User Reference
Manage Jewelry Inventory the Way You Choose
Jewelry Insight makes it easy to keep track of your jewelry inventory, beads and supplies.
The superior customizing features for categorizing and reporting allow you to manage your business the way YOU choose. The many automated functions mean you spend less time organizing your business.
This user reference is also available within your Jewelry Insight software. Press F1 to access.
Note regarding Microsoft security confirmation: Jewelry Insight is built using Microsoft Access. Depending on your computer settings, Microsoft may automatically display a confirmation message when opening a MS Access database. Click 'Open' for both prompts:
Contents
Parts
Inventory Summary (Parts List)
Jewelry
Type Options - Kinds of Jewelry
Adding
versus changing jewelry types
Adding
versus changing part types
Examples
of how to define overhead costs:
Status
Options - Jewelry Statuses
Adding
versus changing jewelry statuses
Changing
jewelry classifications
Deleting
jewelry classifications
Jewelry Screen
The Jewelry screen holds all of the information about your
finished piece of jewelry.
There are five tabs on the screen:
· Jewelry
· Parts
Jewelry tab
· Item Number - a number, or code, associated with this piece. A default number is assigned when a new piece is entered, however, this default number can be changed. Each piece must have a different item number.
Note: When upgrading from Jewelry Insight 2.x, jewelry stored before the upgrade will not be automatically assigned an item number. Item numbers can be added manually.
· Name - the name of the piece of jewelry.
· Price - the cost of creating this piece of jewelry plus any profit noted in the overhead. This cost may be entered directly into the field or the application can calculate the cost and enter the result. (See ‘Calculate Pricet’ below.) When the value in Cost does not equal the calculated cost, a colored border surrounds the Cost value. Click 'Calculate Cost' to update the Cost to equal the calculated cost.
· Calculate Price - click this button to allow the application to calculate the cost of creating this piece. Costs are gathered from three sources:
· Parts inventory unit cost
· Standard Overhead associated with this piece
· Additional overhead associated with this piece
For most accurate results, ensure all associated costs have been entered before using Calculate Cost'. If cost-related items change, use 'Calculate Cost' again to recalculate the cost.
Note: Percentages are calculated as a percentage of the part costs only, not other overhead costs.
· Status - select the current status of this piece. The default list of statuses to choose from are: In Stock, Reserved, Sold but can be customized on the Jewelry Status Options screen accessible from the Main Jewelry Insight menu on the Options tab.
· Quantity on hand - if multiple identical pieces are created and maintained in inventory, use this field to track the quantity of this jewelry piece. This number is not automatically updated. In version 3.0, part inventory is updated only for one jewelry piece. If the quantity on hand is greater than one, part inventory must be updated manually to reflect the decrease in inventory for the additional copies of the jewelry piece.
· Part of Set select which set, if any, this piece belongs to. Sets are defined on the Jewelry Sets screen.
· Type - select which type of jewelry this piece is. The default list of types is: Necklace, bracelet, earrings, anklet, but can be customized on the Jewelry Type Options screen.
· Description - enter any desired descriptive information about this piece.
· Picture - if there is a picture of this item, enter the filename of the picture here or use the 'Load Picture' button. The picture will be displayed to the right. The picture file must be stored in the directory designated as the picture file directory. The picture directory is set on the Attributes screen and must be within the directory where Jewelry Insight is installed. The file format supported is a bitmap (.bmp). Other picture file formats may not be supported. The optimal size for the jewelry picture is 3"x3".
· Load Picture - this button will open a file dialog screen from which you can select a picture file. Picture files stored in the pictures directory. If the selected picture is not already in the pictures directory, use the 'load pictures' button to select the picture from its location. The picture will be copied into the pictures file and displayed on the screen. The file format supported is a bitmap (.bmp). Other picture file formats may not be supported.
· Picture display - this is a read-only display of the picture named in the 'Picture' field. The jewelry name is displayed above the picture.
Parts tab
This tab contains information about the individual parts used to create the piece of jewelry.
· Update parts inventory - this checkbox is checked by default.
·
When this checkbox is checked, the parts
inventory is updated when a record is saved on this screen. This means that
inventory is reduced by the quantity entered on this screen.
i.e.: If 100 pearls are in stock and this part uses 20 of those pearls, when 20
is entered under 'Number used' on this tab, the inventory of pearls will be
reduced to 80.
· When this checkbox is unchecked, the parts inventory does not change, even quantities are entered on this tab.
· Part - select the part used to create this piece. The list of parts to choose from are the parts that are currently listed in inventory on the Parts Inventory Screen.
· Number Used - the quantity of the currently select part used to make this piece. If a quantity is entered that exceeds the inventory on hand, you will be alerted and asked to confirm that the amount is correct.
Pieces In Set tab
If this piece of jewelry is part of a set, the other pieces in the set are listed here.
· No changes are made here.
· Go to the Jewelry tab to add or remove this piece of jewelry from a set.
· Create a Jewelry Set - Opens the Sets screen so that a new set can be created. After creating the new set and closing the Sets screen, click Records -> Refresh to see the newly added set as a selection option in the sets dropdown list.
Classifications
Use this tab to select the styles that this jewelry piece depicts. Examples of classifications may be casual, formal, youth, adult, male, female. A jewelry piece may have many style classifications (i.e. formal, female). Options listed on this tab can be updated on the Jewelry Classifications screen accessible from the Main Jewelry Insight screen on the Options tab.
