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Jewellery Workflow - Sales

This page describes using Invoices and Point of Sales Invoices together with the Jewellery module.

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In a store environment, you have the option of selling Items using Sales Ledger Invoices or Point of Sales Invoices. The main advantage of using Sales Ledger Invoices is that as soon as you have completed a sale the piece will be removed from stock and the Nominal Ledger will be updated. Among the advantages of using Point of Sales Invoices are:

  • The Point of Sales Invoice window is more user-friendly for the point of sales environment as many actions can be carried out by pressing buttons.

  • The Point of Sales Invoice window is fully user-definable, with the possibility of having different window configurations for each store or even for each user.

  • Adding a piece to a Point of Sales Invoice is a simple matter of scanning the barcode or the Serial Number. You can also add a piece to a Sales Ledger Invoice by scanning the barcode, but it is necessary to go to flip D before being able to scan a Serial Number.

  • The end-of-day routines allow you to check and monitor the levels of funds in each till or cash machine.

  • You may find it easier to connect Point of Sales Invoices to external systems to handle credit card payments.
A disadvantage of using Point of Sales Invoices is that stock levels and the Nominal Ledger will not be updated immediately when you make a sale but through the running of Maintenance routines, often at the end of the day.

In both cases, you can control whether members of staff will be able to change prices or add discounts. In the case of Sales Ledger Invoices, you can do this using Access Groups, as described here. In the case of Point of Sales Invoices you can do this by deciding whether to add an "Amend Line" button to the Point of Sales Invoice window. The "Amend Line" button is a button whose use requires a supervisor to log in.

Please refer here for details about Sales Ledger Invoices, and to these pages for details about configuring and using Point of Sales Invoices.

At the end of the day, if you were using Point of Sales Invoices, you should run the 'Cash Up' and 'Update Stock' Maintenance functions in the Point of Sales module. These functions will update the Nominal Ledger and stock with the day's sales. It may be that the 'Cash Up' function does more than you need, in which case you can carry out the steps that you do need yourself.

Useful reports that you can run at the end of the day include the following:

  • the Cash Up report in the Point of Sales module provides detailed analysis of the sales recorded on each till.

  • the Cash Receipts report in the Sales Ledger lists the payments that were made during the day and will help to reconcile the amounts received per payment mode:

  • Running the Stock List report in the Stock module with the Location Totals option selected will provide simple counts of the numbers of pieces that should remain in each Location. This will be especially useful if you are using Locations to represent individual display cases in a store:

    Running the report with the Per Location, Inc Values and Show Serial No. options selected will provide much more detail if needed.
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Jewellery workflow in Standard ERP:

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