E-dr Contact Lens Ordering: Setup and Use

Got2 connects to E-dr (New Era Optical / e-dr. Network), the contact lens distributor. From inside Got2 you can:

1. Check that your E-dr account is active.
2. Link each practice to its E-dr ship-to location.
3. Pull your contract prices onto your contact lens products.
4. Send a contact lens sales order to E-dr, alone or several together in one package.
5. Check order status and tracking.

1. One-time setup

Open Settings, click Inventory in the left-hand list, and scroll to the E-dr section (below Schedule Info). Typing "E-dr" in the settings search box also finds it.

1.1 Account and location

Each practice orders against an E-dr account number and a location (ship-to) on that account. A group with several practices can share one account and use a different location for each practice.

1. Enter the E-dr Account Number (your E-dr customer number).
2. Click Save, then Get Locations. Got2 downloads the account's locations from E-dr.
3. Pick this practice's E-dr Location.
4. Click Validate Account. Got2 asks E-dr for the account's status and shows it, together with the date it was checked.
5. Click Map Locations (next to Validate Account) to see every location on this account and which practices use each one.

Linking practices to locations. Map Locations opens the same list as Inventory → Configuration → E-dr Locations. Click a location's Companies cell, add or remove practices, and save. Linking a practice also gives it that location's E-dr account number. A practice orders from one location only, so adding it to a second location moves it off the first.

In a multi-company database, set the account and location for each practice. They are stored per practice.

1.2 Import the lenses you carry

Bring in only the E-dr lenses your practice carries. Go to Inventory → Contact Lens → Import from opticalCatalog, set Catalog to E-dr and Import By to Brand, click Load Brands, tick the brands you carry and click Import. The import runs in the background; the import list shows each brand as Done at 100 % when it has finished.

1.3 Contact lens pricing

Click Update Prices from E-dr. Pricing runs in the background because there are hundreds of thousands of lens variants. While it runs, the page shows "Updating in the background…". When it finishes, Last update shows the date and a summary of how many products were priced. If E-dr price a product code that is not in your catalog yet, the summary lists those codes too.

• Cost is always set to E-dr's contract unit price for your account and location.
• Products are matched on E-dr's product code, never on the product name.
• Each priced product shows E-dr Unit Price and E-dr Price Updated On on its General Information tab, under Sales Taxes. Cost itself is per variant, so it shows on each variant.
• Prices also refresh automatically once a day.

Cost is always E-dr's price. Change Retail Markup from 0 before the first run only if you want Got2 to set retail prices too.

2. Ordering from the sales order

2.1 Send an order to E-dr

1. Create the patient's sales order as usual, with Type = Contact Lens.
2. Choose the OD and/or OS contact lens and the number of boxes for each eye.
3. In the order details, set Lab to E-dr.
4. Ship to: Office ships to your practice, Patient ships to the patient's delivery address, and Other Location ships to another of your practices (that practice must be set up as in 1.1).
5. Shipping Method: Standard ships Ground, TwoDay ships Expedited, and NextDay ships Overnight. With no shipping method, E-dr ship Ground.
6. Click Send next to the Lab.

When E-dr accept the order, Submitted shows the date, Status moves to At Lab, and E-dr Order shows E-dr's own order number. If E-dr refuse it, their reason is shown. Fix what they ask for and click Send again.

Trial (diagnostic) lenses cannot ship to the patient. Set Ship to = Office for trial lenses.

2.2 Send several orders as one package

Recommended — most practices order this way. To save on shipping, several sales orders can go to E-dr as one order and one package:

1. In the Sales → Orders list, tick the orders to send together. Each must have Type = Contact Lens and Lab = E-dr.
2. Click Actions → Send to E-dr as one package.

Got2 refuses to pool the orders, and says why, when they:

• are fewer than 2, or one of them was already sent;
• belong to different practices;
• mix shipping to the office and to a patient, or are for different patients when shipping to a patient;
• use different shipping methods.

2.3 Check status and tracking

Open a sent sales order and click Check next to E-dr Status. Got2 updates:

• E-dr Status and Shipping Status, such as Processing, Shipped, Backordered or Cancelled. If the lenses differ, an order counts as only as shipped as its least-shipped lens.
• Tracking, once E-dr have shipped it.
• Status moves to Shipped when everything has shipped.

3. Troubleshooting

Video: (YouTube link coming)