On-line Help (this feature unavailable at this time)
Welcome to the Blue Diamond Optometrist system’s on-line help! This feature allows you to quickly access brief descriptions of all of the system’s features. The on-line help is context sensitive, therefore the type of help information that is displayed depends upon where in the system the on-line help key (F1 key) is activated. Take a few moments to familiarize yourself with the following symbols which will be used throughout the on-line help to refer to particular keys on the computer keyboard:
<CR> the Return key or Enter key
<ESC> the Escape key
<TAB> the Tab key
<F1-F10> the Function keys numbered 1 through 10
This software system is completely menu driven. All menu options are selected by either scrolling through the list of choices or by pressing the key that corresponds to the desired option and then pressing enter. The only menus that do not conform to this are the Main Office Menu, and the ADC Accounting Menu. These are "hot-key" menus. You do not need to press <CR> after selecting a number or letter on a hot-key menu.
To exit a menu, you can typically select either <ESC> or <Q>.
Dates are typically entered in a month, day, year format with no spaces or backslashes. For example, to enter May 10, 1996 the correct notation is 051096.
The function keys, F1 through F10, are used to access numerous functions throughout the system. Function keys support different functions at different locations in the system. Three of the function keys, however, are universal to the system: F1, F3, and F10. These keys can be accessed from within most parts of the system to display on-line help, electronic mail, and the calendar respectively.
<F3> activates electronic mail. Users who are logged on to the system can send and receive e-mail messages. A tone notifies users that they have impending mail.
To "chat" with one or multiple users:
<F10> activates the calendar. This feature records and tracks user defined "reminder notes". These reminder notes, or calendar notes as they are called, must be given an active or history designation when they are entered into the system. The active or history status designate how the particular note can be viewed. Active notes are displayed when viewing by date, and history notes are displayed when viewing by patient.
The scheduler is used to track available appointment time. The user can configure the scheduler (link) to match each optometrist’s timetable.
The following function keys are accessible from within the scheduler:
<F1>: help
<F3>: electronic mail (link to universal features: electronic mail)
<F7>: account history (link to patient record: account history)
<A> Add
This option allows you to add an appointment to the schedule.
To add an appointment:
Note: Several commands can be performed from within the SELECT PATIENT menu:
<T> Transfer
If the desired patient does not appear in the SELECT PATIENT menu, but a family member who shares the same address does, the transfer command allows you to add the new patient to the system and transfers common information from the existing family member’s file to the new file.
<A> Add
If the desired patient does not appear in the SELECT PATIENT menu you can add a patient record to the system (link) directly from the SELECT PATIENT menu.
<D> Delete
This option allows you to delete an appointment from the schedule. To delete an appointment place the cursor on the appointment you would like deleted, and press <D>. When an appointment is deleted it cannot be reversed.
<C> Cancel
This option allows you to cancel an appointment from the schedule. Canceled appointments are placed on a reschedule list and unlike deleted appointments, can easily be rescheduled at a later date.
<R> Reschedule Appointment
This option allows you to reschedule an appointment and have it placed on the reschedule list.
<V> View
This option allows you to quickly identify who is booked for a particular appointment. To view an appointment, place the cursor on the appointment you would like to view and select <V>. The patient’s name, address, and phone number is displayed.
<M> Move
This option allows you to move an appointment to another date and/or time. To move an appointment, place the cursor on the appointment you would like to move, press <M> and use the arrow keys to move the appointment to the desired location. Press <CR> to have the scheduler accept the newly placed appointment.
<S> Short List
This option allows you to display the short list.
<Q> Retrieve to Reschedule
This option allows you to retrieve a patient from the reschedule list. Only those patients who canceled or rescheduled their appointments appear on the reschedule list.
<F> Find an Appointment
This option allows you to find appointments in the scheduler.
To find an appointment:
<K> Confirmation list for day
This option allows you to confirm scheduled appointments directly from the scheduler screen.
To confirm appointments:
<H> Notification of arrival
This option allows you to notify optometrists of patient arrival.
To notify a doctor that a patient has arrived:
When this simple procedure is followed, the system replaces the asterisk on the confirmation list (<K>) (which initially signified that the particular patient’s appointment had been confirmed) with an "a" to signify that the particular patient has arrived. Optometrists must have the current day’s confirmation list displayed in their exam rooms in order to know if their patients have arrived or not.
<L> Limit schedule to a doctor
This option allows you to limit the schedule to display one optometrist’s work schedule at a time. This feature is particularly handy if the practice has several optometrists.
To limit the schedule so that it will display only a particular optometrist’s schedule:
To restore the scheduler to display all optometrists:
<G> Go to a date
This feature allows you to jump directly to any given date within the scheduler. This feature is handy if you are booking appointments months or even years ahead. It saves you from using the arrow keys to scroll to future dates.
To jump to a specified date:
<O> Override movement (Double-book appointments)
This feature allows you to enter appointments in the scheduler even when it appears there is not "time available" to do so.
To double-book an appointment (two appointments, same time):
*
Note: when appointments are double-booked the system displays numbers in the scheduler to represent how many appointments have been booked in a particular time slot.
<T> Edit complaint
This feature allows you to edit a patient’s complaint (the complaint is the two line field that appears when appointments are made).
To edit a complaint:
<I> List appointments
<B> Change availability
This option allows you to change optometrists’ available appointment time for any given day.
To change a doctor’s availability:
<?> Help
This option displays a reference list of the scheduler’s command keys.
The enter daily charges application is used to record charges to third party agencies such as MSP, RCMP, ICBC, Indian Affairs, and Insurance companies, as well as to record charges to patient accounts which will be paid off over time.
The enter daily payments application is used to enter payments for charges which have already been posted to patient accounts.
If the doctor enters and posts a procedure and diagnostic code from the patient’s exam file (link), the edit charges application can be used at the end of the day to confirm the doctor’s entries, and to quickly and efficiently post these entries to the patient file.
When edit charges is accessed the system displays a list of all charges (link). These are the charges that were posted from the exam files. These charges have not yet been posted to the corresponding patient files. The system reviews each charge, and indicates whether the charge can or cannot be posted* to the patient file.
For every charge that is postable, press <CR> through the charge until you arrive at the Post? column. Change the designation to Y (yes). When you are finished, press <TAB> and allow the system to process the entries. Patient files will not be updated with the appropriate charges until entries in the edit charges list have been posted and processed.
*
Note: the system will not allow you to post a charge if either the procedure or diagnostic code is missing.
