Set Up The Otto Contact Lens Ordering Catalog in Visual-Eyes

Set Up The Otto Contact Lens Ordering Catalog in Visual-Eyes

Introduction - Welcome To Otto


This article guides you through configuring Otto suppliers, importing contact lens catalogs, and sending Otto orders from Visual-Eyes. Complete these steps to enable online contact lens ordering through Otto-enabled suppliers. 

Prerequisites

  • Otto account created and configured (see related article: Creating Your Otto Account)
  • Access to Catalog.exe and VE Admin modules
  • Supplier agreements in place with Otto-enabled vendors
  • Visual-Eyes Version B11.7.1 or later

Step #1  - Configure Otto Suppliers in Catalog

  1. Open Catalog.exe
  2. Navigate to Contact Lens > Supplier
  3. Click Online Suppliers

  
















     4. Select the Otto-enabled supplier(s) you want to configure from the list.
     5. Choose one of the following options:
  1. New: Create a new online supplier in your catalog database
  2. Update: Update an existing supplier in your catalog database
  3. Cancel: Exit without making changes

         

    6. After selecting New or Update, the supplier information populates automatically in the format Otto requires.
    7. Click Save
The Online Selection button is now enabled for this supplier.

Step #2  - Download and Import Otto Suppliers in Catalog

  1. In the supplier screen, click Online Selection. This button will bring up a modal prompting the user with the following options:
    1. Download + Import Catalog: Download and import the newest up to date catalog
    2. Check Catalog Version: Verify if your downloaded catalog for the selected supplier is outdated
    3. Download + Import Pricing: Import current pricing from your Otto storefront
    4. Import From File: Import an Otto catalog from a JSON file saved on your computer
  2. Select Download + Import Catalog: This will download and import the newest up to date catalog
  3. There is a checkbox to Overwrite Existing Retail Pricing. If this checkbox is ticked, it will allow the Otto catalog import to override the retail pricing that is currently in place for the individual lenses.
        

Merge Contact Lenses (If Applicable)
After clicking Download + Import Catalog, if there are any contact lenses (CL) that are not in your Visual-Eyes Catalog that are available in your Otto Catalog, a Merge Contact Lens screen will appear.

 

On the left it will show the Import Type, Import CL, and Import Units for each Contact Lens that is in the Otto Catalog that it could not find in the clinic's Visual-Eyes catalog. 
  1. Use the drop down lists on the right to select the matching  Merge Type, Merge CL and Merge Unit already in your catalog
  2. For each lens, choose one of the following:
    1. Link to Existing Lens: Use the dropdown menus on the right to select the matching Type, Contact Lens Name, and Unit already in your catalog
    2. Add as New Lens: Select the Type, then choose NEW CL from the Merge CL dropdown and New Unit from the Merge Unit dropdown.
    3. Skip: Check the Skip box to exclude this lens from your catalog.
  3. Review the count of lenses to merge (displayed at the bottom)
  4. Click Merge (it will become clickable once you are finished going through the list)
The Otto catalog is now imported and saved to your Visual-Eyes catalog database.

Step #3: Activate Otto Suppliers in Visual-Eyes 
  1. Open VE_Admin.exe in your VE7 folder
  2. Navigate to Rx/CL > Contact Lens > Supplier 
  3. Select the Otto supplier from the dropdown menu that you have imported catalogs for in Step 1
  4. In the CL Supplier dropdown, select the Otto supplier you configured
  5. Check the box next to Supplier Active
  6. Click Save

Step #4: Add Contact Lenses to Visual-Eyes Selection 
    1. Open VE_Admin.exe in your VE7 folder
    2. Navigate to Rx/CL > Contact Lens > Selection 
    3. Select the Otto supplier from the dropdown menu that you have imported catalogs for in Step 1
    4. Choose what your retail price is based on
    5. Select the markup percentage for that supplier, or choose a 'No Markup' option if retail prices were entered in the catalog.
    6. Select lenses from the left column
    7. Click one of the following:
      1. ADD: Move selected lens to the right column
      2. ADD SELECTED: Move multiple selected lenses
      3. ADD ALL: Move all lenses from this supplier
    8. Lenses now appear in the right column and are visible in Visual-Eyes contact lens orders
    9. Click Publish
    10. Restart Visual-Eyes
    Confirm lenses are visible by creating a test contact lens order in Visual-Eyes

Step #5 - Create and Send Otto Orders

Now the fun part, let's start "sending" orders to Otto using the suppliers we set up

Create a Contact Lens Order 
  1. Open Visual-Eyes
  2. Navigate to the CL order screen for a patient
  3. Fill in the contact lens parameters for an Otto supplier lens, or enter the SKU or UPC number directly
  4. Complete at least one eye (OD or OS)
  5. Click Save
The Otto Status section now appears on the order screen.

Validate and Send the Order 
  1. Click Validate Order
  2. If the status changes to Valid, the order is ready to send
  3. Click Send Order

   4. The status changes to Sent with the date and time displayed

  


Check Order Status
For Individual Orders:
  1. Open the contact lens order
  2. In the Otto Status section, click Check Order
  3. The status updates with the current order status and the date and time of the check

 


For All Otto Orders
  1. On the CL order screen, click the Online Orders tab in the top taskbar
  2. Check the box next to each order you want to update, or click Select/Deselect All to select all orders
  3. Click Check Status
  4. The status column updates for each selected order

Troubleshooting Order Validation

If an order status shows Invalid Order, Visual-Eyes automatically displays the reason and required changes. Review the error message and correct the lens parameters or patient information as indicated, then click Validate Order again.
  • Creating Your Otto Account
  • Managing Contact Lens Suppliers
  • Contact Lens Order Workflow



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