Standard Overhead tab
This screen lists all standard overhead costs. Standard overhead costs are defined on the Additional Cost Options screen accessible from the Main Jewelry Insight menu on the Options tab. If the overhead cost is identified as a standard one, it is automatically added to every piece of jewelry. Standard costs may be deleted after they are added. If you wish to re-add a deleted standard cost, do so on this screen. Items on this screen are used when the ‘Calculate Cost’ button is used on the Jewelry tab.
Items such as costs as well as profit margin may be included here.
· Overhead - select the standard overhead. Since this is added automatically, change this information only if the defaults do not apply.
· Usage - enter the amount of the overhead item that was used to created this piece. If the specific overhead item is a flat rate amount or a percentage, the usage number is read-only (cannot be changed). If the overhead amount is a variable amount (i.e. dollars per hour), this amount can be changed. An example is: A standard overhead item may be weaving. In the Overhead Costs screen, you have set the weaving rate to $1.50 per hour. You spent 3 hours weaving this piece. Therefore, the Usage amount is 3 you enter here is 3.
· Rate - this is the rate for the current overhead. The overhead rates are defined on the Overhead Costs screen. Braiding may be overhead that you charge at $1 per hour. The overhead rates are recorded in dollars or percentages. This is a read only field. The rates are retrieved from the amounts set in the Overhead Costs screen.
· Amount - the calculated cost based on the Usage and Rate indicated. Example 1: If Usage is 2 hours at a Rate of $4 per hour, then cost = $8. Example 2: If the Rate is 10% and the total cost of the parts = $5, then the cost = 50 cents.
Additional Overhead tab
This screen contains any additional (non-standard) overhead. Add any overhead specific to this piece. Items on this screen are used when the ‘Calculate Cost’ button is hit on the Jewelry tab.
Items such as costs as well as profit margin may be included here.
· Overhead - select the overhead item that should be associated with this piece. The rate and the default usage value for the selected overhead added to the item.
· Usage - enter the amount of the overhead item that was used to created this piece. If the specific overhead item is a flat rate amount or a percentage, the usage number is read-only (cannot be changed). If the overhead amount is a variable amount (i.e. dollars per hour), this amount can be changed. An example is: A standard overhead item may be weaving. In the Overhead Costs screen, you have set the weaving rate to $1.50 per hour. You spent 3 hours weaving this piece. Therefore, the Usage amount is 3 you enter here is 3.
· Rate - this is the rate for the current overhead. The overhead rates are defined on the Overhead Costs screen. Braiding may be overhead that you charge at $1 per hour. The overhead rates are recorded in dollars or percentages. This is a read only field. The rates are retrieved from the amounts set in the Overhead Costs screen.
· Cost - the calculated cost based on the Usage and Rate indicated. Example 1: If Usage is 2 hours at a Rate of $4 per hour, then cost = $8. Example 2: If the Rate is 10% and the total cost of the parts = $5, then the cost = 50 cents.
Product Summary
This screen lists all jewelry.
Item Number - a number, or code, associated with this piece. A default number is assigned when a new piece is entered, however, this default number can be changed. Each piece must have a different item number.
Note: When upgrading from Jewelry Insight 2.x, jewelry stored before the upgrade will not be automatically assigned an item number. Item numbers can be added manually.
Name - the name of the piece of jewelry.
Description - enter any desired descriptive information about this piece.
Status - select the current status of this piece. The default list of statuses to choose from are: In Stock, Reserved, Sold but can be customized on the Status Options screen.
Type - select which type of jewelry this piece is. The default list of types is: Necklace, bracelet, earrings, anklet, but can be customized on the Jewelry Type Options screen.
Cost - the cost of creating this piece of jewelry. This cost may be entered directly into the field or the application can calculate the cost and enter the result on the Product Detail screen.
Quantity on hand - if multiple identical pieces are created and maintained in inventory, use this field to track the quantity of this jewelry piece. This number is not automatically updated. In version 3.0, part inventory is updated only for one jewelry piece. If the quantity on hand is greater than one, part inventory must be updated manually to reflect the decrease in inventory for the additional copies of the jewelry piece.
Show Jewelry Details - The magnifying glass on the right of the screen navigation buttons on the bottom of the screen. Click this button to open the Product Detail screen to display all details about the currently selected jewelry piece.
Jewelry Sets
Create jewelry set here. This screen is used to create sets and to view the list of jewelry added to the sets. Add and remove pieces of jewelry to the sets from the Jewelry screen.
Set Name - enter a name for the jewelry set
Piece - this is the jewelry that belongs to this set. Remove and add jewelry to the set from the Jewelry screen.
Status - indicates the status of this piece. The default list of statuses to choose from are:
· In Stock
· Reserved
· Sold
Statuses can be customized on the Status Options screen.
Type - the type of jewelry this piece is. The default list of types is:
· necklace
· bracelet
· earrings
· anklet
Jewelry types can be customized on the Jewelry Type Options screen.
Parts Inventory
Part Number - a number, or code, associated with this part. A default number is assigned when a new part is added to inventory, however, this default number can be changed.
Note: When upgrading from Jewelry Insight 2.x, parts stored before the upgrade will not be automatically assigned an item number. Item numbers can be added manually.
Part Name - the name of the part.
Quantity - quantity in stock. This number can be entered directl