters a Options Old rate h75 New rate 19 5 Cancel Previous Simply enter the first rate current rate in the Old rate field and the new rate in the corresponding field and click Finish to validate the new rate This operation may of course be undone Note The VAT rate will be changed for all items found in the stock file Items entered in the sales file will have the same VAT rate that was applicable at the time of the sales transaction WinOptics User Guide 150 XI SERVICES A Telephone Calls WinOptics can automatically dial a patient s phone number from his her descriptive card The sole requirement to use this feature is to have an output device for a telephone set connected to your PC This function s major advantage is that it simplifies the user s task and reduces the risks of errors In order to use this service you must first specify the communication port on which the modem is connected and whether a dialing prefix needs to be added to the customer s number in case a switchboard is used in the software To do so select Options in the Tools menu and go to Services and select Phone Software parameters WinOptics parameters
109. f the right eye onto the left eye once ea Deletes the optometric data from the card Once all the corrections have been made you must enter the pupillary distances the height and the possible decentration values Such data will then be displayed by default on each newly created card You may change the direction of decentration arrows by pressing the space bar when the cursor is found in one of Dietr those boxes or by clicking directly on the blue arrow to be changed After dioptries have been entered you need to specify the items purchased by the patient during his visit which generally consists of a frame and two lenses Items entered in the patient s card are directly related to the stock and they will therefore automatically be deducted from the stock once the sales transaction is confirmed The exact moment when items are deducted from the stock is parameterizable see section XI G 1 Cashbox WinOptics User Guide 38 2 Lenses data entry There are three ways of entering data for lenses e Type in the lens reference and the corresponding price manually in the boxes designed for this purpose The total of both lenses is displayed in the box found on the right as well as in the grand total below in the yellow box This method should be employed whenever the program s integrated price system is not used or if it does not contain the appropriate references Lenzes White Organic 65 75 00 white Organic 65
110. f the stock file its reference and price are automatically updated in the sales row If the item code is not known or if it does not exist because the item has not been added to the stock file yet you can manually type in its references and price In such cases no links are established with the items file and the stock is not updated accordingly The sold items quantity is 1 by default You can of course change this value if necessary For each sold item a discount rate can be specified in the column The total is recalculated each time that changes are made and is displayed beneath the list 3 Payments data entry Once the items are entered in the patient s visit card type in the payment s received for the sales transaction To do so use the button to record a payment Record a payment Date 30 03 2007 Amount Other files Pay Meth Cash l salesman H F10 Collect Cancel MW Validate the sale and destock the items The amount displayed by default is the total sale value A counter sale must always be paid in full However you can record more than one payment transaction for example part of the payment made by deferred cheque and the rest by credit card Modify the amount as needed Cheque Indicate the payment method by selecting the appropriate option Cash in the list Cheque Bancontact Credit Lard Direct payment b Then click the Collect button or use the F10 key to send this pay
111. fault Wail honed Top 30 Eottam 100 Receipt and quote 1 2 page Left 12 Bight 70 e invoices and quotes Ad z i CERFA France Health kinsurance certificate IMAM Certificate Belgium Onentation Cashbos history BVR Switzerland f Vertical Horizontal Printer default Test the document Tray default Default printer Default printer Tally T9408 PCL The principle is simple you need to select the document to be formatted from the list found on the left and change the settings displayed on the right side of the window Margins are defined in tenths of millimeters E g If a top margin of 100 100 tenths of millimeters 1 e 10 mm is set the document will be printed 1 cm down from the top of the paper These settings need to be defined according to the type of printer and paper used The Test the document button enables you to print a sample of the selected document as per the specified settings Usually it takes several trials to find the perfect settings Once the right settings have been defined they normally should not require any further changes except if another printer is used The Default printer button enables you to define the printer that will be used by default and to modify the settings that are specific to each printer such as the print quality or the type of paper to use Note When printing a document the default printer is automatically selected but you can
112. features might take longer The choice of the computer is decisive for the future It 1s recommended not to choose a configuration that is too limited since it is likely to prevent further development considering that the computer will also be used for other applications besides WinOptics Presently it is recommended to replace your PC every 2 3 years so as to be able to keep up with any development of the software market B Required software WinOptics is designed to run in a Microsoft Windows Windows 98 or higher environment and this guarantees usability and great processing capability This operating system must therefore be installed on the computer so as to be able to run WinOptics It is usually provided with the computer and is preinstalled on the hard disk If not you should request your supplier to install it It is also strongly recommended to have a good word processor And we highly recommend Microsoft Word in that respect In fact WinOptics is specifically designed for this word processor and consequently it enables greater ease of use for mailings However if another word processing software is already installed it is very likely that it can also serve this purpose Please refer to the software s user guide to find out how to proceed Other software such as a spreadsheet program Microsoft Excel for example may be useful especially for performing advanced statistics This document is not a training manual for Windows and
113. he Attach your data to an existing Word document option when you export the data to Word and specify the name of the file to be used Merge into Microsoft Word il This wizard will merge data of the current file with a Word document This will enable vou to create letters envelopes and labels for a malling What do vou want the wizard to do 7 Create a new document and attach your data f Attach your data to an existing Word document C Program Files Ww nOptics Documents Bienvenue doc OK Cancel WinOptics User Guide 173 XVI APPENDICES APPENDIX 1 MAINTENANCE The maintenance utility is a small program provided with WinOptics and is meant to ensure data security The icon enabling you to access this utility 1s automatically displayed on the desktop when WinOptics is installed E WINOPTICS Maintenance Network File sending Configuration Connection Winoptics back up T This option will create a back up of your Winoptics datas on the Ee gf support defined in the options Ed ay our last back up was on 2270272007 11 36 Wwinoplics Back up now Backup Close It has two main uses to make backup copies and reorganize the database in case of problems All the functions are described in detail in this appendix Warning This program and the main program should not run simultaneously Be sure to exit WinOptics before running it A Backups A backup enabl
114. her informations Dominating Shereoscopy PPL cm Pupils WinOptics User Guide 50 The Adaptation of contacts window enables you to enter the details of readings Measures 1 9 1 9 C Slow Normal Fast BLINKING FREQUENCY C Fast Noma Slow Complete C Incompl BLINKING AMPLITUDE Incompl C Complete C Stong Normal C Weak PALPEBRAL TONUS C wesk Noma C Strong C Fast Noma Slow PUPIL REACTION Slow Normal C Fast 12 mm LACHAYHAL SECRETION 11 mm 45 sec BUT 30 sec normal ETELID STATUS Hotes First exam on 2007 03 07 The Medical history window allows you to enter the patient s complete medical history Previous contacts O Tes C Ho C Rigid O Soft C SUCCESS C Unsuccesef Reason Sport Profession Inf rmatician Sport Hobby parachuting sang Health status food Medication Ro Allergies Referred by De CAMPBELL Other WinOptics User Guide 51 H Photos and Drawings Just like the patient card or the items card the Photos tab enables you to reference a series of images but it also enables you to annotate a drawing representing an eye It can be used to mark vessels or stains on the eye 7 3 Frames L Contacts Quote a Optometry Eg Photos gt Notes amp A55 Cancel Delete Drawings E Vessels i Stains m Color 3 Color 4 E Delete Add Remove visualize To draw on the diagram you must first select a color by clicking
115. iling Information Marketing groups m D Does not want to receive mail Diagnosis Myopic Hobbies Biking Hobbies Swimming Femove Working background Computer Does not live anym at this address M Head of the family Emailing M Does not want to receive SMS Does not want to receive Email B Creating a Glasses Card Once the patient s contact details have been entered and the card has been saved you may access the glasses visits window by clicking the Glasses gt gt button If the file does not contain any visit yet the program then prompts you to create a new one for the current date New glasses file File date 29 03 07 Salesman re OF Cancel Either click Ok to accept and create a new visit or click Cancel In the first case the blank visit card is displayed and the date is added to the relevant list In the second case the visit window appears anyway allowing you to access another tab for example WinOptics User Guide 36 A detailed record of each visit is kept The number of cards is unlimited Cards are sorted by date of visit and the date of last visit appears first in the list The detailed content of a Glasses visit card is shown below rey Glasses Contacts i Quote He Optometry Ca Photos a Notes LASS 101261 h 203 2007 f Physician campbell pa Prescr 05 03 2007 F4 Add 29 03 2007 Obs a Delivery Remove Glasses Glass
116. in window At times some options might not be available in some areas of the program There is nothing wrong with that and in fact it prevents you from making mistakes e g the Remove option in the Edit menu is not available if the file does not contain any card 2 Moving from one field to another When accessing a data screen you need to complete it by going through the different fields that are displayed A field represents a single entity for example the patient s card will contain the following fields Name First name Address etc It is represented by a white editable box on the card Name PO Title l First name po Address 1 D Lu Address 2 D yf If ewt ts Country OO H In order to move from one field to another you may either use the mouse very practical for moving rapidly to a distant field or the Tab key Tab is the key that is denoted by two opposite arrows on the far left of the keyboard Tab is the short form for tabulation The Tab key enables you to move from one field to another and this is particularly useful when entering a new card for example In most cases it is also possible to use the Enter key but it does not always work If somewhere in the program the Enter key does not work it means that you are not allowed to use this key at this particular point You therefore need to use the Tab key or the mouse to access the desired field Even if at the beginning it seems more logical to use the Ent
117. ine 171 3 Merging data in Microsoft Word Once patients have been selected the resulting selection needs to be sent to Microsoft Word in order to create the letter Select the Merge into Microsoft Word option from the Export menu located on the toolbar Export ta Microsoft Excel Merge into Microsoft Word Export to File Then choose to create a new document and click OK Microsoft Word starts this application must have been of course correctly installed on the PC and a blank document with a link to the data is created Note that the layout of the mailing may be different depending on the Windows version used You should then start to type the letter The next step is defining the location of the fields that need to be inserted To do so place the cursor on the location where the data should be inserted and click on Insert Word Field in the Microsoft Word toolbar tag mail doc Microsoft Word Fichier Edition Affichage Ina jDebalaae Repeat the step for each field to be inserted Ins rer un champ de fusion The address of the patient should appear in the top right Name corner of the letter and look like this First _ name Title Titles Names First_naq pire Name First Name Adress 1 aAdress 1s Address Adress_ aAdress 2 2 on mi Country City adips Cites Zip Finish typing the letter and then save it Click the Merge into a new document icon in Microsoft W
118. ing a Card It is relatively common to take part of a card s data in order to create a new card For example to enter a set of items of the same type or to create a card for a patient of the same family Edit Stock Cashbox Functio For this you need to use the Duplicate option from the Sort Edit menu to create an exact copy of the selected card mene The new card will be added to the file at the bottom and ee nil you need to view the card in order to make the required Next F5 changes Replace Ctrl H Find a brand Remove You may also duplicate a card by using the keyboard a shortcut Ctrl D RE Formac Refresh Fil 8 Modifying Directly from the List You may modify values directly from the list without opening the corresponding card by clicking the Edition option in the display selection panel Display ll Statistics 48 Refresh abl Edition Fa Format It is recommended to use this option cautiously The data thus modified can no longer be recovered 9 Last Records Entered The Sort option in the Edit menu allows you to access the Last records entered option It enables you to instantly sort the files according to the last records entered This may prove to be useful when an input is paused since it enables you to resume the operation at the exact point where it was aborted WinOptics User Guide 27 D Page Setup The user can organize each file as he wants The different organizational possibilities a
119. ing this selection it is most probably because the corresponding selling price has not been entered The Notes tab as usual enables you to insert a personal note on the lens WinOptics User Guide 114 2 Adding a new lens To add a new lens to the price you may use the classical method which is similar to adding a patient or an item by clicking the New button found on the toolbar A blank card is displayed and you simply need to fill it in 2 Lens supplements Table of prices Auto limitations EDI Hotes Title Com offer Reference Supplier ha Index Type Material Surface Diameter Shade Abbe value Sph lirit from J3 00 ta 99 00 fex 8 00 to 10 00 Limit add from to Tinted lens PF Aphakia Photochromic Avail in stock However there is a faster way of adding a new lens Open the Create a lens Wizard by selecting the New lens option from the Prices menu In this case you simply need to answer the Wizard s questions and the lenses will be added to the price Prices Lists Tools Help New lens New contact Once the Wizard is launched the first step consists in inserting the supplier s name It is important that the given name is similar to the name entered in the suppliers file so as to enable the software to match them correctly Create a lens wizard H 1 First choose the supplier in the list below and click Next Ithe su
