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Architecture
Features
If you ever felt the need to have access to the minutest details about your jewelry business within
a matter of seconds you need not look further than Diaspark Jewel.
Diaspark Jewel is the complete software solution for the unique business processes and needs of
the jewelry industry .It takes care of operations ranging from sales, purchase, manufacturing,
return & repair, transactions with contractors, style, imaging and similar operations which are of
importance to a jewelry manufacturer. It comprises of modules, some of which are specific to the
jewelry manufacturing process and the rest are related to general accounting functions.
Being veterans in this sector (more than 40 installations to our credit) for close to a decade we
recognize the special needs of the jewelry industry and have incorporated them in to this business
solution. On account of the installations at the leading jewelry manufacturers in the world,
including Rosy Blue Inc. you will not only get the benefit of adopting the best practices followed
by these leading lights, but also retain the option of customizing the modules to suit your unique
business needs.
An organization implementing the Diaspark Jewel can realize its return on investment owing to
faster turnaround times, reduction in inventory and better management of contractor related
activities.
This software records transactions and generates concise & tailor made reports which not only
give an accurate view of the present business situation but also help in making informed choices
about the future course of action.
Tracking systems have been made available to monitor the status of customers corresponding to each
salesperson. A list of pre- defined comments is also provided available for use in printed documents
like quotations, sales orders and invoices. Ready formats are available for generation of detailed as
well as summary reports.
Module Highlights
Facilitates addition of new customers and inventory items while making entries in sales order
Set ups
To avoid repetition of commonly used data and to enable faster preparation of sales related documents
the module has a “Set-up facility” that provides for:
Customer Category
Defining a “customer category” so that customers that have similar requirements and are
applicable for similar discounts can be grouped together in this screen. This also stores details
about the number of days permissible for credit to this category along with any special terms if
applicable.
Customer
The customer can be defined here with the association of its ID can be generated. This Id stays
unique to that particular customer. Related details like the contact person and the customers
telephone number and address can be stored. This is useful in other modules like stages like
“packing” & receivables wherein the documents like labels, invoices, receipts would require
these details to print alongside the other details.
Payment Terms
Each individual payment term can be related to a unique ID. This ensures that while
preparation of the invoice the user does not have to type out the terms again, since he has to
just pick the appropriate “payment term” from the ones entered earlier in this feature.
Message
The standard messages that may need to be sent along with the documents can be entered
using this screen. Similar to the above features each message has a different ID and any
message can be inserted from here in any document as long as it has been entered initially
using these screens.
Ship Via
This contains a list of the mode of shipment to be used for delivery of the consignment to the
customers.
Salesperson
The entire list of salespeople in the organization along with their commission structures and
contact details can be made available via these screens.
Customer Special Price
Some customers may be eligible for a special price on certain items .The set for this contains
the special prices for each items related to each customer. This feature is particularly useful
when the invoice is the prepared for a customer for this special price. In that case the system
will automatically pick up the right (special price for this item) based on the details entered.
Item Synonym
Few items may have a commonly used synonyms associated with them. Users may sometimes
use these synonyms on account of their frequent usage in the industry. This facility enables
users to use these terms since the system would recognize the actual linked terminology that
has been entered into the system.
Transactions
All day-to-day sales related transactions are recorded using this “Transaction” feature. By its very
name, it indicates that a user will need to use it “to transact” within departments or with entities
external to the organization.
Sales Quotation
Using this feature quotations that need to be sent to clients can be prepared within a matter of
minutes. The system already has a list of items, styles and the corresponding prices that have
been “set up” earlier. Using this feature making a quotation is an easier & more accurate
process since details do not have to be manually entered or prices do not need to be manually
calculated. The system takes care of the calculations according to the quantity being quoted for
and the description of the items.
Sales Order
This screen is used to record the details of the sales orders received. The sales order details are
entered corresponding to the invoices given to customers .In this simple & easy to use screen,
we have made provisions for viewing the general ledger & the invoice directly via links in the
same screen. The user avoids going to another module and unnecessarily opening multiple
screens simultaneously
Sales Invoice
Invoices are prepared using the details entered earlier like the contact address, item type,
corresponding prices of those items and the applicable discounts. The system automatically
picks up the relevant details about price calculations from the data available in the set up
modules.
Sales Credit Invoice
Sales memo
When goods are given to customers with the understanding that they will be invoiced / billed
if they are re-sold to other clients, in such a case they would be sent on “memo”. This can be
recorded and a memo can be raised using this screen provided.
Sales memo Return
Clients sometimes return items that have been sold via by memo, if the entire quantity of
goods is not sold. These returns can be facilitated and the corresponding changes in inventory
and related accounts can be transacted using his screen.
Sales order Edit
At times, details of sales orders received need to be edited to incorporate additions, deletions
suggested by clients. This screen enables a user to record these changes and since this is lined
with the related modules like inventory and accounts these changes are directly reflected in the
modules.
Sales order quantity change
The customer that has placed the order may want to change the order quantity. This change
can be incorporated in the system by using this screen
Jewel - Salesperson
Salesperson module is useful to record information about the financial aspect of a salesperson’s
performance especially with respect to the commission payable, collectibles, cash collected,
customers serviced etc.
This can be used to record and compute incentives & remuneration due to salespeople.
Module Highlights
Has a provision to record details of sales orders, invoices & linked commissions against
those invoices
Facility to record credit sales and calculate commissions
Reports like salesperson register; commission payable, collectibles, and cash collected
statements can be obtained for a user-defined range of values. These are useful for
performance analysis as well as to give an accurate picture of earnings to salespeople
Setup
Salesperson
This is used to maintain a database of salespeople in the organization. Their contact
details and more importantly their commission structure and slabs are entered here in
order to automate the process of calculating their commission structure.
Customer Category
This is used to set up and define the customer categories. Their links to the accounts in
the GL modules is also defined here. For example: wholesalers can be a customer
category and all wholesalers can be listed under this one.
Customer
Customer details are entered here alongwith their address, terms, discounts applicable
for each, messages tom be printed on the documents to be given to them. These details
once entered facilitate the transactions with these customers.
Transactions
Sales Order
The purchase orders received from the customer after they have approved the quotation
are converted into sales orders for the organization. The details of these sales orders are
entered into these tabs provided Details covered are style, item ID and salesperson ID.
Invoice Commission
This is used to calculate the commission of the salesperson based on the invoice values
that have been raised. Once the invoice values have been determined and the details of
the commission percentages due to the salesperson have been entered in the set up
feature the commissions due to the salespersons will be calculated automatically.
Credit Commission
This calculates the commission due on credit sales made. The screens and methodology
for the above are the same as the ones available for the “Invoice Commission section”.
Calculate Commission
This calculates and posts the commissions payable for a given accounting period.
Reports
Salesperson Register
This gives a list of the sales people with the sales made by them & also the
corresponding quantities and invoice values raised.
Commission Report
This gives the summary and details of commission payable over a period of time .The
report would give customer wise details alongwith the total amounts and commissions
payable.
Aging Report
This report gives the aging analysis, like the number of days it takes to collect payments
from clients .It will give a break up of amounts to be collected that have elapsed
between 30 days, 30-60 days, 60- 90 days and above.
Cash Receipt Report
This gives the amounts received over a period of time for a period of time and also for a
set of customers. Amounts received and collectible are also viewed with respect to
customer.
Customer Statement
This will give a history of transactions that have taken place with a client .It will give a
list of debits and credits that are against each client and the salesperson related to each
one.
It is interfaced with Sales Order & Invoicing as well as Purchase Order & Invoicing to ensure
seamless flow of information across these functions.
Module Highlights
A provision is made to setup item categories and items, record receipts, manage issues,
transfers and adjustment entries in a unique way to ensure updated stock level details
Setup
Item Category
An item category is a group set up for items of similar nature. Thus bracelets could be
one category and chains could be another category.
Item
Details of each item like cost, stock levels, reorder levels & prices etc are recorded here.
Location
This is used to define location of the inventory. This can be a specific department or a
location where it is usually located.
Transactions
Receipt
This is used to record the receipt of items from various sources like customers, vendors,
etc with the details of those items like price and item ID.
Issue
This screen is used while issuing items to customers, vendors etc.
Transfer
At times items are transferred from one location to another either within departments or
locations within a company.
Bar Code Tag
This is used to set & edit bar codes for transactions that take place for various styles.
Physical Inventory - Entry
This is used to make entries in the inventory with details like packet number, item
weight, rates, amount etc.
Reports
Item List
This is a list of all items that are available in the inventory.
Jewel - Diamond & Stone Inventory
A successful diamond business relies heavily on inventory management of diamonds and other
precious stones to ensure that they have the right balance of these stones to satisfy customer
demand. The Stone Inventory module would manages and stores parameters, size and costs of
individual stones as well as lots to help achieve the organization’s objective of having an
optimum diamond inventory level. The level of inventory tracking that is enabled in this module
can lay the foundation for improved purchasing, sales and pricing policies
Integration with our Sales Order, Purchase order & Contractor Modules Inventory Control can
lead to an improved and cost effective manufacturing solution.
Module Highlights
Linked with the contractor module thereby ensuring automatic updation of the stock
Various stone parameters such as color, quality, stone size, shape and sieve size can be set
Provision to filter records on Accounting Periods, dates, categories etc.
Adjustment entries can be recorded directly in the receipt and issue forms
Unique transfer option for exchange of stock between one or more items
Facility to copy an existing record to a new record thus avoiding repetition
Stock level reports like Reorder Level and Negative Stock Statement for analysis can be
generated
Prints registers for Receipts, Issues, Adjustments, Lot mixing and Stock It records stone
receipts, issues, transfers and manages adjustments and transfer entries in a unique way
Setup
Stone Parameter
This is used to define parameters for the stones used .The broad parameters allowed are
shape, size, quality, color, setting type, clarity etc. Every level of the parameter can be
assigned an ID.
