Deluxe Version 4.14 User Guide and Instructions Revision: 10/4/2012

Transcription

1 Deluxe Version 4.14 User Guide and Instructions Revision: 10/4/2012

2 Table of Contents Table of Contents...2 Introduction - Features...4 Getting Started...6 System Requirements...6 Installation...6 Unlock...6 Register your Jewelry Designer Manager Program...6 Uninstall...7 Starting the Program...7 Samples...7 Terminology...7 Control Tips...8 Navigation...8 Filters...9 Set Program Defaults...10 Enter Jewelry Parts...11 Purchase History...12 Adding Pictures and Web Page Hyperlinks...14 Number In Stock/ Reorder Number...14 Delete a Part...14 Part Sales...15 Jewelry Parts QuickList...15 Vendor Info...16 Assemble Your Jewelry Pieces...17 Remove Parts from Inventory...18 Assembly Instructions...19 Pricing Your Jewelry Piece...20 Markup...21 Suggested or Specify Jewelry Piece Price to Use...21 Adding a Jewelry Piece Picture...22 Copy a Jewelry Piece...22 Delete A Jewelry Part or Piece...22 Discontinued...23 Jewelry Piece QuickList...23 Customer Info and Sales...24 Invoices...24 Invoice Quicklist...25 Bills of Material...26 Consignment - Memos...26 Memo Quicklist...27 Consignment Memo Reports...28 Printing Reports ing a Report

3 Printing Labels with the Label Printer...30 QuickBooks Pro Integration...31 QB Setup for JDM Integration...32 JDM Setup for QB Integration...35 Associating JDM Customers with QB Customers...36 Associating Jewelry Pieces with QB items...37 Posting Invoices to QB...37 Backing Up Your Data...39 Moving JDM to Another Computer...40 Compacting the Database...40 Technical Support

4 Introduction - Features Thank you for purchasing Jewelry Designer Manager Deluxe from Bejeweled Software Company. This program was developed to help jewelry designers more effectively manage their business. It allows you to keep track of parts and components, determine prices on finished jewelry pieces based on costs and profit margins, and analyze sales. Whether you sell to wholesalers, craft-fairs, home parties or retailers this program can help you get organized so you can spend more time making jewelry. Organize all your jewelry parts inventory Categorize each part by name, description, size, color, price, order number, etc. Keep track of the number in stock and reorder number of each part Maintain vendor information including: contacts, address, phone, and web sites Use the QuickList to view all parts and purchase history on one screen. Sort and filter on part category, part name, vendor and unit price Automatically calculate part s average weighted unit price Automatically add new purchases to part inventory Sell jewelry parts and ready-made items Determine the exact cost of each piece of jewelry you create Assemble each piece by picking parts that you have in your parts inventory Date of last removal of parts from inventory automatically posted Calculate the exact cost of each piece by adding the total cost of materials, labor and any other costs you want to include Determine the price for your jewelry pieces Set the markup for each piece and for customer types (wholesale, direct, retail) Add labor and any other costs for each jewelry piece Use either the suggested prices or specify your own price for each piece Use the QuickList to view all pieces on one screen. Sort by category, name, and price Total Cost of Material for each piece is always up-to-date with Parts current unit price Keep track of your Customers and Sales Maintain a list of all your customer names and addresses Track purchases by customer and by customer type (wholesale, direct, retail) Create Invoices for Jewelry Sales Invoices include tax, shipping/handling, purchase order number and message Remove items sold from finished piece inventory automatically Review all Invoices on Invoice Quicklist screen with sorting and filtering Produce a Bill of Materials (BOM) for your Jewelry Orders Create a BOM to help you determine parts needed for a jewelry order, amount of parts already in stock, parts to reorder and vendor information Determine cost to purchase parts needed to produce and sales dollar amount - 4 -

5 Consignment and Memos Keep track of consignment customers and jewelry pieces out on consignment Track pieces out, returned and sold Automatically create an Invoice for jewelry pieces sold New reports: Memo, Memo with Picture, Consignment Detail, Summary, By Customer and Piece Link to QuickBooks Pro Send Customer, Invoice and Sales information to QuickBooks Pro automatically Eliminate duplicate data entry and save time when you link JDM to QuickBooks Use with QuickBooks ProVersion 2004 and up. US only Logos and Pictures of Jewelry Pieces on Reports Print your company logo on Catalogs, Price Lists, Invoices and Memos Print pictures of your jewelry pieces on Price Lists, Invoices and Memos Label Printing Print labels for jewelry pieces, parts, customers and return labels Print jewelry tags on professional barbell and rattail style labels Print baggie labels for items directly from an Invoice Print Customizable Reports - Customer Mailing Labels - Customer Sales Slip - Jewelry Catalog - Jewelry Costs Finished Pieces - Jewelry Price List for Customers - Jewelry Piece Inventory - Jewelry Piece Assembly - Parts Discontinued - Parts Inventory - Parts Price by Category - Part Price List by Vendor - Part Catalog - Parts Used in Jewelry Pieces - Part Labels - Part Reorder List by Category - Part Reorder List by Vendor - Sales by Customer Detail - Sales by Customer Summary - Sales by Piece Detail - Sales by Piece Summary - Vendor Directory - Invoice - Invoice Detail - Invoice Summary - Bills of Material (BOM) - BOM Parts List - BOM Vendors Sorted by Parts - BOM Vendors Sorted by Vendo - BOM Jewelry Assembly - Consignment Memo - Consignment Memo with Pictures - Consignment Memo Detail - Consignment Memo Summary - Consignment by Customer - Consignment by Piece - Jewelry Catalog with Logos - Jewelry Price List with Logos and Pictures - Jewelry Price List with Number in Stock - Sales by Piece by Customer - Jewelry Piece Inventory Value at Sales $ - Invoice with Logos and Pictures - Jewelry Assembly No Prices - 5 -