120. ins Code Date Marnie First name 65 Compl Center 15 02 04 2007 Marjewski pierrot 4 83 166 28 CPAM TROYES 15 29 03 2007 Marjewski pierrot 4 83 155 03 CPAM TROYES pierrot 0 00 168 48 CPAM TROYES CE Agnes 34 24 13 51 SS Reimbursements es Mutual ing Reimburs 05 10 Select the appropriate folder for the payment and click Collect or use the F5 key to display the following window Collect a reimbursement Patient Johann Magdo Cad 101268 Glasses Total amount of the order 316 90 Faid by the patient 45 59 Already received reimbursements 0O00 T Reimbursements outstanding 173 11 Reimbursements 55 483 Refunded Mutual 168 28 Refunded Pay Meth fins Transter WinOptics User Guide 109 In this example the social security and mutual insurance reimbursements are outstanding If you check the box indicating that the social security share has been reimbursed the following dialog box is automatically displayed 55 Reimbursement x j Do you want to record this reimbursement in the cashbox D e Click Yes to update the cashbox The patient card is automatically updated The folder will remain in the list of receivables until the mutual insurance reimbursement share box 1s checked too to indicate reimbursement WinOptics User Guide 110 X SUPPLIERS CATALOGS A Introduction Managing suppliers catalogs 1s an important part of WinOptics These
121. irst displayed on the screen Close MONOFOCALS MINERAL Selling price BBGR EKEM 15 PHOTOTINT BRUN 14 50 17 75 14 50 1112 Click on the button representing a printer top left to actually start printing Tip You may thus keep the prices in a file to obtain an entirely personalized catalog It might be interesting to use colored paper to distinguish the different types of lenses at a glance for example C Prices of Contact Lenses Managing prices for contact lenses is almost similar to that of lenses or maybe even simpler since there is no supplement and no table of prices in the case of contact lenses l Viewing a card for contact lenses _ Select Contacts from the file selection panel Lenses Supplements E Contacts WinOptics User Guide 119 Double click on a reference from the list to view its description in a separate window Contacts BAUSCH amp LOMB SOFLENS 59 O Contact card Notes Brand BAUSCH amp LOMB Model SOFLENS Ad Reference BLMC Packaging E contacts Supplier OPH TALMIC Diameter 14 2 Curve 8 6 Type Monofocal Color Duration fi day Material Soft Sph limit of 4 00 to 6 00 LPP Code fes 5 00 to 10 00 Purch Price 20 00 VAT not inc Gross margin 462 UY Filter E Selling price 29 00 WAT incl Margin rate 18 96 Avail in stock E Close In order to select the correct contact lens during a sales transaction
122. ite To do this you need to select the Access my account option from the Help menu Help User guide Fi Activate the software Access bo the website Access bo my account Updates Technical support About Wwinptics WinOptics User Guide 128 Insert the user name and password to access the patient account and select Supplier Prices to access the page shown below Note All the catalogues are not available in a data processing format That depends on the supplier and the country Lenses catalogs Download By clicking on the link below you can download the catalogs from the main lens suppliers t p Tristruictions In order to download the catalogs you need to be logged This feature is exclusively reserved to registered users whose support package is valid Catalogs GERMANY Suppliers Update Carl Zeiss 082006 HOYA LENS 04 2006 Rupp Hubrach o4 2006 Hote it is not possible to inport catalogs with the demo version Once the download is complete you can import catalogs by selecting mport from the Prices menu Prices Lists Tools Maintenance Help New lens Mew contact Priority order b Calculate prices Prices calculation Formulas Print lenses prices Print contact prices Lenses catalog Export Contacts catalog Remove a supplier Frames catalog A Wizard is launched enabling you to indicate the name and the access path of
123. launched enabling you to select the prices that you wish to print Prices Lists Tools New lens Maintenance Help New contact Priority order Calculate prices Prices calculation Formulas Print lenses prices Print contact prices Insert the type material index and supplier of the lens that you wish to print Should one of the criteria not be filled it means that this criterion does not affect your selection Print the lenses prices Print lenses prices Select one or more lenses in the list then click to print Type SF BEGA BEGR BEGA BEGA BEGA BEGA BEGA BEGA BEGR Material Index Supplier a n fis BEGA ry SE IS Mea EKEM 15 AAMC EKEM 15 BLANC EKEM 15 PHOTOTINT BRUN UNEM 15 BLANC UNEM 15 DIAM S UNEM 15 PHOTOTINT BARUN UNEM 15 PHOTOTINT UNEM 15 PHOTOTINT UNEM 15 PHOTOTINT GRIS Mineral Min ral Min ral Min ral Min ral Hin ral Mineral Mineral Min ral Photochromic Select nothing Print f Selling price Purchase price M Supplements Close Once the list corresponding to the selection is displayed you can select all the lenses by clicking on the corresponding button or simply by selecting some lenses using the mouse WinOptics User Guide 118 Specify whether you want to print the selling price or the purchase price and click Print A preview is f
124. lculation of supplements selling prices Supplier fao SOLA Coefficient s FF Inflation 5 00 to add Round prices ta O05 Calculate Close In the examples above a supplier s selling prices for supplements 1s calculated by applying a coefficient of 2 10 on purchase prices The calculation is launched by clicking the Calculate button Example of the contacts file Calculation of contacts prices Supplier Brand Model OPHTALMIC CIBA VISION alk ce Select al OPHTALMIC CIBA VISION FOCUS PROGRESSIVE OPHTALMIC CIBA VISION FOCUS TORIC _Select nothing OPHTALMIC CIB4 VISION FOCUS VISITINT OPHTALMIC CIBA VISION FRESHLOOK 1DAY B Purchase price OPHTALMIC CIBA VISION FRESHLOOK 1DAY C OPHTALMIC CIBA VISION FRESHLOOK 1DAY G OPHTALMIC CIBA VISION FRESHLOOK 1DAY W OPHTALMIC CIBA VISION FRESHLOOK COLOR BLEN OPHTALMIC CIBA VISION FRESHLOOK COLOR Bleu OPHTALMIC CIBA VISION FRESHLOOK COLOR Gris OPHTALMIC CIBA VISION FRESHLOOK COLOR Nois OPHTALMIC CIBA VISION FRESHLOOK COLOR Saph OPHTALMIC CIBA VISION FRESHLOOK COLOR Vert Method to use to calculate selling prices Round prices to 0 05 Coefficient 245 PF Close Inflation SUU to add to existing prices Purchase or selling prices can only be modified by applying a coefficient or an inflation percentage You can always define a rounded off price for the calculated price WinO
125. le Contigure the labels Send to Microsoft Excel g Mailings Send 5M5 Chrl 5 Click on Next to start History of SMS sent Statistics b Import blank records b Teletransmission Cerl T Follow up reimbursements Merete Cancel l Settings Prior to the first utilization it 1s important to define the labels format so as to adapt it to the user s needs given that the default format is round labels with a diameter of 2 cm on A4 pages To do so select the Configure labels option in the File menu File Edit Stock Cashbox F New record F4 OPEN Files Protect data Print Ctrl F Print preview Configure printer Configure labels Import b Export Quit Ctrl WinOptics User Guide 64 The settings window for the labels format is then displayed Labels format Side margins Space horiz vas ronge CEA Test Page 74 25 width nn Nb labels space vert Height vertic DE Circular labels p C Rectangular labels Nb labels horiz Display options Top margin ja Nb labels horiz E goo M nection Side margin 50 ME labels vertic E BU Model 7 6 igures code width 220 Horiz space betw 2 labels 0 Other field i ae GE oreu T Barcode AAA AUT AA Barcode below the price All values are in 1100 in Use the field barcode as code Display of prices Font Print two prices
126. lected out of all the available ones To do so you need to specify the selection criteria or the conditions Delete all OF Cancel This window allows you to specify a series of criteria that will act as a filter and extract only a specific set of records In the chosen example the result sought is the list of all items whose selling price ranges between 200 and 300 Two conditions should thus be met the selling price should be greater than or equal to 200 AND the selling price should be less than or equal to 300 WinOptics User Guide 167 To obtain this result start by selecting the SP Tax Inc field in the first box and the gt greater than or equal to symbol in the second one In the third box specify 200 This means that the selling price should be greater than or equal to 200 Since the selling price should also be less than 300 you should select the word And to be inserted on the second line and then insert SP VAT Inc lt 300 respectively in the three following boxes SP VAT Inc gt 200 and SP AT Inc lt 300 Note The program automatically formats texts and numerical values as is the case here in the value zone as needed when textual or numerical data are entered However dates should always be entered in the following format DD MM YYYY When the two conditions necessary for the query have been entered click OK to close the filter window and the selection code will b
127. les This manual is not a Windows training tool Before starting to use this software it is recommended to refer to Windows user guide in order to master it well This will make things a lot easier for you This chapter nevertheless summarizes a number of points to know in order to use WinOptics Most of them are standard Windows commands while others are specific to WinOptics 1 Using the Menu The menu bar is found at the top of the application window As mentioned earlier all the program s features can be accessed from the menu bar The easiest way of accessing a menu is to place your cursor on the menu and click The menu then opens and displays the list of available options Though it is very simple this is however not the fastest way of accessing a menu Another way of accessing a menu is by simultaneously pressing Alt and the key corresponding to the underlined letter of the desired menu For example simultaneously pressing the Alt and F keys will open the File menu Once a menu is opened you may select an option by clicking on it or by entering the letter in block capital through the keyboard You may also use the up and down arrows to navigate in the menu and then press Enter to select the option Some options have a small arrow next to their name the small arrow indicates that this option has a number of sub options that can be accessed once the main option is selected For example to access the suppliers file you
128. ll be added to the stock and the stock value will be recalculated The program will also prepare the labels that are to be printed out Tip To remove one or several items from the stock without it being recorded as a sales transaction you simply need to specify a negative number in the Purchased Qty box and validate it by pressing Enter This operation will nevertheless be reproduced in the purchase history Once you have entered all the data click the pave button to save the card in the file Click Eancel to remove this card You may scroll through the created cards by using the toolbar icons designed for this purpose Piesina Het The cards will automatically be sorted the next time that the file is accessed or upon the execution of the sort function Tip To enter several consecutive cards simply use the F4 function key after clicking the Save button so as to display a blank card After entering the last card click Eloise The different cards entered should then appear in the list WinOptics User Guide 23 3 Modifying a Card To edit view or modify an existing card select it from the list and click the Consult button found on the toolbar Consult You may also double click the card that you wish to edit directly from the list A window containing the data for the selected card opens and in this window you may modify the data The changes will automatically be saved when you close the window 4 R
129. m Adresse CP Localit T l Fax FROM Docteurs ORDER BY Nom Queries are one of the most powerful as well as most complex features of the program Therefore the following sections provide additional information on the use of this somewhat unique type of file WinOptics User Guide 160 C Using Predefined Queries To run a predefined query first open the queries file by clicking the appropriate button in the file selection panel and select for example the Supplier Internet query to start with This query will display the list of suppliers as well as their Internet addresses To run the query double click on the relevant name in the list or select the Execute option in the File menu File Edit Stock Cashbox F New record F4 Open Files Frokectk data Once the query is executed the result is displayed in the main window As it is the case for other files the data may be manipulated and you may thus sort or re arrange columns and print or export the result E Query Supplier Internet 22 cards Website AO SOLA FO UGERES Cedex nen am ricanoptical fr technfilamerncanoptical fr 0a 10 01 35 35 BAUSCH et LOMB MONTPELLIER Wii bausch contr contactologie commandetibaush corm O46 1a 47 rv BEGA FARIS 03 w bor corn devernehibbar fr 01 64 60 30 08 CARL ZEISS 54 LYON win ZEUS Fr caflzeiss fr O4 2 80 86 70 CHARMANT StOUEN Cedex WAI charmant com fasclient charmant com 01 49 48 92 09 C
130. ment data to the counter sale window Total 321 00 Detail of payments SS share 0 00 Type Amount Salesmat Compl share 0 00 30 03 2007 Cheque 221 00 CYN Netto pay 321 00 30 03 2007 Cash 100 00 CrN You can delete a Collected 3241 00 a payment by selecting it Assets 000 in the list and then by Balance 0 00 clicking the button WinOptics User Guide 90 4 Patient information Click the Patient information tab to enter the patient s name first name and complete contact details This information will be automatically displayed on documents Items Patient information Eg Movements Cashbox balance Enter below the complete patient s contact informations These contact informations are automatically recalled if you call the cashbox from patient file Company FO Name if ti is fo ol Address D Address city if 3h Siret WAT PO County rl SSIB PO Language Engish Born on E Prescriber Mutual Iris ni Physician Poo Pan o Identifier O Covered party D Date Member N 5 Printing documents If the patient so wishes you can print various documents from the Items tab by clicking the Documents gt gt button or using the function key associated with each document type Quote Fe Receipt Fe Invoice FE Health insurance certificate Fil For a counter sale receipts and invoices are usually the only documents that are requested Quotes and health insurance ce
131. method of payment Cashbox history Monthly recap Demo Version APRIL 2007 Operations of the month Date Cash Cheque Bancontact Credit Card Transfer Ins Transfer Chec Diff Total 02 04 2007 15 00 92 55 0 00 272 50 0 00 0 00 0 00 300 05 WinOptics User Guide 98 H Changes and Corrections In theory you cannot make any direct changes to the cashbox history However this might prove useful in certain cases where data modification is required To change data in the cashbox history simply select the Modify the history option in the Cashbox menu Cashbox Functions Orders Prices Lists Ti Counter sale F5 Infut Cashbox history Ctrl F5 Sales history Print the history List of receivables F Reimbursements outstanding FF List payments by patient Remitance of cash at the bank Remittance of cheques at the bank Quotes list Hot validated Files With this option you can access a rough version of the cashbox history directly in it you can correct or delete values Warning changes thus applied cannot be cancelled As the file is a rough version of the real one the payment methods and action types are represented by codes Find listed in the table below the meaning of these codes Payment 0 Movement J 0 Opening o 1 Cb J Sale O Credit card Installment 7 Total VAT not inc Sale WinOptics User Guide 99 I List of receivables Use this o
