AutoCount Optical Plugin User Guide | Optical Shop System

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AutoCount Optical Plugin User Guide

What Is The AutoCount Optical Plugin?

The AutoCount Optical Plugin is designed for optical shops, eyewear retailers, optometrists, and multi-branch optical businesses that need a better way to manage customer prescription records, lens and frame inventory, sales orders, deposits, invoices, and daily collection reports in AutoCount.

AutoCount Optical Plugin Video Guide

Optical Plugin Video Guide

光学插件视频指南

Why Use AutoCount Optical Plugin?

Patient Eye Records

Record and retrieve patient eye exam data instantly. Keep track of every prescription history without flipping through paper files.

Frames & Lens Inventory

Manage your unique inventory of frames and lenses efficiently. Ensure you always know what’s in stock across different brands and models.

Seamless Accounting

Integrate perfectly with AutoCount Accounting. Your sales and deposit records automatically sync with your financial reports.

Boost Shop Efficiency

Automate everyday processes to save time. From customer data to final billing, ensure every aspect of your optical shop runs smoothly.

Key Features of AutoCount Optical Plugin

Eye Examination Record Management

Easily record and track detailed eye examination data for each customer, including refractive power and lens type.

Automated Real-Time Inventory Sync

Automatically update inventory levels in real-time to prevent stockouts and ensure product availability.

Seamless Accounting Integration

Integrate with AutoCount Accounting for efficient financial tracking, real-time sales reporting, and simplified reconciliation.

Fully Customizable Settings

Tailor the plugin to suit your shop’s unique needs with customizable features for inventory and customer management.

Who Should Use AutoCount Optical Plugin?

Optometrists & Eye Clinics

For professionals who need a reliable system to accurately store and track patient vision history and refractive power.

Eyewear Retail Stores

Perfect for shops managing a wide variety of frames, sunglasses, and daily contact lenses to prevent stockouts.

Custom Lens Specialists

Ideal for businesses that handle custom lens orders and require a system that smoothly manages customer deposits and balances.

Multi-Branch Optical Chains

Built for businesses looking to synchronize patient records and inventory data across multiple shop locations using AutoCount.

How AutoCount Optical Plugin Works?

1. Create Examiner Profile

To create an examiner profile, first, go to the Optical Plugin and select “Examiner Maintenance.” Then, click on “New” to begin entering the examiner’s information. Once all the required details are filled in, click on “Save” to create the new debtor profile.

Set up the profiles for your optometrists or eye examiners before recording prescriptions.

Go to Optical Plugin > Examiner Maintenance.
Click on New to begin entering the examiner’s information.
Fill in all the required details.
Click Save to create the new profile.

Pro Tip: Create a unique profile for every staff member. This makes it easy to track which optometrist handled each customer’s eye test.

2. Set Up Lab Maintenance

To manage your eye examination rooms, go to the Optical Plugin and select “Lab Maintenance.” Enter the necessary lab details such as name, location, and other information. Once all the details are filled in, click “Save” to update the information.

Manage and register your eye examination rooms or lab locations in the system.

Go to Optical Plugin > Lab Maintenance.
Click New to add a lab.
Enter the necessary lab details such as name and location.
Click Save to update the information.

Pro Tip: If you have multiple branches or testing rooms, name them clearly (e.g., “Room A – HQ”) to prevent any booking confusion.

3. Create a Quotation (QO)

To record a customer’s order with prescription details, go to Sales and select “Quotation.” Next, click on “New” and select the customer. Then, right-click on “Add” and choose the items based on the customer’s requirements. Once everything is selected, click “Save” to complete the order.

Record a customer’s eyewear order along with their prescription details.

Go to Sales > Quotation and click New.
Select your customer from the list.
Right-click on Add and choose the items based on the customer’s requirements.
Click Save to complete the order.

Pro Tip: Always double-check the prescription data (like SPH, CYL, and Axis) with the customer before hitting save to ensure 100% accuracy.

