Cash - Selling Items

Selling an Item

Firstly we shall look at how to enter a simple transaction into cash.

Assigning a Patient

Products can be sold to either named patients from your database or to un-named patients.

If a product is sold to a patient from your database that transaction is then permanently linked to that patients account. Their transaction history is then visible from within cash itself and also on the Cash tab within their patient record.

Cash will automatically assign the Active Patient to a transaction; see Active Patients for more details.

You can, alternately, use the search box or the built-in lists to search for a different patient.

If you do not wish to attribute the transaction to a patient you would click on the dropdown arrow next to the active patient in the top right of the screen and select No Active Patient.

Once a transaction has been completed you cannot assign it to a patient so the correct patient must be selected before proceeding.

Selecting an Item

Depending on your requirements, Optisoft Cash can be configured to either provide you with a list of products, e.g. frames, or with only an item category and price.

The following example will show both methods.

Click on the button to open a dialogue with the item categories on it.

In our example we will sell a Frame, so we click on the Frame button. Notice how it opens a dialogue with a list of pre-entered frames; see Adding Frames for more information.

We will select a frame and then click the button. On the dialogue that appears you can see that it has automatically entered the price we have set for the frame as well as the item name. You can over-ride the price here by either typing in a new price or by using the keypad on the right-hand side.

If you wanted to sell more than one of the same item you would change the quantity box accordingly. The button is part of the integration to the Stock module. If we click it we get the following screen.

This screen provides us with information on both the size and colours available, how many of the item are currently in stock and allows us to select the item to be removed from stock. With the item selected you will see that it has been added to the transaction and the item category dialogue has returned. Next we shall select some lenses. Click on the Lenses button and we see that this has been split into sub-categories.

We shall select the Single Vision Lenses button Again we are presented with a list box with all of the single vision lenses.

We select a lens to add to the transaction. This, again, provides us with a dialogue box to choose the quantity but it does not provide a price. This needs to be entered manually as lenses can have multiple prices due to specification and blank size.

Clicking adds the lenses to the transaction and returns us to the item category dialogue. The final item we will add is a coating, so we click on the Coating button. Because there are no coats added to the till system we are provided with the item price dialogue straight away.

We enter a price and click to add to the transaction. With all of the items added to the transaction we can click Cancel to close the item category dialogue.

Selecting a Payment Method

Optisoft Cash comes pre-configured with the most common payment methods, you can however add further methods yourself, see Adding Payment Types for more information.

In our simple example the patient will pay in full, you can, however, take deposits or take payment on collection. See Taking Payments for more information.

Click on the Pay button to access the Payment Method dialogue.

We will choose Cash as the payment type so we click on the Cash button. Optisoft will automatically enter the required payment so we will click . You can see that the payment has been added to the transaction and the Outstanding Balance is now zero.

Completing the Transaction

There are two options available for completing a cash transaction, Sale and Account Sale. In our simple example there is no difference in their operation.

We will click on the button.

This provides us with a summary screen showing us what we have just done.

As we are happy with the transaction we will click the Confirm button.

This has saved the transaction and has also printed our receipt, opened the till drawer and taken the frame from stock.