6 Getting Started System Requirements IBM-compatible PC with Pentium 75 MHz or higher processor Microsoft Windows XP, Vista and Windows 7 32 MB RAM 90MB hard-disk space CD-ROM or DVD-ROM drive SVGA color (minimum 256 color) Optional: Internet functionality for sending s or browsing web pages Installation 1. Insert the CD into the CD-Rom drive or save the download to your desktop and double-click to run the installation. 2. When the setup program begins, click the Install button, and follow the instructions on the screen. 3. When the program finishes installing there will be a Jewelry Designer Manager Icon on the desktop. Click on the icon to start the program. If there is any problem with the installation please contact Technical Support and we will help you. Unlock For security reasons there is an unlock feature for Jewelry Designer Manager. The first time you open the program you will be asked to unlock. The CD Key or Log In Password is on the back of the jewel case if you ordered a CD. If you ordered a download it is on your order confirmation. Please save this code in case you need to install the program again. If you cannot locate the code please request it online: Please select the Internet unlock method to unlock. If you do not have internet access on your machine please select the Manual unlock and or call us with the fingerprint which will be listed on the screen. We will then be able to issue a manual unlock code. Register your Jewelry Designer Manager Program If you did not purchase directly from Bejeweled Software Company or have changed your address you can register online at: This will enable us to notify you of new software releases and product updates

7 Uninstall To uninstall the program: (Please note this may remove all files including your data files. Please backup before you uninstall the program files. See Backing Up for more information.) 1. Click the Windows Start button; click Settings, and the click Control Panel 2. Click Programs/Uninstall a Program 3. Find the name of the program: Jewelry Designer Manager in the list box and select Remove. 4. Follow the instructions on the screen. 5. Repeat 1-4 with the program: Microsoft Access 2003 Runtime SR-1 Starting the Program Double click on the Jewelry Designer Manager icon on the desktop. The program starts and you will see the main menu on your screen. Samples A few sample parts and a sample jewelry piece have been included in the program to help you get started. You can remove them at any time or write over the information with your data. However, you must remove the jewelry piece before you will be allowed to remove the parts. There are also sample vendors which you can remove. Terminology Jewelry Designer Manager Deluxe is a database application. Certain terms are used throughout this manual and are explained here to help you use the program. A database allows - 7 -

8 you to store, retrieve and analyze information. The information is stored in fields. For example, information about parts is stored in fields such as part name, size, and description. All the fields pertaining to one part are a record. If you are familiar with spreadsheets then visualize a spreadsheet with columns and rows. In a database each column is a field and each row is a record. On the screen the fields are entered in text boxes or drop-down boxes. You can type directly into a text box or choose an item that is in the drop-down box. To open a drop-down box, click on the arrow on the right side of the box. You can scroll through the list or start typing the item you are looking for and you will go directly to an item that begins with the letters you are typing. Below is an example of a drop-down box for the Category field in the Jewelry Parts form. Some of the fields allow you to only pick from a list of items in the drop-down box. If you enter an item that is not in the list a message appears asking if you want to add a new item to the list. You can choose to add or to cancel. You can also edit the drop-down lists by selecting the Edit button next to the drop-down box. Control Tips When you hover over a field with your pointer a control-tip will appear giving you more information about that field. Navigation To move from one field to another use the TAB key. To move from one record to another you can use the record navigation buttons on the bottom left of the screen. These buttons will take - 8 -

9 you to the first, next, previous and last records. The PgUp and PgDn move from record to record. There is a Find button (binoculars icon) located on the toolbar at the top of the screen. You can place the cursor in any field, click on the Find tool and then type the text or numbers you are looking for in that field. You may also narrow the search to the beginning of the field or any part of the field. Please note that some fields such as the Category field in the Jewelry Parts screen actually store a number but display text. In this type of field select the name of the screen, i.e., Jewelry Parts in the Look In box of the Search dialog box. You can also select whether you want to search in Any Part, the Whole field or just the Start of the Field. Filters Filters allow you limit the records viewed on the screen. For example in the Jewelry Parts QuickList screen you can filter all parts that are in the semi-precious category. You can also filter on the vendor. You can select one filter or both. Below is an example of semi-precious parts purchased from one vendor. To remove the filter, click on the Select All button to the right of the Filter by Category drop-down box. The top list box shows all parts. When you select a part the bottom list box will show the purchase history for that part. You can also select one or more parts by holding the Shift and Ctrl keys while clicking on parts. Click on the View/Edit Select Parts command button to open the Jewelry Parts screen filtered to those selected parts. There are sort and filter buttons on the toolbar at the top of every data entry screen (not Quicklists) allowing you to sort records in ascending or descending order. To sort the records, - 9 -