Stone Lot Group
All stones in the inventory are categorized into different sets based on pre-defined
parameters .A collection of stones having similar characteristics is called a lot.
Stone Packet
Each lot can be sub divided into sub lots and further into packets. Diaspark Jewel uses this
kind this kind sub division that is unique to the jewelry industry.
Stone Query
This feature that can be used to perform a quick search for stone packets and other related
details.
Transactions
Stone Receipt
Stones can be received from vendors, from other units within the company or from
customers as returns. These receipts can be recorded using the Stone receipt option.
Stone Issue
When stones are returned to the vendor or sold to customers, stones are said to have been
issued from stock. Such issues are recorded using the Stone Issue transaction screen.
Stone Transfer / Lot Mixing
When stones are transferred from one business location to another the Stone Transfer
option is used.
Stone Set Create
The stone set create feature is used to when different stones are combined to make a set.
Stone Set Break
This reverses and / or edits the stone set that is recorded in the above option.
Stone Bar Code Tag
Bar Code can be generated for a stone using this feature. Using this minimizes the errors
that may occur while manually feeding in data.
Physical Inventory (Stone)
Entry
Details of the existing stones available in stock along with their price is available
in this section.
Reports
Module Highlights
Defines processes (activities) for different stages of manufacturing and execution of work
against production Order and offers detailed information of work in progress
Generation of production requests from sales orders received
Facility to segregate production requests as in house or to outsource by automatically
raising purchase orders
Activity management system provided to track the progress of workbag creation from
receipt of production request to completion of workbag
Provision for customization of activities with respect to company procedures
Generates detailed production & rejection reports. These details are available date-wise,
lot -wise and order-wise, which help in production analysis on a historical basis
Setup
Stage
The item or style to be produced goes through several stages before reaching completion.
This feature allows the user to define the various stages as required in the process.
Activity
Activities are actions than need to be done to done in a particular stage before the item /
style/ workbag is transferred to the next stage.
Department
This is used to define the departments involved within the company or external entities in
the jewelry production process .For example; diamond & casting are separate departments
Transactions
It is evident from the above description that the solution provides for tracking and
movement at each stage thus proving to be the ideal solution for the jewelry industry.
The stages have been abbreviated and “X,” indicates the current sage associated with the
workbag.
Facility is provided for customization to change the position of the columns and to even
sort and filter columns besides using the same screen to “drill down” to details of each
transaction.
Module Highlights
Tracks the movement of goods being returned with the help of detailed screens
Has a provision to also monitor the return off completed items via means of recording an
“Expected Return Date” feature
Setup
Customer
General information about customers is stored in this section. This is useful to prepare
documents related to goods returned by customers
Style
This is used to record information about styles and the components of each style like the
stones used, pricing information etc.
Transactions
Courier Receipt
When goods are returned by customers for replacement or repair, the courier receipt details get
recorded through this option
Package Detail
This records details of the package like the date of return, from whom was it received, number
of bags and pieces in it, etc.
Customer Return
This records details like the contractor to whom the customer returned pieces have been
assigned and also helps to keep a track of return memos that are issued for the pieces or bags
Courier Receipt
When goods are returned by customers for replacement or repair, the courier receipt details get
recorded through this option
Package Detail
This records details of the package like the date of return, from whom was it received, number
of bags and pieces in it, etc.
Customer Return
This records details like the contractor to whom the customer returned pieces have been
assigned and also helps to keep a track of return memos that are issued for the pieces or bags
Jewel - Gold
Gold Module manages transactions and details of precious metal categories and items. It
controls the receipt & issue of gold from vendors and casters. Purchase orders for gold are
recorded here and so are invoices raised by vendors against those purchase orders.
Integration with the Inventory & Accounts Payable and General Ledger modules keeps the data
in all modules current making it easier to get real time reports for decision making.
Module Highlights
Metal items can be categorized and cost calculation based on various size and weights
can be obtained
Daily price of gold can be stored and a comparative analysis of the price fluctuations
can be viewed
Manages all transactions from caster amount to metal items and has a flexible coding
scheme to define an Id of choice for casters & metal item categories
Manual posting gives complete control over posting of transactions
Protects all posted transactions from further alteration ensuring highest form of data
security
Flexible reporting system to print reports like Purchase Order, Caster A/c statements,
Caster Gold balance and Caster Credit Notes in predefined formats for multiple
accounting periods and range of values
Setup
Caster Category
This section is used to define different classes or categories of casters whose services
are used by the organization .The parameters to distinguish between the classes can be
arrived upon based on the business needs of the organization.
Caster
This section is used to enter the details of each caster. Information once entered is used
to prepare the different documents related to the transactions done with casters.
Metal Item Category
Metal items that have common characteristics can be grouped together. The information
common to the category is entered here and is copied later when required for individual
metal items.
Metal Item
Information pertaining to individual metal items like price, weight, and vendors
available for the same is stored here.
Metal Item Query
This is used to run a quick search for a particular metal item instead of going through
the entire list to locate a specific instance.
Gold Daily Price
This is a facility to enter the daily price of gold. Information once entered here is picked
by the other sections in this system to calculate costs and mark up related pricing.
Update Metal Cost
This feature makes a provision to update the costs of metals that are subjected to
fluctuations.
Transactions
Reports
Jewel - Contractor
Contractor module manages all kinds of transactions with contractors, which are ordinarily
difficult to trace. Work can be assigned and tracked to contractors effectively. Different standard
and specific costs can be set and a comparative analysis can be obtained.
Module Highlights
Default set of values for contractor categories can be created once to maintain consistency
Processes and prints memos to save manual report maintenance
Interface provided with Accounts Payable to ensure automatic posting of labor charges
payable and with Inventory module to automatically update stock in case of returns from
the contractors
Protects posted transactions from alteration ensuring data security
Generation of detailed reports to effectively track on labour & stone setting costs as well
as contractor's activities
Setup
This contains the master data or the set of commonly used and oft repeated information
Contractor Category
Contractors that will have similar terms of payment, or those that are assigned similar
items can be categorized into categories. This helps since the terms and conditions that are
applicable for a particular category need not be repeated when a transaction is entered
with a contractor.
Contractor
General Information about a contractor like name, address, other contact information,
terms applicable, any other messages to be given etc are entered into this screen.
Standard Setting Cost
Here the costs charged by the contractors for setting the stones in different styles are
given. These costs may vary depending on the stone type, size, shape and style etc. This
data is useful while preparing a work bag for a contractor.
Standard Finishing Cost
This screen is used to enter the finishing costs involved with various stone finishing
operations like polishing, cleaning, grooving, assembly, sand finish, satin finish etc.
Specific Setting Cost
This is used to set-up / enter costs associated with specific vendors. Here we can define
the setting type followed with the costs associated with a particular stone type.
Specific Finishing Cost
This can be used to define specific finishing costs associated with a particular contractor.
Specific Labor Cost
This can be used to define specific labor costs associated with a particular contractor.
Specific Style Labor Cost
This is used to set up costs that are charged by a particular contractor for a style that is
usually outsourced to them. These specific costs fed into the system can also be used to
make a comparative analysis between the specific costs charged by a particular contractor
versus the industry standard.
Style Category
Styles that have similar characteristics or parameters can be grouped into the same
category. This saves time while entering details of that style for a particular transaction.
Mark ups associated with a style for metals, diamonds, color, stone setting, finishing
labor, etc are defined here.
Style Summary
This is used to enter details like the number of diamonds, quality, and color associated
with a particular style in a category .It also gives the details of the metal used and the
vendor preferred for that metal.
Style Detail
This includes details like casting charges, pricing, instructions to be given to contractors
etc .The total weight and cost are automatically displayed once details such as mark up,
base price, stone types used, size and quality are entered.
Work Type
Work types can be defined for the different jobs that are done / given to a contractor. Each
work type may also have its unique pricing structure .In some cases the customer will pay
for the rework or repair while in some cases the contractor will do it without any charges.
This needs to be indicated in the work type set up screen.
Labor Type
Various labor types can be defined using this option .The labor Id with the description and
associated costs are entered here.
Transactions
These are various types of operations (transactions) that are carried out in the interaction between
the organization and the contractor
Reports
Reports that are easy to understand and provide a quick but yet in depth analysis are generated in
this section.
Interface with the Accounts Payable and Inventory Management modules gives the management
a comprehensive view of the purchases taking place and their overall effect on the business.
Module Highlights
Provision for partial shipments during purchase order receipts. Items not received can be
left open or can be canceled
Maintains purchase order history of ordered and received items, while automatically
updating Inventory Module for tracking inventory
Provision to set price levels & payment terms for each vendor & vendor categories. An
auto alert is generated when a variant price level is entered
Facilitates addition of new vendors and inventory items while making entries in purchase
order
Tracking systems available for vendor monitoring
Provision to hold transactions for a vendor category or a vendor if need arises
Ready formats are available for generation of detailed as well as summary reports
Auto calculation of tax, insurance and discount rates
Documents related to purchase can be easily generated from existing ones to avoid
repetition & improve productivity
List of comments available for use in printed documents like quotations, purchase orders
and invoices
Setup
Vendor Category
The various vendors can be grouped into categories based on certain parameters like the
nature of services rendered, discounts offered by them, terms and conditions, the types of
invoices they have raised, type of items regularly purchased from them etc. This enables
users to apply the same information while transacting with them and avoids repetition of
data.
Vendor
Details of each vendor like their contact information, which category they belong to, what
is the credit period offered by them, any standard messages to be sent etc, are entered
here. Once this information is available here, it is easily picked up by the system and is
used in preparation of vendor related documents where this information is often used.
Payment Term
This is used to make a list of payment terms that are offered by vendors to the
organization. Each payment term that corresponds to a discount (that may or may not be
applicable) and the credit period that is offered by the vendor.
Messages
This can be used to set up commonly used messages that are mentioned alongside the
vendor related documents.
