Business Software

Jewelry Point-of-Sale Software

Inventory/Product Setup

To setup your product inventory, click the [Product Setup] button on the Administrator screen. The screen that comes up allows you to maintain categories and items. Every item/product must be added under a specific category, in order to add or edit a product, you must first select the category, and then you add or edit the existing product.

Categories Maintenance

  • To add a category, click on the [Add Category] button, enter the category name when prompted and click OK, the new category will appear inside the "Product Category" panel on the left side.
  • To rename a category, click on the category inside the "Product Category" list, you might have to scroll up and down by clicking on the Arrow button at the top and bottom of the list to make the category visible, and then click on the [Rename Category] button to rename it. When you rename a category, all you're doing is change the text of the category, it does not de-associate it from the products that are already linked to it.
  • To delete a category, click on the category inside the "Product Category" list, and then click on the [Delete Category] button. Be aware that the program will only allow you to delete categories that have no products associated with them.

To add a product/item, you must first select the category under which you want to add the new item. You do that by clicking on the category inside the "Product Category" list, which will turn it to a blue color, and then you can add or modify products under that category.

To add a product, click on the [Add Item] button, the product detail screen gets displayed for you to enter the new product information. This detail screen also gets displayed when you click on an existing item button under "Products" to allow you to update the information of that item.

The following instructions guide you through the product detail screen so that you can understand what each field is intended for.

  • Enter a UNIQUE product id in the SKU field, this can be any combination of alpha-numeric characters. It is up to you to use whatever method you see fit to come up with these SKU codes, as long as you make sure each product is assigned its own unique id.
  • In the "product name" field, enter a name that is descriptive enough for you and your employees to recognize what the product is just by reading this description. For example, if the SKU for a product called "Head and Shoulders Shampoo" is HSShampoo, the product name should spell out the complete name of the product for better identification.
  • The manufacturer and vendor codes are optional, but if you wish to keep track of the SKU/barcode that the manufacturer and vendor use to identify this product, you can enter the codes in these 2 fields to save them for your own future reference. If the manufacturer and the vendor of the product are the same, enter the same code in both fields. When you save this information, you can refer to the product when you order it from the vendor by giving them the code that they use to identify their products.
  • Assign the proper tax code that will be used by the software to apply sales tax to the product when it is sold. The tax code can be selected from the existing list of tax codes that you may have already set up, or you can add a new tax code right from this screen by clicking on the box with the plus sign "+" inside the Tax Code field. Refer to the "Tax Code Setup" section on the main tutorials page for reference on how to add a tax code.
  • Assign a category to the product by selecting it from the category field drop down list. If you don't see the category in the list, you can add the category by clicking on the plus sign "+" box inside the category field. Assigning a category to each product allows you to group products by category for easier navigation on the invoice screen, and for producing reports that are grouped by category. This allows you to view product performance reports on a group of products that fall under a specific category.
  • The "Location in Store" field is used to indicate the location of the product in your facility. It helps you and your employees to quickly locate the product in your store or warehouse if you store the location in this field.
  • The "Wholesale Price" is the price that is charged to customers that are flagged as "Wholesale Customers" under "Customer Setup". When a customer is flagged as a wholesale customer, the program automatically charges this wholesale price to the customer instead of the regular price.
  • The "Last Cost" field allows you to specify the last price you paid for this product. This should only be entered the first time you setup the product. The software automatically updates this cost each time you receive a shipment of the product and you enter it in the "Receive Products" screen.
  • The "Return Price" is the price refunded to a customer when the product is returned without a receipt. If the customer shows a receipt when the returned item is processed, enter the receipt number and the software automatically looks up the price that was charged to the customer, and uses that price for refund.
  • On this tab, you can also specify the make, style, design, color, and size attributes of the product. You can add styles, designs, and colors right from the product setup screen by clicking on the box with the plus sign "+" in the corresponding field.

To specify other attributes of the product, click on the "Stone Attributes" tab, and enter values for whatever attributes appear on that tab.

If you click on the "Product Inventory and Price" tab, you can specify the inventory levels for this product. These levels include the minimum quantity that should be kept in your inventory, the maximum quantity that your stock of this product should be limited to, and other important information that you should track on each product. Following is an explanation of each of the fields on this tab:

  • You can enter the "Minimum Quantity", which indicates the minimum quantity that should be kept at all times of this product.
  • You can enter the "Maximum Quantity", which indicates the maximum quantity that should be kept in stock of this product.
  • If you specify a "Re-Order Quantity" quantity, the software will use this quantity to determine how much to order of this product when the product quantity reaches below the minimum level. The re-order level is always added to the minimum level as the quantity to order. For example, if the minimum level that you set for a product is 10, and the re-order quantity is set to 5, the software will place an order of 15 when the product quantity reaches below the minimum level, and this re-ordering process is triggered when you generate a new purchase order.
  • The "Actual Quantity" is the quantity that you indicate you currently have on hand. The "Calculated Quantity" on the other hand is the quantity that you should have based on the sales, returns, and shipments that you received for the product. The calculated quantity is automatically calculated by the program. The actual quantity can be adjusted at any time, and the program will deduct and add to that quantity thereafter, whenever a new shipment is received, or when the product is sold.
  • The "Regular Price" is the price of the product that is charged to the customer. This price is automatically derived from the jewelry type, wastage percentage, design fee, and weight. When you setup the jewelry types, you specify the price per "weight unit", which can be per gram, ounce, or whatever unit of measure you decide to use. For example, if you create a "White Gold" jewelry type and you set the price per gram to 50 dollars, when you setup a white gold product, you select this jewelry type, enter a weight in grams, enter the design fee and the wastage percent, and the program automatically determines the price based on these 4 parameters. This price cannot be changed, but you can change it on the invoice itself when you sell the product.
  • If you pay your employees commission when they sell this product, check the "Apply Commissions" box, select the method of how the commission is calculated [By Percent, or by a Specific Amount], and then enter the percentage or specific amount in the Rate or Amount field respectively. The percentage rate must be entered as a value between 0 and 100.

Jewelry Type Setup

Jewelry types define the different types of metal and gems, including gold, silver, diamond, etc. The setup of these different types allows you to specify the retail price of these jewelry types by gram or ounce, depending of what unit of weight you use to determine your pricing. For example, you can set the price of gold to be 100 dollars per gram, and when you do that, the program can calculate the price of each product in your inventory based on the make-up and weight of the product. Refer to the Inventory Setup instructions for more information on how the jewelry type pricing plays a role in the pricing of jewelry products.

To set up your jewelry types, click on the [Jewelry Types Setup] button on the Administrator screen, this will bring up the Jewelry Type List to allow you to add more types, or modify the name and/or price of existing types.

To add a new "Jewelry Type", click on the [Add] button, enter the name that you want to identify the type with, enter the price per gram (or whatever unit of weight you use), and then click OK.

To modify an existing type, select the type from the list under Jewelry Types, and then click on the [Modify] button. Change the name and/or price and click OK.

To delete a type, select it from the list, and then click on the [Delete] button.