Glossary

Optics and management software glossary

The terms that come up in optics, optometry and running a store, explained simply. From the Sistema TS to the healthcare expense document, from health data (art. 9) to the delivery note.

Tax and privacy

Sistema Tessera Sanitaria (TS): The Italian public system to which optical stores report customers’ healthcare expenses for the pre-filled tax return. RiVedi prepares and sends the expenses from the software with the store’s credentials; sending requires the store to be accredited with the Sistema TS.
Healthcare expense document: The document RiVedi prints from the sale for the tax return: the customer’s tax code, healthcare lines and VAT. It is handed over together with the electronic cash register receipt, which it does not replace.
Itemised receipt (scontrino parlante): The fiscal receipt carrying the customer’s tax code, used to claim the healthcare deduction. It is issued by the electronic cash register, not by the software: RiVedi is connected to the register case by case, store by store.
AD / AA expense type: Sistema TS expense codes: “AD” marks the purchase of medical devices (e.g. corrective glasses and lenses), “AA” other healthcare expenses. In RiVedi every line has its nature, checked before taking payment.
E-invoicing (SdI): Invoices sent through the Italian Revenue Agency’s exchange system (SdI). If you switch it on, RiVedi issues and receives electronic invoices, credit notes included; supplier invoices are matched to deliveries.
Art. 9 GDPR (special categories): Health-related data, such as prescriptions and history, are “special categories” under art. 9 GDPR and require stronger safeguards. RiVedi encrypts them with a dedicated key and logs every view.
CE marking and materials statement: Corrective glasses and lenses are medical devices (EU Regulation 2017/745). RiVedi prints the materials statement, with frame, lenses and their CE marking, and the warranty certificate to hand to the customer.

Sales and checkout

Glasses (work in progress): In RiVedi, the record of a pair of glasses being made: frame, lenses, prescription, deposit, lab envelope and balance. It moves through the In progress, Ready and Delivered states.
Lab envelope: The order to the lab for mounting the lenses. RiVedi prints it from the glasses record and tracks its status: to send, sent, received.
Quote with expiry: An offer to the customer with a validity date. In RiVedi you create, print, accept or decline and reopen it; the “Today” screen reminds you of quotes about to expire.
Return and credit note: A return is a refund recorded at the till, with the till open. The electronic credit note is a separate document, issued from the return when needed.
Opening and closing the till: You open the till at the start of the day and close it at the end: RiVedi tells you whether the drawer adds up, with cash and card kept apart.
Daily report: The owner’s summary of the day: takings, cash and card, sales by category and the week’s trend, ready to print.
Repair: Glasses left in the store for a repair. RiVedi prints the ticket, tracks the status, takes payment at the till and flags repairs waiting too long.

Eye exam and contact lenses

Refraction: The measurement of the visual error (sphere, cylinder, axis, addition) that defines the prescription. In RiVedi it lives in the exam record and goes into the glasses with “Create glasses from this prescription”, with no retyping.
Optometric history: The customer’s visual and general history. In RiVedi it is a list of items to tick, with note, frequency, severity and eye; it is encrypted health data (art. 9).
Contact lens fitting: Fitting contact lenses. In RiVedi it has its own customer card with contact lens history, tear tests, trial and final lenses, solutions and a printable contact lens consent.

Stock and price lists

Lens price list: The spectacle lens price list: one card per lens (supplier, brand, type, index) with priced coatings and the margin worked out.
Lens feasibility: The check that the chosen lens can be made for that prescription. In RiVedi it is done by the lens assistant inside the quote.
Batch and expiry: The data that comes with solutions and contact lenses in stock. RiVedi records it on arrival, carries it through transfers and stops expired items from being sold.
Transfer delivery note (DDT): The transport document that goes with goods moved from one store to another. RiVedi prints it with “TR n/year” numbering and the correct reason for transport.
Valued inventory: The physical stock count with the value of holdings at cost. RiVedi adjusts differences at closing and produces a report.
Supplier payables: The summary of supplier invoices to be paid: balance, due dates and status. In RiVedi it is restricted to the owner.

Customers and recalls

Loyalty program (points): Customers earn points for every euro spent and use them for a reward, a free gift or a discount applied at the till. In RiVedi the owner and the manager set it up.
Recall: The reminder inviting a customer back for a check-up or a purchase. RiVedi suggests who to recall (check-up due, last purchase long ago) and you book the appointment straight from the recall.
Per-channel consent: Privacy consent collected separately for each contact channel (marketing, WhatsApp, SMS, email, profiling). In RiVedi the customer signs it on screen and every change stays on record.
WhatsApp message: From RiVedi one tap opens WhatsApp with the message already written (glasses ready, repair, recall): the store checks it and sends it from its own number.
Online booking: Customers book from a link the store puts on Google, on social media or on its website. The request lands in the calendar as “Requested” and must be accepted, assigning a staff member.

More stores

All stores: The option in the top bar that lets the owner see all stores together. Each store has its own till and stock; in Performance the benchmark compares them.
Roles and permissions: RiVedi’s roles are Owner, Manager, Optician, Optometrist, Salesperson and Stock clerk. The owner adjusts the permissions of each role, and permissions are enforced on the server, not just on screen.
Performance (Andamento): The page with the store’s figures: revenue, staff, exams that become sales, average receipt, comparison with last year, best customers and stock idle for more than 6 months.

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