Purchase Person
This is used to enter the details of the person/ s that are usually the point of contact with
the vendors.
Transactions
Purchase Order
This is used to generate a purchase order to a vendor either directly from this screen or
pick up the details of the items to be ordered directly from the quotation itself.
Purchase Invoice
Vendors usually send an invoice alongwith the goods that are supplied by them. These are
called purchase invoices and their details are entered into the system with the help of this
screen.
Purchase Credit Invoice
Vendors issue a purchase credit invoice when he sends goods to the organization on credit
basis. This invoice which is a record of the purchase, payment to be made etc, is recorded
into the system using this screen.
Purchase Memo
The vendor issues a memo instead of an invoice when goods are purchased on immediate
cash basis. These memos are recorded by the system using this screen.
Purchase Memo Return
At times, goods may have to be returned to vendors for various reasons. These returns and
the memos issued can be recorded with the help of this menu.
Purchase Order Quantity Change
This screen allows users to modify the quantity of goods ordered in purchase orders that
have been generated previously. Entry in this screen also ensures that the changes are
reflected in related modules like inventory, accounts payable etc.
Reports
Message
All messages that are commonly used during correspondence or documentation
involving vendors can be viewed using this report.
Jewel - Style
Style module captures details of all components that add up to make a jewelry style. Style components
can be defined and catalogs of finished products can be prepared using features provided. Added
functions like style costing and markup calculation make this an invaluable tool for jewelry
manufacturers.
Its integration with the sales, purchase and imaging functions make it an indispensable module for the
jewelry trade.
Module Highlights
Styles can be grouped into categories for proper identification and summary as well as detail
information can be extracted for the same
Prints catalogues to be delivered to the potential buyers
Detailed information about the stones can be maintained
Distinctive slide show of finished products can be viewed
Powerful search feature available
Stores details about the stone packets prepared for sale or delivery to contractors
Provision to calculate specific and standard labour cost for stone setting
Comparative analysis reports of the charges paid to contractors
Different price levels of finished products can be set depending upon the quality and weight of
metal, stone and type of setting
Facility to update and print price catalogs of finished products
Metal item list, style item list, style catalogue are few of the many reports supported by this
module
Setup
Metal Category
Metals that have similar properties can be grouped together in this section. Details like the
length of this category need to be entered. The users would need to enter whether this metal is
usually weighed in gms. or dwts. to facilitate the use of these units for subsequent calculations
of cost & price for the style that uses this category. Other details that need to be entered are the
mark up % age that needs to be applied for this category of metal.
Metal Item
This helps to set up details about individual metal items and also those of the vendors from
whom the purchase is being made. A price list and the desired cost and weight details can also
be recorded.
Stone Parameter
Parameters can be set for the stones that are to be kept in stock. This has 6 parameters in
different tabs namely Stone, Shape, Quality, Setting, Colour & Clarity.
Stone Size
This option is used to set the stone details like size and number of carats. These can be entered
in the form of ranges e.g. from x carats to y carats is an acceptable range for that particular
stone and its corresponding shape. Sieve ranges can also be defined in this option.
Stone Lot ID & Cost
The stones that have a similar shape, and quality are put together in a particular group called
lot. Each lot is assigned a unique identity number. These lots are created so that we can assign
a cost to that particular group .Sub lots can also be created based on the size of the stones in
the lot. Thus, stones belonging to the same lot can be sub grouped into different sub lots based
on their size. Cost per carat and cost per piece can also be entered here.
Stone Lot Master
This is used to record details of each lot. Details of transactions done & memos issued and
received for those lots are recorded here.
Stone Packet
In this option packets are created that have stones from different lots. Stones from a lot or sub
lot can be in a number of packets. This has details about the characteristics of each unique
packet like clarity, colour, lot and sub lots used, along with details of certificates issue from
the laboratory
Stone Setting
This option is used to define setting charges for each shape in the styles that have been
created.
Labor : Finishing
The finishing costs for the styles that have been created will have to be entered in this section
Labor : Other
This is used to define the various labour types that are required to make the styles that have
been defined .The labour type to be performed is entered here by means of a unique Id & its
description is given here. When that labour operation is to be performed in making a style then
the details can be picked by the system from here.
Sell Markup
This is used to define price levels for stones, metal, casting, labour, settings and styles. An
option is provided to set 10 price levels for each of the parameters and set any one of them as a
default for a particular period. This can be changed depending on the changes in the market
and costs involved.
Transactions
Style Category
Styles with similar properties can be grouped under one category. Mark ups for stone, metal,
colour, setting, and other labour charges are defined here, which are applied for all styles in
that category.
Style Setup Summary
This is useful to record details of each style that is created within each category. Details like
the production type, quantity of stones used, colors, retail pricing etc are made available here
so that this data is automatically reused in other modules.
Style Set up Detail
This provides a detailed definition of the content of each style with details like labor type,
instructions for contractors and invoicing, with an image of the finished style.
Style Setup Query
This option is used to perform a quick search for details of styles that are required
Price Update From Stone
The item prices can be updated from the diamond and stone inventory module can be updated
using this feature.
Price Update From Casting
Using this feature the item prices can be updated from the casting and style inventory module.
To Sales Price
Item prices in the sales order and invoicing module can be updated directly from this module
using this transaction feature.
Reports
Jewel - Imaging
Imaging module is one of the unique features of Diaspark Jewel. Customer details, relevant
images and styles can be selected and all the defaults get automatically applied to create a catalog
for the customer.
Module Highlights
Setup
Style Category
This section is used to define the various kinds of style categories. Defining a category
becomes easier to group and also to apply a change or a feature to all the items in the
category. Wedding rings can be an example of a style category. The metals, diamonds &
other stones that need to be used will also be defined here.
Style Summary
This is useful to record details of each style that is created within each category. Details
like the production type, quantity of stones used, colors, retail pricing etc are made
available here so that this data is automatically reused in other modules.
Style Detail
This provides a detailed definition of the content of each style with details like labor type,
instructions for contractors and invoicing, with an image of the finished style.
Style
Style – Catalog I
This is used to prepare a style catalog for customers who have requested for catalogs with
images of the styles that they are interested in .The catalog will have images and all other
related details of the styles.
Reports
Style Item
This gives a complete list of all styles that are created by the organization. This has
customized views and provides details like metal weight, vendor ID and vendor items.
Style Price
This gives a price list of the available styles within the organization. The prices are
displayed along with descriptions of metals, weights etc.
Style Component
This gives a list of styles alongwith their components like weight, metals, quantity, setting
amounts, finishing amounts, and the total cost price of the style.
Style Catalog I
This is a print out of all styles with their style Ids and their corresponding prices. This
catalog can be handy as a reference list to be shown to prospective buyers .Can be
extremely useful when a buyer asks for catalogs to be sent via email. The print outs can be
customized to view 3, 4, or more images per page as desired by the user.
Its interface with the Sales Order & Invoicing and the Cash Manager modules leads to improvements
in an organization’s approach to credit management.
Module Highlights
Lets users group customers into customer categories for greater efficiency and uniformity in
the data entry process
Automatic reconciliation of ‘On Account’ receipts against open invoices
Allows creation of advance receipts even before an invoice is raised
Periods can be defined for aging receivables
Manual posting gives user complete control over posting of transactions
Facility to generate and print, registers, memos, aging analysis, customer statements for one or
more accounting periods or range of values
Invoice creation with description and references
Posted transactions are protected from alteration ensuring highest form of data security
Various reports generated give a customer wise analysis of the business
The correspondence linked to these tools can be individually formulated to suit your
requirements
Setup
Customer Category
The various customers can be grouped into categories based on certain parameters like
discounts offered to them, terms and conditions, value of goods sold to them, type of items
regularly purchased etc. This enables users to apply the same information while transacting
with them and avoids repetition of data.
Customer
Details of each customer like their contact information, which category they belong to, who is
the salesperson looking after them, what is their credit limit, any standard messages to be sent
to them, are entered here. Once this information is available here, it is easily picked up by the
system and is used in preparation of documents like invoices and receipts where this
information is often used.
Payment Terms
This is used to make a list of terms of payment that are applicable to customers and customer
categories. Each payment term that corresponds to a discount (that may or may not be
applicable) and the credit period that is given to each client.
Message
This section has a list of commonly used messages, that need to be printed on the documents
and other customer related correspondence. This will ensure that once the main documents are
ready the user will not waste time re typing the message again.Each individual message is
allotted a unique ID.
Transactions
Customer Invoice
This is used to prepare customer invoices. The user needs to enter the customer ID & the
purchase order date. The other details are filled by the system and the invoice reference
number is also generated by the system.
Customer Receipt
This feature is used to generate receipts for payments received .It also keeps a record of the
movement of the payment, i.e. which bank will /has it been deposited in along with details of
any balance payment due.
Customer Invoice Payment Query
This is used to find details of an invoice using a set of options given in an inbuilt search
facility of the software. Very often users are required to follow up for some disputes or other
issues with customers. This feature makes it easy for users to have to have the right facts and
records available with them in a matter of seconds.
Reports
It is interfaced with the Cash Manager, Accounts Payable and Accounts Receivable modules. The
transactions posted in these modules create journal entries in the General ledger.
Module Highlights
Acts as centralized data store. All transactions posted find place in the general ledger
Audit trails is available of all transactions and adjustments
Has an extensive and powerful search capability for faster look-ups
Ability to drill down to the source of the original postings, balance history and
transactions
Flexible account structure to group the general ledger accounts into as many categories as
desired. There is no limit on the number of entries to be made
Facility to permanently delete unwanted records or put uncertain records on hold
Provides facility to print ready reference lists for account categories, general ledger
accounts and sub accounts
Multilevel trial balance feature to level the balance at account or category level
Provides exhaustive journal register for updated information posted
Flexible reporting system to print reports for multiple accounting periods, general ledger
accounts and range of values
Setup
Accounts Category
Various accounts are classified here depending on their specific nature. Examples of
account categories would be current assets, long-term liabilities, other expenses, cost of
goods sold.