10 place the cursor in the field you would like to sort on and then click on the Sort Ascending or Sort Descending tool. To remove the sort order, click on the Remove Filter/Sort tool. The Filter By Selection tool allows you to filter or show only the records that are the same as the current selection. For example if you only want to view records that have Semi-Precious in the Category field, place the cursor in the category field on a record that has Semi-Precious entered in this field. Then click on the Filter by Selection button to set the filter. To remove the filter, click on the Remove Filter/Sort tool. Using the Program Set Program Defaults The program allows you to customize the reports with your business name, address, , web page, etc. You can also set the markups for your jewelry pieces to any number you wish. To set the defaults go to the Main Menu and select Maintenance and Set Program Defaults. On the Program Setup form you can set the default settings for the following fields: a) Enter the company name and contact information that will appear on reports that are sent to customers such as catalogs, prices lists and invoices b) Select the jewelry part unit price to use c) Enter sales tax rate on invoices d) Enter the markup for jewelry pieces

11 e) Select the customer pricing level (See Figure 1 Program Setup Default Settings) f) Load the logo file to appear on reports that are sent to customers such as catalogs, prices lists and invoices. The maximum size in pixels of the logo is 500w x 130h. Enter Jewelry Parts The first thing you need to do is to enter your jewelry parts, (i.e., gems, beads, findings, etc.,) into the program. The ideal time to do this is after each purchase when you have all the pricing and vendor information available. Select Jewelry Parts from the Main Menu

12 The Jewelry Parts screen allows you to enter information about your components such as name, category, size, description, etc. It is very important that you are consistent with your part name. For example, always start with the name of the bead or stone; enter the color, shape, etc. You can change the order or use your own order; the key is to remain consistent. You can always go back and change the part name if you discover later that you don t like the way you named the part. Part Purchase History You can enter all your purchases for a part along with the vendor contact information. The program will calculate the average weighted unit price for each part unless you select another Part Price to Use in the option box. To enter or add a part purchase click on the Add Purchase command button. Enter the purchase information and click on the Add Purchase to Part Inventory command button. You may enter the pricing information in different ways to determine a unit price. It depends on how you will use the material as a component in your jewelry. If you use entire strands then a unit would be one strand. If you use individual beads or stones then your unit is a bead or stone. You may find that for certain items it is easier to keep the units in grams, feet or even by the container. For seed beads you may enter the price paid per gram or per tube. In the Jewelry Assembly screen the Qty would be entered as the number of grams or the amount of the tube (half tube =.5). used. For wire and chain you may enter the price paid per foot and then in the Jewelry Assembly screen enter the number of feet used. (1/2 foot =.5; 1 foot = 1). There is no set rule; it depends on what is easiest and makes sense for you

13 Adding Pictures You can add a picture of a part on the screen by clicking on the Load command button located below the photo frame. A window will open which will allow you to locate the picture file on your computer s hard drive. Browse to the folder, click on the filename and select Open. To obtain pictures of your parts and jewelry pieces, you can use a scanner, take pictures with a digital camera and download the photos, or take pictures with a regular camera and develop them on a CD. It is highly recommended that you use a jpeg file format and that your pictures be no

14 larger than kilobytes (35 KB = 35,000 bytes). As you add more pictures to the Jewelry Parts and Jewelry Assembly screens, the database will grow larger. If the size of the picture files is too large, performance of the database will be affected and it may take longer to load screens and move from one record to another. Adding pictures can increase the size of a database significantly. To help optimize performance, compact the database frequently. (See Compacting the Database for more information.) You can use a photo editor software program such as Microsoft Photo Editor, Microsoft Paint or Adobe Photoshop Elements to resize the pictures. The standard resolution at which images are viewed on the computer screen is 72 dots per inch (dpi). Greater dpi creates an unnecessarily large file size. However, for printing images a higher dpi ( ) is desirable. We suggest that you keep the original image but load a resized, smaller image for JDM. Otherwise you may have problems printing reports that have photos such as the Jewelry Catalog. The Photo Command buttons allow you to Clear or remove the picture; Save the picture as a different filename; and Copy the picture to another record by selecting Copy and then Paste. You can also Zoom In and Zoom-Out of the picture for close-ups and Zoom-fit to size the picture to fit the frame. and Web Page Hyperlinks The and web page fields on the Jewelry Parts screen are hyperlink fields. When you click on them you go directly to the web page or to an message form. Be sure to enter the addresses in the format shown on the screen. address must be entered: mailto:[email protected] Web pages must be entered: To edit a hyperlink field you can place the cursor in the field and select Insert Hyperlink Toolbar button on the menu bar. In the Text to Display text box, enter the text you would like to appear in the or web page field on the screen. (It doesn t have to be the same as the actual hyperlink address.) In the Type the file or web page name text box, enter for a web page or mailto:[email protected] for an address. If you have trouble entering or editing a hyperlink field, place the cursor on the field before the hyperlink that you want to edit and then press the TAB key to enter the hyperlink field. Number In Stock/ Reorder Number The Number in Stock and Reorder Number fields allow you to keep track of the number of parts you have in stock and at what level you would like to reorder. There are two reorder reports: Part Reorder List by Vendor and Part Reorder List by Category that list only the parts that need to be reordered. On the Part Price List Report, parts that are low or out of stock are highlighted in grey. Delete a Part To delete a part Click on the Delete command button. If the part is an item that is a component in any of the assembled jewelry pieces, you cannot delete the part unless you delete the part from the assembled pieces first. This prevents you from removing important information in other areas of the program. (There is a report called Parts Used in Jewelry Pieces that will give you a list of all the pieces that use a specific part.)