This application allows you to print the edit charges list. This enables the user to review the charges and make any necessary corrections before they are posted to patient files.
The reverse charges feature allows you to reverse charges from patient account which involve single procedure codes. If more than one procedure code is associated with a charge, that charge cannot be reversed (ie. dispensing or invoicing charge, indicated in procedure code field as DISPENS or INVOICE).
To reverse a charge in a patient account:
The dispensary system provides you with an efficient means of entering, printing, and managing dispensing orders. The following function keys can be accessed in the dispensary system:
<F1>: help
<F3>: electronic mail (link to universal features: electronic mail)
<F4>: abort entry
<F5>: accept deposits
<F7>: account history (link to patient records: account history)
<F10>: calendar (link to universal features: calendar)
This option allows you to abort a dispensing order at any time. When an entry is aborted the system does not retain any of the information that was entered to that point.
This option allows you to accept deposits on dispensing orders. When a patient makes a deposit the transaction automatically updates the patient’s account and the daily cash report (link).
To accept a deposit on an order:
The patient and exam modules are tied to the dispensary system. In the dispensary system the patient’s name, home and work telephone numbers, and age are taken from the patient file. The last exam date, Rx, Prism, ADD, and advice fields are taken from the exam file.
The dispensary system tracks all orders which have been recorded for a patient. When you type a patient’s name into the dispensary entry screen the system displays all current and past orders that have been recorded for that patient. A menu at the bottom of the screen allows you to:
This option allows you to modify a patient’s orders.
To change an order:
This option allows you to enter a new dispensing order for a patient.
To add an order:
This option allows you to transfer information from one dispensing order to a new dispensing order.
To transfer information:
The system leaves all lens and frame specification information in place, while simultaneously erasing the prescription data (if directed) and the order data. These fields can be updated with current information.
This option allows you to erase (remove) any of the dispensing orders which appear for a given patient.
To erase an order:
This option allows you to print a dispensing order.
To print an order:
This option allows you to print a receipt for a dispensing order.
To print a receipt:
This option allows you to dispense an order.
To dispense an order:
The inventory module consists of 4 components. Together, these components provide you with complete control over your inventory. The inventory system consists of:
The following three applications comprise Receivings Input:
The receivings input application is used to record the arrival of merchandise. When data is entered into the receivings input file, the inventory file (link) is automatically updated upon posting the receivings batch.
To record received merchandise:
The system transfers you to the adc Inventory System - Receivings Input screen.
This screen has several fields for data entry. Pay special attention to the following fields:
P.O number
If you know the P.O number that the merchandise shipment relates to, enter it here. If you do not know the P.O number, you can search for the correct P.O. using the <?> command.
Due Date
This is the date the invoice is due. If you press <CR>, the due date defaults to one month from the date that the merchandise was received.
Discount Amt.
If you are eligible for a vendor discount, enter it in this field.
Part Number
The system displays the following prompt at the part number field: Receive items from Purchase Order?: ‘Y’ (default)
If you are receiving items from a purchase order, press <CR>. The system displays a description of the purchase order. If everything on the PO matches the invoice, select <E> (End) to accept the information as displayed. If the invoice for the merchandise does not match the purchase order, you can select a line entry to change the data in column A (quantity), B (price), or C(reject?), by selecting <C> for change then typing in the appropiate line number. Once the data has been accepted or changed, the system returns you to the receivings input screen.
At times, an invoice may list merchandise which was not part of a purchase order. These part numbers must be manually entered into the system. You will be prompted to enter the quantity received, new cost price, and product code for each item. When there are no more items to be received, press <CR> at the part number field.
Enter the AP Product Code (link) that corresponds to each item on the invoice. (*Note: for those items which originated from a PO, the AP Product Code is automatically displayed.) Type GST on the following line to add goods and services tax to every item on the invoice. (*Note: do not use decimals when indicating amounts in the receivings input screen.)
Press <CR> to complete the receivings process. Continue entering receivings until you have processed all of your invoices. When you have finished, type ‘END’ at the Vendor Number field.
The system displays the following options:
E. Edit Entries (link)
L. Print Edit Listing (link)
D. Delete Entire Batch (link)
X. Exit to System Selector (link)
Post Batch
This selection will update the inventory item files for each frame received for the quantity received, as well
as, update the vendor’s account file with the corresponding invoice information.
The edit entries application allows you to edit your receivings before you post them. The system prompts you to enter an invoice number. If you know the invoice number, enter it in this field. If you do not know the invoice number, you can use the <?> command to search for the correct invoice. Once the invoice has been selected, you can choose to delete the invoice (<D>), change the invoice (<C>), or end the edit mode (<E>). If you choose to change the invoice, you can modify data in any of the fields A through H as well as the data within the invoice itself.
A list of the receivings can be printed prior to posting your receivings batch. The edit list displays a grand total of all the invoices received. The grand total on the edit list should match your own totals. If the numbers do not match, you can find the discrepancy, and edit any entries before you post the batch.
*
Note: the edit entries and print edit list applications cannot be performed once the batch has been postedThis application allows you to delete an entire batch all at once. ie. Receivings information in the batch
is incomplete or re-entry would be easier than editing.
If this option is chosen, the system returns you to the selection menus and allows you to carry on with other work. Should you return to the receivings input screen, the system notifies you that you are continuing an old batch.
Works the same as edit batch described previously.
Works the same as print edit list described previously.
The inventory file maintenance application provides you with access to all of your inventory item files. From within this application you can:
<A> Add new items to inventory (link)
<C> Change items in inventory (link)
<D> Delete items in inventory
<I> Inquire about inventory item files
<A> Add new items to inventory
This option allows you to add new items to inventory. Each inventory file consists of 24 fields for data entry.
To add a new item to inventory:
You can add as many items as necessary. To return to the inventory file maintenance menu, press <CR> at the new item field.
Fields in inventory file maintenance that need clarification
This field is used to enter the line that the inventory item belongs to. The data that is entered into this field dictates the backbone of your inventory valuation report (link). The valuation report groups inventory items according to the line, or product group, that they belong to.
For each inventory item, a desired stock amount should be decided upon. This ideal figure is the reorder quantity for the particular item. The system tracks the reorder quantity in relation to the actual quantity on hand (link), and, should the actual quantity on hand fall below the specified reorder quantity, the system prints the discrepancies to the re-order report (link)
This field displays the quantity on hand (or the actual amount in stock) for each inventory item. The system automatically updates this number as items are invoiced, dispensed, or received.
This field displays the quantity on order for each inventory item. The system automatically updates this number as items are assigned to purchasing orders (link).