GL Account
These are accounts that need to be set up based on the specific needs of the jewelry
business. For example, building improvements, pearl purchases, color stone purchases, etc
are different GL accounts. Setting up of the GL accounts is a one-time exercise that would
need to be done before starting any transactions.
Transactions
Journal Entry
This screen is used to make an adjustment between 2 accounts. This is generally used in
cases where the transaction needs to be reversed???
Journal Query
Querying on any of the active fields can retrieve journal entries made earlier?
General Ledger Posting
In order to permanently record transactions that were made in the other modules in the
General Ledger the General Ledger Posting Option is used.
All module posting
Transactions can be posted from a single module, a set of modules or even all modules for
a given accounting period
List of unposted transactions
All transactions that may have been recorded may not have been posted in the General
Ledger. This screen is used to view the list of such unposted transactions
Undo general ledger posting
There is a provision to undo a transaction that had been made in a given accounting
period.
Reports
Journal Register
This throws up a list of all journal entries made in the General Ledger with the debit and
credit figures.
Journal Detail Register
This gives the user the list of journal entries made alongwith details of each entry. This is
useful for conducting an audit trail for each transaction / entry
General Ledger
This is a comprehensive account wise list of postings that have been made in a given
accounting period.
Trial balance
This gives the account wise balances of all GL accounts that have been created in the
General ledger.
Income Statement
The income statement can be viewed and printed using this option .It gives the top
management a means to analyze the profit / loss made in a given accounting period and
even over a range of time.
Balance Sheet
The balance sheet, one of the most important financial accounting documents, can be
generated using this section. It gives a real time, accurate assessment of the assets and
liabilities of the business as on a particular date.
Set up Reports
Account Category
This report is a ready reckoner of account categories that have been created in the
GL module.
Chart of Accounts
This acts like a reference of all the accounts and sub accounts that have been
created in the GL module.
Its interface with the Purchase Order & Invoicing and the Cash Manager modules helps in
liquidity planning and ensuring that payments are made appropriately on due dates.
Module Highlights
Customized reports generated can give an “at-a glance” position of amounts due and help
to maintain the health of the business to suit your requirements
Setup
Vendor category
The various vendors can be grouped into categories based on certain parameters like the
nature of services rendered, discounts offered by them, terms and conditions, the types of
invoices they have raised, type of items regularly purchased from them etc. This enables
users to apply the same information while transacting with them and avoids repetition of
data.
Vendor
Details of each vendor like their contact information, which category they belong to, what
is the credit period offered by them, any standard messages to be sent etc, are entered
here. Once this information is available here, it is easily picked up by the system and is
used in preparation of vendor related documents where this information is often used
Payment Terms
This is used to make a list of payment terms that are offered by vendors to the
organization. Each payment term that corresponds to a discount (that may or may not be
applicable) and the credit period that is offered by the vendor.
Transactions
Cash Management helps in reconciliation of monthly bank statements, check & credit card
transactions and assists in tracking account balances. This module is fully integrated with the
Accounts Receivable, Accounts Payable and the General Ledger modules. It also provides current
balances for all cash accounts.
Module Highlights
The bank reconciliation feature enables reconciling debit versus credit transactions or
reconciling your data with the bank's records
Bank transfer option makes fund exchange easier and manages the cash deposits and
withdrawals from bank accounts
Interface provided with Accounts Payable to ensure automatic posting of labor charges
payable and with Inventory module to automatically update stock in case of returns from
the contractorEnhances decision making by providing daily, weekly, monthly and yearly
reports
Records any payment term given to you by a customer such as checks, cash or bank
transfers
Issues a payment to your suppliers, allocates payments to open purchase invoices, and
automatically prints the check
Setup
Bank Account
This section is used to enter details about the bank account and assign a specific ID to
each bank. Hereafter specific details like the kind of accounts and sub accounts that will
have transactions in these particular bank accounts are also defined. This exercise will
help simplify and streamline the process of administering and monitoring of multiple bank
accounts operated by a business entity.
Expense Services
The various expenses that will be incurred by an organization can be classified and
defined here. These expense services are linked to specific General Ledger accounts in to
enable summarization of expenses incurred
Account Category
Various accounts are classified here depending on their specific nature. Examples of
account categories would be current assets, long-term liabilities, other expenses, cost of
goods sold.
Transactions
Payment
This screen is used whenever a payment is made through any of the bank accounts that are
operated by the organization. When the transaction is made the relevant account
categories get debited accordingly.
Deposit
This screen is used whenever a deposit is made through any of the bank accounts that are
operated by the organization. When the transaction is made the relevant account
categories get credited accordingly.
Bank Transfer
This screen facilitates the record of funds transferred from one bank account to another.
Users need to enter the account numbers and the amounts .The account balances in the
system get updated accordingly.
Bounce Check
Is used to record details of check bounces and the subsequent payment charges incurred.
These include both, cheques that have been issued and received.
Void Check
This is used to maintain a record of cheques that need to be ignored by the system .This
happens in cases where cheques that have been recorded as issued in the system are later
cancelled for business reasons.
Bank Reconciliation
This enables you to match your records with those of the bank .The matching confirms the
payments and deposits made through the bank account being reconciled.
Reports
Check Register
This feature gives a complete list of cheques issued with details of cheque number, payee
name and the related account ID .Is useful to obtain a summary of the total payments
issued from each account.
Deposit Register
This gives the complete list of details of deposits made in each account and the source of
each deposit. This can be obtained for a particular day or even for a selected range of time.
The report can be easily customized to give more detailed information or to give just an
overview.
Bank Transaction Report
This report can give the balance in a particular account at the end of the day’s transactions
i.e. payments & receipts. Currently the report is available in 2 formats, i.e. with the
description of the transactions done and without.
Bounce Check Report
This gives the number of cheque bounces for an accounting period with the amounts and
charges paid.
Bank Reconciliation Report
This is the facility to obtain a printed report of the reconciliation done till date and also for
a particular range of dates.
Expense Services Statement
This is a statement showing the expenses incurred on a particular date or a range of dates.
A category wise break up of expenses makes it easier for the accounts team to keep track
of balances.
Check Printing
This prints a the list of checks printed with details like transaction date, check numbers
etc.
Set up Reports
The set up reports function generates ready reference lists of the items enumerated in the
set up menu of the module .The Cash Manager module has the following set up reports.
Bank Account
Gives a list of bank accounts that are being operated by the company.
Expense Services
This gives a complete of the expense services defined by you.
Account Category
This acts as a reference list of all account categories that have been set up by users.
Chart of Account
This is a list of all GL accounts that have been set up.
MODULES
Jewel - Modules
The modules in Diaspark Jewel have the unique feature of being standalone as well as interfaced.
Click on any of them for detail information:
ACCOUNTS
Accounts Receivable
This module, which helps to document all transactions with customers, is a vital
part of the financial management function. It helps in managing credit management
and drawing up a favorable liquidity plan.
Accounts Payable
An organizations’ standing in the marketplace is greatly influenced by its ability to
make timely payments to its debtors. This module manages all vendor and purchase
related data with systematic administration of invoices received.
Cash Manager
The cash manager keeps a hawk’s eye on inflows and outflows ensuring that the
business is at an optimum level of liquidity at any point of time. An accurate status
of the loans and deposits along with several other bank related transactions can be
ascertained using this module
General Ledger
This is the central repository of all business transactions conducted by an
organization. Its integration with the other operational modules of the solution
ensures that the data used business analysis is always accurate and current.
INVENTORY
MANUFACTURING
Imaging
A picture is worth a thousand words. Since this is particularly true for the jewelry
industry, this module would maintain a graphical database of images of all styles
produced by the manufacturer and help to produce figure rich brochures that can be
sent or mailed to customers.
Style
This module would capture details of all components that would add up to make a
jewelry style. Its integration with the sales, purchase and imaging functions make it
an indispensable module for the jewelry trade.
Production
This facilitates the fulfillment of orders received by creation and tracking of
workbags. The management can determine the efficiency of production processes
and also commit delivery schedules based on the reports built in to this module.
Contractor
Manufacturers frequently outsource certain jobs and jewelry styles to external
entities called contractors. Without the aid of this module it would be difficult to
keep a close tab on transactions made with them.
Gold
Specially designed to take care of a jewelry manufacturer’s need of managing this
precious commodity. It helps by enabling cost calculations associated with different
industry parameters
Return & Repair
Customers can sometimes return goods either for replacement or repair . It becomes
essential to be able to track the repair of these goods to maintain the highest levels
of customer satisfaction. The Return and Repair module helps to monitor, track and
record all activities associated with the return and repair of jewelry items
ADMINISTRATION
System Manager
This is an administrative module and it is used to assign access rights for different
sets of users and facilitate the smooth functioning of the software.
Its interface with the Sales Order & Invoicing and the Cash Manager modules leads to
improvements in an organization’s approach to credit management.
Module Highlights
Lets users group customers into customer categories for greater efficiency and uniformity
in the data entry process
Automatic reconciliation of ‘On Account’ receipts against open invoices
Allows creation of advance receipts even before an invoice is raised
Periods can be defined for aging receivables
Manual posting gives user complete control over posting of transactions
Facility to generate and print, registers, memos, aging analysis, customer statements for
one or more accounting periods or range of values
Invoice creation with description and references
Posted transactions are protected from alteration ensuring highest form of data security
Various reports generated give a customer wise analysis of the business
The correspondence linked to these tools can be individually formulated to suit your
requirements
Setup
Customer Category
The various customers can be grouped into categories based on certain parameters like
discounts offered to them, terms and conditions, value of goods sold to them, type of
items regularly purchased etc. This enables users to apply the same information while
transacting with them and avoids repetition of data.
Customer
Details of each customer like their contact information, which category they belong to,
who is the salesperson looking after them, what is their credit limit, any standard
messages to be sent to them, are entered here. Once this information is available here, it is
easily picked up by the system and is used in preparation of documents like invoices and
receipts where this information is often used.