15 To find a jewelry part that you previously entered, open the Find Part drop-down box, select a part and press ENTER. You can find the part by either the Part Category/Part Name or by the PartID. If you start typing the letters you are looking for you will go directly to the item. You can also use the Find Command button or Ctrl-F to find a Part by Part Name or PartID. To add another part click on the Add Part button. Part Sales The Jewelry Parts form keeps track of all the part purchase information. If you resell your parts or sell ready-made items then you can have the program add a Part to a new Jewelry Piece. You can then include these items on price lists, catalogs and invoices. Click on the Add this Part to Jewelry Piece command button. The Part is added and you now have the option of adding some or all of the inventory from Jewelry Parts inventory to Jewelry Piece inventory. The new Jewelry Piece ID and the number of pieces in stock will be visible. Jewelry Parts QuickList The Jewelry Parts QuickList allows you to see all your parts on one screen, filter on Category and Vendor and sort on Part Name, Vendor and Unit Price. For example, you may want to see all the pearls you bought from a specific vendor. You would enter Pearls in the Filter by Category drop-down box and enter the Vendor name in the Filter by Vendor drop-down box. Now only pearls from that vendor will show on the screen. You can then sort by Part Name or by Unit Price. To return to a list of all parts, click Select All next to the two filter buttons

16 You can select a part on the list by clicking on it. To select more than one part, press the SHIFT key while selecting the parts. You can edit the parts you selected by pressing the View Selected Part(s) button. You can also edit the part by double-clicking on the part. There are two additional list boxes below the Parts Quicklist. One of them shows you all the purchases made for the selected part and the other shows you all the pieces that contain the part selected. From this screen you can return to the Jewelry Parts or Jewelry Assembly screen by clicking on the command buttons. Vendor Info On the Parts screen you can enter Vendor information such as Vendor name, contact, phone, fax, and web page. There is another screen to add additional information such as address and specialty. You can get to this screen by selecting the More Vendor Info button next to Vendor name or directly from the Main Menu

17 The Vendor QuickList screen allows you to see all your vendors on one screen and sort by Vendor, City and Specialty. Click on the Vendor QuickList button to go to that screen and view all vendors. Assemble Your Jewelry Pieces Once you have entered all your parts, you are ready to assemble your finished pieces, determine the actually cost, and set the wholesale, direct and retail prices

18 On the Jewelry Assembly screen you enter the Category, Size, and Piece Name along with all the parts that were used to make the finished piece. Select the quantity of parts used for the piece and then choose the part from the Item drop-down list. You can choose the part by either Part Category/Part Name or by PartID. (When you start typing the category or PartID the list will go directly to the letters typed.) The program will automatically calculate the Unit Price, Extended Price and Cost for each part.item and then determine the Total Cost of Materials. There is an Edit/View button next to each item for easy part editing. Click on the button to view or edit the part in the Jewelry Part screen. Remove Parts from Inventory There is a Part Inventory tab that shows the number in stock for each part used in a piece. Click on the Remove Parts from Inventory Go command button to remove the parts automatically for one or more pieces. The last date parts were removed will be listed to remind you. If you take apart a jewelry piece and put all the parts back into stock you can enter a negative number and the parts will be added back automatically

19 Please note: If you try to remove parts from inventory and the program gives you a message saying there are not enough parts in inventory, then you may have a blank row in the list of parts. You must delete the empty row by selecting the row and then pressing the Delete key on the keyboard. To select the row, click on the square to the left of the Qty field. The row will be highlighted; then press delete. There will always be one blank row for new records at the bottom. It has an asterisk * next to it. The program will only take parts and pieces out of inventory when you click on the Update inventory command buttons. The order should go like this: 1. You purchase parts and add them to Jewelry Parts inventory 2. You make a jewelry piece and take the parts out of Jewelry Parts inventory and add the piece to finished piece inventory 3. You sell the jewelry piece on an invoice or place it on consignment and take the piece out of finished piece inventory. If an item is returned on a Memo it will be added back. You can adjust the Number In Stock for parts and jewelry pieces at any time. You can also print the reports: Jewelry Part Inventory and Jewelry Piece Inventory to help you take physical inventory or to update your data. Assembly Instructions Click on the Assembly Instructions tab to enter information about making the piece

