The Service Order Program is a valuable part of The Jewellery Shopkeeper. It can be used for the following tasks:
Each order is allocated a unique number to enable efficient cross-referencing.
The Orders program can be accessed from the Outer menu or the Sales menu. No preparation of files or data is required. All operations can be performed at point-of-sale or in the back office.
In multi-user networks, users may work on orders together without problems.
Customer accounts (names and addresses) can be added from within the service orders program.
The sequence of operations is normally in the order that the menu options are presented, namely:
New, (Edit,) (Print,) Finish and Invoice.
Every order must be created here first.
Enter the last name, or the first letters of the last name.
Choose the correct customer from the list of customers shown. Scroll (or pan) to the right to see more details about each customer if you are not sure of which is the correct customer. Then press <Enter>. If the name is unique, the customer's details will be displayed immediately and you can continue. If the customer is not on the list, or if you wish to open another account for the same customer, press <Esc> - that will take you back to the Orders and Repairs Control System menu.
If the name you entered was not found the computer will ask if you want to add it, type Y. To add an existing name a second time, enter any nonsense characters, the computer will ask if you want to add it, type Y.
Then add the name, last name first (so that it will be filed in the correct alphabetical order), then a comma, title and initials.
For cash customers, the address is only important if you intend to use the customer file as a mailing list. Usually the telephone number is more important. For account customers the address is also important.
The credit limit is checked every time you enter a sale to the customer, and a warning message appears if the credit limit is exceeded. Leaving the credit limit as zero disables the credit check. If you do not want to allow the customer any credit, set the limit to 1, or .01.
The salesman's initials are useful as a reminder of who the salesperson is, because it keeps it as the default the next time an invoice is entered for that customer.
The terms field is also useful as a reminder to the operator who processes the next invoice, and it prints the terms field on the invoice too.
Press Y when the computer prompts with 'Ok'
Enter the group code. This is the same as the group codes that are used to categorise inventory. Typically one might use 'SR' for (Service) Repair, or 'SE' for Engraving.
In the next field (under the 'Pt' symbol) enter a 'Y'. This field is the "prepaid tax" marker if ad valorem duty is to be controlled. (see notes on other uses for the duty feature on page 87.)
In the field under Tx enter an 'S'. This refers to the sales tax code. Other codes than S will be applicable only if your tax system is not "standard". Allowable codes are E Z S A B and C.
The next field is the short (brief) description. This description is the only one printed on the final sales invoice and recorded on the customer history. Therefor you should make it as detailed as possible in the space provided.
The Pt, Tx and Brief description fields are predefined in the Group Code file. (Inventory, File maintenance, Group codes). You can add or edit these codes as required.
After entering the brief description, the cursor finds an empty window. Here you type all the details that you need to record. Keep typing without pressing <Enter>. The computer will automatically move words to a new line if they cannot fit where typed.
To manually start a new line, or leave an empty line, type Ctrl-N or Ctrl-<Enter>.
Pressing <Enter> alone will leave the edit window unless the Insert Mode is set, in which case you can exit by pressing Ctrl-W.
The codes for parts and raw materials are entered almost exactly the same as is sales invoices. Unlike with invoicing, raw material codes are entered without the preceding asterisk (*).
Prices entered will be charged to the customer when the service order is invoiced. See also 'Estimated Price', below (page 150).
Press <Enter> on a blank code field to exit.
Parts can be deleted by entering a '0' (zero) in the code field.
The 'Customer Order' field is very useful because the datum is recorded in the customer's financial records (cjournal) as well as in the service order file. That means that it will print on the customer's statement as well as the invoice.
'Workdays to finish' is a simple calculator that works out the date from today, skipping weekends.
'Est. Price' is the minimum total price that will be charged, including parts and tax. In other words, the computer first adds up the parts/materials prices and then subtracts that total from the 'Estimated Price', if there is a remainder then that amount is invoiced as the price for the job, using the group code first entered in the details fields.