This field is used to record the most recent invoice number from receivings input for an item.
This field displays the last date that the inventory item was sold. The system automatically updates this date as items are invoiced or sold in dispensing orders.
This field displays the total quantity of month-to-date sales for each inventory item. The system automatically updates this amount as the item is invoiced or sold in a dispensing order. This figure is set to zero at month end.
This field displays the total quantity of year-to-date sales for each inventory item. The system automatically updates this amount as the item is invoiced or sold in a dispensing order. The figure is set to zero at year end.
This field allows you to specify whether each inventory item is GST/PST taxable. If the item is not GST/PST taxable, the field should read "NO" (which is the default). It should be noted that when an item which has its GST/PST taxable entry set to ‘NO’ is invoiced, the taxable status entry cannot be overridden in the invoicing module. That is to say, GST and PST cannot be added to items that are flagged as being non taxable.
Every item number must be assigned a procedure code. This codes is used for accounting and management
analysis.
Every item number must be assigned a product code. This code is used for accounting and management
analysis.
In this field, enter the G/L Acct # that the cost price of each inventory item will be posted to when invoiced or dispensed.
This option allows you to change information in an item’s inventory file. If you are unsure of the specific item number, there are two search options available to find the appropriate item:
model
description
colour
line
size
ed
depth
You can then search for the item on any of these field parameters by using the arrow keys to scroll to the desired field, and entering the appropriate information, if you know it, or by using the <?> search command*.
*
Note: If you use the <?> search command in any of these fields, the system displays a complete listing.
The purchase order system provides you with a means to control and record your merchandise purchases. The system has 9 applications associated with it. These applications are:
Purchase Order File Maintenance
The purchase order file maintenance application enables you to create and print purchase orders. From within this application you can:
<A> Add new purchase orders (link)
<C> Change, or inquire about, purchase orders (link)
<P> Print purchase orders (link)
<A> Add new purchase orders
This option allows you to create new purchase orders.
To create a purchase order:
The system displays fields 1 through 8, which are the line items that appear on your purchase order.
<C> Purchase Order Information
With this selection, you can change any Purchase Order information previously entered through adding
a Purchase Order. You can change existing information only. To add new information, select <A> for Add
then choose option to add new line entries.
<P> Print a Purchase Order
This selection allows you to print a copy of your purchase order for faxing purposes or filing management.
This application provides you with detailed information about specific purchase orders , including the date you received the product and the quantity that was received. Detailed information such as this is not available by accessing the change/inquire option (link) from the purchase order file maintenance application. In this sense, then, it offers more meaningful information about particular purchase orders. Inquiries can be printed to the screen (<C> console) or to a printer (<P> printer).
This application allows you to print a purchase order to a specified printer. This application is identical to the print command in the purchase order file maintenance application (link).
This application allows you to print a list of purchase orders. You can choose to print all purchase orders (<A> All), closed purchase orders* (<C> Closed), or open purchase orders* (<O> Open).
*
Closed purchase order: a purchase order in which the quantity ordered equals the quantity received*
Open purchase order: a purchase in which the quantity ordered is not equal to the quantity received.
The list of POs displays:
When you setup a purchase order, you must state the quantity of product required, and the assumed cost amount of that product. The system tracks these figures and compares them to the actual quantity of product received and its cost amount. If the receivables do not match the quantity or cost specifications of the corresponding purchase order, the discrepancy is sent to the purchases/receivables differences report. This report can be printed to the screen (<C> console) or to a printer (<P> printer).
This application allows you to close purchase orders—even those that still have items outstanding. The system prompts you to select all purchase orders (<A>), or individual purchase orders (<I>). If all purchase orders are chosen, the system closes all open POs and then lists each PO number that has been closed. If an individual purchase order is to be closed, the system prompts you to:
Enter Purchase Order No:
and, if there are items still outstanding on the purchase order, asks you if it is okay to close out anyway? ‘N’ (default)
To exit the purchase order close out report, select <CR>.
This application consists of 13 fields for data entry. Some of the information entered in these fields prints on your purchase orders, and provides suppliers with information about where to send merchandise to, and to whom it should be directed.
You can add custom designed canned messages to the bottom of your purchase orders. The system allows you to create as many as 26 canned messages. Each message can be as long as 3 lines of text.
To create a canned message:
This application lists all of the canned messages, along with their one letter code, which currently exist. The list can be printed to the screen (<C> console) or to a printer (<P> printer).
The reports module provides you with detailed information about all aspects of your inventory. This module consists of the following 9 reports:
This report lists every item in inventory.
The valuation report provides you with information about the value of your inventory. The report groups inventory items according to the line (link) (field in the inventory file) or product group, that they belong to.
Before printing the report, you can choose whether or not you wish to print the total value only. If you decide to print the total value only, the report displays the total number of items within each product group, and the total value of those items at cost. If you choose not to print the report with the total value only, the report lists every item, along with its cost, within each group. It then provides quantity and cost value subtotals for each group as well as a grand total inventory cost value at the bottom of the report.
Re-Order Report
The re-order report tracks those items listed in inventory that have less quantity on hand (link) than quantity required (link). Simply then, the re-order report provides you with information about products which you may wish to order.
You can give the report an optional heading, and select a particular vendor, or <CR> to have the system display re-order information about all vendors.
The re-order report displays the item number (link), model (link), description (link), date last sold (link), quantity on-hand (link), quantity on-order (link), quantity required (link), cost (link), and extended cost(link). The report also displays the total inventory value required.
This report allows you to print inventory labels. You can only select inventory labels to print; you cannot create inventory label templates from this report.
The custom label set-up report is used to create a label template for your inventory labels. This report will access information from the receivings input file if the appropiate identifying label is assigned when creating the label. After the labels have been printed, the system asks if you would like to erase the data in the label file. Data in the label file should be cleared after your labels have printed successfully. If the data is not cleared, it will print again the next time you print inventory labels.
To create a custom label you must enter a Custom Label File Name. If it is a new label, the system responds by indicating that the file does not exist. You will be asked if you wish to create it. Enter Y at the prompt. You will then be asked to select the Printer Control File Name. Because the inventory label requires compressed characters, a printer control file name must be selected. Your printer’s emulation mode must match the printer control file.
Lastly, you must tell the system how many labels there are across on your label sheet*
*Note: it is recommended that your sheets have only 1 label across
Now you are ready to design the layout for your inventory labels!