20 Pricing Your Jewelry Piece The program calculates the Total Cost of Materials based on the current total of all the parts used in the piece. Click on the Labor tab to enter the labor items, number of hours for each labor process, description and laborer. You can also add Other costs or you can leave fields as zero. Printing Labels with the Dymo and Zebra Printers You can print Dymo labels from the Jewelry Assembly/Pricing form. There are pre-formatted label designed for barbell and rattail style labels and you can enter additional text into the Option text boxes. Zebra labels also can include the Item# barcode for scanning. Labels can also be printed from the Jewelry Assembly/Pricing, Invoice, Memo and Print/Report forms

21 Markup The Jewelry Designer Manager program allows you to assign a different markup for each item and for each type of sale: wholesale, direct and suggested retail. You can keep the defaults (3, 4, 6) or change them to whatever you want for each piece. If you want to change the defaults for all new records go to the Main Menu, select Maintenance/Setup Program Defaults. The formula for the Sales Price is: ([Total Cost of Materials] x Markup) + Labor + Other Cost. The formula is listed above the Pricing section. The program allows you to have three different selling prices for each piece: wholesale, direct and retail. Wholesale is intended to be used when selling to customers who will be re-selling your jewelry. The Direct price can be used for whatever purpose you choose. Some designers use it as an in-between wholesale and retail price when selling at home parties or craft fairs. The reports will allow you to select which prices to print for your jewelry pieces. Suggested or Specify Jewelry Piece Price to Use The program gives you the option to use the Suggested selling price or to Specify the jewelry piece price. The Suggested price automatically recalculates when the total cost of materials changes, i.e. when metal prices go up each piece that uses the metal will have a price increase. If the Specify price option is selected then the user must change the prices manually by entering the prices in the text boxes. This option can be different for each jewelry piece

22 Adding a Jewelry Piece Picture You can add a picture of your finished Jewelry Piece on the screen by clicking on the Load command button located below the photo frame. A window will open which will allow you to locate the picture file on your computer s hard drive. Click on the filename and select Open. The Photo Command buttons allow you to Clear or remove the picture; Save the picture as a different filename; and Copy the picture to another record by selecting Copy and then Paste. You can also Zoom In and Zoom-Out of the picture for close-ups and Zoom-fit to size the picture to fit the frame. Copy a Jewelry Piece You may want to make a duplicate or copy of an assembled piece. The Copy Piece button on the bottom right of the screen allows you to make an exact copy without having to re-enter all the information manually. Just click on the button and the Jewelry Piece part name, category, picture and all the items will be copied to a new record. The new record will have the word COPY next to the piece name. You can edit the new piece by giving it a new name and changing parts, item number, etc. Please note: if you have opened the Jewelry Assembly screen from the QuickList and make a copy of the Piece, you will not see the piece until you close the Jewelry Assembly screen and reopen it. Delete A Jewelry Part or Piece To delete an item in the section, click on the record selector or box to the left of the Qty field to select the record. Then press the DELETE key on your keyboard. The Delete Piece button on the screen will delete the Jewelry Piece along with all of its parts. Please note: you cannot delete

23 a part if it is listed in a jewelry piece and you cannot delete a jewelry piece if it is listed in an Invoice, Memo or Bom. You can check the part or piece as Discontinued if you do not want them listed on reports, QuickLists or drop-down boxes. Discontinued Check the Discontinued checkbox if you do not want a jewelry piece to appear on any of the reports, QuickLists or drop-down boxes. Jewelry Piece QuickList You can view all your assembled pieces on one screen by clicking on the Piece QuickList button. This form allows you to see all your pieces on one screen, filter by Category and sort on Piece Name and Price. For example, if you want to see all the bracelets you have made, enter Bracelets in the Filter by Category drop-down box. Now only bracelets will appear on the screen. You can then sort by Piece Name or by Price. To return to a list of all jewelry pieces click Select All next to the filter button. You can select a piece on the list by clicking on it. To select more than one piece, press the SHIFT or CTRL key while selecting the pieces. You can edit the pieces you selected by pressing the View Selected Piece(s) button. You can also edit the selected piece by double-clicking on the piece. This will take you to the Jewelry Assembly screen for editing. The bottom list shows all customers who have purchased the Jewelry Piece selected in the Quicklist

24 Customer Info and Sales The Customer Info and Sales screen allows you to enter information about your customers such as name, address, phone, etc. You can create different customer type categories for your customers such as wholesale, home party, consignment, etc. The pricing option tab allows you to designate which price the customer should receive on invoices: wholesale, direct or retail. The list box on the bottom of the form will show you all the invoices for this customer. You can create a new invoice for the customer by clicking on the Invoice command button. You can also go directly to a previous invoice by selecting the invoice (click on the record selector to the left of the Invoice #) and then clicking on the Invoice command button. Invoices You can create an Invoice by opening the screen directly from the main menu or via the Customer Sales and Info screen. The system automatically assigns an invoice number and calculates sales tax. You can have the program remove the items sold from your finished piece inventory by clicking on the Update finished piece inventory button on the Invoice. Invoices can be printed directly from the invoice screen or from the Print Menu