132. mpl share O 00 30703 2007 Credit Card 100 00 LM Netto pay 29000 Collected 100 00 Assets 0 00 Balance 150 00 In case of partial or null payments the remaining amount to be paid is automatically calculated and displayed in the sales window This amount is saved in a separate file that will be used to track patient payments refer to section VIII I List of receivables E Movements and Remittance at the bank For the cashbox balance to be always correct the software has to be updated each time that there is a cashbox movement If petty cash is taken from the cashbox to pay for lunch then this must be recorded If cash or cheques are remitted at the bank this must be recorded And if someone has fetched change from the bank this must be recorded too All movements in and out of the cashbox must be recorded WinOptics User Guide 92 1 Cashbox movements To enter a cashbox movement call the sale window and click the Movements tab Items e Patient information Movements Cashbox balance wy ASS Select the type of movement cashbos out or in and the sum and the reason of the movement Be careful use this function only for money movements in the cashbox which are not related to a sale for example if you take money to pay your lunch For cash or cheques remittance at bank use the corresponding functions in the menu Cashbox Out In Amount ame cah l Title Date 3070372007 Sele
133. n a file needs to be cleaned For example you can by the means of a single operation delete the records for all patients who have not called back for more that ten years all sales transactions performed prior to a given date etc At times it is faster to create a small query to perform such tasks rather than manually delete each record D Exporting Query Results One of the most interesting things about queries is the fact that the results can be exported to an external file or another application so as to make better use of the information One common application is sending this data to a word processor to be used in a mailing This mailing example is described in section XV G Application mailing l Exporting to Excel Excel is an efficient spreadsheet tool used to manipulate large quantities of data to do all sorts of calculations or statistics and to create graphs It is a very good application when it comes to exporting and exploiting WinOptics data WinOptics User Guide 162 To export the results directly to Microsoft Excel if this application has been correctly installed on the PC simply select the corresponding option from the Export menu click on the small arrow located next to the button Export to Microsoft Excel e gt Merge into Microsoft Word Export ee ne Export to a file Excel is launched and the data is automatically transferred to a new spreadsheet Any type of manipulation is then possibl
134. n automatically calculated The appointment may be entered in the agenda included in the program You may edit a contact lens card or other documents may by clicking the Workshop F6 button and you may also record payments or calculate reimbursements by clicking the Sales F5 button Contact lenses can also be ordered in the same way that lenses are ordered WinOptics User Guide 49 G Optometry The optometrical tables allow a more thorough study of the patient with regards to contact lenses management The Optometrical exams window enables you to note the informations collected during the corresponding examination Sax Hysician e Prescr d F4 Add Liew Obay Salesman Remove Optometry ESA ES S TH Far e Hear eratometry Moy Dm Auto 7 Hl Retinoscopy o Sph Cyl Asis Add WA Monocular Binocular The Binocular exams window enables you to note the informations collected during the corresponding examination Hotes Intraocular pressure Min tz Max Avg pooo Far phoria Adaptation Long distance ergency Horizontal A AC if Int base Vertical A Flexibility cyclin Ext baze Vertical 11 Hear phoria Cover Test Short distance ergency Horizontal A Far Int base Motricity Hear Est base B 1 1 Saccadique Tl TT dd Colour vision Red Ver Blue PF Chromatopsie Ot
135. n selected in the card On the right of the box containing the frame s reference there is a drop down menu which enables you to define the frame depending on the different cases Sale Guar Com offer CMU rates Patient s frame Repair Exchange Under guar Select Patient s frame to specify that the frame is that of the patient the frame and price boxes then become comment zones WinOptics User Guide 40 Select Com offer to restrict the price range displayed by pressing F12 choice to frames or lenses referenced as such Select CMU rates so as to replace the price of selected items by the maximum authorized price for a CMU sales transaction Note The Com Offer specification may vary with the type of store for e g Tchin Tchin for Alain Afflelou brands 4 Orders There is a small green square in front of items boxes These squares allow you to view the items that will be ordered In fact their color changes if the item must be included in the order The choice of ordering an item or not is usually made in the items selection window displayed by pressing F12 At the bottom of the window there is an Order checkbox for this purpose To select a frame an accessory or contacts Order Setting in order To select lenses D Order this lens T EDI Note If the box is checked the selected item will be recorded in the file of outstanding orders You may add a comment
136. nOptics User Guide 86 B Initializing The first step towards using the cashbox is its initialization To initialize the cashbox select the Cashbox balance option in the Maintenance menu Maintenance Help Remove all Clean database Cashbox balance The cashbox initialization Wizard starts automatically Cashbox level wizard This wizard will enable you to define a new cashbos level and possibly to reset it Be careful the resetting will delete your current history IF you initialize the case again the data will be lost for the statistics Click on Next to proceed Previous In this Wizard you can specify the initial cashbox balance in terms of cash and cheques WinOptics User Guide 87 Enter the cash and cheque amounts corresponding to the cashbox content and click Finish to proceed Cashbox level wizard Enter the initial balance of the cashbos in cash and cheques Click on Finish to open the cashbox M Delete the history restart Float 163 25 cash B40 00 in cheques Total in cashbox 70325 Previous Cancel Note You only need to execute this action once to start using the cashbox Warning Opening the cashbox automatically deletes the content of the cashbox history C Counter sales l Accessing the counter sales window You can access the counter sales window by selecting Counter Sale in the Cashbox menu or by pressi
137. nces of items present in the stock file but whose quantity in stock is zero in the inventory The second option allows you to display the column used as inventory control see section V D 3 Inventory Control for more information The third option allows you to visualize the items value before depreciation In the next window you can define the inventory s sorting Sort by Item code option by item code by supplier or by brand and model seca eaten ee Simply click on the desired option Sort by supplier Sort by brand and model WinOptics User Guide 70 Now click the Finish button to display the selected inventory The inventory list which is then displayed can easily be manipulated just like a typical file You may resize columns change their colors or names sort the different cards and of course print the list As for the main files the size of the printed columns is proportional to that of columns displayed on the screen It is recommended to use the Print preview button to get an idea of the output before actually launching the print operation The content of the list can also be exported so as to be analyzed using other software For more information on data export see chapter X V D Exporting a query result 3 Inventory control The principle underlying inventory control is as follows for each item found in the store a code and physical quantity are entered A list of controlled quantitie
138. need to click on the File menu select the Files options and click on the Suppliers sub option File Edit Stock Cashbox Functions Orders Prices Lists 1 New record F4 pen ible of Patients Patients Maftfi Protect data Items Maj F2 Print Ctrl F Suppliers Maj F3 Print preview Sales Maj F4 The most commonly used options have a keyboard shortcut This shortcut is shown next to the option on the right and can be accessed without opening the menu Therefore in order to access the suppliers file without going through the menu simply press the Shift and F3 keys simultaneously WinOptics User Guide 17 The menus are very useful especially at the beginning as they provide clear indications to the user To find out how to display a particular window or how to perform a specific action the user simply needs to go through the menus Over time the user will get to know the keyboard shortcuts of the most commonly used commands and this will save much time Note Sometimes when a window is open in the software usually following a menu selection it is no longer accessible A beep is heard when you click on it indicating that the action cannot be performed This is so in order to prevent the user from launching several incompatible tasks at the same time To be able to access the menu again you need to complete the running tasks for example complete and confirm the opened window and go back to the application s ma
139. next to the Email field found on the patient s descriptive card Email Jinfo winopticscom The mail is sent using the usual mail manager e g Outlook if the latter has been correctly configured Note You may send one email to a group of patients in a single operation This feature is described in the section XV G Application mailing D Sending SMS 1 General SMS or Text provide you with a quick and easy way to contact a patient You can use this method to let him her know that his her frame is ready for pickup instead of phoning for instance It is fast and cheap for the user and convenient for the patient The SMS Sending section of our website contains all the necessary information on this feature including the proposed rates and available operators This manual will simply describe the procedure for sending SMS messages using WinOptics The WinOptics license entitles you to 20 free SMS messages which you can use to test the service After that you will need to credit your SMS account Internet connection is required for this service as SMS messages are sent to the mobile phone of the addressee via Internet connection 2 Enabling the service The SMS service is fully integrated in WinOptics and no particular operation needs to be performed to use it However some settings can be defined To do so select Options in the Tools menu and then go to Services and select SMS sending The default international dial co
140. ng the FS function key Cashbox Functions Orders Prices Lists To Counter sale FS In Out Cashbox history Ctr F5 Sales history Print the history Modify the history WinOptics User Guide 88 The following screen is displayed Items E Patient information Ch Movements Cashbox balance List of temz Card Recalc aS Total Detail of payments E dope Q C mount Salesmat Compl share 0 00 7 Code Risque Met to pay 0 00 Documents gt gt Collected 0 00 Assets 0 00 Balance Enter an item code or a bar code in the first column F12 List Close 2 Items data entry You can enter up to 11 items per sales transaction If you need to enter more items simply validate the sales transaction and call the cashbox window again to type in the remaining items Items E Patient information Eg Movements Cashbox balance v List of items Card Recalc R002698 ARROW AMBOFCO2T 52 1 50 182 00 172 90 SOL R001132 5 1 Wapo Siclair 100 ml 8 00 9 00 Di Chain 1 100 0 5 00 DIY Total 180 90 Detail of payments SS share 0 00 r Amount Salesmar Compl share 0 00 TP Code Risque Met to pay 180 90 Documents gt gt Collected 0 00 Assets 0 00 180 90 Balance WinOptics User Guide 89 The quickest way to input sold items is to enter their code in the first column If the code corresponds to an item o
141. normal version in terms of operation except for a limit of 25 cards per file in the demo version In order to remove this restriction you need to enter the user key that is provided with the software no need to reinstall it Note In the demo version you are unable to access supplier rates and updates send SMS use EDI commands and perform teletransmissions via the WebF SE A Installing on the Main Computer To install WinOptics in the system you need to follow the steps below 1 If you are installing from a CD ROM you need to insert it in the CD ROM drive and wait for a few seconds If the software does not start automatically access the CD ROM icon in My Computer and double click on the Setup file If the file is downloaded from the Internet simply double click on the file in order to launch the install program DA WinOptics Setup Gi Welcome Welcome to the installer for Wini ptice 6 6 400 lti strongly recommended that you exit all Windows programs before continuing with this netallation I vou have any other programs running please click Cancel close the programs and run this setup again Otherwise click Hest to continue Next gt Cancel 2 Then follow the step by step instructions displayed on the screen in order to proceed with the installation Once the installation is completed the install program creates a new group of programs called WinOptics in the Start menu and also adds two ic
142. ns Cancel Once the choice has been made click the Select button to enter the reference of the selected lenses in the card Note The lenses selection window opened using the F12 key is extremely useful whenever you need to quote a price to a patient In fact it proposes all the lenses that are suitable for him based on the specified parameters This system thus offers a very efficient sales assistance to the user It also enables you to enter items in the order file See section X B Price of lenses to learn how to add lens references and for more information on the use of this selection window WinOptics User Guide 39 3 Frames and accessories data entry Here also there are three ways of entering data pertaining to a frame or an accessory It is similar to entering lenses data However data entry for an accessory is slightly different in the sense that it allows you to specify the quantity the default quantity being 1 e Manually enter a frame s or accessory s reference as well as its price The total is updated This method is useful only if the respective item has not yet been entered in the database as in that case the software does not establish any link with the stock file Frame Luxottica 2177 GOIBS Sale ad e Type in the frame s or accessory s code and press Enter the code will be replaced by the corresponding label and the price is indicated if it is known i e if it has been entered in the stock ca
