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Optical Management For Enterprise
This application provides a complete solution for running an eyewear retail store efficiently. It helps you manage your entire team by assigning specific working roles to optometrists, sales staff, and store managers. You can maintain a detailed catalog of your frames, lenses, and eye examination services with accurate pricing. The system allows you to record precise patient vision measurements and comprehensive medical history during patient consultations. When a customer makes a purchase, you can easily link their specific prescription details directly to their sales order. Staff members can handle the procurement of frames and medical supplies from vendors to keep inventory well-stocked. Built-in communication tools make it simple to send quick email notifications to customers when their orders are ready for pickup. Finally, the reporting features give you clear insights into your most popular products to help you make better business decisions. By bringing patient records and retail sales together, the application reduces manual paperwork and data entry errors. This ensures your staff can focus more on providing excellent eye care and customer service rather than administrative tasks.
Features
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Support
Service
Features
Detailed Prescription Management
Easily record and manage patient vision metrics, including far and close vision measurements alongside ophthalmological exam findings. This allows practitioners to maintain accurate optical medical histories and generate clear prescription documents directly for clients.
Optical Sales and Invoicing
Manage customer orders smoothly by linking eyewear products and assigned optometrists directly to sales quotations. Once confirmed, orders seamlessly convert into invoices to streamline customer billing and track payments effectively.
Customer Pickup Notifications
Keep clients updated on their order status through integrated messaging linked to their purchase records. This feature allows staff to notify patients instantly as soon as their glasses or contact lenses are prepared and ready for collection.
Top-Selling Product Analytics
Analyze item performance and identify top-performing frames and optical services across selected date ranges. The system enables side-by-side historical comparisons and allows data export in both document and spreadsheet formats for deeper evaluation.
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1.) Optical Manager Access
Assign manager privileges to specific individuals to grant them full control over the optical operations. This access level allows them to oversee workflows and manage critical settings within the system.
Navigation : Settings → Users & Companies → Users
2.) Optical User Access
Provide standard access rights to staff members who handle daily optical tasks. This role ensures they have the necessary permissions to perform their routine duties effectively without requiring administrative access.
3.) Top Selling Products Report Permissions
Enable specific reporting capabilities for individuals who need to analyze sales performance. Granting this permission allows them to generate detailed insights on the most popular and top-selling items.
4.) Job Optometrist
Access dedicated sections for managing different types of business relationships directly from the main navigation. This centralized menu groups essential contacts into logical categories for quick retrieval.
Navigation : Optical → Optometrist → Job Position
5.) Job Optometrist
Classify a contact as an optometrist by assigning the corresponding professional tag. This classification helps in organizing medical personnel and assigning them to specific appointments or daily duties.
6.) Optometrist Customer
Navigate to the dedicated area for maintaining detailed records of your client. This section houses all essential contact information and historical data for individuals receiving optical services.
Navigation : Optical → Optometrist → Customer
7.) Optometrist Customer
Mark a standard contact specifically as an optical customer to differentiate them from other business entities. This distinction ensures they appear in the correct lists for targeted communications and service tracking.
8.) Optometrist Vendor
Access the supplier management area to keep track of the companies providing your optical goods. This pathway leads directly to the database of your wholesale partners and equipment providers.
Navigation : Optical → Optometrist → Vendors
9.) Optometrist Vendor
Identify a business contact as an official supplier of optical products and materials. Categorizing them accurately streamlines the purchasing process and organizes inventory replenishment tasks.
10.) Product Category
Organize your inventory by defining specific groups for optical items. Applying this classification to a product group ensures proper sorting and easier catalog management for frames and lenses.
Navigation : Optical → Product → Category
11.) Optometrist Product
Review the complete list of goods and services available in your optical store. This central catalog provides a quick overview of items like examinations and frames, including their current selling prices.
Navigation : Optical → Product
12.) Optometrist Product
Create a new product entry and assign it to the dedicated optical classification. Setting up items with the correct category ensures accurate financial tracking and proper organization within the sales system.
13.) Optometrist Purchase
Monitor all incoming supply orders and vendor requests in a single, organized view. This list helps track the status of equipment and frame purchases from initiation to final delivery.
Navigation : Optical → Purchase
14.) Optometrist Purchase
Begin drafting a new request to acquire optical supplies from a chosen vendor. You can compile the necessary items, specify quantities, and review the estimated costs before sending the request.
15.) Request Dispatch
Transmit the finalized quotation request to the supplier for their review and pricing confirmation. This action formally initiates the procurement process for needed optical materials.
16.) Order Review
Monitor the status of a purchase request that has been sent and is awaiting approval. This stage allows managers to review the proposed costs and vendor terms before finalizing the commitment.
17.) Order Confirmation
Authorize the purchase request to officially convert it into a confirmed order. This approval step finalizes the agreement with the vendor to supply the requested optical items.
18.) Procurement Status
Track the finalized purchase order and its associated communication history. This detailed view confirms the items ordered and provides a log of all interactions regarding the procurement.
19.) Optometrist Sales
Access the complete registry of customer transactions and active orders. This comprehensive list allows staff to monitor the progress of optical sales, track invoicing status, and manage client follow-ups.