Payment Terms
This is used to make a list of terms of payment that are applicable to customers and
customer categories. Each payment term that corresponds to a discount (that may or may
not be applicable) and the credit period that is given to each client.
Message
This section has a list of commonly used messages, that need to be printed on the
documents and other customer related correspondence. This will ensure that once the main
documents are ready the user will not waste time re typing the message again.Each
individual message is allotted a unique ID.
Transactions
Customer Invoice
This is used to prepare customer invoices. The user needs to enter the customer ID & the
purchase order date. The other details are filled by the system and the invoice reference
number is also generated by the system.
Customer Receipt
This feature is used to generate receipts for payments received .It also keeps a record of
the movement of the payment, i.e. which bank will /has it been deposited in along with
details of any balance payment due.
Customer Invoice Payment Query
This is used to find details of an invoice using a set of options given in an inbuilt search
facility of the software. Very often users are required to follow up for some disputes or
other issues with customers. This feature makes it easy for users to have to have the right
facts and records available with them in a matter of seconds.
Reports
Its interface with the Purchase Order & Invoicing and the Cash Manager modules helps in
liquidity planning and ensuring that payments are made appropriately on due dates.
Module Highlights
Customized reports generated can give an “at-a glance” position of amounts due and help
to maintain the health of the business to suit your requirements
Setup
Vendor category
The various vendors can be grouped into categories based on certain parameters like the
nature of services rendered, discounts offered by them, terms and conditions, the types of
invoices they have raised, type of items regularly purchased from them etc. This enables
users to apply the same information while transacting with them and avoids repetition of
data.
Vendor
Details of each vendor like their contact information, which category they belong to, what
is the credit period offered by them, any standard messages to be sent etc, are entered
here. Once this information is available here, it is easily picked up by the system and is
used in preparation of vendor related documents where this information is often used
Payment Terms
This is used to make a list of payment terms that are offered by vendors to the
organization. Each payment term that corresponds to a discount (that may or may not be
applicable) and the credit period that is offered by the vendor.
Transactions
Reports
Cash Management helps in reconciliation of monthly bank statements, check & credit card
transactions and assists in tracking account balances. This module is fully integrated with the
Accounts Receivable, Accounts Payable and the General Ledger modules. It also provides current
balances for all cash accounts.
Module Highlights
The bank reconciliation feature enables reconciling debit versus credit transactions or
reconciling your data with the bank's records
Bank transfer option makes fund exchange easier and manages the cash deposits and
withdrawals from bank accounts
Interface provided with Accounts Payable to ensure automatic posting of labor charges
payable and with Inventory module to automatically update stock in case of returns from
the contractorEnhances decision making by providing daily, weekly, monthly and yearly
reports
Records any payment term given to you by a customer such as checks, cash or bank
transfers
Issues a payment to your suppliers, allocates payments to open purchase invoices, and
automatically prints the check
Setup
Bank Account
This section is used to enter details about the bank account and assign a specific ID to
each bank. Hereafter specific details like the kind of accounts and sub accounts that will
have transactions in these particular bank accounts are also defined. This exercise will
help simplify and streamline the process of administering and monitoring of multiple bank
accounts operated by a business entity.
Expense Services
The various expenses that will be incurred by an organization can be classified and
defined here. These expense services are linked to specific General Ledger accounts in to
enable summarization of expenses incurred
Account Category
Various accounts are classified here depending on their specific nature. Examples of
account categories would be current assets, long-term liabilities, other expenses, cost of
goods sold.
Transactions
Payment
This screen is used whenever a payment is made through any of the bank accounts that are
operated by the organization. When the transaction is made the relevant account
categories get debited accordingly.
Deposit
This screen is used whenever a deposit is made through any of the bank accounts that are
operated by the organization. When the transaction is made the relevant account
categories get credited accordingly.
Bank Transfer
This screen facilitates the record of funds transferred from one bank account to another.
Users need to enter the account numbers and the amounts .The account balances in the
system get updated accordingly.
Bounce Check
Is used to record details of check bounces and the subsequent payment charges incurred.
These include both, cheques that have been issued and received.
Void Check
This is used to maintain a record of cheques that need to be ignored by the system .This
happens in cases where cheques that have been recorded as issued in the system are later
cancelled for business reasons.
Bank Reconciliation
This enables you to match your records with those of the bank .The matching confirms the
payments and deposits made through the bank account being reconciled.
Reports
Check Register
This feature gives a complete list of cheques issued with details of cheque number, payee
name and the related account ID .Is useful to obtain a summary of the total payments
issued from each account.
Deposit Register
This gives the complete list of details of deposits made in each account and the source of
each deposit. This can be obtained for a particular day or even for a selected range of time.
The report can be easily customized to give more detailed information or to give just an
overview.
Bank Transaction Report
This report can give the balance in a particular account at the end of the day’s transactions
i.e. payments & receipts. Currently the report is available in 2 formats, i.e. with the
description of the transactions done and without.
Bounce Check Report
This gives the number of cheque bounces for an accounting period with the amounts and
charges paid.
Bank Reconciliation Report
This is the facility to obtain a printed report of the reconciliation done till date and also for
a particular range of dates.
Expense Services Statement
This is a statement showing the expenses incurred on a particular date or a range of dates.
A category wise break up of expenses makes it easier for the accounts team to keep track
of balances.
Check Printing
This prints a the list of checks printed with details like transaction date, check numbers
etc.
Set up Reports
The set up reports function generates ready reference lists of the items enumerated in the
set up menu of the module .The Cash Manager module has the following set up reports.
Bank Account
Gives a list of bank accounts that are being operated by the company.
Expense Services
This gives a complete of the expense services defined by you.
Account Category
This acts as a reference list of all account categories that have been set up by users.
Chart of Account
This is a list of all GL accounts that have been set up.
It is interfaced with the Cash Manager, Accounts Payable and Accounts Receivable modules. The
transactions posted in these modules create journal entries in the General ledger.
Module Highlights
Acts as centralized data store. All transactions posted find place in the general ledger
Audit trails is available of all transactions and adjustments
Has an extensive and powerful search capability for faster look-ups
Ability to drill down to the source of the original postings, balance history and
transactions
Flexible account structure to group the general ledger accounts into as many categories as
desired. There is no limit on the number of entries to be made
Facility to permanently delete unwanted records or put uncertain records on hold
Provides facility to print ready reference lists for account categories, general ledger
accounts and sub accounts
Multilevel trial balance feature to level the balance at account or category level
Provides exhaustive journal register for updated information posted
Flexible reporting system to print reports for multiple accounting periods, general ledger
accounts and range of values
Setup
Accounts Category
Various accounts are classified here depending on their specific nature. Examples of
account categories would be current assets, long-term liabilities, other expenses, cost of
goods sold.
GL Account
These are accounts that need to be set up based on the specific needs of the jewelry
business. For example, building improvements, pearl purchases, color stone purchases, etc
are different GL accounts. Setting up of the GL accounts is a one-time exercise that would
need to be done before starting any transactions.
Transactions
Journal Entry
This screen is used to make an adjustment between 2 accounts. This is generally used in
cases where the transaction needs to be reversed???
Journal Query
Querying on any of the active fields can retrieve journal entries made earlier?
General Ledger Posting
In order to permanently record transactions that were made in the other modules in the
General Ledger the General Ledger Posting Option is used.
All module posting
Transactions can be posted from a single module, a set of modules or even all modules for
a given accounting period
List of unposted transactions
All transactions that may have been recorded may not have been posted in the General
Ledger. This screen is used to view the list of such unposted transactions
Undo general ledger posting
There is a provision to undo a transaction that had been made in a given accounting
period.
Reports
Journal Register
This throws up a list of all journal entries made in the General Ledger with the debit and
credit figures.
Journal Detail Register
This gives the user the list of journal entries made alongwith details of each entry. This is
useful for conducting an audit trail for each transaction / entry
General Ledger
This is a comprehensive account wise list of postings that have been made in a given
accounting period.
Trial balance
This gives the account wise balances of all GL accounts that have been created in the
General ledger.
Income Statement
The income statement can be viewed and printed using this option .It gives the top
management a means to analyze the profit / loss made in a given accounting period and
even over a range of time.
Balance Sheet
The balance sheet, one of the most important financial accounting documents, can be
generated using this section. It gives a real time, accurate assessment of the assets and
liabilities of the business as on a particular date.
Set up Reports
Account Category
This report is a ready reckoner of account categories that have been created in the
GL module.
Chart of Accounts
This acts like a reference of all the accounts and sub accounts that have been
created in the GL module.
It is interfaced with Sales Order & Invoicing as well as Purchase Order & Invoicing to ensure
seamless flow of information across these functions.
Module Highlights
A provision is made to setup item categories and items, record receipts, manage issues,
transfers and adjustment entries in a unique way to ensure updated stock level details
Setup
Item Category
An item category is a group set up for items of similar nature. Thus bracelets could be one
category and chains could be another category.
Item
Details of each item like cost, stock levels, reorder levels & prices etc are recorded here.
Location
This is used to define location of the inventory. This can be a specific department or a
location where it is usually located.
Transactions
Receipt
This is used to record the receipt of items from various sources like customers, vendors,
etc with the details of those items like price and item ID.
Issue
This screen is used while issuing items to customers, vendors etc.
Transfer
At times items are transferred from one location to another either within departments or
locations within a company.
Bar Code Tag
This is used to set & edit bar codes for transactions that take place for various styles.
Physical Inventory - Entry
This is used to make entries in the inventory with details like packet number, item weight,
rates, amount etc.
Reports
Item List
This is a list of all items that are available in the inventory.
Integration with our Sales Order, Purchase order & Contractor Modules Inventory Control can
lead to an improved and cost effective manufacturing solution.