143. ns are minor as far as WinOptics is concerned If an older version than XP is installed it is therefore not absolutely necessary to change the operating system However the latest version contains several drivers that have been updated to optimize the use of all devices printers scanners modems etc and it simplifies the use of Windows It is important to note that WinOptics is not really compatible with Windows 95 If this operating system is installed on the computer it is necessary to upgrade to Windows 98 or higher Windows XP recommended E Technical Support Technical support is provided via email or telephone according to the country You may contact the technical support team to report any problem that you have encountered or to give suggestions It might be interesting to point out that WinOptics is designed for opticians and in that respect their sound advice and comments will help us to further improve this product Our contact details are available on our website WWW Winoptics com WinOptics User Guide 10 IL INSTALLATION This chapter provides detailed explanations on the procedure for installing WinOptics on the computer The installation is performed using the CD ROM or by downloading the wo_setup exe file from the following website www winoptics com It should be noted that irrespective of the installation method used the program will automatically run in demo mode The demo version is identical to the
144. o up ESSILOR Fit 40 Blane Superdiatal ESSILOR Fit 40 lsorapid Brun Go down ESSILOR Fit 40 lsorapid Brun Superdiafal ESSILOR Fit 40 lsorapid Gris ESSILOR Fit 40 Isorapid Gris Superdiatal BEGA EKEM 15 4ARMC BEGR EKEM 15 BLANC Down BEGA EKEM 15 PHOTOTINT BRUN BEGR EKEM 16 ARMC BEGR EKEM 16 BLANC Undo BEGA EKOR 15 BLANC eee ee ee Alphabetical B GE EEROR 15 DURC ARME 40 SOLS ACCESS ACTI TYPE A Ph 40 SOLA ACCESS ACTI TYPE A TEFLON 40 SOLA ACCESS ACTI TYPE B Plt AD SOL4 ACCESS ACTI TYPE B TEFLON To modify the position of one or several lenses in the list you first need to select the lenses and then click on one of the buttons found on the right The Go up and Go down buttons move the selected lenses one level up or one level down and the Up and Down buttons move them directly to the top or right at the bottom of the list The order of the lenses contained in that list will be the order in which the selection will be displayed in a patient s card The Undo and Alphabetical buttons respectively enable you to cancel the changes made and to sort all the lenses in alphabetical order from A to Z Once the lenses have been correctly sorted you simply need to close the priority order window by clicking Save to validate the changes made F Importinge Exporting Catalogs 1 Importing catalogs The first step for importing a price into the WinOptics database is to download the required price from the webs
145. of mut ins companies As previously mentioned buttons and are used to update the patient s list of mutual insurances by adding or removing a mutual insurance company to or from the list The Payments tab enables you to display all payments made with regards to the patient s sales You may display all such payments or detail the payments made by the patient and those made by reimbursement bodies such as Social Security and Mutual Insurances In the same line of thought the Statistics tab enables to view different lists of invoices purchases or orders made for the patient as per the choices made The Notes tab enables you to log comments on the patient himself or on the different sales An asterisk appears on the tab to indicate that comments have been entered Notes The Photos tab enables you to add photos in BMP GIF or JPG format to the patient s file It is important to note that the images themselves are not actually saved in the database only the link to their initial directory is saved Just like comments an asterisk appears next to the tab to indicate that data have been entered in this section Fhotos WinOptics User Guide 35 The Mail tab enables you to specify the patient s belonging to different marketing groups and his her wish to be contacted or not by post SMS or email S Patient Social security Family Compary Cards Payments Mai Statistics Photos Notes Ma
146. on one of the small squares on the right and then select the line thickness by clicking on one of the small squares on the left Secondly place the cursor on the desired area and drag the mouse while holding down the left mouse button You may change the name given to each color by right clicking on the related text You may also change the default drawing by clicking the Drawings button to select another image Annotations drawn on the diagram are automatically saved when the card is closed However you may cancel the last changes made by clicking the Cancel button WinOptics User Guide 32 V STOCK MANAGEMENT The items file also known as the stock file together with the patient file is the second most important file in the program You may access this file by clicking the Items button in the file selection panel Patients Li Suppliers Sales z Documents Orders A uenes A Item Creation The procedure for creating a new item is similar to that for creating a new patient 1 e simply click the New button once the tems file has been selected 1 Nomenclature The complete reference of an item consists of its brand model category type and supplier A unique code is automatically assigned to each new item This code is used whenever an item is entered in the patient file or in the cashbox This code is also displayed on labels alitem Complements Statistics Photos EDI Notes Code 2
147. on to be displayed on the document M Summary per payments FT Summary per categories M Detail of operations F Print the number of operations Print the patient code M Print the patient s name If you check the Detail of operations box an additional document is printed It contains the details of each operation and depending on the selected options the operations number and the patient code and or patient name for each of these operations WinOptics User Guide 97 The cashbox sheet presents a summary of all actions executed during the day the initial and new cashbox balance and the aggregation by payment type Cashbox history Demo Version Friday 30 March 2007 Summary of the payments 15 06 2007 221 00 Credit Card 100 00 221 00 Total cashbox 321 00 Total bank Daily total Cashbox outflows 30 00 lunch 30 00 CA Cashbox inflows 103 25 Initial Float cheques 540 00 CH Initial Float cash 163 25 CA Remittances at the bank 4540 00 Remittance of cheques 540 00 CH Patients asset 0 00 Old cashbox balance 0 00 0 00 CA 0 00 CH New cashbox level 454 25 233 25 CA 2271 00 CH Operations count 1 Cash 100 00 1 Differed cheque 221 00 1 Credit Card 100 00 3 Total 421 00 Pounds You can also print at the end of the month a summary sheet for all the operations undertaken during the month This document presents for each day of the month in question the summary of movements for each
148. ons to your Windows desktop You simply need to double click on the WinOptics icon to run the application WinOptics User Guide 11 B Unlocking the Demo Mode The program is protected from any illegal use by a serial number system known as a user key This key is provided with the software and is unique for each user In order to enter the user key click on the Enter a key button on the software s startup screen WinOptics Demo version Welcome to the demo version of wini ptics ou are going to use the demo version of the WinUptics software This version is identical to the complete version however the files are limited to 25 recordings maximum In order to remove this restriction and use the software to its full extent you need to purchase license and receive product key fF you have already recenved this key Click on Enter a key to activate the product Othernvwse click on Trey Enter a key Quit The computer will display the license number Check that the number matches the number found on the welcome e mail and enter the user key number Then click Unlock Product activation This screen enables you to enter your user key ee s 4 ie In order to obtain you user key go to waw wnoptics com and enter the license number displayed below You will receive the user key promptly by email License number WO 392836826 990 User key fi 44 Buy online New licence
149. ord to create the documents i e the letters that will be sent to patients taj mail doc Microsoft Word Fichier Edition Affichage Insertion Format Outils Tableau Fen tre 7 SE Say Ins rer un champ de Fusion T Mormal Times Mew Roman 12 Gis 3225 Hal gt ced el a Et nr ll eT asl LUR Fusionner vers un nouveau document ll Wh ar REC Ins rer un mot cl A document is then created and it contains a personalized letter for each selected patient Now you simply have to print the document WinOptics User Guide 172 4 Document templates Once the letter has been created it can be saved and used as a model for subsequent mailings Warning You should save the model letter before merging it or else the whole content of the merging will be saved Select the Save as option in Microsoft Word s File menu Then select Word Document as type of file in case this has not already been done type the name of the model e g Welcome letter doc and save it in the desired directory The best thing to do is to choose the C program files winoptics documents directory that was created during the installation of WinOptics Enregistrer sous Enregistrer dans Ee Documents m E Anniversaire doc Bient t adulte doc Li Mom du fichier pve Type de Fichier Word 6 0 95 doc DETTE To use this model again for a subsequent mailing operation select t
150. ore s access to this shared directory We supply the exchange file together with the unit It must be installed in the shared directory WinOptics User Guide 178 2 Settings In each store the shared folder s main file access path should be specified in WinOptics network settings in Tools Options Network Stock synchronization Software parameters WinOptics parameters ou can set here all the parameters of your software fay Store Sd Regional settings Central file 4 Documents amp reports ae Network Store code f Test the connection L Securit fat Services Automatic synchronization at the start up Pa Options Touse a log file Log file Close You may test the access to the main file contained in the shared folder by clicking the Test the connection button It is also at this stage that you must enter the store code which will be used to identify the receiving store during retrocessions from other stores or from the head office Finally you may check the appropriate box to launch the automatic synchronization of stock at program startup This feature is particularly useful for a central purchasing unit When an ad hoc retrocession between two stores is performed the synchronization can be launched whenever necessary WinOptics User Guide 179 C Entering Retrocessions To enter retrocessions select Retrocessions from the Stock menu Stock Cash
151. ormation please refer to section XI H Parameterizable Tables WinOptics User Guide 59 11 Supplier Contacts Discounts Coefficients Payments Statistics Notes Categories Name L AMY GROUP MONTURES Address F rue de la Chauss e d Antin Li SOLAIRES Notes City 75009 PARIS O4 Country France Website yw lampgroup com hel E mail lampfrance lamygroup com au Total a Tel 0825330039 EN Cust ref Value oo Tel 2 Ey EDI Fef P Total sales oa E Cell PO 5 VAT Nbr D Value o0 Fax 0825337575 a Bank P In order oa e el You may enter a link to a website or the supplier s email address If you do simply click on the button located to the right of these fields in order to access it directly Website yw lamygroup com ell E mail lamyfrance lamygroup cam ES 2 Contact details The Contacts tab enables you to access the contacts window where you are free to enter the name of important persons and services as well as their telephone or fax numbers 3 Supplier Contacts Discounts Coefficients Payments Statistics Notes Sales department Sales representatives Helpdesk Accounting WinOptics User Guide 60 3 Discounts The Discounts tab allows you to display the discount list on invoices negotiated with the supplier depending on his different brands or item categories Supplier Contacts Discounts Coefficients Payments Statistics
152. ory They will be used for determining the selling price when stock items are entered Note The procedure for adding or removing coefficients is identical to that described in the previous section about adding or removing an invoice discount If a coefficient is specified for a particular brand it will be used in priority during an item data entry irrespective of its category Otherwise it is the coefficient specified for the item category that will be taken into consideration Or else it would be the general coefficient specified for the supplier Finally if no coefficient is specified the selling price will then be calculated using the coefficient shown in the item category table see section XI H Parameterizable Tables regardless of the supplier Example of data entry for the supplier L AMY whose parameters are indicated below The selling price of a Lacoste frame will be calculated using the coefficient 2 75 The selling price of a pair of Nina Ricci sunglasses will be calculated using the coefficient 3 00 The price of a pair of sunglasses of a different brand will be calculated using the coefficient 5 00 The price of a small chain of a different brand will be calculated using the coefficient 2 00 WinOptics User Guide 62 5 Follow up of payments The Payments tab enables you ensure a close follow up of payments and outstanding balances with regards to the supplier Supplier Contacts
153. ost frequently used card and also the most time saving one in terms of manual management With just a few clicks you can obtain a complete and detailed stock inventory at any time and within a few seconds A Wizard has been designed to assist you in selecting an inventory To launch it choose the Inventory option from the Stock menu Stock Cashbox Functions Orders Prices Stock value Purchases history Sales history WinOptics User Guide 69 Inventory wizard This wizard will help you take a complete or partial Inventory Select the criteria below and click Next Category Supplier Brand Oo A Year ooo rey 4 Previous Cancel You may print only part of the inventory by specifying a category a supplier a brand or a year you may specify several criteria E g to print the frames inventory of supplier Luxottica you need to select the Frames row in the list of categories and supplier Luxottica in the list of suppliers You can even restrict the selection further by selecting a brand or by specifying the year of purchase If no criterion is specified the entire inventory will be displayed Click Next to access the windows in which you will be able to fine tune the content and presentation of the inventory Display the inventory control Display the value before depreciation Check the boxes corresponding to the desired options The first option allows you to include the refere
154. ou can create it directly in the supplements file WinOptics User Guide 113 Once you return to the Supplements tab you may define some supplements as compulsory by clicking the Property button and checking the corresponding box in the resulting window A Property of the relation lens supplement Between Lens UNOR 15 TONIC Suppl MARRON 0 200 Close The Table of prices tab displays a grid which shows buying and selling prices The calculation of selling prices based on purchase prices is explained in paragraph X D Price Calculation 4 Lens supplements Table of prices Auto limitations EDI Notes Calculate prices Sphere 025 200 225 400 425 600 000 200 0 00 2 00 Average gross margin 21 29 Margin rate 55 54 One tab shows the purchase prices while the other tab shows the selling prices The columns contain the various toric corrections while the rows indicate the different spherical corrections Therefore in the above example the price of a spherical correction lens 7 00 and of a cylindrical correction lens 1 00 will be 93 25 To change a price simply click in the corresponding cell in the table and insert the new price Note It is important to enter the correct selling prices since it will determine the inclusion or not of the lens reference in the selection process during the sales transaction Should the required lens not appear dur