25 Invoice Quicklist The Invoice Quicklist allows you to view all your invoices on one screen, sort by Invoice #, Customer Name, Customer Company, etc. It allows you to filter by Customer and/or purchase dates. You can select an invoice and view all the items on the invoice in the listbox at the bottom of the screen

26 Bills of Material The Bills of Material screen will allow you to enter an order for jewelry pieces that you need to produce. Several reports will give you the following information: Bills of Material report listing date, description and quantity of each jewelry piece A jewelry assembly report with the piece picture and all the parts used in the piece Parts list report with amount on hand and amount needed to order List of Vendors that supply all needed parts with contact and pricing information Consignment - Memos You can manage the items you have on consignment by creating a Memo. Open the Consignment - Memo form from the Main Menu. The Memo is nearly identical to an Invoice except it lists items that are on consignment. (See Figure 9 Consignment Memo) There are sections on the Memo that keeps track of whether an item is On Consignment, Sold or Returned. When you add an item to the memo the piece is automatically removed from finished piece inventory. The number in stock is shown next to the piece s extended price. Items can be Sold, Returned, Partially Sold or Removed. To change the status of an item click on the item(s) and then click on one of the options below the list. If an item is Returned the jewelry piece(s) will be added back to inventory. Changing an item status from On Consignment to Sold does not change jewelry piece inventory; inventory was updated when the piece was put on consignment

27 To create an Invoice for items sold select the items in the Sold section and then click on the Create Invoice command button to create and open a new invoice with all Items sold listed on the Invoice. Memos can be printed directly from the Memo screen or from the Print Menu. Memo Quicklist The Memo QuickList allows you to view all the memos on one screen, sort by Memo#, Customer Name, Company, Memo Date, Total and Due Date. It allows you to filter by Customer and/or memo dates. You can select a memo and view all the items on the memo in the list box at the bottom of the screen. Click on the printer icon to print the QuickList

28 Consignment Memo Reports The following consignment/memo reports can be printed with sorting and filtering selections from the Print Menu: Consignment Memo for One Customer Consignment Memo for One Customer with Images Consignment Memo Detail List of all memos in detail Consignment Memo Summary List of all memos in summary Consignment Memo Summary by Piece List of all memos by Jewelry Piece Consignment Memo Summary by Customer List of all memos by Customer Printing Reports Once you have entered your parts and pieces you will want to go to the Report Menu. Here you can choose reports to print price lists, mailing labels, jewelry costs, a jewelry catalog, invoices, memos and much more. A sample of each report is on the website at: The Report Menu in JDM Deluxe allows you to select a report by Report Group and Report Name. You can also select the items to print on the report from the list box. Additional tab controls contain filters to narrow your item selection and choose the sort order of the columns on the report

29 Use the Shift and Control keys to select items on the first tab. Shift will allow you to select every item in between the first and last item selected. The Ctrl key will allow you to select or deselect items one at a time. Not showing is the Report Sort Order. The Saved Lists control allows you to save a list of items you have selected to print on a report. You can use the saved lists when printing the same report or for other reports that contain the same items. In Figure 12 - Report Menu we saved a list called Fall 2009 Collection which contains the four jewelry pieces selected. This selection can be recalled the next time this report, or any other report that prints jewelry pieces, is selected. Report Filters allow you to narrow down the items that will print on the report. Filters will change depending on the report you select. A report may allow you to filter by date, vendor, category, etc. depending on which fields or columns are listed on the report. If you want the name of your business, phone, fax, , etc. to appear on the reports go to the Main menu, select Maintenance, select Setup Program Defaults. Enter your information here. If you leave these fields blank these items will not appear on your reports. The sales tax for invoices must be entered here also

30 . ing a Report You can any of the reports in JDM by creating a PDF. Check the PDF checkbox on the Print menu and click on Print. A PDF file will be saved in the PDF folder. Create an and attach the file. Depending on how many pictures you have any how big they are, you may not be able to send your entire catalog. You may have to send one category at a time or select pieces on the Print menu. Printing Labels with the Label Printers You can print labels for your jewelry parts and jewelry pieces with affordable and compact printers which are available from Bejeweled Software Company. The label printers allows you to professional barbell and rattail style label tags for your jewelry pieces and rectangular labels for part storage containers. Barcodes of Jewelry Piece Item# can also be printed which is great for data entry and scanning sales for invoices and memos

31 The formats are predesigned. You select the label style and enter any optional text to print on the label. Printer, labels and accessories are available on our website. The Dymo label printer is a thermal label printer that does not require any ribbons or ink cartridges. It is small, easy to set up and very economical. The Zebra printer is a thermal transfer printer and is capable of printing barcodes on smaller sized labels that may be used with an ultrasonic cleaner