To create a label:
this option will do exactly as it describes—print 1 label for each item received
this option prints 1 label for each unique inventory number. That is, if you have a number of products with the same inventory number, you will only get one label regardless of the actual number of products
this option allows you to specify any number of labels to print
this option is typically selected when you are printing inventory labels for the first time, and would like a label for every item you have
this option does the same action as ‘F’, but it will only print one label for each unique inventory number
this option allows you to choose the desired number of labels when you print
The invoicing application is used to process inventory and/or service sales (ie. solutions, sunglasses, etc.) charges which require PST and/or GST. The invoice can be put on the patient account as a receivable or accept immediate payment.
*
Note: if one item on the invoice is not GST/PST taxable while all others are, that item must appear beneath the GST or PST entry line to be excluded from the tax.
The invoicing system comes equipped with a standard list of available commands. To view this list, type ‘HELP’ at the item number line. The following list appears:
ADD Add/Change inventory items
xxx? List item numbers starting with xxx
? Item Description Search
PST Charge Provincial Sales Tax
GST Charge Goods & Services Tax
<CR> Enter a remark
END Finish Invoice
DOC Change Doctor
This command automatically brings you to the inventory file maintenance application (link). This enables you to add new items to inventory or make changes as necessary without ever leaving the invoicing system.
If you do not know what the item number is, this feature allows you to search for the item number based upon only the first three (or how ever many characters) of the item number that you know. The system displays a list of those inventory items that begin with the selected characters. From this list, you can scroll through and select the appropriate item.
If you are unsure of the exact item number, and do not know what the item number may start with, the <?> key will allow you to search for the item number based upon any of the following fields from the inventory file:
model
description
colour
line
size
ed
depth
If the product is PST taxable, and it is labeled as such in the inventory file (link), you can add PST to the item by typing ‘PST’ below the entry. The system automatically calculates PST on the item and adds it to the invoice.
If the product is GST taxable, and it is labeled as such in the inventory file (link), you can add GST to the item by typing ‘GST’ below the entry. The system automatically calculates GST on the item and adds it to the invoice.
Pressing <CR> allows you to add comments to the invoice. You can add as many lines of comments as necessary.
This will send you directly to the payment option screen. To be used once all line entries are entered.
The doctor’s id, which is listed in the top right hand corner of the invoice underneath the patient’s telephone numbers, can be changed by using the DOC command. This feature prevents you from having to leave the invoicing system to return to the patient record module.
The following function keys can be accessed from within the patient record module:
<F1>: help
<F3>: electronic mail (link to overall system setup: electronic mail)
<F5>: view documents that have been faxed or scanned into the patient record*
<F6>: patient notes
<F7>: account history
<F10>: create pick-lists
<F5> Viewing faxed or scanned documents
If your system is setup on a network, and you have installed WINFAX viewer, this function allows you to view documents that have been faxed or scanned into the patient file.
At times, a patient file will require information that does not conform to any of the available fields in the patient file. This information can be easily added, or tagged to a patient file by using the patient notes function.
To add a note to a patient file:
To view patient notes:
A patient’s account information, which lists all charge and payment transactions posted to their account, can be viewed from within the patient file by selecting <F7>. You have the option of viewing the account history on the screen (output to console) or printing it to an assigned printer.
The patient file and patient exam form consist of numerous fields for data entry. Often times there are fields in which the same data, or some version of it, is entered repeatedly with every subsequent patient. To avoid unnecessary typing the user can create pick-lists for fields within the patient record and exam forms.
To create pick-lists:
*Note: the first entry in a pick-list is the default
The patient file maintenance application provides you with complete control over your patient files. From within this application you can:
<A> Add new patients to patient module (link)
<C> Change patient file information
<I> Inquire about patient file information
<D> Delete patients from the module (link)
This option allows you to add a patient record to the system. Data can be manually entered into each field or selected from drop down pick lists (link). Most fields in the patient record are self explanatory, however the following fields may need clarification:
|
Field: |
Designed For: |
|
23. Physician |
entering the patient’s family physician. Family physicians are stored in the referral doctor database (link). To search for a doctor in this database press <?>. To add a doctor to the db, type <ADD> in this field. |
|
25. Health Care # |
A patient’s personal health number (i.e. care card number.) Numbers must be entered without spaces. If the number is incorrect, the system displays an INVALID warning. If the same number appears in another record in the system a message appears which tells the user that the patient is "also know as patient id number" |
|
32. LVE |
date of last visual exam |
|
33. - 36. POH |
patient ocular history |
|
37. - 38. CL Hx |
contact lens history |
|
39. - 41. PMH |
patient medical history |
|
45. - 46. FOH |
family ocular history |
|
47. FMH |
family medical history |
|
51. Billing Patient |
directing all billing matters to another patient in the system (i.e. a parent of a child) |
Press <TAB> to complete the add process. (When adding patients on the fly, such as from the scheduler, you can press <TAB> at any point in the patient record.)
<D> Delete patients from the module
This option allows you to delete patients from the patient file maintenance application.
To delete a patient:
enter the id of the patient you wish to delete, or enter <?> to enter the patient’s name
The exam system, which was designed entirely by optometrists, allows for all patient exams to be entered into the computer system and maintained on-line.
The following function keys are accessible from within the exam module:
<F1>: help
<F2>: view or send data
<F3>: electronic mail (link to universal features: electronic mail)
<F5>: switch between multiple exam forms
<F6>: patient notes (link to patient records: patient notes)
<F7>: account history (link to patient records: account history)
<F8>: switch to contact lens system
<F10>: calendar (link to universal features: calendar)
<?>/<F10>: create pick lists (link to patient records: create pick lists)
Data from supported pre-screening equipment can be captured and transferred to a patient’s exam file. Captured data can be viewed on screen, or it can be sent to the exam file where it becomes part of the patient’s exam history.
This function allows optometrists to switch from the default exam form to an alternate exam form (if multiple exam forms were setup during installation). At any point during an exam the user may switch forms.
<F8> Switch to contact lens system
This function allows the user to quickly switch from the standard exam system to the contact lens system without having to back track through menu selections. It is particularly useful at the end of an eye examination when a prescription has been generated that must be entered into a contact lens exam form.
Exam Forms
Custom exams can be created per the doctor’s individual exam process and content. These forms will require Arctic Data’s help in setting up. You can add 30 extra fields to the exam, however, they will
not link to any other module (ie. dispensing or contact lens). There is by default data which does get
transferred or accessed by contact lens or dispensing to provide pertinent measurement and prescription
information. Also, billing and recall date information can be initiated from the exam.