Module Highlights
Linked with the contractor module thereby ensuring automatic updation of the stock
Various stone parameters such as color, quality, stone size, shape and sieve size can be set
Provision to filter records on Accounting Periods, dates, categories etc.
Adjustment entries can be recorded directly in the receipt and issue forms
Unique transfer option for exchange of stock between one or more items
Facility to copy an existing record to a new record thus avoiding repetition
Stock level reports like Reorder Level and Negative Stock Statement for analysis can be
generated
Prints registers for Receipts, Issues, Adjustments, Lot mixing and Stock It records stone
receipts, issues, transfers and manages adjustments and transfer entries in a unique way
Setup
Stone Parameter
This is used to define parameters for the stones used .The broad parameters allowed are
shape, size, quality, color, setting type, clarity etc. Every level of the parameter can be
assigned an ID.
Stone Lot Group
All stones in the inventory are categorized into different sets based on pre-defined
parameters .A collection of stones having similar characteristics is called a lot.
Stone Packet
Each lot can be sub divided into sub lots and further into packets. Diaspark Jewel uses this
kind this kind sub division that is unique to the jewelry industry.
Stone Query
This feature that can be used to perform a quick search for stone packets and other related
details.
Transactions
Stone Receipt
Stones can be received from vendors, from other units within the company or from
customers as returns. These receipts can be recorded using the Stone receipt option.
Stone Issue
When stones are returned to the vendor or sold to customers, stones are said to have been
issued from stock. Such issues are recorded using the Stone Issue transaction screen.
Stone Transfer / Lot Mixing
When stones are transferred from one business location to another the Stone Transfer
option is used.
Stone Set Create
The stone set create feature is used to when different stones are combined to make a set.
Stone Set Break
This reverses and / or edits the stone set that is recorded in the above option.
Stone Bar Code Tag
Bar Code can be generated for a stone using this feature. Using this minimizes the errors
that may occur while manually feeding in data.
Physical Inventory (Stone)
Entry
Details of the existing stones available in stock along with their price is available
in this section.
Reports
ewel - Imaging
Imaging module is one of the unique features of Diaspark Jewel. Customer details, relevant
images and styles can be selected and all the defaults get automatically applied to create a catalog
for the customer.
Module Highlights
Setup
Style Category
This section is used to define the various kinds of style categories. Defining a category
becomes easier to group and also to apply a change or a feature to all the items in the
category. Wedding rings can be an example of a style category. The metals, diamonds &
other stones that need to be used will also be defined here.
Style Summary
This is useful to record details of each style that is created within each category. Details
like the production type, quantity of stones used, colors, retail pricing etc are made
available here so that this data is automatically reused in other modules.
Style Detail
This provides a detailed definition of the content of each style with details like labor type,
instructions for contractors and invoicing, with an image of the finished style.
Style
Style – Catalog I
This is used to prepare a style catalog for customers who have requested for catalogs with
images of the styles that they are interested in .The catalog will have images and all other
related details of the styles.
Reports
Style Item
This gives a complete list of all styles that are created by the organization. This has
customized views and provides details like metal weight, vendor ID and vendor items.
Style Price
This gives a price list of the available styles within the organization. The prices are
displayed along with descriptions of metals, weights etc.
Style Component
This gives a list of styles alongwith their components like weight, metals, quantity, setting
amounts, finishing amounts, and the total cost price of the style.
Style Catalog I
This is a print out of all styles with their style Ids and their corresponding prices. This
catalog can be handy as a reference list to be shown to prospective buyers .Can be
extremely useful when a buyer asks for catalogs to be sent via email. The print outs can be
customized to view 3, 4, or more images per page as desired by the user.
Jewel - Style
Style module captures details of all components that add up to make a jewelry style. Style
components can be defined and catalogs of finished products can be prepared using features
provided. Added functions like style costing and markup calculation make this an invaluable tool
for jewelry manufacturers.
Its integration with the sales, purchase and imaging functions make it an indispensable module for
the jewelry trade.
Module Highlights
Styles can be grouped into categories for proper identification and summary as well as
detail information can be extracted for the same
Prints catalogues to be delivered to the potential buyers
Detailed information about the stones can be maintained
Distinctive slide show of finished products can be viewed
Powerful search feature available
Stores details about the stone packets prepared for sale or delivery to contractors
Provision to calculate specific and standard labour cost for stone setting
Comparative analysis reports of the charges paid to contractors
Different price levels of finished products can be set depending upon the quality and
weight of metal, stone and type of setting
Facility to update and print price catalogs of finished products
Metal item list, style item list, style catalogue are few of the many reports supported by
this module
Setup
Metal Category
Metals that have similar properties can be grouped together in this section. Details like the
length of this category need to be entered. The users would need to enter whether this
metal is usually weighed in gms. or dwts. to facilitate the use of these units for subsequent
calculations of cost & price for the style that uses this category. Other details that need to
be entered are the mark up % age that needs to be applied for this category of metal.
Metal Item
This helps to set up details about individual metal items and also those of the vendors
from whom the purchase is being made. A price list and the desired cost and weight
details can also be recorded.
Stone Parameter
Parameters can be set for the stones that are to be kept in stock. This has 6 parameters in
different tabs namely Stone, Shape, Quality, Setting, Colour & Clarity.
Stone Size
This option is used to set the stone details like size and number of carats. These can be
entered in the form of ranges e.g. from x carats to y carats is an acceptable range for that
particular stone and its corresponding shape. Sieve ranges can also be defined in this
option.
Stone Lot ID & Cost
The stones that have a similar shape, and quality are put together in a particular group
called lot. Each lot is assigned a unique identity number. These lots are created so that we
can assign a cost to that particular group .Sub lots can also be created based on the size of
the stones in the lot. Thus, stones belonging to the same lot can be sub grouped into
different sub lots based on their size. Cost per carat and cost per piece can also be entered
here.
Stone Lot Master
This is used to record details of each lot. Details of transactions done & memos issued and
received for those lots are recorded here.
Stone Packet
In this option packets are created that have stones from different lots. Stones from a lot or
sub lot can be in a number of packets. This has details about the characteristics of each
unique packet like clarity, colour, lot and sub lots used, along with details of certificates
issue from the laboratory
Stone Setting
This option is used to define setting charges for each shape in the styles that have been
created.
Labor : Finishing
The finishing costs for the styles that have been created will have to be entered in this
section
Labor : Other
This is used to define the various labour types that are required to make the styles that
have been defined .The labour type to be performed is entered here by means of a unique
Id & its description is given here. When that labour operation is to be performed in
making a style then the details can be picked by the system from here.
Sell Markup
This is used to define price levels for stones, metal, casting, labour, settings and styles. An
option is provided to set 10 price levels for each of the parameters and set any one of them
as a default for a particular period. This can be changed depending on the changes in the
market and costs involved.
Transactions
Style Category
Styles with similar properties can be grouped under one category. Mark ups for stone,
metal, colour, setting, and other labour charges are defined here, which are applied for all
styles in that category.
Style Setup Summary
This is useful to record details of each style that is created within each category. Details
like the production type, quantity of stones used, colors, retail pricing etc are made
available here so that this data is automatically reused in other modules.
Style Set up Detail
This provides a detailed definition of the content of each style with details like labor type,
instructions for contractors and invoicing, with an image of the finished style.
Style Setup Query
This option is used to perform a quick search for details of styles that are required
Price Update From Stone
The item prices can be updated from the diamond and stone inventory module can be
updated using this feature.
Price Update From Casting
Using this feature the item prices can be updated from the casting and style inventory
module.
To Sales Price
Item prices in the sales order and invoicing module can be updated directly from this
module using this transaction feature.
Reports
Module Highlights
Generates detailed production & rejection reports. These details are available date-
wise, lot -wise and order-wise, which help in production analysis on a historical
basis
Setup
Stage
The item or style to be produced goes through several stages before reaching
completion. This feature allows the user to define the various stages as required in
the process.
Activity
Activities are actions than need to be done to done in a particular stage before the
item / style/ workbag is transferred to the next stage.
Department
This is used to define the departments involved within the company or external
entities in the jewelry production process .For example; diamond & casting are
separate departments
Transactions
It is evident from the above description that the solution provides for tracking and
movement at each stage thus proving to be the ideal solution for the jewelry
industry.
The stages have been abbreviated and “X,” indicates the current sage associated
with the workbag.
Facility is provided for customization to change the position of the columns and to
even sort and filter columns besides using the same screen to “drill down” to details
of each transaction.
Reports
Jewel - Contractor
Contractor module manages all kinds of transactions with contractors, which are ordinarily
difficult to trace. Work can be assigned and tracked to contractors effectively. Different standard
and specific costs can be set and a comparative analysis can be obtained.
Module Highlights
Default set of values for contractor categories can be created once to maintain consistency
Processes and prints memos to save manual report maintenance
Interface provided with Accounts Payable to ensure automatic posting of labor charges
payable and with Inventory module to automatically update stock in case of returns from
the contractors
Protects posted transactions from alteration ensuring data security
Generation of detailed reports to effectively track on labour & stone setting costs as well
as contractor's activities
Setup
This contains the master data or the set of commonly used and oft repeated information
Contractor Category
Contractors that will have similar terms of payment, or those that are assigned similar
items can be categorized into categories. This helps since the terms and conditions that are
applicable for a particular category need not be repeated when a transaction is entered
with a contractor.
Contractor
General Information about a contractor like name, address, other contact information,
terms applicable, any other messages to be given etc are entered into this screen.
Standard Setting Cost
Here the costs charged by the contractors for setting the stones in different styles are
given. These costs may vary depending on the stone type, size, shape and style etc. This
data is useful while preparing a work bag for a contractor.
Standard Finishing Cost
This screen is used to enter the finishing costs involved with various stone finishing
operations like polishing, cleaning, grooving, assembly, sand finish, satin finish etc.
Specific Setting Cost
This is used to set-up / enter costs associated with specific vendors. Here we can define
the setting type followed with the costs associated with a particular stone type.
