The Jewellery Shopkeeper incorporates a powerful and valuable valuation letter writer and database. Making extensive use of existing information, such as customer names and addresses and inventory detailed descriptions, professional quality insurance valuations can be prepared in seconds, stored and printed either on letterheads or sales voucher forms. Valuations may later be recalled and edited to renew the valuations. Old valuations, when printed, show the "as at" date of the valuation. A selection filter allows selection of valuations by date of last update for the purpose of sending letters to customers reminding them to revise their jewellery valuations. Up to 999 items, each with a maximum of about 100 words of description, may be stored for each customer.
Two types of valuation letters are provided.
These instructions will only cover the semiautomatic valuation system.
Get to the valuation letter writer from the Outer Menu by selecting S(ales, P(rocedures, V(aluations.
This must be entered if you want the name to appear on the valuation, and to enable the valuation to be stored. If the valuation is not being stored, you may want to use "TO WHOM IT MAY CONCERN" instead. This customer name is entered for convenience for valuations and quotations.
Enter the last name, or first few letters of the last name. If the customer is not in the file, the new name must be entered now. Use the same format of name - last name first, followed by a comma then title and initials or first name.
You have the choice of the new customer data being "transient" or to add it to the customer file. Transient names will print on the valuation, but the valuation may not be stored. If you select transient, you may change your mind by going back to the name selection and entering a blank for the name. The computer will allow you to edit the name and again asks if you want the name to be transient or saved. Existing names may also be edited in the same way.
Add and Edit do the same thing except that Add finds the first available line automatically.
After selecting the desired line, enter the merchandise or standard stock code or enter '99' to appraise a non-inventory stock items. A window will appear with all the stock item's valuation information in. You are allowed to edit this information. Use cursor keys to move inside the information window, <Ctl-Enter> or <Ctl-N> to move cursor to the next line. When your are satisfied with the information <Ctl-W> to save and exit. The value of the inventory stock item may now be entered, or <Enter> to accept displayed value.
Allows you to print the valuation letter with only the displayed item(s) or all information saved on customer's valuation file.
s(creen may help you to see what the valuation will look like before printing.
v(oucher prints the valuation on a standard "sales voucher" form.
D(ft is the default or draft printout to a letterhead (or custom valuation form if your program has this option)..
f(inal does the same as D(ft but sets the printer (if Epson or IBM compatible 9-pin dot matix) to NLQ (ner-letter-quality) mode first.
a(ddress is an easy way to print the customer's name and address on an envelope.
If you want to only print 1 item, or up to 9 consecutively stored items, use Get to load the required range of items into memory and the Print o(nly selected items.
To print up to 9 scattered items on one valuation letter, use a temporary "scratch pad" account to build up the required items one at a time. Proceed as follows: Name - enter the real customer. Get - get the item to be printed (e.g. 3 to 3). Name - enter the "scratch" customer (e.g. TO WHOM) Store - Append all (The first time you can specify Replace to delete everything that was there before.)
Repeat 1. to 4. above until all the items to be printed have been stored against the "scratch" customer, then continue as follows:
(With the "scratch" customer still selected...) Get - all the items to be printed (e.g. 1 to 9) Name - enter the real customer. Print - Only items displayed
Exit or clear the valuation without storing it.
To clear the memory and allow you to start another valuation letter and start from scratch. A warning message will appear if you have not stored new data, or if the valuation was not printed.
Clear must be used if you are editing more than 9 items. The sequence of operations is as follows: Add or edit items 1 to 9 Store them (using U(pdate option if appropriate) Clear the letter Recall the customer's name (this was cleared from the screen together with the added/edited items.) Add or edit items 1 to 9 - these will be the next 9 items. (See also 'Get' below.) Store them (using A(ppend or U(pdate as appropriate Repeat from paragraph 3. above.
Clear is automatically executed when returning to the Sales Menu.
Does the same as pressing F1 key. In the valuation letter writer, only editing keys and special (extended) character help is provided.)
Enter the range of stored items to retrieve. The default is 1 to 9, but you may enter any starting number, e.g. 3 to 3 will recall the third item only and 10 to 99 will recall items 10 to 18 (only the first nine are valid).
The numbering of the items are not fixed. For example, if item 3 is deleted, item 4 then becomes item 3. If it is important that the numbering remains fixed, then do not use the delete function.
This records additions and changes to file. The computer knows what you have done, and if the mode of storage is not obvious, it will ask you, with the most probable answer being the default. The storage options are: a(ppend all, U(pdate, t(otol replace, c(ancel.
This option displays items from customer's valuation list one at a time and asks if each must be deleted. Be careful because once deleted, an item cannot be recalled. When removing a customer from your customer file, you are given the option to delete all valuations for the customer - or to abort the removal.
If a customer name has been selected, this option lists all valuated items on customer's valuation list in a abbreviated form, otherwise the computer will ask you for a starting customer account number, and list all valuations that have been stored from that customer on. Store a "valuation" to account 10001. It can read "Top of file". Give it a value of 0.00. When you ask for List, and enter the account number as 10001, then all valuations will be listed.
This sets up the positioning of the valuation letter on the form or letterhead. It does not effect the screen or voucher formatting.
Those items which were last edited for value more than 3 months ago will print with the date-of-last-edit just below the value. If you wish to eliminate these dates, edit each item - type in the new value even if it is the same as what it was. This will update the "Last edit" date.