Exam Layout
Adding or changing an exam will display the current exam and the last exam(s) side by side for comparison
and data field transfer. The number of exam screens (pages) will depend upon the amount of information
used per each doctor’s exam layout specifications. You cannot change any exam information over 60 days
old.
The reports module consists of 14 different types of reports. Many of these reports, such as the day sheet and cash report are accessed every day. Others are accessed on a monthly, or as needed basis. The 14 available reports are:
This report prints a listing of the transactions that occurred on any given day within the current month. Certain aspects of the report are user definable:
The system prompts you to select the type of report required. There are three types of daily transaction reports available: MSP transactions only (M=MSP only), all transactions except for MSP (R=Regular), or every type of transaction (<CR=All>).
Selecting the type of transactions
The system prompts you to select the type of transactions you would like displayed in the report. There are four types of transactions: debits (<D>), credits (<C>), deposits (<P>), or every type of transaction (<CR=All>).
The printed report displays the day’s transactions in the order that they occurred. Beside each transaction is listed the staff initials, the patient’s name, the procedure code, the doctor’s id, the amount, the method of payment (M—MSP, P—Private, 1—Cash etc), and the type of transaction (1—Debit, 2—Credit, etc). The report also displays each doctor’s individual totals, and cumulative totals are provided for each transaction type.
This report, which is printed at month-end just prior to performing the month-end close-out, provides you with a hard copy of all of the current month’s transactions. Certain aspects of the report are user definable:
The system prompts you to select whether or not you would like the report to summarize by day. If you choose to have it summarize by day, each day’s transactions are summarized and the report lists only the total charges and total payments for each day in the month. If you choose not to summarize by day the system allows you to select the type of transactions that you would like listed in the report (link).
The system prompts you to select whether you would like to limit the report to one optometrist or if all optometrists should be listed (<CR> for Any). (It should be noted that if the report is limited to one optometrist the transactions will not be numbered consecutively as the system sorts the transactions in the order that they occurred.)
This report prints a listing of the payments that were received on any given day within the current month. The report groups and totals payments by type, and combines each group total to create a daily total which appears at the bottom of the report.
This report enables you to view or print patients’ complete account histories. A complete account history consists of every transaction that was ever entered into a patient account including any transactions that may have been purged from the system (link). The account history report is the only report that displays purged transactions.
These reports are the actual billing statements that you print for patients who have money owing on their accounts. Each statement prints your company name and address, the customer’s name and address, and billing information. The billing information consists of a listing of the patient’s account activity and balance remaining.
The system prompts you to enter a statement date. The statement date serves two functions: it appears at the top of the statement, and it is used by the system as an aging indicator. Rather than listing every transaction in the patient account, the system brings the balance forward for any transaction that is older than 30 days from the date of the statement. This ensures that all the pertinent information fits on the statement.
You can print statements for all patients who have money owing (<A> All) or for individual patients (<I> Individual Patients).
Print Patient Slip
Patient slips summarize patient file information in an easy to read format. Each slip consists of general information pulled from the patient file such as address, phone number, recall date, last exam date, date of birth, age, personal health number, and any memos. These slips can be given to the doctor before patients are seen.
This report allows you to view or print any prescriptions which have been entered into the patient exam file. With the patient selected, the system then prompts you to select the appropriate exam. Prescriptions can be printed to the screen (<C> print to console) or the printer (<P> print to the printer). Printing to the screen allows you to view a patient’s prescription, including any prism,, ADD powers, PD, and any data that was entered into the advice field in the exam file without having to enter the exam file.
This reports allows you to print an official receipt for any transaction within a patient’s account history. This report does not affect accounting, and can be used to print duplicate receipts.
The aged trial balance report ages your account receivables. Certain aspects of the report are user definable:
The aging date is the date you choose to age your accounts by. The printed report displays 30 day, 60 day, and 120 + day balances.
Currently this option only accepts a default of "N".
You can instruct the system to print the aged trial balance report for private billings only by entering Y at this prompt. The report will display all outstanding transactions excluding MSP transactions. If you want the report to display every type of outstanding transaction including MSP charges, enter N at this prompt.
The aged trial balance report can be sorted alphabetically, if this option is chosen, or by patient ID #.
Current Account Detail
This report displays a patient’s current account detail. The current account detail report does not display transactions that have been purged from the system. Purged transactions (link) are only displayed when the account history report (link) is selected. It is activated when you select <F7> from within various modules in the system.
The G/L posting file report displays all of the accounting entries for every transaction entered into the system. The report can be printed in either a summarized or detailed format. The summarized version summarizes transaction entries by account number. The detailed version acts as a complete transaction listing. Every transaction for each account is displayed.
The report can be printed to the screen (<C>output to console) or to a printer (<P> output to printer).
Day sheets can be printed for individual doctors, or for reception (<CR>). Day sheets display the patient’s name, time of appointment, and type of appointment. Patients’ complaints, which are entered into the scheduling system, are displayed on doctors’ day sheets, but not on the day sheets for reception.
This report allows you to print address labels for patients who have recall dates entered into their patient file. The system allows you to print labels for patients who fall within a range of recall dates. The system prompts you to enter a starting recall date and a last recall date. To print all labels that fall within this range, bypass the starting name and last name fields. If you need to print a single label, the starting name and last name fields are used to limit the report to one particular patient.
Before performing a month-end closeout you must run the following reports.
Reports to Print:
12. G/L Posting File—Summarized
Step Two: Backing-up your data
Backing-up your data requires you to copy data from client 01 to client 07. To copy the data:
Step Three: Updating the G/L Posting file to the General Ledger
Once steps one and two have been completed, you can update the G/L Posting file to the General Ledger. *Note: If the General Ledger is not ready to receive the entries (i.e. not in the current month you are closing) skip step three and continue with step four.
To perform the update:
Step Four: Closing the Optometrist for the Month
Once the General Ledger has been updated, the Optometrist can be closed off for the month.
To perform an end-of-the month closeout:
You can now print the following reports from client 07 in 17 pitch:
2. Monthly Transaction Listing
Before performing a year-end closeout you must run the following report:
10. Aged Trial Balance Report—No Detail
12. G/L Posting File—Summarized/Complete
Step Two: Backing up your data on a data cartridge
Backing-up your data requires you to copy data from client 01 to client 07 & 95. To copy the data:
Step Three: Updating the G/L Posting file to the General Ledger
To perform the update:
Step Four: Closing the Optometrist for the Month and the Year
To perform an end-of-month and end-of-year closeout:
You can now print, in 17 pitch, the following reports from client 07:
This selection transfers the accounting information gathered within the current period to the General Ledger. The transfer consists of one summarized amount for each General Ledger account used for posting
charges and payments from the various transaction input modules. The transfer is typically done once
a month, however, can be done multiple times for more frequent updating.