155. out and for instance give it to patients requesting such a list or simply use it for requests or for statistical purposes WinOptics User Guide 144 Titles Titles like Doctor Mister Madam and Miss have been pre set If necessary you may add other titles to this list This can be done simply by entering a new title on the first blank line at the bottom of the list O br M1 o o First names As is the case for doctors each new first name is automatically added to this list which already contains hundreds of other first names This list speeds up data entry in patient cards by allowing you in most cases to specify the person s sex based on the first name entered Cities This file is used to match a zip code to its corresponding locality The downloaded file is usually exhaustive but you can always delete or add localities to the list Countries This file contains a list of the different countries of the world of their international code and of their respective currency For the time being this file is only used to enter supplier information but it can always be used for reference purposes Means of payment The predefined modes for payments are generally enough to enter any form of payment However it may be necessary to enter other codes especially for entering gift cheques or to provide detailed information on the different types of credit cards for example Code Name Hotation J Movement ai 1 Cash CA 2 Cheq
156. ove a component click the checkbox A shaded box means that only part of the component will be installed To see what s inclided in a component click Details Components Accessories and Utilities GF Indexing Service 0 0 ME a Internet Explorer 0 0 MB OAA Intemet Information Services MS 14A MA Description Allows fax to be sent and received Total disk space required o4 6 ME DS Space available on disk 65 4 ME Se Back Cancel You may also use any other fax manager commonly available on the market Once the fax manager is installed you will be able to fax any document that is available for printing To do so simply select the fax manager from the list of printers shown when a print operation is performed CL I General Select Printer je N 2S 7 EPSON Stylus Fax Generic IBM Microsoft My vision Photo 590 Graphics Spin Office Doc Express a Ea aa Status Ready Preferences Location Comment Find Printer Number of copies hb C Selection Pages M30 Collate Enter ether single page number or single pi page range For example 5 12 Curent Page crea A window for sending faxes is displayed In it enter the appropriate fax number and confirm the number to validate the operation WinOptics User Guide C Sending Emails Sending an electronic mail email to a patient is very easy Simply click on the button located
157. owl Access path oo P ou Will need to re start the program to make the change of Herta Multiple servers aes Eas folder effective 2 Stock synchronisation 3 chile Network path EYI CES b Options H winO ptics E IF this computer is the SERWER the computer that you switch on first leave this folder empty Click here if the computer is the server Close Specify the complete access path to WinOptics shared directory It is recommended to set a letter for the network drive to define the access path to this directory H for example for the path server C Program Files WinOptics User Guide 13 D Installation Issues If you encounter problems when installing WinOptics you first need to check that all the instructions mentioned above have been followed If it is the case then check the following y Close all running applications before inserting the CD ROM or before running the install file Restart the computer if necessary Check that there is sufficient hard disk space at least 80 MB and RAM at least 64 MB Otherwise you need to free some disk space by deleting some applications or unused documents or by increasing the PC s memory V Check that the CD ROM is not damaged or scratched V Check that the user key matches the License number and if necessary request confirmation from the technical support team y Check that Windows is properly installed no error messages at startup If ne
158. own adress Commentaire Global list of sales per year List of appointments in the agenda List of patients birthday Detaled cashbox history List of companies to wich patients belong List of ophtalmologists List of tems wich quantity 18 in inventory List of labels to print Global list of purchases per month Global list of sales per month Number of visits per month for contacts Number of visits per month for glasses Distribution of patients by city Distribution of sales by tems category Internet adress of suppliers List of patients who came today for contacts List of patients who came today for glasses List of the most saled brands List of the most consulted doctors contacts List of the most consulted doctors glasses List of the most saled types of frames List of the most saled suppliers List of patients wich adress is unknown or incomplete Instead of being modified the query is executed if you double click on any item in the list displayed in the main window unlike other files The results are then displayed in the window as a list that you can view sort or print just like any other file Select the Queries tab in the main window and click the Consult button on the toolbar to view or modify the code of a query The following window containing the code is displayed Slduery code Variables fields Motes Hame Doctors Description List of ophtalmalogists Query code SOL SELECT No
159. ph Multicolored Fo M Legend Method of payment Recette ES nL Revenue per method of payment Cheque 221 from 0103 2007 to 31 03 2007 Credit Card 100 S alesmen LEE nba IPod WinOptics User Guide 157 B Increase in Sales Use this option to compare the sales data for two distinct years and obtain a comprehensive overview of sales progress in terms of figures Of course this action can only be executed for those years for which data have already been entered As such this option will be rather useless in the period immediately following the installation of the program but will prove to be very useful in the subsequent years To use this feature go to the Functions menu and select Table of sales in the Statistics option Functions Agenda Fa Mew appointment Ctrl F5 Labels Se Mailings Send SMS Ctrl s History of SMS sent Statistics k Import blank records Statistics unit General sales statistics Te letransmission Cerl T Statistics per salesman The window showing the comparative tables 1s immediately displayed te 2002 for al categories Follow up reimbursements Comparison of years 2001 Units Revenue 2005 A007 l nstanc 2005 200 PF Distance es January eor 344 57 19 14 03 21 311 BLEUE 672 February 365 360 5 2 22 861 18 888 3 973 18 March 413 425 12 2 18 835 24 562 5 727 30 April 361 331 30
160. pplier is not present in the list simply type its name Supplier Previous Herts Cancel WinOptics User Guide 115 The second step consists in entering the lens reference its name Reference The subsequent steps enable you to specify the material and the type of lens Monofocal Mineral Bifocal de Organic Trifocal Polycarbonate Hultifocal The diameter is specified in the step that follows You may enter several diameters by separating them with a comma Diameters 60 65 65 70 70 75 The following step enables you to enter the lens index by selecting it from the list provided Indes You then need to specify the manufacturing limits These limits are particularly useful to exclude those lenses that cannot be manufactured with regard to the patient s power If the limits are unknown use the default selection which is determined based on prices Limits from Tf It is then necessary to specify whether the prices differ for each power or if there is a standard uniform price for the lens which is likely to speed up the price input Unique price for all powers f Different price for each power Sph Sph Different price for each power Sph lt gt Sph l WinOptics User Guide 116 Finally you need to fill in the table of prices You may enter the selling price as well as the purchase price for each diameter for different powers 6
161. ptics User Guide 125 4 Calculation of selling prices from a lens card You can re calculate the selling prices directly from a lens card Lens supplements Table of prices Auto limitations EDI Notes Calculate prices Sphere 025 200 225 400 425 600 000 200 0 00 2 00 111 75 124 00 134 50 2 29 4 00 111 75 124 00 134 50 4 25 6 00 111 75 124 00 134 50 6 25 8 00 111 75 124 00 134 50 4 25 and highe Average gross margin Fi 44 Margin rate 55 65 4 Simply select the Selling price tab and click Calculate prices Method to use C Fomula Personal Edit Coefficient 265 PF Inflation SUD to add to existing prices Round prices to 0 25 i Cancel As previously mentioned you need to specify whether the calculation is done using a calculation formula by applying a coefficient or by applying a percentage increase Also specify the desired rounded off price for the calculated prices and click Calculate to perform the calculation This operation automatically replaces the actual selling prices provided that they have been entered by the calculated prices 0 00 2 00 94 75 106 25 114 25 2 25 4 00 94 75 105 25 114 25 4 25 6 00 94 75 106 25 114 25 6 25 5 00 94 75 105 25 174 25 5 25 10 00 10 25 12 00 12 25 14 00 425 and highs You can from time to time adjust a calculated price by modifying it directly in the grid WinOptic
162. ption to view the list of amounts still owed by patients and to ultimately collect those To view the list select the List of receivables option in the Cashbox menu Cashbox Functions Orders Prices Lists Tc Counter sale F5 Inout Cashbox history Cbrl F5 Sales history Print the history Modify the history Reimbursements outstanding FF List payments by patient You can also directly press the F6 function key List or receivables i Per date bee Beare al recervables Validated sales r File Date Marnie First name F Total Paid Balance 101266 29 03 2007 Majewski annabelle 30 UD 100 00 190 00 2903 2007 majewski pierrot 290 00 24 03 2007 Marjewski annabelle 290 00 24 03 2400 wan der bilt ferdinand 131 00 Total of the sales 1001 00 F5 Collect Print Already collected 390 00 Balance owed 651 00 Zoom Close Two drop down menus are displayed Use them to select folders according to the period under review and the actual sale status A recelvables r Validated Sales r 30 last days Malidated sales i 3 last months Sales in quote last months Validated in quote 12 last months Curent year WinOptics User Guide 100 The resulting list can be sorted by folder date or patient name depending on the selected tab To start printing click the Print button You can access the payment record screen from this list
163. r data to an existing Word document Documents ew doc m Cancel The process of exporting information to Word is described in detail in section XV G 3 Merging data in Microsoft Word 3 Exporting to a file The last option listed in the Export menu lets you send data to a file rather than link it directly to an application This option is selected by default when you click the Export button Export ta Microsoft Excel Merge into Microsoft Word Export to File It creates a file in the selected format on the hard disk Excel xls or Text txt These files can be used by most applications available on the market Export data to Save In Windptics d jt Documents ae TeleTrans My Recent website Documents E a Desktop My Documents 59 My Computer r My Network File name Export_testl Places Save as type Fichier Excel ls Cancel First select the location on the hard disk where the file should be created and then enter the name as well as the format Excel or Text under which the file should be saved If the file already exists confirming the action will replace the old file by the new one WinOptics User Guide 164 E Creating New Queries In this section you will learn how to create new queries A simple example is used so that the principle can be easily understood a query displaying the list of all items whose selling price ranges from 200 to
164. rd This is usually the quickest and the most efficient way of proceeding given that the code is specified on the item s label Accessories 1364 K o 0 00 e Use the F12 function key or double click one of the frames or accessories box to open the selection window This window is rather similar to the lenses selection window Here however the aim of the program is more to look for an item whose code is unknown rather than to assist the patient in his choice Selection of an accessory The most recent items initially Category Brand Model Supplier LJE FRA Standard se ee ee ee CHRISTIAN DIOR 3608 3T 52 16 FRA SAFILO 241 00 CHRISTIAN DIOR SUE dae le FRA SAFILO 291 00 24 CHRISTIAN DIOR 71256 FRA SAFILO 45 00 5 g DOLCE GABBANA 339 720 6113 FRA MARCOLIN 214 00 10 DOLCE GABBANA 4071 731 52 19 FRA MARCOLIN 183 00 16 LAFONT MACARON 175 42 20 FRA JEAN LAFONT 136 00 1 eh MAS MARA E ROSE meee mete aig ea CE erect een 173 00 2 1 MAS MARA 67r Pu 5216 FAA SAFILO 179 00 0 T NINA RICCI 2507 760E 52 7 4 FRA D AMY 22r 00 0 15 RALPH LAUREN 1435 Q36 5015 FRA SAFILO 179 76 G THIERRY MUGLER 6059 01 50 18 FRA BERTHET BONDET 317 00 2 5 THIERRY MUGLER 6059 02 50 18 FRA BERTHET BONDET 317 00 Selection MAs MARA 675 7U5 51 16 179 00 F Order Select Cancel Once the selection has been made click the Select button to post the references of the items Sale od that have bee
165. re listed below l Organization of Columns It is easy to change the size of columns by clicking on the intersection of two columns and dragging them to the left or to the right The column s size is modified when you release the mouse button AD Aguiar f 61 Alanou You may also modify the order of the columns so that the most interesting data are displayed at the beginning To do this click on a column s header and drag it to the right or to the left without releasing the mouse button Adress Av A Huysmans 86 Alllaniou Ait Said Aue Elise 43 Ajokortti Korkort Bld G Jacques 84 Akbarov Aw de La Foret 10 AK Olo Jeremy Place Louis Morchar 5 Alami S afar Aue de lAutomne 28 Lastly you may interchange two columns by clicking the header to select the column 7 ai BS004 Then display the drop down list of column names by clicking on the small white arrow pointing downwards From the list select the column that you want to fae interchange Zip City Tel Fax WinOptics User Guide 28 2 Sorting Data You can easily sort a file based on your specific criteria For example to sort the suppliers file by zip codes you simply need to select the Zip column by clicking its header the column should be highlighted Then click the A Z icon on the toolbar to sort the file in z ascending alphabetical order Use the Z A button to sort the Zt Ay file in descending alphabeti
166. refore if a brand has already been entered you only need to type in the first letters and it will complete the rest for you and it will also find the corresponding supplier Brand A LERGAN we You may also assign a new function to the brand or supplier as it will appear ultimately Then select the category and the type A list is Category LE cL Jf displayed as the first letters are entered Contact Lenses a Clips Components Cleaning Products Compass Frames The item categories may be adjusted as per the needs of the store For more information please refer to section XI H Parameterizable Tables Once you have entered the item s references you need to insert its price It will make things simpler if you provide the purchase price and the program will then automatically calculate the selling price according to a coefficient that is specific to the chosen item category coefficient 3 for frames for example Of course you may change this coefficient It can be permanently changed through the Parameters menu or it can be changed only for the active item If the coefficient or the selling price is changed the other data are immediately recalculated It is recommended to use the demo version to make a few trials change the coefficient from 3 to 2 and observe the results Do the same thing for the selling price Etc You then need to provide the purchase price as well as the quantity purchased This quantity wi