Specific Finishing Cost
This can be used to define specific finishing costs associated with a particular contractor.
Specific Labor Cost
This can be used to define specific labor costs associated with a particular contractor.
Specific Style Labor Cost
This is used to set up costs that are charged by a particular contractor for a style that is
usually outsourced to them. These specific costs fed into the system can also be used to
make a comparative analysis between the specific costs charged by a particular contractor
versus the industry standard.
Style Category
Styles that have similar characteristics or parameters can be grouped into the same
category. This saves time while entering details of that style for a particular transaction.
Mark ups associated with a style for metals, diamonds, color, stone setting, finishing
labor, etc are defined here.
Style Summary
This is used to enter details like the number of diamonds, quality, and color associated
with a particular style in a category .It also gives the details of the metal used and the
vendor preferred for that metal.
Style Detail
This includes details like casting charges, pricing, instructions to be given to contractors
etc .The total weight and cost are automatically displayed once details such as mark up,
base price, stone types used, size and quality are entered.
Work Type
Work types can be defined for the different jobs that are done / given to a contractor. Each
work type may also have its unique pricing structure .In some cases the customer will pay
for the rework or repair while in some cases the contractor will do it without any charges.
This needs to be indicated in the work type set up screen.
Labor Type
Various labor types can be defined using this option .The labor Id with the description and
associated costs are entered here.
Transactions
These are various types of operations (transactions) that are carried out in the interaction between
the organization and the contractor
Reports
Reports that are easy to understand and provide a quick but yet in depth analysis are generated in
this section.
Jewel - Gold
Gold Module manages transactions and details of precious metal categories and items. It controls
the receipt & issue of gold from vendors and casters. Purchase orders for gold are recorded here
and so are invoices raised by vendors against those purchase orders.
Integration with the Inventory & Accounts Payable and General Ledger modules keeps the data in
all modules current making it easier to get real time reports for decision making.
Module Highlights
Metal items can be categorized and cost calculation based on various size and weights can
be obtained
Daily price of gold can be stored and a comparative analysis of the price fluctuations can
be viewed
Manages all transactions from caster amount to metal items and has a flexible coding
scheme to define an Id of choice for casters & metal item categories
Manual posting gives complete control over posting of transactions
Protects all posted transactions from further alteration ensuring highest form of data
security
Flexible reporting system to print reports like Purchase Order, Caster A/c statements,
Caster Gold balance and Caster Credit Notes in predefined formats for multiple
accounting periods and range of values
Setup
Caster Category
This section is used to define different classes or categories of casters whose services are
used by the organization .The parameters to distinguish between the classes can be arrived
upon based on the business needs of the organization.
Caster
This section is used to enter the details of each caster. Information once entered is used to
prepare the different documents related to the transactions done with casters.
Metal Item Category
Metal items that have common characteristics can be grouped together. The information
common to the category is entered here and is copied later when required for individual
metal items.
Metal Item
Information pertaining to individual metal items like price, weight, and vendors available
for the same is stored here.
Metal Item Query
This is used to run a quick search for a particular metal item instead of going through the
entire list to locate a specific instance.
Gold Daily Price
This is a facility to enter the daily price of gold. Information once entered here is picked
by the other sections in this system to calculate costs and mark up related pricing.
Update Metal Cost
This feature makes a provision to update the costs of metals that are subjected to
fluctuations.
Transactions
Reports
Module Highlights
Tracks the movement of goods being returned with the help of detailed screens
Has a provision to also monitor the return off completed items via means of recording an
“Expected Return Date” feature
Setup
Customer
General information about customers is stored in this section. This is useful to prepare
documents related to goods returned by customers
Style
This is used to record information about styles and the components of each style like the
stones used, pricing information etc.
Transactions
Courier Receipt
When goods are returned by customers for replacement or repair, the courier receipt details get
recorded through this option
Package Detail
This records details of the package like the date of return, from whom was it received, number
of bags and pieces in it, etc.
Customer Return
This records details like the contractor to whom the customer returned pieces have been
assigned and also helps to keep a track of return memos that are issued for the pieces or bags
Reports
Courier Receipt
When goods are returned by customers for replacement or repair, the courier receipt details get
recorded through this option
Package Detail
This records details of the package like the date of return, from whom was it received, number
of bags and pieces in it, etc.
Customer Return
This records details like the contractor to whom the customer returned pieces have been
assigned and also helps to keep a track of return memos that are issued for the pieces or bags
Interface with the Accounts Payable and Inventory Management modules gives the management
a comprehensive view of the purchases taking place and their overall effect on the business.
Module Highlights
Provision for partial shipments during purchase order receipts. Items not received can be
left open or can be canceled
Maintains purchase order history of ordered and received items, while automatically
updating Inventory Module for tracking inventory
Provision to set price levels & payment terms for each vendor & vendor categories. An
auto alert is generated when a variant price level is entered
Facilitates addition of new vendors and inventory items while making entries in purchase
order
Tracking systems available for vendor monitoring
Provision to hold transactions for a vendor category or a vendor if need arises
Ready formats are available for generation of detailed as well as summary reports
Auto calculation of tax, insurance and discount rates
Documents related to purchase can be easily generated from existing ones to avoid
repetition & improve productivity
List of comments available for use in printed documents like quotations, purchase orders
and invoices
Setup
Vendor Category
The various vendors can be grouped into categories based on certain parameters like the
nature of services rendered, discounts offered by them, terms and conditions, the types of
invoices they have raised, type of items regularly purchased from them etc. This enables
users to apply the same information while transacting with them and avoids repetition of
data.
Vendor
Details of each vendor like their contact information, which category they belong to, what
is the credit period offered by them, any standard messages to be sent etc, are entered
here. Once this information is available here, it is easily picked up by the system and is
used in preparation of vendor related documents where this information is often used.
Payment Term
This is used to make a list of payment terms that are offered by vendors to the
organization. Each payment term that corresponds to a discount (that may or may not be
applicable) and the credit period that is offered by the vendor.
Messages
This can be used to set up commonly used messages that are mentioned alongside the
vendor related documents.
Purchase Person
This is used to enter the details of the person/ s that are usually the point of contact with
the vendors.
Transactions
Purchase Order
This is used to generate a purchase order to a vendor either directly from this screen or
pick up the details of the items to be ordered directly from the quotation itself.
Purchase Invoice
Vendors usually send an invoice alongwith the goods that are supplied by them. These are
called purchase invoices and their details are entered into the system with the help of this
screen.
Purchase Credit Invoice
Vendors issue a purchase credit invoice when he sends goods to the organization on credit
basis. This invoice which is a record of the purchase, payment to be made etc, is recorded
into the system using this screen.
Purchase Memo
The vendor issues a memo instead of an invoice when goods are purchased on immediate
cash basis. These memos are recorded by the system using this screen.
Purchase Memo Return
At times, goods may have to be returned to vendors for various reasons. These returns and
the memos issued can be recorded with the help of this menu.
Purchase Order Quantity Change
This screen allows users to modify the quantity of goods ordered in purchase orders that
have been generated previously. Entry in this screen also ensures that the changes are
reflected in related modules like inventory, accounts payable etc.
Reports
Message
All messages that are commonly used during correspondence or documentation
involving vendors can be viewed using this report.
Jewel - Sales Order & Invoicing
This module is used to prepare / generate documents like quotations, orders, invoices, credit invoices,
memos, memo returns, export invoices and in a nutshell process the order received. Owing to its
interface with the inventory and accounts receivable all sales orders received from a client will find
corresponding entries / changes in these modules like a reduction in available inventory and in an
increase in the amounts to be collected from customers.
Tracking systems have been made available to monitor the status of customers corresponding to each
salesperson. A list of pre- defined comments is also provided available for use in printed documents
like quotations, sales orders and invoices. Ready formats are available for generation of detailed as
well as summary reports.
Module Highlights
Facilitates addition of new customers and inventory items while making entries in sales order
Set ups
To avoid repetition of commonly used data and to enable faster preparation of sales related documents
the module has a “Set-up facility” that provides for:
Customer Category
Defining a “customer category” so that customers that have similar requirements and are
applicable for similar discounts can be grouped together in this screen. This also stores details
about the number of days permissible for credit to this category along with any special terms if
applicable.
Customer
The customer can be defined here with the association of its ID can be generated. This Id stays
unique to that particular customer. Related details like the contact person and the customers
telephone number and address can be stored. This is useful in other modules like stages like
“packing” & receivables wherein the documents like labels, invoices, receipts would require
these details to print alongside the other details.
Payment Terms
Each individual payment term can be related to a unique ID. This ensures that while
preparation of the invoice the user does not have to type out the terms again, since he has to
just pick the appropriate “payment term” from the ones entered earlier in this feature.
Message
The standard messages that may need to be sent along with the documents can be entered
using this screen. Similar to the above features each message has a different ID and any
message can be inserted from here in any document as long as it has been entered initially
using these screens.
Ship Via
This contains a list of the mode of shipment to be used for delivery of the consignment to the
customers.
Salesperson
The entire list of salespeople in the organization along with their commission structures and
contact details can be made available via these screens.
Customer Special Price
Some customers may be eligible for a special price on certain items .The set for this contains
the special prices for each items related to each customer. This feature is particularly useful
when the invoice is the prepared for a customer for this special price. In that case the system
will automatically pick up the right (special price for this item) based on the details entered.
Item Synonym
Few items may have a commonly used synonyms associated with them. Users may sometimes
use these synonyms on account of their frequent usage in the industry. This facility enables
users to use these terms since the system would recognize the actual linked terminology that
has been entered into the system.
Transactions
All day-to-day sales related transactions are recorded using this “Transaction” feature. By its very
name, it indicates that a user will need to use it “to transact” within departments or with entities
external to the organization.