The default work hours are those hours, on each day of the week, that a particular optometrist is usually available for scheduling purposes. Each optometrist’s default work hours should be set-up before allocating work days.
To set-up default work hours:
The scheduler only displays those doctors who have had days allocated.
To allocate days for doctors:
Once you have allocated days for a doctor, you are unable to change the default hours—re-allocating those days with different default hours will have no effect.
This feature allows you to purge all transactions accumulated in the patient accounts up to a specified date. By purging transactions you are more likely to be able to view a patient’s current account history on one screen. Purged transactions are not deleted from the system, and can be accessed by viewing a patient’s account history report (F7). The account history report is the only report that displays purged transactions.
The restrict appointment types feature allows you to restrict certain types of appointments from being scheduled on certain days. For example, if you do not deal with contact lens patients on Mondays, you can instruct the scheduler to restrict contact lens related appointments from being booked on Mondays.
To restrict appointment types:
The next time you enter these codes in the scheduler, the system precludes you from adding the appointment to the day or days it is restricted from.
The contact lens system is designed to store all exam information pertaining to patients’ contact lens wear and to create and track contact lens service contracts. The following function keys are accessible from within the contact lens system:
<F1>: help
<F3>: electronic mail (link to overall system setup: electronic mail)
<F4>: abort entry
<F5>: accept deposits
<F6>: contact lens notes
<F7>: account history (link to patient records: account history)
<F10>: calendar (link to overall system setup: calendar)
This option allows you to abort any entries you may be working on within the contact lens module. When an entry is aborted the system does not retain any of the information that was entered to that point.
This option allows you to accept deposits from within the contact lens order application (link).
This option allows you to add contact lens notes to a patient file. [Selecting <F6> from within the contact lens module does not allow you to choose which note group you would like the note to fall under as it is assumed the note will be a contact lens note.]
All of a patient’s contact lens exam information is recorded within the contact lens exam system. This system consists of the following five applications.
The diagnostic application allows optometrists to record their patients’ contact lens trials. Every patient’s most recent prescription is automatically transferred to the diagnostic application if the standard exam module is used in conjunction with the contact lens exam system.
Upon completion of the diagnostic form the system prompts you to indicate whether the specified contact lenses should be ordered. If they are to be ordered, the system automatically opens the order application (link) and displays the contact lens order entry screen.
The order application allows you to record and track contact lens orders for your patients. This application consists of a simple contact lens order entry screen. Supplier and lens specifications are transferred from the diagnostic application (if lenses have been specified here) to the order entry form. Upon completion of the order form the system allows you to print the order.
The re-order application allows you to re-order a patient’s present contact lenses. You can only re-order lenses if a previous contact lens order has been entered in the order application.
The delivery application is used to dispense supplies to patients who are not on contact lens service contracts. Patients who are on service contracts must have their supplies dispensed through the pick-up and delivery module (link).
The progress check application allows you to record contact lens progress checks on-line. Lens specification information is transferred from the order application (link) to the progress check application.
Contact Lens Service Contracts
The Blue Diamond Optometrist system recognizes the growing importance of contact lens service contracts, or maintenance programs, in the professional optometry practice. The system is capable of handling service contracts in two different ways:
The contact lens service contract system consists of applications 6 through 13:
All of the different types of service contracts, or plans, that your practice offers its patients must be listed in the plan application before any service contracts can be sold to patients.
To add, or create a plan:
To change a plan already listed:
To delete a plan:
All of the solution packages that you dispense in your office must be entered into the solutions application before any service contracts can be sold to patients. In order to support both flat rate service contracts and service contracts contingent upon the cost of lenses, solutions, and professional fees, each solution package must be listed in the solution database twice—once with the retail price of the solution listed, and once with the retail price set to zero.
To add solution packages to the database:
To change a listing:
To delete a listing:
Every type of contact lens that you dispense in your office must be entered into the lens costs application before any service contracts can be sold to patients. In order to support both flat rate service contracts and contracts contingent upon the cost of lenses, solutions, and professional fees, each type of contact lens must be listed in the lens costs database twice —once with the retail price of the lens listed, and once with the retail price set to zero.
To add contact lenses to the database:
To change contact lens entries in the database:
To delete contact lenses from the database:
Professional Service Agreement Fees
All flat rate service contracts that are offered in your office, as well as all possible individual fitting fees, must be listed in the professional service agreement fees application before any service contracts can be sold to patients.
To add entries to the database:
To change entries in the database:
To delete entries in the database:
The service contract application allows you to setup and sell contracts to patients.
To sell a service contract to a patient:
*
Note: The listings you select in each of these fields will depend upon whether you are designing a flat rate service contract or a service contract that is based upon the combined costs of products and professional fees. If the service contract is going to be charged out at a flat rate you will select those solutions and lenses that have had their retail price set to zero, and a comprehensive fee will be selected at the service fee field.
If the multiple payment option is selected the system displays a multiple payment screen. Payment method and payment dates must be entered into this screen. The system displays the amount of each payment based on how many times the charge was split. The system prompts you to indicate whether you would like to do a pick-up and delivery. If supplies are to be delivered the system automatically opens the pick-up and delivery application (link) and displays the delivery screen.
The contact lens pick-up and delivery application works in much the same manner as the delivery application in the contact lens exam system (link) except that this application was designed to specifically track supplies delivered to patients on service contracts.
To record the delivery of supplies (i.e. solutions or contact lenses):
*
Note: when delivery entries are processed the system automatically recalculates the amount of product that remains to be delivered under that patient’s specified service contract. The system notifies the user should the amount of product delivered ever exceed the amount of product allotted for in the patient’s service contract.
The list of payments due application allows you to track multiple payments on contact lens service contracts. With this feature the user can generate a report that lists patients who have payments due within a specified time period, and the amount of those payments.
The enter payments application allows you to process patients’ service contract payments as they come due. When payments are processed the patient’s account history is automatically updated.