167. rices see the previous section WinOptics User Guide 130 XI SETTING THE SOFTWARE This aim of this chapter is to present the different settings that enable you to better adapt the program to the needs of the store An incorrect definition of some parameters may adversely affect the software s performance Should you encounter any such problems please do not hesitate to seek assistance or advice from our technical support team Most of the software s features can be set from the Tools Options menu and these features are grouped into categories You may access these different categories by clicking on the corresponding tab Tools Help Euro calculator Third party payment calculator Calculator Execute SQL cade Clean database Convert VAT rate Sesam Vitale reader Teletransmission parameters al store a CES cures Lal Locations gt S H Franchised Sq Regional settings a Documents amp reports mE Network LA Security fat Services h Options A Store The first tab Information enables you to specify the store s contact details These data will be displayed in the documents header invoices receipts etc Software parameters p WinOptics parameters ou can set here all the parameters of pour software l sann g Eee i Locations mi Franchised Sa Regional settings sy Documents amp reports as Network L Security ae Services
168. rmulas Print lenses prices Print contact prices Import k Export Remove supplier Rename supplier Consult stock Ctrl F1z2 Consult lenses prices Fiz Consult contacts prices Majt Flz2 WinOptics User Guide 111 B Catalog of lenses Some lens references are supplied for example purposes in WinOptics Demo version Click Lenses in the file selection panel for instant access The lens references list is displayed in the main window Code Supplier Reference Type Index Material Diameter Surface 37221 Carl Zeiss Vision GmbH Bifo Lupenglas A 20 Lupenteil mattiert DF 1 501 Organic 70 Spheric 37219 Carl Zeiss Vision GmbH Bifo Lupenglas R 22 Lenti Lupenteil matt DF 1 501 Organic 70 Spheric 37215 Carl Zeiss Vision GmbH Bifo Lupenglas A 22 Lupenteil mattiert DF 1 501 Organic 60 Spheric 37216 Carl Zeiss Vision GmbH Bifo Lupenglas A 22 Lupenteil mattiert DF 1 501 Organic 65 Spheric 37217 Carl Zeiss Vision GmbH Bifo Lupenglas A 22 Lupenteil mattiert DF 1 501 Organic 70 Spheric 37220 Carl Zeiss Vision GmbH Bifokal Lupenglas A 20 DF 1 501 Organic 70 Spheric 37212 Carl Zeiss Vision GmbH Bifokal Lupenglas R 22 DF 1 501 Organic 60 Spheric 37213 Carl Zeiss Vision GmbH Bifokal Lupenglas A 22 DF 1 501 Organic 65 Spheric 37214 Carl Zeiss Vision GmbH Bifokal Lupenglas A 22 DF 1 501 Organic 70 Spheric 37218 Carl Zeiss Vision GmbH Bifokal Lupenglas A 22 Lenti DF 1 501 Organic 70 Spheric 37200 Carl Zeiss Vision GmbH Bifokal Lupengl
169. rs Patients items Suppliers Sales Documents a He bi amp Orders Queries This file contains a list of all the orders that are outstanding and all the orders that have been placed It 1s automatically updated when the Order option is selected in the lens or item selection window that can be called from the patient card screen see section IV B Creating a Glasses Card You can view the details of an order by double clicking on the appropriate line Order Motes Order EDI Order Date 23 03 2007 Quantity f File Ret 101263 Order launched Patient pierrot marjewsk u Order delivered Item 2 MAs MARA 676 706 6116 Supplier SAFILO Sup Ref 1234 Category FRA co Purch Price A450 Add Prism Basis RE A ee ee ee ee Orders manager gt gt WinOptics User Guide 83 B Orders manager You can access the orders manager in two ways Byclicking on the Orders manager button located at the bottom of all order cards By selecting the relevant option in the Orders menu Orders Prices Lists Tools Help Orders manager Ctrl E EDI Orders CErI E Receive orders Products to order again Suppliers payments EDT messages Checking messages Orders history Receiving orders ED parameters In this window you can view the manual and EDI outstanding orders You can also view the history for placed orders
170. rtificates are reserved for sales transactions made from patient folders These documents will present the total amount the installment already paid and the remaining balance due Regardless of the chosen type of document the selection window for the document to be printed is displayed and you can use it to choose the type of the document the language of the print as well as other printing options This window is identical to the one described for printing quotes refer to the section IV E 2 Printing WinOptics User Guide 9 D Sales transaction from a patient folder l Accessing the sales window As mentioned in the section IV C Recording a sales transaction you can call the cashbox window from a patient s optometry card frames or lenses by clicking the Sales button or by pressing the F5 key E F5 Sale Items sold to the patient are then directly transferred to the Items tab Similarly the patient s contact details as well as information regarding the prescription and the third party payer are automatically sent to the Patient information tab 2 Payment data entry Unlike counter sales transactions sales made from patient folders can be only partly settled when the sale entry is created The procedure to record payments is the same except for the fact that you can enter only one installment or not record any payment at all Total 290 00 Detail of payments Seppe o 00 f Amount Salesmar Co
171. ry Aa Erand Aa Note Al Of course you may also set several criteria if necessary WinOptics User Guide 58 The Wizard s following screen offers three choices relating to the sort options for the list obtained f Sort by purchase date Sort by brand and model Sort by ltem code Once you have selected the desired sort option click the Finish button to display the requested list in the main window Purchases history from the 29 03 2007 to 29 03 7007 Date ltemCode Brand Model Category Type Supplier MSRCOLIN 29 03 2007 2 MAX MARA 6757055116 FRA CL S4FILO In the above example the requested selection is For the period starting 29 03 07 and ending 29 03 07 Sorted by brand and model This list may be printed by clicking the Print button found on the toolbar a i Print B Suppliers amp Brands The contact details of each supplier are kept in a specific file which can be accessed from the file selection panel by clicking Suppliers gl 33 liens 5 Uppliers E Sales is Documents LA Orders 1 Queries l Descriptive card The Supplier tab relates to the latter s descriptive card where the name address and the different known telephone and fax numbers must be entered You may classify suppliers by category If a category does not yet exist it will automatically be added to the list These categories will be used as search criteria in all queries For more inf
172. s User Guide 126 E Selection Order During a discussion with a patient it might be important to decide which lenses or contact lenses to display first in the selection list In fact the list of lenses available might be long and it would be better if the lenses that best suit the patient s needs are presented first The order in which the lenses are displayed can be set by selecting the Priority order option from the Prices menu Prices Hew lens Mew contact Priority order Lenses Calculate prices Contacts The priority order window is then displayed Its mode of operation is exactly the same whether it is for a lenses file or for a contacts file Priority order Priority order for lenses Define the order of appearance of the lenses in the prices selection Sort order Personalized What are the lenses to display in priority Alphabetical classification by defect The least expensive lenses The most expensive lenses Lenses with the most important margin Save Cancel The Sort order tab enables you to specify the sort criteria sort in alphabetical order sort by price or margin both are automatically managed by the software or sort by personalized classification WinOptics User Guide 127 In case of a personalized classification it is necessary to specify this classification under the Personalized tab Cort order Personalized ESSILOR Fit 40 Blane G
173. s 7 ae NOMENCLATURE INAMI version 10 WinOptics Verres de lunettes A Verres de lunettes unifocaux min raux antireflet ayant un indice de r fraction de 1 7 etun nombre d Abbe de 35 B Verres de lunettes unifocaux organiques antigriffes ayant un indice de r fraction de 1 49 C Verres de lunettes unifocaux lenticulaires organiques antireflet ouverture optique de 40 mm antigriffes etn 1 49 D verres de lunettes unifocaux lenticulaires invisibles min raux fn 1 7 antireflet avec ouverture optique variable de 30 54 mm E Verres de lunettes unifocaux lenticulaires invisibles organiques fn 1 49 avec ouverture optique variable de 54 30 mim antireflet et antigriffes Fr 4 You can execute a search operation in this window by using the Ctrl F key combination Find Match whole word only _ Match case Previous 2 Reimbursements calculation When the codes are selected the amount of reimbursement is calculated and displayed in the Reimb column Code Designation Ly ca Price Value Cate INAM Reimb lt Code VOB FE OPTISWISS Pe PLUS ORGA 160 PER Org 6577 269 00 289 00 LEN 659035 65 19 2296 5 VOB FE OPTISWISS Pe PLUS ORGA 160 PER Org 65 7 209 00 299 00 LEN 659035 09 19 2296 5 R002291 JULLIEN PREFACET1 00J 60 14 355 00 358 00 659573 20 97 Zra The total amount is indicated in the SS box This field is located beneath the overall total If the Third party payment box is checked th
174. s is then created and compared to the list of theoretical quantities found in the tems file Following the comparison the software automatically identifies any discrepancies found between the two lists All you have to do is look for the source of the problem typo unrecorded sale theft broken item etc To do so select Inventory Control in the Stock menu Stock Cashbox Functions Orders Prices Stock vale Inventory Purchases history Sales history Inventory Control Depreciate the stock Retrocessions Ctrl F Synchronize with the head office Modification of the in b A data entry screen is displayed For each stored item enter the corresponding item code found on the label The reference number price and theoretical quantity in stock appear to the right of the input fields The stock s theoretical value is automatically displayed in the Quantity found field Change this information 1f necessary and then click the Add to the list button WinOptics User Guide 71 Physical stock Controlled items Results This screen will enable you to control your physical stock the one actually present in store With the theorc stock the one in the stock table For each item enter the quantity found in store The computer will list the differences with the stock ou will then be able to print the list of differences and if you want replace the theorical stock wil the physical s
175. s made and the salesman s name the patient s name if it is known the complete reference for the sold item the purchase and selling prices as well as VAT percentage the quantity sold and the resulting stock amount at the time of the sale the discount percentage and amount if any A Notes tab is provided for you to add specific annotations to the sold item if you wish to do SO These notes can be entered directly in the appropriate field Use the New note button to insert the day s date before entering data A Sales entry is usually created via the cashbox patient or stock file It is however possible to add or delete sales entries directly in the sales file To record a sales transaction click on the New button on the toolbar and fill in the various fields displayed If you enter an item code in the first box the corresponding references are automatically updated Warning Being able to edit the sales file directly is particularly useful when corrections need to be made due to wrongly recorded sales or data entry omissions When sales transactions are recorded using this procedure the stock is updated accordingly but the sale is not recorded in the cashbox history WinOptics User Guide 76 2 Sales history and statistics The Sales history option of the Cashbox menu provides a list of all sales transactions made over a Set period of time as well as various statistics Cashbox Functions Orders Prices Lists T
176. s placed and all orders outstanding A Sales File 1 General To access the sales file from the file selection panel click Sales Patients 33 Items Suppliers Documents CG Orders Queries A list of all the entered sales transactions is then displayed in the main window 4 Table of Sales Date Supplier Brand Category Hodel 29 03 2007 ESSILOR 29 03 2007 ESSILOR ESSILOR LEN Stylis Crizal Org 60 29 03 2007 OPHTALMIC OPHTALMIC CON Cphtalmic 55 014 2 8 6 29 03 2007 OPHTALMIC OPHTALMIC CON Cphtalmic 55 014 2 8 6 By default sales transactions are ranked in reverse chronological order 1 e with the most recent sales transaction appearing at the top of the list but you can as is the case for the other files customize the sorting feature when searching for a particular sales transaction for instance To view a specific sales card double click the sale transaction or select it and then click on the Consult button located on the toolbar WinOptics User Guide 75 Ki Sales Card Notes Date 23 03 2007 Salesman EYN Fatient Mbr 13 annabelle M arewski Item code Supplier SAFILO Meee Brand Max MARA 877 FLU 5216 Category FRA CD Purch Price 54 50 WaT 196 Price VAT incl 179 00 Stack Hl Price YAT not inc 149 67 City at the time of sale 4 Discount 000 oo Total 179 The main tab includes the date on which the sale transaction wa
177. ser Guide 57 For quantity sold the Sales Counter window opens and enables you to directly process a sales transaction Refer to section VIII C Counter sales for information on sales data entry For orders the following window is displayed Reference gt CEBE 1979 00557 Patient l Oty 1 Purch Price 44 94 Total 44 5 Remargue P OF Cancel Fill in the fields specifying the name of the patient on behalf of whom the item s must be ordered and validate by clicking OK Items ordered through this method will be added to the order file Please refer to chapter VII Orders Management for more information 6 Purchase history The purchase history contains all the stock modifications made in the items file Each time a new item is added to the stock or when a quantity is changed this file is updated To print the purchase history simply select the Purchase history option in the Stock menu and answer the Wizard s questions First select the period to analyze Day T Day Week Previous month Current month Quarter and Year are the predefined periods as from the current date Previous month Current month The Choose option enables you to directly enter a date range Quarter Year Choose All sold items for the chosen period will be listed by default but you may select only part of the items by defining a supplier category brand or order number as shown below Supplier an Catego
178. stribution per ses Sales lasses sales Contacts sales Distribution per operation Revenue per salesman Revenues per day Revenue per month Revenues per year lasses sales Number of tiles Distribution per lens type Distribution per material Distribution per su Distribution per doctor Ophthalmologists Distribution Salesmen Distribution Inventory Salesmen Cashbox Sales 156 An additional selection based on the date can be performed You may alter the results displayed based on several criteria The previous month from 01 03 2007 to 31 03 2007 ok Saas List graph Multicolored fio M Legend All dates You may define a given time period for some statistical analysis All dates operations by selecting an option from a predefined list of periods Te aur or by manually entering the required time frame by selecting the The previous month Choose option ae ue month THis year Choose Some query results may be displayed in graphical format In such cases you may choose from the List Graph Graph only or List only options You can also determine the colors or the number of bars to be used in the graph Below is an example of a list and graph results display for cashbox revenue analysis by mode of payment Li Statistics The previous month from 01 03 2007 to 31 03 2007 ok anil Glasses sales Revenues per pear List gra
