Welcome to the WinJewel Program.
This program was designed using
Microsoft Windows by a jeweler especially for use by any retail jewelry store.
It is meant to be easy to use and to solve many of the common problems in
keeping track of everything in the store. It is not designed to be an all
things to all people bookkeeping program but to face the problems that are
unique to the Jewelry Industry.
The operation of a jewelry store is an art. That art can be more creative and
more effective if accurate records of what has happened and what is happening
are available to the stores management.
To run the WinJewel program it helps if you are comfortable with Microsoft
Windows. Even if you are not familiar with the Windows system, you will find
this system is very easy to learn. Ease of learning is the reason that
Microsoft Windows is the largest selling computer program of all time.
The WinJewel Program comes in either the 3.5" 1.44 MB format floppy disk
or CD. If you didn't receive the format of your choice, please call or write us
at:
The
WinJewel Co.
6810 54th Pl NE
Marysville, Washington 98270
(360) 658-9875
or reach us by Email -- winjewel@msn.com
HARDWARE
REQUIREMENTS
Before you start to run the
program in your computer, be sure that you have the following requirements:
(1) IBM compatible computer with 386, 486 or Pentium (586) CPU.
(2) At least 8 Meg of RAM (Suggested 32 Meg - Your local computer store can add
this to your system and you will find it will increase the speed that your
computer runs windows even if you just have a 386.)
(3) A hard drive with at least 30 Megabytes of free space. (More disk space
would be required for larger volume stores.)
(4) A Color or Black & White Monitor. We suggest a color monitor. If you
are using a black and white monitor you should go to the "Reports"
screen and choose "System Settings". Then click on "Set
Background Colors for each screen". Then click on "Set All Colors to
Grey". This will make the screen easier to read on a black and white
monitor.
(5) Microsoft Windows (3.1 or higher) & compatible Mouse. (If you are running
WinJewel version 4.0 or later you need a 32-bit version of Windows such as
Windows 95, 98 or NT)
(6) A Windows compatible Printer. The "Driver" for your printer must
be a one that was written to work with the particular version of Windows that
you are running. This is very important. Unlike most word-processing programs,
WinJewel does not have it's own print drivers but relies on the driver that is
supplied with the particular printer that you are using. The one exception is
if you are using an Eltron, Allegro or Zebra printer for printing tags.
WinJewel does have its own built-in drivers for these three printers when
printing price tags.
(7) If you are running the "multi-user" version of WinJewel you will
need to have a working network system of some kind to network your computers
together. It is beyond the scope of this manual to discuss all of the
possibilities of computer networks. It is probably best if you are not familiar
with networks and have no local computer expert to help you with network setup
to call us at WinJewel and we will try to advise you. Once you have a properly
working "Local Area Network" (abbreviated with the acronym
"LAN") then the multi-user version of WinJewel will be able to handle
all of the file sharing, file locking and record locking that is necessary for
the files within WinJewel. In most cases the built in network capabilities of
the Windows operating system are adequate without any other software being
necessary. You will need cabling and a network card installed on each computer.
(8) If you are running the "Multi-Store" version of WinJewel you will
need a modem and a phone line hooked to at least one computer in each store. A
modem is suggested for single store installations also so that the WinJewel
support people can adjust your system from their computers using the support
software that WinJewel provides. We also suggest that you use your modem to go
to the World Wide Web and visit our website often to download the latest
version of WinJewel. Our address on the Web is www.winjewel.com
Overview
of working with WINJEWEL and MICROSOFT WINDOWS
Use only what you want of WinJewel. By this we mean you don't have to use all
functions of the program. It is designed to be modular and to work with as much
of the program as you feel will help your individual store.
Start with only one feature and slowly add features one by one. This will be
easier on you and your staff. As an example you might start by entering your
inventory. Then you may want to add writing sales slips. Then you could add
purchase orders when you are comfortable with sales slips. Etc. In other words
take it slow and you will not have the trauma in your store that is caused by
trying to convert over to a computer bookkeeping system all at one time.
