Visilion User Documentation

1.0 Introduction

Visilion is a premium, all-in-one management suite designed specifically for opticians and optical shop owners. Built with a focus on aesthetics and efficiency, it streamlines daily operations from patient consultations to financial reporting.

1.1 Purpose

The primary purpose of Visilion is to digitize the optical workflow, replacing manual record-keeping with a secure, high-performance desktop application that handles prescriptions, inventory, and billing seamlessly.

1.2 Target Audience

  • Independent Opticians: Looking for a modern tool to manage their practice.
  • Optical Shop Chains: Requiring consistent branding and data management.
  • Eye Care Professionals: Who need to maintain detailed patient prescription histories.

1.3 Value Proposition

  • Premium Experience: A stunning Glassmorphism UI that enhances professional credibility.
  • Efficiency: Rapid invoice generation with "Pretty Numbers" automation and price suggestions.
  • Data Sovereignty: Local SQLite storage ensures your data stays on your machine.
  • Global Reach: Full support for English, Arabic, and French with localized currencies and tax settings.

2.0 Features Catalog

2.1 Dashboard & Analytics

The Dashboard provides a 360-degree view of your business health.

  • Visuals: Real-time sales charts, revenue growth indicators, and cashflow cards.
  • Use Case: Quickly assess daily performance and identify upcoming appointments at a glance.
  • Tip: Use the "Spotlight Glow" feature (Pro) to highlight key performance metrics.

2.2 Invoice & Receipt Management

Comprehensive billing system tailored for optical prescriptions.

  • Prescription Fields: Detailed entry for SPH, CYL, AXIS, and ADD for both Distance (DV) and Near (NV) vision.
  • Automation: "Pretty Numbers" automatically rounds distributed totals for a cleaner look.
  • Sharing: One-click sharing via WhatsApp or Email.
  • Visuals: Professional PDF/DOCX templates with custom logos and background branding.

2.3 Patient Records

Maintain a searchable database of all your patients.

  • Search: Find patients by name, phone number, or invoice ID.
  • History: View all past invoices and prescriptions for a specific patient.

2.4 Inventory Tracking

Comprehensive stock management for your optical shop.

  • Product Types: Dedicated tracking for Frames, Lenses, and Lentilles.
  • Movement History: A full audit trail in the "History" tab, recording every addition, sale, edit, and deletion.
  • Low Stock Alerts: Color-coded indicators and "Low Stock" / "Out of Stock" badges for proactive reordering.
  • Inline Editing: Quickly update prices, quantities, and details directly in the table view.
  • Value Tracking: Real-time calculation of total inventory value for each product category.

2.5 Appointment Scheduling

A dedicated calendar for managing patient visits.

  • Services: Categorize appointments by service type (Exam, Contact Lenses, etc.).
  • Reminders: View upcoming appointments directly on the Dashboard.

2.6 Customization & Branding

Make Visilion yours.

  • UI Themes: Choose from 10+ accent colors and glassmorphism effects.
  • Logo Manager: Upload your business logo, adjust its size, opacity, and position on invoices.

3.0 Step-by-Step Usage Instructions

3.1 Initial Setup (Wizard)

  1. Language: Select your preferred language (EN/AR/FR).
  2. Business Details: Enter your country to auto-configure currency.
  3. Taxation: Set your local VAT/Tax percentage.
  4. License: Activate your Pro/Ultra license or continue with the Free version.

3.2 Creating Your First Invoice

  1. Navigate to the Create Invoice tab.
  2. Enter the Patient Name and contact details.
  3. Fill in the Prescription values for OD and OS.
  4. Select a Frame from your inventory or enter details manually.
  5. Review the Total and click Save or Print.

3.3 Managing Appointments

  1. Go to the Appointments tab.
  2. Click on a date in the calendar to add a new visit.
  3. Fill in the patient name and select the service type.
  4. Save to see it reflected in the Upcoming Appointments list.

3.4 Managing Inventory

  1. Open the Inventory tab.
  2. Select the product category (Frames, Lenses, or Lentilles).
  3. Use Add New Item to enter product details and starting stock levels.
  4. Edit Items: Click the Edit icon in any row to update prices or quantities.
  5. View History: Check the History tab to see all inventory movements and sales.
  6. Stock Alerts: Watch for orange or red badges in the quantity column indicating items that need restocking.

3.5 Exporting & Sharing

  • Batch Export: In the Dashboard, select multiple invoices and use "Batch Export" to save them as individual PDFs or a single combined file.
  • Direct Share: From the Invoice Preview, select the WhatsApp or Email icon to send the document directly to the patient.

4.0 Technical Requirements

  • OS: Windows 10/11, macOS, or Linux.
  • Storage: Minimum 500MB available space.
  • Memory: 4GB RAM recommended.
  • Printer: Standard A4 or Thermal Receipt printer for physical copies.

5.0 Appendix

5.1 Troubleshooting

  • Invoices Not Saving: Ensure you have write permissions for the application folder.
  • Logo Not Appearing: Verify the image format (SVG/PNG recommended) and check opacity settings in "Invoice Appearance".
  • Slow Performance: Clear the cache in Settings > System.

5.2 Frequently Asked Questions (FAQ)

  • Q: Can I use Visilion offline?
    A: Yes, Visilion works entirely offline. Internet is only required for updates or sharing via Email/WhatsApp.
  • Q: Where is my data stored?
    A: Your data is stored locally in the data/ folder of the application.