179. table Print 45 00 60 00 100 00 300 00 99995 00 Close i En Tes It is very easy to add or to remove price ranges or to modify the list either use the corresponding buttons or double click the information you wish to modify Clicking on Close will close the window and the changes made will be saved 3 Calculation of selling prices for a selection of items The fastest way of calculating the selling prices of lenses or contacts also applicable to the stock is to use the Calculate prices option from the Prices menu Prices Lists Tools Maintenance Help Hew lens Mew contact Priority order Prices calculation Formulas Contacts Print lenses prices Stock A selection window in the chosen file is displayed offering different methods for calculating the selling prices of selected items WinOptics User Guide 123 Example of the lenses file Calculation of lenses prices Selling price Purch Price Sale Type Material Index Supplier S ry ce SF d Photochromic Select al AQ SOLA ZEISS LANTAL 19 SE 7 893 Min ral AD SOLA ZEISS PUNKTAL 15 ee _ Select nothing AQ SOLA ZEISS PUNKTAL 16 SF 1 604 Min ral AQ SOLA ZEISS PUNKTAL 16 UM BR SF 1 804 Minal e AD SOLA ZEISS PUNKTAL 16 UM GF SF 1 604 Min ral Frs N AD SOLA ZEISS TITAL 17 SF 1 706 Min ral 2 BEGR PARIS ASPHEM 16 BLANC SF 1604 Mineral BEGR PARIS ASPHEM 16 DIAM S SF 1 604 Mineral B
180. te and sold quantity If the item is a stock item simply insert its code in the Title box and press Tab or Enter The code will be instantly replaced by the item description and its price will be displayed You can specify discount percentages in each row by filling in the box of the grid WinOptics User Guide Sl For each row added the total amounts are recalculated and displayed in the last row Tip You can specify an overall discount rate by indicating the percentage in the discount column of the last row of the grid The corresponding fields of the document tab are automatically updated with the Total VAT not inc Total VAT inc VAT and discount amounts Tot WAT not inc 246 81 Soc Sec 1 85 VAT value 43 19 Mutual Ins 0 00 Tot AT inc 290 00 Installments 0 00 Discount A Balance 286 19 But if the patient has settled an installment this must be indicated manually in the appropriate field Press the Copy ta gt gt button to convert one type of document into another converting a quote into an invoice for example 3 Printing The document can be printed in several languages choose the desired language in the document tab This same tab allows you to indicate whether the document is a duplicate by checking the appropriate box To start printing click Print WinOptics User Guide 82 VII ORDERS MANAGEMENT A Orders File To access the orders file from the file selection panel click Orde
181. tes receipts and credit notes appears in the main window From this list you can reprint in case any modifications were made an existing document or you can create a new one It is possible for instance to create a new invoice without using the cashbox In such cases of course the data regarding sold items needs to be entered manually 2 Creation Note You should not have to create documents in this manner since this is done from the cashbox or patients folders So this is only useful for non sale related documents such as credit notes Click on the New button in the toolbar to display a blank card Documents FOT 0007 O2 Document Details Social Security Notes Type Invoice Company Humber AAA Hame Date 04 04 2007 First name Expiry Address To teletransmit City xl Fo Country Reference Tot YAT not inc 0 00 Soc Sec 0 00 VAT N WAT value 0 00 Mutual Ins 0 00 Language English El Tot VAT inc 0 00 Installments T Dupl Copy Discount a Balance 0 00 VAT exempt Print Eopp to gt gt Save Cancel WinOptics User Guide SO Type Invoice hi First select the type of document that you want to create Invoice by selecting the type of document from the drop down page list Credit note Quote mutual inguranc INAM Certificate The document number is automatically assigned The first letter identifies the document type F for invoice D for q
182. that the current date We Print only the cashbos history of the day The Protect all and Unprotect all buttons enable you to select all the patient cards that have already been entered and to protect or unprotect all of them You can manually modify each file by clicking on the padlock found at the top right of the screen An open padlock means that the card is not protected amp whereas a closed padlock means that the card is protected As for prohibited actions simply check the corresponding box to deactivate an option when the software is used WinOptics User Guide 139 3 Displayed information This tab enables you to hide three pieces of information with regards to the stock s purchase price M Hide the discount prices on the item card M Hide the purchase prices of the lenses M Hide the purchase prices of the contacts Simply check the boxes corresponding to prices that are to be kept confidential 4 Obligatory data You may set some compulsory fields in several data input windows to be selected from the list found on the left You simply need to double click on the chosen field and an asterisk will be displayed next to the field Screens List of fields Consultant Delivery date Marketing code Prescription date Salesman code Patient card ltem card o 000 Contacts file 7 M Activate the checking of the obligatory fields Check the Activate the checking of the obligatory fiel
183. the downloaded file Once the software has analyzed the file you need to select the supplier that you wish to import and to click Finish to start importing the price list WinOptics User Guide 129 Note Only users who have a valid maintenance contract are authorized to download lenses from a personal account Renewal of the maintenance contract can be done online or by contacting our marketing department 2 Exporting the prices list Exporting the prices lists of lenses and contacts enables you to copy these prices onto a diskette for example with a view to updating a store which does not have Internet access The Export option can be accessed from the Prices menu Prices Lists Tools Maintenance Help New lens Mew contact Priority order Calculate prices Prices calculation Formulas Print lenses prices Print contact prices Import b Remove a supplier Rename a supplier Consult stack Ctrl4 F12 Consult lenses prices Fi Consult contacts prices Shift F12 The window shown below is displayed Export prices This feature makes it possible to export your lenses and contacts catalogs on a diskette or in a file in order to exchange it with other users Export to Ja tarifs mdb El x Click OK to launch the export process The file is immediately copied in the specified location Prices thus exported may be re imported using the same method as for downloaded p
184. the store WinOptics User Guide 181 APPENDIX 3 EXAMPLES OF PRINT OUTS Below is a list of the different print outs generated by WinOptics A blank workshop card edited from a frame file The workshop card for the same frame file A standard quote A receipt The lenses price list The stock value WinOptics User Guide 182 Mr Winston SMITH 1782 Address 5079 Hollywood boulevard Tel ho Tel of 25 08 1976 30 City WEMBLEY MIDDLESEX Cell 012345678 FAX Physician Hirsch Mutual Ins Birthdate 10 05 2007 Observations Forecast delivery date RE Sph Cyl Axis Add VA Pri Base LE Sph Cyl Axis Add VA Pri Base Far Far Interm Interm Near Near Vision near Price Right lens Left lens Frame Vision near Price Right lens Left lens Frame Accessories Price Total Installment SS Comp Insur EN NU ANA Mr Winston SMITH 1782 MON 101777 Address 5079 Hollywood boulevard Tel ho 012345678 Tel of 07 05 2007 City WEMBLEY MIDDLESEX Cell 06154826 FAX Saled by YT Physician Hirsch Mutual Ins Birthdate 25 08 1976 30 Observations Forecast delivery date 10 05 2007 RE Sph Cyl Axis Add VA Pri Base LE Sph Cyl Axis Add VA Pri Base Far 1 25 0 25 95 Far 1
185. the window where you will specify the starting point of the print operation Labels wizard Enter now the starting position on the sheet and click Finish to launch the printing You can select another printer by clicking on Printer IF the document does not print out properly you will be able to start the operation again Stark at row fi Start at column fi M Print preview Previous Lancel This point is particularly important when the printing must be performed on a lable sheet already in use You may display a preview by checking the Print preview box before clicking on the Finish button WinOptics User Guide 67 Note It is recommended not to print too many labels at a time so as to minimize the risk of printing errors especially with the listing paper It is therefore better to print new labels on a regular basis and use the selection by category so as to reduce their number Once the print operation is completed a dialog box is displayed asking you whether the Operation was successful x D was the printing succesful IF you answer YES the printed labels will be removed from the list of labels to print we Please answer MO iF vou want to print these labels again es Mo Answer Yes if the labels were properly printed and to remove them from the list of labels to print Answer No if the labels were not correctly printed In that case the printed labels will be considered as voi
186. tient wishes to postpone the collection date for a deferred cheque WinOptics User Guide 94 List of cheques to remit at the bank Per date Per patient Fer expiry date Only differed expiry FN PEE Me OF Receipt on Expiry Patient Amount Info Holder O 30 03 2007 15 06 2007 Matheuw Hone Martin Expiry Find 00m Print Confirm Close Tick the cheques that you remited at the bank and click ahdate Total cheques 313 55 Pounds Selected cheques 92 55 Pounds Once the cheques to be remitted at the bank are selected the total amount appears at the bottom of the screen Click the Confirm button to validate the action A dialog box asking if a note must be issued 1s displayed SS ti 2 Print a bank remittance note 7 w cma Clicking on the Cancel button takes you back to the cheques remittance screen without validating the previous selection F Cashbox balance Use the Cashbox balance tab of the sale window to monitor at any time the cashbox balance Friday 30 March 2007 Opening on the 30 03 2007 to 17 41 beginning cash balance 703 25 Pounds Revenues of the day 427 00 Pounds 366 30 Ht Revenues of the month 427 00 Pounds 358 30 Ht Cashbox status Detail of operations Cash Rens Cheque 221 00 Cashbox balance Credit Card 100 00 Click the Cashbox balance button to start the cashbox initialization wizard Click the Detail of operations button to open the cash
187. tly parameterizable See section XI G 1 Cashbox e The actual sales are added to the sales file e Items sold whose references are known are deducted from stocks The stock is therefore constantly updated If the stock of a particular item reaches zero the program will ask whether or not its reference must be removed from the items file The default answer is set to No in which case the stock value s reference will remain 0 and this is rather useful if it needs to be reordered at a later stage Answering Yes will remove the reference which then means that this item s code will never ever be used It is possible to bypass this message by defining the appropriate settings see section XI G 3 Messages confirmations e The cashbox history is updated with the data entered in the cashbox window e As long as the total amount due has not been collected the patient appears on the list of receivables which can be accessed from the Cashbox menu The balance may be collected at a later stage in full or partly via this list or by clicking a second time on the Payment button of the patient s visit card Comment If the card is closed without having first clicked on the Sales button the card s status remains In quote To change the status to Validated sale you simply have to go back to the patient s card and click the Sales button Status In quote p gt Status Validated sale 2 Third Party Payment
188. to print Please select the type and options of the document to print Document type Parameters Comparative quote English f Proposal 1 Proposal 2 Proposal 3 Printing options p M Corrections V Prescriber No detailed wording Today s date 2 lt Optional message id ms ie Ha Tarii M Preview Print directly F Duplicate copy Close From this window you may print a comparative quote 1 e one that shows all 3 entered equipment or just one of the three entered equipment proposals Choose one of the four possibilities by selecting the small circle found in front Similarly some printing options are proposed print corrections or the prescriber s name on the quotation and replace the items detailed wordings by a generic term frame lenses Check the box es corresponding to the desired option s By default the proposed date of issue of the quotation is the current date You may edit the proposed date by selecting the file s date i e the date of the quotation or any date of your choice from the drop down menu In the latter case the box containing the date becomes editable Free date Today s date gt Free date 29 03 File date Free date Click the Print button to display a print preview to print directly or to duplicate as per the choices made WinOptics User Guide 47 3 Converting into a Visit Card Once the quotation is acc
189. to that of the patient The Family tab must be used to link several patients to one and same family This concept is of particular significance for mass mailing since it enables you to choose addressees from the patient file Use the button to select a patient from the file and add him as a family member of the patient being processed Inversely the button enables you to remove the selected patient from the family members The advantage of such family groupings is that it also enables you to assign a change of address to all family members simultaneously simply by clicking the button Update the addresses WinOptics User Guide 34 The card s Social Security tab is mostly used in France The list of cashboxes and mutual insurance companies can be edited via Tools Options Regional Settings France Mutual Insurances and the list will be used as a basis for calculating mutual insurance reimbursements For more information see chapter IX Third Party Payment Patient social security Family Company Cards Payments M ai Statistics Photos Notes Reimbursement Cashbox ot fin foo Rate fes By defaut Payment by patient Center CPAM TROYES F Profit from the CML Third party payment Covered rw Complementary insurances mutual insurance Social security ft Mutualins Scheme Member Type Relation 1 Oc ade Jaune 123456 Mutual Insurance Assured Detail Edit the list
190. tock ltem code LAMY GROUP 26 LACOSTE CROCODILE DUNDY Cluaritits found 120 00 jE Current stock theoretical 9 Add to the list Automatic validation 1 barcode reader Recover barcode You do not have to create the entire list in one go The inventory control process can span over several days in which case the list is saved in the database and is accessible for completion at any time If the Automatic validation 1 box is checked the quantity corresponding to each entered code will be automatically incremented by 1 This is particularly useful if a bar code reader is used to scan all the items individually Once the inventory control is over 1 e once ALL the items in stock are entered click on the Results tab in which you can perform several actions CELLCELELEEL TELE EEE EEE What do vou want to do O Visualize the list of the controlled items O a A Visualize controlled items that Replace the theorcal stock Remove tems not controlled differ from the inw with the physical stock from the stock Eg 4 x Visualize the not controlled Reset the stock of not Items in stock controlled tems Reset control list Use the Visualize controlled items that differ from the inv button to display the list of items for which the controlled quantity is different from the theoretical quantity You can also view the list of all con