Navigation : Optical → Sales
20.) Sale Order Details
Draft a new sales quotation for a customer, specifying the products and assigning the attending professional. This detail view allows you to link specific optical services to the responsible staff member for accurate record-keeping.
21.) Vision Measurements
Record precise ocular measurements, including sphere, cylinder, and axis values, directly within the customer's profile. This dedicated section allows optometrists to maintain accurate and detailed prescription histories for every patient.
22.) Ophthalmology Details
Document comprehensive ophthalmological exam results, noting corrections and related symptoms. This area helps track detailed medical observations alongside standard vision metrics for a complete patient overview.
23.) Order Confirmation
Finalize the drafted sales quotation to confirm the customer's intent to proceed with the optical services or products. This action transitions the status from a quote to an active sales order, ready for fulfillment.
24.) Customer Notification
Trigger an automated alert to inform the client about the status of their order directly from the sales record. This feature streamlines communication, letting customers know when their items are being processed or are ready.
25.) Order Ready Alert
Send a predefined message to the customer confirming that their glasses or lenses are prepared for collection. This integrated communication log ensures staff can verify exactly when the client was contacted.
26.) Generate Invoice
Initiate the billing process by generating a financial document based on the confirmed sales order. This step prepares the transaction for accounting and allows for payment collection against the provided optical services.
27.) Billing Registry
Access the complete list of all generated customer bills, tracking both paid and outstanding balances. This comprehensive overview is essential for managing the financial health and accounts receivable of the optical practice.
Navigation : Optical → Invoice
28.) Draft Invoice
Review a newly created bill before it is finalized, ensuring all optical products and services are accurately listed and priced. This draft stage allows for corrections or additions before the document is officially posted.
29.) Finalized Invoice
Post the draft bill to make it an official financial record ready for customer payment. Once posted, the document is integrated into the accounting system and locked from further structural changes.
30.) Print Measurements
Generate a physical copy of the patient's recorded vision metrics directly from their sales order. This allows staff to easily provide customers with a hard copy of their prescription details for their personal records.
Navigation : Optical → Sales
31.) Vision Metrics
Review the generated document containing detailed ocular metrics and patient history. This printable format allows staff to hand a physical copy to the patient for their records.
32.) Print Ophthalmology
Generate a detailed report of the ophthalmological exam directly from the sales record. This action creates a comprehensive document detailing corrections and medical observations.
33.) Ophthalmology Report
View the final exported document outlining the patient's comprehensive eye examination results. This formatted layout is ready to be shared with the client or stored in physical files.
34.) Top Items Report
Access the dedicated reporting section to analyze item performance across the optical practice. This pathway helps managers identify the most popular frames and services over time.
Navigation : Sales → Reporting → Top Selling Products
35.) Export Analytics
Configure the date range for your item performance analysis and generate a standard document. This allows management to easily review and share insights regarding popular goods.
36.) Popular Products
Review the finalized document listing the highest performing goods within the specified period. This summary clearly ranks items by quantity sold to assist with inventory planning.
37.) Export Sheet
Choose to extract the item performance data into a spreadsheet format for further manipulation. This option provides raw data access for advanced calculations or custom charting.
38.) Download Sheet
Retrieve the successfully generated spreadsheet file directly to your local device. The data is now ready for offline review and custom financial analysis by the management team.
39.) Spreadsheet Data
Inspect the exported item performance metrics within your preferred spreadsheet application. This raw format allows for extensive filtering, sorting, and custom financial breakdowns.
40.) View Analytics
Display the item performance metrics instantly within the application itself. This option provides quick insights without requiring a separate document or spreadsheet download.
41.) Sales Data List
Access the raw transaction records containing customer purchases and assigned sales representatives. This detailed view displays individual order lines and quantities to facilitate thorough sales analysis.
42.) Group By Product
Organize sales records by specific items to evaluate individual performance metrics. Applying this filter consolidates transaction lines, making it easier to determine which goods generate the most activity.
43.) Item Performance
Review the aggregated sales volumes and financial subtotals for each categorized item. This structured overview clearly identifies high-performing goods and overall revenue contributions per item.
44.) Compare Periods
Set up a comparative analysis by defining two distinct date ranges to evaluate sales trends. This tool helps management understand seasonal shifts and measure the impact of recent business strategies on item demand.
45.) Comparison Report
View the final generated document contrasting item sales volumes across two distinct timeframes. This side-by-side analysis highlights growth or decline in specific product categories to inform inventory decisions.
46.) Export Comparison
Choose to extract the comparative date analysis into a spreadsheet format for advanced financial manipulation. This action prepares the trend data for custom calculations and external record keeping.
47.) Download Compare
Retrieve the successfully processed comparative spreadsheet file directly to a local device. Accessing this raw file allows the management team to perform deep dives into historical sales trends.
48.) Spreadsheet Data
Open the extracted historical trend data within a dedicated spreadsheet application for detailed financial review. This format provides the flexibility needed to perform complex data sorting and custom business analysis.
User Guide