Whenever prices are entered, the computer will also ask for costs. Enter the costs (excluding VAT or GST if registered as a dealer), if you wish the computer to keep accurate accounting records. The cost prices effect the sales analysis as well as the W.I.P. (Work In Progress) value in the general ledger.
'Current Location' is a field which can easily be edited at any time. It is designed to show where you will find the item. Some jewellers are using this field to record the goldsmith who is responsible for the job.
'Deposit now paid' is a short cut to enter a payment on the account. If it is not left as zero, the computer will ask for the payment method.
After entering the deposit, a receipt will only be printed on the service order voucher as long as you do not exit the service order menu. A duplicate receipt can be printed using 'Sales, Transactions, Duplicate, No' and enter the service order number and customer numbers where requested.
When entering a new service order, the computer will ask for the total mass of the item. This is for security purposes and although it will be displayed whenever you view the order, you will not be able to edit it after the new order is recorded. If you made a mistake, type N to the next prompt.
After entering the total mass, the computer will prompt 'Ok? (y/n/q)' Y will accept the data and record it. N will allow you to amend the data without having to retype everything. Q cancels the order without recording anything.
The service order number is allocated as soon as you enter the customer's account details. That means that if you start a service order and then cancel it, the number will be skipped.
This option allows you to print either a customer or a workshop copy of the service order.
If it is not a 'New' order that is to be printed, then you must first select the order using the 'Edit' option.
This useful utility provides a powerful 'find' facility as well as allowing one to edit an existing order.
or, if the order number is known:
Once the order has been selected in edit mode, several options are offered. Type one of the following letters:
Y(es Accept the data as is and return to top menu.
N(o Start full edit
D(etails Edit 'detail' window only
S(tatus Edit 'status' window only
C(ustomer Edit 'customer' window
Q(uit Cancel any changes and return to top menu.
Depending on the 'Status' of the order (i.e. open/finished/invoiced), some of the fields may not permit editing.
Customer edit allows you to choose a different customer account or to change minor details. For full customer editing abilities, use Sales, File maintenance, Customers instead.
This option must be used to change that status of the order from 'Open' to 'Finished'.
You will be asked to input the finished (or final) price and location. Remember the real price is the higher of the 'Fin' price and the sum of the parts/raw materials prices.
The parts and raw materials are taken out of their respective inventory files at this time and the movement is recorded in the inventory movement journal (ijournal).
This option is one of three ways to complete the service order cycle. When the customer comes to collect the jewellery, use this method to generate the invoice as well as changing the status of the order to 'Invoiced'.
You can cancel an order without invoicing it. See 'Cancel' below.
This option is normally used to clear out abandoned service orders or to correct mistakes.
A service order cannot be deleted unless it is either invoiced, cancelled or merchandised.
This is a data purge function. You are asked for a date and then the computer will find all invoiced, cancelled or merchandised orders older than the date specified.
Use this option to display or print orders that are either 'Open' or 'Finished'.
This is the report to use daily to either chase the workshop (unfinished) or to remind customers to fetch their orders.
This option is useful if you need to list all orders in a certain location, or with a certain goldsmith, etc.
Enter a word or part of a word and the computer will search for a match in the customer's order, brief description and location fields. The matching records will be displayed on the screen together with the order status.
This function converts a finished service order to normal merchandise.
First enter the service order number of the 'Finished' job to be converted to merchandise.
You will be asked for a group code. This must be a 'merchandise' group code - i.e. it must start with a number from 0 to 9. The computer then allocates the next serial number in that group.
Then enter the applicable material code to identify the gold or other material type.
Follow the screen prompts to fill in the required data. You will be taken to the merchandise file maintenance program to allow you to edit the details that have been automatically generated.
An entry is automatically inserted in the 'All Rcvd' label file so that a label will be printed with the next label run.
The merchandising procedure cannot be reversed, but the merchandise can be un-received if required.
This simple utility is used to keep an accurate record of where the order is physically located.