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							                                                            Optical Reconciliation AEC

 Policies

   Optical Reconciliation

 Inputs

                  o   Lab reconciliation sheets
                  o   Monthly invoices from all vendors and labs
                  o   Monthly credits received and pending
                  o   Monthly statements from all vendors and labs
                  o   Print out of Applied Payment Report for month
                  o   Print out of Monthly Production Summary

 Procedure

      1.    Match all invoice amounts for the month to all statements for the month
      2.    If invoices are missing you can call the vendors for a fax copy
      3.    Make sure all credits match statements
      4.    Credits not received must be accounted for, call all credits pending vendors to make
            sure they received returned product
      5.    Have vendors fax all credits not received by statement time if on the current month
            statement
      6.    Log all statement amounts on Lab reconciliation sheets
      7.    Log all credits pending on Lab reconciliation sheets
      8.    Total all columns on reconciliation sheet
      9.    Log in to Office Mate
      10.   Select Reports
      11.   Select Monthly
      12.   Set dates to proper month from the 1 st to the last day of the month
      13.   Select Set Dates
      14.   Select Monthly Production Summary
      15.   Select print report
      16.   Select Applied Payment Report for month
      17.   Make sure dates are correct for month being printed
      18.   Select Set Dates
      19.   Select Applied Payment Report for month
      20.   Select print report
      21.   Once all columns are totaled and monthly reports are printed you are ready to
            reconcile the month
      22.   Put total to be paid this month from all columns on reconciliation sheet
      23.   Put total optical applied payments from print out on sheet
      24.   Optical applied amounts are found in applied payment report under these headings:
             Frames Misc. Accessories
             Ophthalmic Base Lens Fees
             Ophthalmic Frames
             Ophthalmic Upgrade & Disp Charges
             Ophthalmic Base Lens Fees
             Total Ophthalmic Lenses
      25.   Add these totals together for applied payments
      26.   Divide optical applied payment into total optical to be paid



                                                                                 Revised on June, 2009
                                                          Optical Reconciliation AEC

     27. This will give you your optical percentage for the month
     28. Percentage must be under 40%
     29. Put total optical gross charges from Monthly Production Summary found under
         these headings:

            Ophthalmic Upgrade & Disp Charges
            Misc Accessories
            Total Ophthalmic Frames
            Total Ophthalmic Base Lens Fees

     30. Add these totals together for optical gross amount

  See sample Reconciliation Sheet
  See sample Monthly Production Summary
  See sample Applied Payment Report

 Outputs

  After reconciliation is finished give all statements and reconciliation sheet to Renee. She
  will verify that they are correct and pay monthly statements.
  If the optical percentage is 40% or under and the other office departments are at or under
  their percentage the office qualifies for a monthly bonus.




                                                                                Revised on June, 2009