To process a payment:
Miscellaneous Functions Module
The miscellaneous functions module consists of 14 applications. Many of these applications are databases that the system draws upon in its everyday operations. It is important that these databases be maintained at all times. The 14 applications accessed through the miscellaneous functions module are:
1. Staff (link)
2. Referring Doctors (link)
3. Procedure Codes (link)
4. Diagnostic Codes (link)
5. Billing Types (link)
6. Lenses (link)
7. Tint (link)
8. Coating (link)
9. Extras (link)
10. MSP Billing (link)
11. Change Control Files (link)
12. Transaction File Inquiry (link)
13. Patient Labels (link)
This application is a database which stores information about every doctor and staff member. It consists of 10 fields for data entry. The staff database is setup and maintained by:
<A> Adding new staff (link)
<C> Changing staff information
<I> Inquiring about staff
<D> Deleting staff
<L> Listing staff
Fields in the staff member database
This field is used to enter each optometrist’s doctor title (i.e. Dr.). This field is left blank if the individual is not an optometrist.
This field is used to record the billing number of the optometrist getting paid. *Note: the optometrist getting paid is not always the same as the optometrist who performed the service.
This field is used to record each optometrist’s unique billing number for services done.
This field is used to record the office’s data centre number assigned by Teleplan.
This field is only used if there is more than one optometrist in the office, and G/L accounts are to be split so as to reflect this. Each optometrist is assigned a two-digit suffix number.
This database stores information about patients’ family physicians and physicians that patients are referred to. It consists of 13 fields for data entry. Each physician in the database is designated by a five character code. Before inputting physicians you must decide upon a systematic way to code the doctors. For example, you may decide to use the first letter of the first name plus four letters of the last and so forth. Regardless of the system you devise, it should be consistent. The database is setup and maintained by:
<A> Adding new doctors (link)
<C> Changing doctor information
<I> Inquiring about doctors
<D> Deleting doctors
To add a physician to the database:
Fields in the referral doctor database
This field can be used to differentiate between the various types of physicians. You can assign your own one letter codes to distinguish between ophthalmologists, general practitioners, and so forth, or you can choose to leave this field blank.
This field should be left empty.
All physicians that you refer patients to should have their health care no. or payee no., entered into this field. If this payee number is missing, MSP cannot process the appropriate reimbursement.
This database stores information about procedure codes. All products and professional services that are sold and performed in the office are assigned their own procedure codes. The database is setup and maintained by:
<A> Adding new procedure codes (link)
<C> Changing procedure code information
<D> Deleting procedure codes
<L> Listing procedure codes that are currently available
Fields in the procedure codes database
This field is for product code descriptions. Data entered into this field appears on screen when you enter daily charges (link) and when you process an invoice.
All charges that go through Teleplan have a fee code. You do not need to setup fee codes as they are typically downloaded to your system during initial system setup.
Bill codes enable the system to differentiate between types of charges—that is, between MSP charges and charges to other parties. You can setup as many bill codes as necessary in the billing types application (link). All third party billing should have its own bill code.
If the procedure code has a stable charge associated with it, such as full eye exams billed to MSP (2899M)etc., the billing amount is entered into the database. If the procedure code has a variable charge, the billing amount field should be left blank when the code is added to the database.
Every procedure code must be assigned a G/L account number. All charges consist of procedure codes. When charges are processed the system matches the procedure codes to their assigned G/L accounts, & updates the accounts accordingly.
Current Month and Current Year
Current Month and Current Year dollar amounts from transaction processing updated automatically.
This database stores diagnostic codes. Diagnostic codes are defined by MSP and provide information about the exact nature of services performed. All procedure codes must be accompanied by a diagnostic code for billing purposes. All of MSP’s diagnostic codes are downloaded to your system during initial system setup. It is also recommended, however, that you setup a "dummy" diagnostic code to charge out those procedure codes unrelated to MSP. The database is setup and maintained by:
<A> Adding new diagnostic codes
<C> Changing diagnostic code information
<I> Inquire about diagnostic code information
<D> Deleting diagnostic codes
<L> Listing diagnostic codes that are currently available
This application allows you to setup the bill codes (link) that are assigned to procedure codes in the procedure code database (link). Within this application you can:
<#> Change: change bill codes that are already listed
<A> Add: add new bill codes to the list
<D> Delete: delete bill codes that are listed
<CR> Exit: exit the application
The lenses database stores information about all of the different types of spectacle lenses available to your patients. The database consists of 8 functional fields:
Data can be entered into the lens field in numerous ways. How you decide to utilize this field will be an individual decision. For instance, you may choose to record basic lens information such as single vision, bifocal, progressive, etc. or you may choose to combine certain lens aspects for a more detailed lens entry (i.e. single vision plastic, bifocal glass etc.)
As with the lens field, there are numerous ways in which data can be entered into the type field. How you decide to utilize this field will depend to a large extent upon how you have chosen to utilize the lens field. For instance, if you have used the lens field to record basic lens information the type field will have to be used to record lens material information (i.e. plastic, glass etc.) If, however, you have used the lens field to record combined lens aspects, the type field is open to a number of possibilities such as the name brand of the lens, or popular coatings and so forth.
This field is used to record a description of the lens.
The price of a lens is dependent upon the sphere and cylinder power required. Fields 4-5 and 6-7 allow you to specify a range of sphere and cylinder power that correspond with the price entered in the price 1 field. The lens must be entered into the database as many times as is necessary to accommodate all the possible sphere and cylinder ranges, and hence prices for the lens.
Lens prices are entered into the database on a per lens basis. The price that is entered in this field will depend upon the sphere and cylinder ranges that were specified.
*Note: Price fields 9 through 16 currently cannot be used.
The tint database stores information about all of the different types of tints available to your patients. The database is capable of storing 99 different types of tints. Within this application you can:
<#> Change: change tints that are already listed
<A> Add: add new tints to the database
<D> Delete: delete tints from the database
<CR> Exit: exit the database
This database stores information about the different types of coatings that are available to your patients. The database is capable of storing 99 different types of coatings. The application allows you to:
<#> Change: change coatings that are already listed
<A> Add: add new coatings to the database
<D> Delete: delete coatings from the database
<CR> Exit: exit the database
This database stores information about the "extras" that are available to your patients. The database is capable of storing 99 different extras. The application allows you to:
<#> Change: change extras that are already listed
<A> Add: add new extras to the database
<D> Delete: delete extras from the database
<CR> Exit: exit the database
MSP Billing has 6 applications associated with it.
1. Create billing file (link)
2. Process refusals/payments (link)
3. Format DOS disk (link)
4. Undo Billing file (link)
5. Validate Billing file (link)
6. Change transaction data (link)
Once all unsubmitted MSP transactions have been validated (link), a billing file can be created. When you activate the create billing file application, the system searches for transactions that are MSP related, unsubmitted, and do not have a MSP transaction number. The system can search for transactions since day one or, if transactions have been purged, it can search non-purged transactions only. The billing file consists of all necessary transaction data required for an MSP submission.