4. Transfer to Sales Order (SO)

Once the quotation is ready, it can be transferred to a Sales Order. First, go to Sales and select “Sales Order.” Right-click the quotation and select “Transfer to new SO.” After that, select the examiner, then click on “Payment and Refund.” Click the “+” to add a new deposit, select the payment method, and fill in the payment amount. Finally, click the “Close” button and then “Save” to record the deposit payment.

Confirm the order and quickly record the customer’s upfront deposit payment.

Go to Sales > Sales Order and select Transfer to new SO from your quotation.
Select the correct Examiner for the order.
Click on Payment and Refund, then click the “+” icon to add a new deposit.
Select the payment method, fill in the amount, click Close, and hit Save.

Pro Tip: Recording the deposit accurately here is crucial. It ensures the system tracks exactly how much the customer still owes you for the final bill.

5. Transfer to Invoice (IV)

To transfer a quotation to an invoice, go to Sales and select “Sales Order.” Right-click the quotation and select “Partial/Full Transfer to New Invoice.” Then, select the examiner and click Save. An Unapplied Payment dialog box will appear—click OK to automatically apply the payment.

Finalize the sale and automatically apply the deposit to the final bill.

Go to Sales > Invoice (or transfer directly from the Sales Order).
Select Partial/Full Transfer to New Invoice.
Select the Examiner and click Save.
When the Unapplied Payment dialog box appears, simply click OK to automatically apply the deposit.

Pro Tip: This feature saves you from doing manual math! The system automatically knocks off the deposit so the customer only pays the remaining balance.

6. Check Daily Collection Report

To view and monitor daily sales performance, go to the Optical Plugin and select “Daily Collection Report.” Choose the desired date range and select the branch. Finally, click OK to view the report preview.

Monitor your daily sales performance and cash collections easily.

Go to Optical Plugin > Daily Collection Report.
Choose your desired Date Range and select the Branch.
Click OK to view the report preview.

Pro Tip: Check this report at the end of every business day. It helps you quickly reconcile your cash drawer and verify all payments.

Core Benefits of the Optical Plugin

Increased Operational Efficiency

Automating tasks such as inventory management, customer records, and sales tracking saves valuable time, reducing manual work and errors.

Data-Driven Decision-Making

With real-time data on inventory, sales, and customer preferences, the plugin helps you make informed business decisions quickly, driving smarter strategies and growth.

Accurate Inventory Management

Real-time updates and automatic syncing ensure accurate stock levels, preventing stockouts and ensuring product availability when customers need it most.

Streamlined Financial Processes

Integration with AutoCount Accounting simplifies financial tracking, reporting, and reconciliation, giving you accurate financial data with less effort.

Conclusion

The AutoCount Optical Plugin is a game-changer for optical shop owners, offering a comprehensive solution that automates routine tasks, enhances customer experience, and streamlines inventory and financial management. With its seamless integration with AutoCount Accounting, real-time inventory sync, and customizable features, this plugin empowers optical shops to run more efficiently and grow their business with ease. By investing in the AutoCount Optical Plugin, you can enhance operational workflows, improve customer satisfaction, and drive business success.

Frequently Asked Questions

Can AutoCount Optical Plugin handle customer eye examination data?

Yes, the plugin allows you to easily record and manage detailed customer eye examination data, including refractive power, pupil distance, and lens specifications.

Can I customize the settings for my optical shop?

Yes, the plugin offers fully customizable settings, allowing you to tailor features for inventory management, customer data, and more, based on your shop’s unique needs.

How does AutoCount Optical Plugin integrate with AutoCount Accounting?

The plugin integrates seamlessly with AutoCount Accounting, syncing sales data, inventory, and financial records to make accounting and reporting easier and more accurate.

Is AutoCount Optical Plugin suitable for multi-location optical shops?

Yes, the AutoCount Optical Plugin is scalable and can be used across multiple store locations, allowing centralized inventory and customer management.

Can AutoCount Optical Plugin manage deposits for customer orders?

Yes. The plugin supports deposit recording during the sales order process, helping optical shops track how much the customer has paid and the remaining balance before invoicing.

Interested in Getting AutoCount for your Business?

Contact our sales team today to explore pricing options and get started with the perfect solution for you.

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