191. trolled items or the list of referenced items in stock but not yet controlled WinOptics User Guide 72 There are 4 buttons displayed on the right and each affects either the items file or the control list directly If you click on anyone of them a dialog box outlining precisely the action that will be performed and requesting confirmation from the user will be displayed Note At this point of the control process you can view or print the inventory To do this start the appropriate Wizard and be sure to check the Display the inventory control box to display the column of noted discrepancies Include items which stock gty is null Display the value before depreciation 4 Editing quantity You can change the stock quantities without using the inventory control feature To do this select Edit quantity in the Stock Modification of the inv Menu Stock Cashbox Functions Orders Prices Lists Tools Help stock value oy A 7 l 24 at L Inventory nd Ascending Descending Agi Purchases history Sales history Inventory Control Depreciate the stock Retrocessions Ctri F Synchronize with the head office Modification of the in Edit quantity Edit prices Remove the double entries Remove null inventories The following screen is displayed erification and edition of inventory Select a category Per code Per brand and model Per quantity Accessones Binoculars Pode
192. ty you may only type in the zip code and the program will find the corresponding region and inversely if you enter the city the program will provide the corresponding zip code Paris 1 Paris 1 City Country Paris s Paris 4 Tel ho E Bruxelles Cel E Bruxelles Trois Rivi res Qu bec E mail Zip codes that are not yet included in the list will be added progressively as and when data are entered Note It is possible to download a list of zip codes for some countries from the software s Website To do so go to File Import Zipcodes and follow the Wizard s instructions Indicate the patient s country and language chosen from the drop down menu This will enable you to print documents based on these information This function will be more or less useful depending on the city in which the store is located Then fill in the fields relating to the telephone and fax numbers and the Email address Teh CC Cll gg a Era A y Der fo Note It is possible to automatically enter the patient s telephone number or e mail address by clicking on the small button on the right of the field provided that the computer has been correctly configured for this purpose see section XIII A Telephone calls Auto dialing Status outstanding WinOptics User Guide 33 After that enter the patient s date of birth the patient s age is automatically calculated and is displayed next to it
193. ue CH 3 Bancontact BA 4 Credit Card LL 5 Transfer TR 6 Ins Transfer IT WinOptics User Guide 145 XIL TOOLS This chapter deals with the various features that can be accessed from the WinOptics Functions and Tools menus A Agenda WinOptics contains an electronic agenda which enables you to schedule appointments The system can be set to alert you of an upcoming appointment You can access this agenda at any time by selecting the Agenda option from the Functions menu or by clicking the Agenda button found on the toolbar or by directly pressing the F8 key Functions Orders Prices Lists Tools E Agenda F Lt Agenda New appointment Ctri F amp l Using the Agenda The agenda is presented as a weekly schedule and as such it enables you to visualize all of the appointments at a glance Week from 2 April 2007 to 8 April 2007 EH ca X eq BF El H Monday 274 Tuesday 3 4 Wednesday 4 4 Thursday 544 Friday B4 Saturday 4 8 00 3 00 09 00 marjewski 03 00 Marjewski anr 10 00 10 00 Hiton 11 00 12 00 13 00 14 00 15 00 16 00 16 00 School 17 00 18 00 19 00 20 00 Today Close WinOptics User Guide 146 The current week is displayed by default but you may certainly choose another week using the next and previous buttons designed for this purpose or by directly selecting a week from the calendar April 2007 1 Ap gt 2 3 4 5 6 7 8 9 A1 12 13 14 15 16 17 18 19 20
194. uments and labels ad Documents amp reports E FO Margins and mentions B Labels sunt Logo eiman a Contact mfo a a Parameters l Numbering of documents Some documents such as invoices or quotations bear a number which increases each time they are used You may set the numbering through the Numbering tab C Use the file number for the documents Use a special classification Next quote Validity 10 days Nest receipt D tl 0 not to enter any Next invoice 4 al Other documents 1 The numbering of documents can be done according to a special classification which can be changed at any time or else the documents may be numbered according to the corresponding file number In the case of a special classification of documents the specified values correspond to the number of the next documents to be printed 2 Margins and mentions The Margins and mentions tab enables you to specify whether barcodes will be printed or 1f the health insurance certificate must bear a signature to be specified Secondly it enables you to define the texts to be printed at the bottom of documents M Print a barcode Sign the health ins certificate Pre defined messages Fined mentions Margins and orientation WinOptics User Guide 133 The Fixed mentions button enables you to enter the text that will appear on each edited document quotes receipts and in
195. un A 7 95 EPAISSEUR SPECIALE 0 00 Brun AB 7 95 TRANCHANT UNIFOCAL 0 00 Teinte au mod le 30 45 DIAMETRE REDUIT 0 00 Fun Paille 15 90 VERRE SUR MESURE 21 20 Fun Rose 15 90 PRISME 0 00 Stock value WinOptics Wednesday 9 May 2007 10 24 Page 1 Category Units Total Frames 87 6658 67 Sunglasses oF 1577 69 Accessories 76 380 00 Contact Products 26 256 26 226 items in stock for a value of 8 872 62 8 872 62 before depreciation
196. uote R for receipt N for credit note and A for quote mutual insurance This letter precedes a number in the yy nnnn format where yy represents the current year and nnnn the invoice reference number Warning Do not confuse the receipts issued from this window with those that can be printed from the cashbox window The cashbox receipts are not stored and do not include any details concerning sold items They are only issued when a patient pays an installment and wants a simple receipt The date that is suggested by default is the day s date but that can of course be changed A maturity date for quotes and a reference number can be specified All that is left for you to do is to insert the contact details of the patient or company whose name will appear on the document If the patient file already contains data on this patient simply select him her from the list and his her contact details will be automatically retrieved Otherwise these details have to be entered manually Once the document and patient contact details are entered fill in the fields in the details tab by entering the sold items D lDocument Details Social Security Notes AQ SOLA VISIO 16 RX Min 65 55 50 175 4723 5550 AD SOLA VISIO 16 RX Min 65 55 50 175 4723 5550 MAX MARA 677 711 52 16 179 00 175 15234 179 00 Ingert pow Remove row This screen displays all the rows of the document For each row indicate the item name selling price VAT ra
197. voices Messages and fixed mentions Legal notices on QUOTE Valid guarantee once in the event of breakage frankness 304 on the prices of the elements of the equipment haying to be replaced Validity period of this quote 3 months Message on RECEIPTS Message on INVOICES From 3 00 to 12 00 From 74 00 to 18 00 From Thuesday to Saturday From 9 00 to 18 00 Monday OF Cancel Enter the desired text and click OK to validate it These texts will systematically be printed on the 3 relevant documents The Pre defined messages button enables you to enter a text that will be printed at the bottom of receipts upon the user s request for example a greetings message or a politeness message Pre defined messages E eee Message All the team of your store wishes you an happy new Wear Display messages in bold fonts Close Select a pre defined message from the list to edit it or click New to create a new message It is possible to display this message in bold by checking the corresponding box Finally the Margins and orientation button enables you to access the configuration window For each type of document you may define the margins the paper orientation and the tray to use for printers that are equipped with several trays The same window is used to set the default printer WinOptics User Guide 134 Configure printer Order slips Document types Margins Documents by de
198. want to close the software s active window however you will still need to validate a confirmation message before deleting a card 4 Visual options The Visual options tab groups a series of settings enabling you to manage WinOptics display or mode of operation These settings can be used to adapt the software to the user s needs MW Upper cap the first letter of patients names M Convert diopters of lenses into positive cylinder Convert contact diopters to neg cul Dont make automatic copy of diopters Invert the name and the first name on the workshop card Lenses on a single line in the optometry card Only one box for the off centring no arrows Display of menus in Office 2003 style Display the menus gradually Display the brand and the model when selecting the contacts Iw Write the Name larger on the barge cutting As in the previous tab the action will be performed by the program when the corresponding box is checked In the above example the software will perform an automatic transposition of cylinders for lenses but not for contacts WinOptics User Guide 142 H Parameterizable Tables The tables contain lists of values that are used at different places in the software You can easily add remove or modify the contents directly in the list You can access the list of tables from the Lists menu Lists Patient categories Item categories Product sub categories Supplier categories
199. y become less useful in the future but is always available for those who need it It can be accessed from several places in the application notably from the cashbox by pressing the F9 key Euro calculator Total amount To give back 325 950 45 66 220 43 GBP 24 57 GBP Amount collected Currency 369 16 GBP Pound fel GBP Dhow It displays amounts in two currencies the Euro and the former local currency to be selected from the list You can specify the amount collected with respect to a total value and the calculator will indicate the balance due in the two currencies 2 Calculator for Third Party Payment This calculator enables you to rapidly calculate the percentage payable by the patient in the case of a third party payment social security and or complementary share This is a French specific function WinOptics User Guide 148 3 Windows Calculator The standard Windows calculator can also be accessed from the Tools menu or by pressing the F2 key Calculator AnH Edit wiew Help F oe E Je JOUE N OODOE s JAI 1 AOE This calculator may be used for any calculations other than converting a price into Euros or for calculating a third party payment C Executing SOL Codes This feature enables you to directly execute an SQL code line This feature must be used by experienced users only or with the assistance of the technical service Tools Maintenance Help Euro c
200. y the category ACC 4 personnalized selection C Only label nb oy fi Previous Cancel The list of unprinted labels is displayed 26 120 00 g COF 20 14 70 4 COF 21 15 70 2 FRA a 163 50 a FRA T 226 94 a FRA J 214 00 1 FRA 10 183 00 1 FRA ed 45 00 a SUB E 177 00 1 SUN 11 a4 O 1 SUN 12 163 50 4 SUN 13 32 00 1 SUN 14 32 00 1 Number of labels to print Reset WinOptics User Guide This list is automatically updated whenever an item is entered in the stock file For each new item entered the number of labels corresponding to the quantity available in stock will be added to the print list It can be deleted by pressing the Reset button Clicking the Close button will take you back to the Wizard s window 66 There select the labels that you wish to print You may restrict the unprinted labels to a category of items in which case the proposed Only the category ACC E list displayed by clicking the List button will take it into account Al labels not printed You may also make a personalized selection Supplier al among stock items by accessing the sorting criteria for the supplier the brand and the Category a items category Brand all Finally you may edit only one reference by Only label nb Oty fi specifying the item s number and the quantity of labels desired 3 Printing Once the label selection has been made click the Next button to access
201. you want to enter el Patients and select the tems file by clicking the corresponding tab in the main window EH re Suppliers K Sales If nothing has yet been added to this file 1t should only contain the files of E the demo version or else it should be empty To create a new card click the New button on the toolbar Mew A blank item card is then displayed with the cursor flashing in the first field Items 29 alitem Complements Statistics Photos EDI Notes Code 29 Brand Barcode Hodel Catalog Ref an Supplier Another ref Lt Category F Com offer Stars D Store Sale Delivery date 0470472007 Purchased ty t R Gross purchase pice 0 00 Depreciation Gysod oo Discount order 0 Net purchase price 0 00 Coefficient 0 0000 Fetroceded 0 Labor Stock min 0 Order VAT rate 17 5 Labels Sell price VAT not inc 0 00 Selling price YAT inc 0 00 ee ro oc Gross margin 0 00 Margin rate 0 00 Total value 0 00 Pounds Save Cancel You can then start to enter the item s references the brand model category supplier etc A new item code will automatically be created To move from one field to another you may use Tab or Enter in most cases or the Up and Down arrows WinOptics User Guide 22 The program operates intelligently 1 e it saves the related brand and suppliers as you type them in The
202. z I Back up Restoration Telemaintenance Repair Winoptics back up MS This option will create a back up of your Winoptics datas on the support defined in the options our last back up was on 22f02 2007 11 36 The program will compress and transfer the data on the disk based on the specified parameters When the backup operation is over the disk may be removed from the drive and kept in a safe place When several disks are needed the program will request the removal of the first disk and the insertion of a new one each time that a disk 1s full until the whole file has been copied WinOptics User Guide 175 2 Restoring a backup copy To restore a backup copy simply insert the disk that contains the copy into the drive and click the Restore now button in the Restoration tab a a 7 I Backup Restoration Telemaintenance Repair tl Restoration of Winoptics This option will restore a back up of your WinOptics datas Be careful this work will replace actual datas with those of the back up to restore WARNING Restoring a backup copy overwrites the current database Avoid restoration operations if they are not absolutely necessary Our technical department may always be contacted in case you have any doubts regarding the procedures to be followed or regarding data recovery B Telemaintenance Use the Telemaintenance tab to send the data file to the technical department by email This may prove

User Guide - WinOptics

Contents

Download Pdf Manuals

Related Search

Related Contents