If you are on a network, the billing file you create is automatically transferred to a directory on the system. From this directory, the billing file can automatically be transmitted to MSP. If you are not on a network, the billing file must be saved to a disk. You must then physically move the disk to the terminal that houses Teleplan so that the file can be transmitted.
When submitting your transactions through Teleplan it is recommended that you retrieve any refusals and messages from MSP at the same time. The retrieved transactions will be written to the file (if on a network) or to the disk (if not on a network).
Refusals and payments can be processed after you have retrieved transactions from MSP (link). Processing the transactions enables the system to update patient accounts and generate a report listing your MSP refusals and payments.
When the application is selected, the system prompts you to indicate whether you would like there to be a heading on the report that is generated. It is recommended that you use this feature to enter the processing date. Subsequently, the following prompt is displayed:
"Copy Refusal/Payments File from diskette? <x> to abort":
At this prompt enter Yes. If the following error message appears*, enter No, and contact your system administrator or Arctic Data:
"OK to process File already copied previously?"
*
Note: there are two circumstances under which the latter message may appear:
It is important that you review the report that the system generates as it provides you with valuable information. Each refused transaction is typically accompanied by a code that indicates why the transaction was refused. It should be noted, however, that some transactions will not be accompanied by a refusal code, but will appear on the printout as having a payment amount of $0.00. Transactions such as these illustrate the importance of carefully reviewing the printout to ensure that all payments are received.
This application allows you to format the disk that you will be writing your billing file and MSP retrievals to and processing your refusals/payments from. Every new disk should be formatted with this application, regardless of whether the disk has been pre-formatted or not.
This application allows you to undo the billing file. The billing file must be undone if:
When undoing a billing file the system prompts you to "Enter transmission date". This is the date that you attempted to create the billing file, NOT THE DATE that you attempted to send to MSP (if these were done on different days). *Note: if you are undoing more than one billing file, you should undo the billing files in the order of most recent to least recent.
This application searches the system for MSP charges that have not yet been submitted, and verifies that these charges are valid. The system ensures that transactions are accompanied by valid personal health numbers. Also, if patients have been referred to other physicians, the system checks the referral doctor database (link) to ensure that the referral doctor’s billing number has been entered. If any invalid transactions are detected, the system automatically prints these to a report. This report allows you to correct the entries before submission to MSP, thereby eliminating MSP refusals for relatively simple problems. Once the invalid entries have been corrected, you should validate the billing file again. The system only "reports" the first error in a transaction and therefore the billing file may still have invalid entries after you have made the initial corrections. All of the transactions are considered to be valid when none of the transactions are printed to a report.
After reviewing any refusals and refusal codes from MSP, you can make changes to specific transactions. These transactions will not be accepted by MSP unless the necessary changes are made and the MSP transaction data has been altered. This data can be altered through the change transaction data application.
Specifically, there are two fields within the transaction data that must be changed:
The status field acts as a marker, informing the system of transactions that have not yet been sent to MSP. For those transactions that have been rejected and subsequently corrected, this marker must also be changed. In order for the transaction to be included with the next MSP submission, the marker must be changed to an unsubmitted status. Unsubmitted transactions do not have transactions numbers, thereby signaling the system that the transaction can become part of the next billing file.
Submission codes are assigned by MSP and are part of the Teleplan system. Any assigned submission codes become part of the billing file, and are transmitted to MSP with the next submission.
This application has 8 fields for data entry, and 5 other applications associated with it.
The following is a brief description of fields 1 through 8:
This field specifies the account that MSP payments are to be directed to.
Every entry, whether a payment or a charge, has a receivable entry. This field specifies the account for receivable entries.
This field specifies the account that contact lens and dispensary deposits are directed to. This does not affect the accounts receivable.
This field specifies the account that frame and sunglass inventory is updated when dispensing and invoicing
charges are posted.
The general ledger update option can be updated in summary or detail; however it is recommended that it always be updated in summary mode.
This field specifies the next receipt number that will print. Receipt numbers are assigned to payments.
This field specifies the next invoice number that will print. Invoice numbers are assigned to charges.
This application allows you to enter your company information and define certain aspects of your printed invoices. The company information you enter will be printed on all receipts and invoices. While most of the fields within the application are self explanatory, the following may require description:
There are two types of statements: standard or pre-printed. Standard statements print on blank forms, whereas pre-printed statements print on pre-printed forms.
When processing dispensary orders, the system prompts you to indicate whether you ‘Would you like to print a receipt’. Field K enables you to setup a default response to this prompt. You can tell the system to default to either ‘yes’, ‘no’, or ‘detailed’ by entering the desired option in field K.
If your company name does not fit in field B, the remainder can be entered in field N.
Field 10-- Printer and Interface Assignments
This application allows you to assign printers (if there is more than one printer in the office) to specific printing duties. For example, you can specify a default printer, dispensary printer, invoice printer and so on. Fields 1 through 7 are used for this purpose.
Fields 8 through 11 specify links to other Arctic Data accounting modules.
Field 11-- Data Base Files and Path
This application lists all of the system’s default data base file names. For each client setup, there can be
unique data base names for storing the transaction data entered and processed within the program. These
files are preset by default upon initialization of each client.
Field 12-- Procedure Code Assignments
This application defines the default procedure codes to be used for dispensing, contact lens, and invoicing
processing.
Field 13-- Sales Categories
This application allows you to setup payment methods and assign each payment method an account number. From within this application you can:
<#> Change: change payment methods and account numbers that are already listed
<A> Add: add new payment methods
<D> Delete: delete payment methods
<CR> Exit: exit the database
There are times when you may wish to view only a specific transaction, or transactions. The transaction file inquiry application allows you to do this. It is used instead of the daily or monthly transaction reports (link) which do not allow you to specify certain transactions, and cannot be printed to the screen.
You can specify transactions to be viewed by sequence number or range of dates.
This application activates the following five item menu:
This application allows you to print labels that have already been set up (link). You can search for available labels by selecting <?>.
This application allows you to set-up new label templates. The system prompts you to enter a printer control file name, however if the label does not have any special characteristics such as italics, bold characters and so forth, this field can be left blank.
From within this application you can:
<A> Add : add a new label to the database
<#> Change: change labels that are currently in the database
<D> Delete : delete labels that are currently in the database
<CR> to continue
Label templates can consist of up to 12 of the 55