Sales Quotation
Using this feature quotations that need to be sent to clients can be prepared within a matter of
minutes. The system already has a list of items, styles and the corresponding prices that have
been “set up” earlier. Using this feature making a quotation is an easier & more accurate
process since details do not have to be manually entered or prices do not need to be manually
calculated. The system takes care of the calculations according to the quantity being quoted for
and the description of the items.
Sales Order
This screen is used to record the details of the sales orders received. The sales order details are
entered corresponding to the invoices given to customers .In this simple & easy to use screen,
we have made provisions for viewing the general ledger & the invoice directly via links in the
same screen. The user avoids going to another module and unnecessarily opening multiple
screens simultaneously
Sales Invoice
Invoices are prepared using the details entered earlier like the contact address, item type,
corresponding prices of those items and the applicable discounts. The system automatically
picks up the relevant details about price calculations from the data available in the set up
modules.
Sales Credit Invoice
Sales memo
When goods are given to customers with the understanding that they will be invoiced / billed
if they are re-sold to other clients, in such a case they would be sent on “memo”. This can be
recorded and a memo can be raised using this screen provided.
Sales memo Return
Clients sometimes return items that have been sold via by memo, if the entire quantity of
goods is not sold. These returns can be facilitated and the corresponding changes in inventory
and related accounts can be transacted using his screen.
Sales order Edit
At times, details of sales orders received need to be edited to incorporate additions, deletions
suggested by clients. This screen enables a user to record these changes and since this is lined
with the related modules like inventory and accounts these changes are directly reflected in the
modules.
Sales order quantity change
The customer that has placed the order may want to change the order quantity. This change
can be incorporated in the system by using this screen
Reports
Profitability Report
This would give the management an insight into their profitability taking into consideration
the cost of production. This can be obtained item wise, accounting period wise etc.
Jewel - Salesperson
Salesperson module is useful to record information about the financial aspect of a salesperson’s
performance especially with respect to the commission payable, collectibles, cash collected,
customers serviced etc.
This can be used to record and compute incentives & remuneration due to salespeople.
Module Highlights
Has a provision to record details of sales orders, invoices & linked commissions against
those invoices
Facility to record credit sales and calculate commissions
Reports like salesperson register; commission payable, collectibles, and cash collected
statements can be obtained for a user-defined range of values. These are useful for
performance analysis as well as to give an accurate picture of earnings to salespeople
Setup
Salesperson
This is used to maintain a database of salespeople in the organization. Their contact details
and more importantly their commission structure and slabs are entered here in order to
automate the process of calculating their commission structure.
Customer Category
This is used to set up and define the customer categories. Their links to the accounts in the
GL modules is also defined here. For example: wholesalers can be a customer category
and all wholesalers can be listed under this one.
Customer
Customer details are entered here alongwith their address, terms, discounts applicable for
each, messages tom be printed on the documents to be given to them. These details once
entered facilitate the transactions with these customers.
Transactions
Sales Order
The purchase orders received from the customer after they have approved the quotation
are converted into sales orders for the organization. The details of these sales orders are
entered into these tabs provided Details covered are style, item ID and salesperson ID.
Invoice Commission
This is used to calculate the commission of the salesperson based on the invoice values
that have been raised. Once the invoice values have been determined and the details of the
commission percentages due to the salesperson have been entered in the set up feature the
commissions due to the salespersons will be calculated automatically.
Credit Commission
This calculates the commission due on credit sales made. The screens and methodology
for the above are the same as the ones available for the “Invoice Commission section”.
Calculate Commission
This calculates and posts the commissions payable for a given accounting period.
Reports
Salesperson Register
This gives a list of the sales people with the sales made by them & also the corresponding
quantities and invoice values raised.
Commission Report
This gives the summary and details of commission payable over a period of time .The
report would give customer wise details alongwith the total amounts and commissions
payable.
Aging Report
This report gives the aging analysis, like the number of days it takes to collect payments
from clients .It will give a break up of amounts to be collected that have elapsed between
30 days, 30-60 days, 60- 90 days and above.
Cash Receipt Report
This gives the amounts received over a period of time for a period of time and also for a
set of customers. Amounts received and collectible are also viewed with respect to
customer.
Customer Statement
This will give a history of transactions that have taken place with a client .It will give a list
of debits and credits that are against each client and the salesperson related to each one.
Module Highlights
Manage your customers better than your competitors by recording details of every relationship
with prospects and customers
Manage an unlimited number of contacts
Record and view a complete history of all customer interactions, including faxes, emails, and
calls
Use the opportunity management feature to create an opportunity for every new sales lead to
ensure a higher probability of success
Manage an entire pipeline of opportunities from lead to close so you don't forget any lead or
any sales step
Setup
Set up
This option is used to define various commonly used terms in selling parlance. Company
defined phrases can be setup that are used later as means of quick and efficient sales reporting
and monitoring mechanisms. This is also useful to streamline the process of qualifying sales
leads and prospects and to ensure that all salespeople use a standardized form of
communication for reporting sales activities and status to top management.
Examples of “Contact setup” are defining industry types, lead sources and lead status.
Salesperson
This is a databank to store data of salespeople and their commission structure with related
details.
Contact
To Do
This is used to assign a task to a colleague .The user has to fill in the details of the customer
and also mention the priority that has been assigned to each customer. The due date for
addressing / completing this task is also recorded.
Account
This records details of the account or in other words the customer details like the contact
details, contact person, the sales person following up with the customer etc. This also becomes
a virtual storehouse to look up all kinds of contacts established with a customer.
Contact Person
Personal and professional details of the contact person/s in the customer organization are
entered here.
Opportunity
This screen is used to mention the status based on the various parameters that are selected. A
user enters the rating that he / she would like to assign to each client after his or her interaction
with clients. The probability of success possible with that client or for that particular deal is
also mentioned alongside.
Lead
This is used to record names of prospects that may have been gained from various sources.
These can been later converted into “Accounts” from the same screens.
Reports
Contact List
This is a list of customers / prospects. These can be segregated according to category, the
source from they have originated, etc. These can be obtained in a list format or even a labeling
format that can be used for direct mailers etc.
Module Highlights
Records that have been marked as deleted in the other modules can be cleared
List of users currently logged in can be viewed and their connections can be terminated, if
required
Allows user to print a list of users and modules
SAMPLE SCREENS
Start Menu
Start the application by selecting it on the Pocket PC Start menu.
Login
Main Menu
The main menu provides access to order entry and order reports,
as well as host sync, device staging and other utility programs.
Clicking "Order Entry/Inquiry" takes you to the Order Entry menu.
The Order Entry Menu provides access to the various screens listed below.
Customers
The Customers screen lets you enter a customer number to find it, or
enter part of the name and find it that way. You can also scroll next/prev
by name. The data shown illustrates the type of data fields that could be
downloaded and stored in the local database on the PDA.
The top lines show the customer number, shipto number, status, and the
number of orders for this customer stored on the PDA. Other fields shown
include name/address, phone/fax numbers, contact name, and misc. comments.
Clicking "Orders" takes you to a "Review Orders" screen for this customer.
The Review Orders screen can be accessed from the Order Entry Menu, the
Customers screen, or the Products screen. The dropdown combobox has all order
numbers for this customer that are stored on the handheld DB. Clicking "New"
starts a new order. The current (new) order is shown by default, with other
orders in reverse date sequence (newest on top).
The selected order's details are shown. You can change the requested date
(from a popup calendar) and select dropdowns for the order type, PO#, terms,
shipvia and standard order instructions.
Buttons at bottom allow adding or viewing line items, printing the order
to a mobile printer, or deleting the order (if not yet sent to office).
Products
The Products button on the menu shows this screen. It shows the name of
the customer currently selected, and allows finding a product by scanning a
barcode, or by entering either the barcode number or the product number. You
can also do next/prev by the product number. The "Search" button opens
a new screen where you can search by various product criteria.
If you have GIF or JPG images of your products in a small thumbnail
image, those can be stored on the PDA and displayed as well. To order an
item, you click "Order". The program can also be set up to automatically
order one of an item when it is scanned without clicking "Order".
Product Search
The search screen allows selection of a search group, which is a
configurable set of choices. Examples might be product type, line,
brand, model, color, size, weight, shape, etc. For each choice of
a search group, the next two dropdown boxes will display the specific
choices for that search group. When these are selected, a list of
matching products is displayed in the rows at the bottom.
Order Item
Clicking the "Order" button opens this screen which allows you to select
an order quantity, select from a set of standard instructions or comments, or
enter a special comment. Clicking "Accept" adds the item to the order.
This screen is also used to edit order lines after they have been entered,
which is how you can increase the order quantity if the program is set up
to automatically "order one" when a barcode is scanned (without going into
this screen initially).
Order Lines
The Order Lines screen is accessed from the "View Line Items" button on the
Review Orders screen above. For each line item, it has a column for Qty,
Product#, Extension, Description and Line Number (you can scroll left/right to
see them all).
You can edit a line by selecting a row and clicking "Edit Line", which shows
the "Order Item" screen above with the selected item, so that changes can be
made and saved back to this screen. Or, you can select a line and delete that
item. You can also sort the line items by any of the columns.
Basics
The Basics screen provides a way to quickly enter "starter kit" orders or
any other grouping of items that are commonly ordered together. It can
also be used to show related items for cross-selling and upselling.
Open Orders
The Open Orders screen lists all new open orders that have not yet been sent
to the home office. This provides a quick way to get back to an order when
customers call you with additional items they forgot to order.
Print Orders
Host Sync
From the Host Sync screen, you can download new/changed customers, products,
and other data such as terms codes, shipvia codes etc., and upload (send) all new
orders to the home office. If you have added any new customers in the customer
screen, these are also uploaded.
Options
This screen lets you set the "Date Requested" formula and the "Order On Scan"
one-touch ordering option.
Order Reports
Order reports include a Daily Orders Report that summarizes orders by date.
Data Load
Admin Tools
This password-protected screen allows you to download new versions of the
programs and configuration files without bringing the PDA into the office.