32 QuickBooks Pro Integration Jewelry Designer Manager Deluxe integrates with QuickBooks Pro Version You can create invoices in Jewelry Designer Manager Deluxe (JDM) and update customers and invoices in QuickBooks (QB) without having to re-enter any information manually. Use JDM to price your jewelry, manage your inventory and print price lists, catalogs and labels. Use QB for banking, accounts receivables and other accounting tasks. JDM is not an accounting program. It was designed specifically for jewelry designers to help price and sell their jewelry. We recommend that you utilize both programs, JDM Deluxe and QB, to manage all your pricing, inventory and accounting needs seamlessly. Jewelry Designer Manager Keep track of parts and vendors Inventory jewelry parts and pieces Manage customers and sales Track Memos/Consignment Print Price Lists, Catalogs, Labels QuickBooks Pro Handle banking, credit cards & financing Track accounts receivables Track expenses and accounts payable Pay bills Manage payroll and employees You can associate Jewelry Pieces with inventory or non-inventory items in QB. We recommend that you keep track of your jewelry part and jewelry piece inventory in JDM rather than in QB. You can also associate customers in JDM with customers in QB and send invoices created in JDM to QB. Please note: information will only be sent one way: from JDM to QB, not back and forth. Once information is sent to QB from JDM subsequent changes such as editing a customer name, changing items sold on the invoice, shipping/handling charges, etc. will need to be manually edited in both programs. QB Setup for JDM Integration We strongly recommend that you consult with an accountant or tax advisor on how to set up QuickBooks for your specific business needs. QB must be running with the Company file open to configure the QB integration to JDM. Make sure all other windows in QB are closed including any Reports

33 In QB setup the following Items and Accounts by selecting the Items command on the QB toolbar. Name Description Type Account Jewelry Piece Product Non-Inventory Part Sales Income Shipping Shipping Other Charges Postage and Shipping Discount Discount Discount Other Expense Out of State Out of state sales Exempt Sales Tax Item Sales Tax Payable Sales Tax Sales Tax Sales Tax Item Sales Tax Payable Figure 3 QuickBooks Items and Accounts Please check with your accountant to make sure the Item List and Accounts are set up correctly for your business. Figure 2 QuickBooks Items and Accounts is an example. In QB, choose Edit Preferences. Select Integrated Applications, the Company Preferences tab and click on the Properties button for Jewelry Designer Manager. On the Access Rights tab, check the Allow this application to login automatically

34 This completes the QB setup process

35 JDM Setup for QB Integration Open QB and open JDM. In JDM select the Maintenance item from the Main Menu and then select QuickBooks Setup. a) The QB Version field should automatically be filled in with QB Pro 2004 U.S. Version. b) The QB File field will contain the full path of the QB company file that will be linked with JDM. Note: this file is saved and the next time JDM is run, it will try to connect to this QB file automatically. You must enable automatic login for JDM in the QB preferences. c) Default Tax Code: Enter the default tax code to be used for each item in an invoice. d) Default QB Item for Jewelry Pieces: Enter the default QB item to use when posting an invoice to QB if a particular item does not have a linked QB item defined. The QB items that appear in this drop-down box are Inventory and Non-Inventory parts. If an Inventory item is linked to a Jewelry Piece, the inventory in QB will be automatically updated when an invoice with that piece is posted to QB. Any other adjustments to QB inventory will have to be done manually. We recommend that your Jewelry Pieces are Noninventory items in QB and that you keep track of parts and finished piece inventory in JDM. e) Default Sales Tax Code (U.S.): Enter the default sales tax code used on an invoice. f) Discount Item: Enter the item to use when posting the Discount of an invoice

36 g) Shipping/Handling Item: Enter the item to use when posting the Shipping/Handling of an invoice. h) Once all of the selections have been made, Click on the Save button and then Close. If you return to the QB Setup screen, the previous saved changes should be selected. This completes the JDM Setup for QB integration. You can now associate Customers and Jewelry Pieces with Customers and items in QB and post Invoices. Associating JDM Customers with QB Customers Each Customer in JDM can be associated or linked with an existing QB customer to be used when posting an invoice. The QuickBooks Customer drop-down box is located on the Customer Info and Sales form in the Pricing/Other Tab. JDM will automatically link a customer if one exists in QB, however, the customer names must be an exact match. Otherwise, you must choose a QB customer from the QB Customer drop-down box. (Note: if this box is empty, there are no customers in the QB file. Important: Check all your existing JDM Customers and associate each one to a QB customer if one exists. Spelling and exact wording of the customer name matters. (i.e. Neiman Marcus and Neiman Marcus Inc. would be considered two different customers by JDM). When a new customer is created on the Customer Sales and Info form JDM will try to match the customer with a customer in QB. If it finds a customer in QB with the exact same name, then the two customers are automatically associated. If not match is found, a new QB customer is created in QB and linked to the new JDM customer

37 When an Invoice is posted JDM will try to match the name of the customer to an existing QB customer. If no match is found, a new QB customer is created in QB and used on the QB invoice. If a JDM customer is not associated with an existing QB customer and the customer exists in QB but with a different name or spelling you will end up with a duplicate customer in QB after you post an Invoice. You can merge the two customers and their account balances into one customer in QB by changing one of the Customer s names. QB will prompt This name is already being used. Would you like to merge them? Selecting Yes will merge the two customer records. Associating Jewelry Pieces with QB items Each Jewelry Piece in JDM can be associated with an inventory part or non-inventory part in QB. On the Jewelry Assembly form, choose an item for each piece from the QB item combo box. (See Figure 7 - Jewelry Assembly - QB Item) The simplest way to associate jewelry pieces with items in QB is to create one non-inventory item in QB for all your jewelry pieces. Alternatively you can set up as many items as you like and select the appropriate QB item for each jewelry piece. Please check with your accountant to determine the best method for your business. Note: when posting an invoice, if a jewelry piece on the invoice does not have an associated QB item, the Default QB Item for Jewelry Pieces located in the JDM - QuickBooks Setup form will be used. (See Section B JDM Setup for QB Integration JDM QB Setup Screen) Posting Invoices to QB A Post Invoice button will be visible on the Invoice form if QB integration has been setup. If an invoice has already been posted, the Post Invoice button will be grayed out and the Date Posted and QB Invoice Number fields will be filled in

38 When the Post Invoice button is clicked all items on the invoice along with any Discount, Tax, and Shipping/Handling charges will be posted to a new QB invoice. QB will automatically assign the next available invoice number in the current QB sequence as the QB invoice number. This number is displayed in the QB Invoice Number field. The JDM Invoice number and the QB Invoice number may be different because each system has its own sequential auto-numbering system. The Invoice number cannot be changed in JDM. The QB Help Index explains how to change the QB Invoice number. You can reference the QB Invoice number on every JDM Invoice. Once an invoice is posted to QB, any subsequent changes made to an Invoice such as changing a customer name, adding or removing items sold on an invoice, shipping/handling charges, etc. will have to be manually edited in each program

39 Backing Up Your Data You should back up your data on a regular basis. JDMData.mdb is the file that contains all your data. There is a Backup and Restore utility on the Maintenance Menu. The default folder location for your data file on Windows XP is: C:\Program Files\Bejeweled Software Company\Jewelry Designer Manager Deluxe On Windows 7 and Vista the default folder location is here: C:\ProgramData\Bejeweled Software Company\Jewelry Designer Manager Deluxe Click on the Browse button to select the file to back up: JDMData.mdb file. (When you click on the Browse button the Jewelry Designer Manager Deluxe folder will open.) Select the JDMData.mdb file and then click on Open:

40 The destination folder will automatically fill in along with the name of the new backup: The backup file will be named: JDMDataBackup_YearDate.mdb In the example above the JDMData.mdb file was backed up on October 10, 2012 into the: c:\programdata\bejeweled Software Company\Jewelry Designer Manager Deluxe\Backup folder. You can also use Windows or another backup program like the Iomega Zip Drive backup utility to backup these files. You can use Windows Explorer to copy the files to an external floppy or zip disk or a USB memory stick. Whatever media you use just be sure to back up often. Please note: If you are backing up to a CD/R or CD/RW please use your CD software. Moving JDM to Another Computer If you need to move the JDM program from one computer to another computer after you have been using the program and have entered information you must follow these steps: 1. Install the Jewelry Designer Manager program using the CD or the Setup file that was downloaded when you purchased JDM to install all the required system files. 2. Restore your JDMData.mdb from the other computer using Windows Explorer or the Restore feature in JDM. Your data file must be named JDMData.mdb and it must be in the correct folder. Caution If the existing database file in the database folder and the backup copy has the same name, restoring the backup copy may replace the existing database file. If you want to save an existing file, rename it before you restore the backup file. Please technical support or call if you need more information. We can help you over the phone so that you don t lose any important data. Compacting the Database As you work with the Jewelry Designer Manager database, it will grow in size. As you add and remove items from the database it becomes fragmented and performance may suffer. Compacting the database will reclaim all space occupied by deleted data and make the database

41 smaller. It will also reorganize the database files and improve performance. This process should be performed regularly to improve performance and conserve disk space. Remember to backup the database regularly. It is a good idea to back up the database before attempting to compact it. Defragmenting the hard drive regularly is recommended also. To compact the database, go to the Main menu and select Maintenance/Compact Database. The process can take anywhere from a few seconds to minutes depending on the size of the file and the speed of your computer. A message, Compacting is Finished! will appear when the process is done. Technical Support Visit the website for Frequently Asked Questions (FAQ), send us an at [email protected]. We ll be happy to answer any questions you may have. Please be sure to register your product to be eligible for technical support, product updates and information about new software releases. You may register or update your address: We will continue to enhance and improve Jewelry Designer Manager and we welcome your comments and suggestions. Please let us know if there is anything that you would like to see added to a future update. End of User Guide