We have written WinJewel in MICROSOFT WINDOWS. Any item on the screen at any
time can be pointed to with the mouse. Once you point to an item you can press
the left button on the mouse and that item will be chosen. You will get used to
the different items that you will see on the screen. There are really only six
types of items that you will find on the screen. Each is shaped and colored
like other things of the same type. Once you have mastered these six objects
then you can do anything with the WinJewel program. Here is a list and example
of each of the 6 types of items:
An ICON
An Icon indicates a choice of what you want the computer to do at any time.
There is always a row of these at the top of the screen. Point to the Icon and
click the left button on the mouse. (This is called a click. Always click with
the left button unless instructions specifically state to use another button.)
A GREY BUTTON
A gray button will help you to choose an option or a
procedure. Point to the bar with the mouse and click.
A DATA BOX
A data box will display information for you. If the
cursor is blinking in it or the box has a red border around it, it is said to
have the "Focus". This means that you can type information on the
keyboard and it will be put in that box. You can choose a box ("give it
the focus") by pointing at the box and clicking the mouse.
Once it is chosen it will respond to whatever you enter using the keyboard
keys. You can use the ENTER or TAB key at the end of entering or changing the
information in a data box. The focus will go to the next box.
It is possible to put a longer entry into a data box than will show in that
box. When the program saves this information, it will sometimes be cut off at
the maximum length allowed for that particular information. Experiment with the
BACKSPACE, DELETE and the CURSOR keys to see how they effect the information in
the box. Remember that each box, no matter where in the program, will respond
the same.
A DROP DOWN BOX
A drop-down list box has a small arrow to the
right. If you click on that arrow, a list of possible entries for that box will
drop down from the box. If you point to any entry and click, that entry will be
entered into the box. If the list is longer than the box can show at one time,
a bar with two arrows will appear on the right of the box. Use this bar and
arrows to see more of the list.
A Drop-Down Box can also be typed into instead of choosing something from the
list with the mouse.
A LIST BOX
A list box may have a list of items from which to choose. If the list is longer
than the box can show at one time, a bar with two arrows will appear on the
right of the box. Use this bar and arrows to see more of the list. Point and
click at the item that you want to choose.
Many of the list boxes have a long gray button along the left edge of the box.
If you see one of these and click on it you will see the box expand to full
screen size. This will make it possible to see more information in the box. If
you click again on the same long gray button, the box will return to its regular
size.
A CHOICE BUTTON
A choice button will allow you to choose one
choice from a series of choices. Point and click on the small round circle just
to the left of the label. The button will turn dark to show that it has been
chosen. Any previous buttons that are dark will be canceled and will turn white
to indicate that.
That's the list of 6. Now when you see one of these items you will know what to
do with it.
THINGS
TO DO TO GET READY
1 - Make a list of departments.
These should be logical divisions of type of merchandise. Each department name
must have the first 3 letters different from any other department name because
the computer stores only these three letters. You are allowed up to 30
departments in WinJewel normally. If you feel that you need more than this,
just let us know and we can adjust your copy of the program to any number of
departments. The program provides a sample list.
2 - Make a list of general ledger accounts.
Normally these will be on your current balance sheet from your accountant. You
should use the list that you have been using. A 3 to 5 digit number must be
assigned to each account. If you want these accounts subtotaled in groups when
printed you must start each sub-group with a different number range. The
program provides a sample list.
3 - Make a list of all current suppliers.
This list can be added too easily later, so if you miss some it is not
important. Each supplier needs to be assigned a 3-digit number between 001 and
998. Number 999 is reserved to use when you want to remove an item from
inventory. Try to make your starting numbers for each supplier be in increments
of 5. Example: 005, 010, 015, 020, etc. Assign your major suppliers to even 100
numbers. Example: 100,200,300,400, etc. This makes it easier to remember. Memo
merchandise is treated as a separate supplier. Add 1 to the number of a regular
supplier to indicate memo items. Example: Supplier number 500 would also have
501 as a number for memo merchandise from the same supplier.
4 - Make a list of each employee and a password for each.
This list is easy to add to, change or remove entries. Passwords should be kept
short. No more than 8 letters and/or numbers.
SALES
SCREEN
Example of
writing a sales slip:
Click once on the "Sales Slip" icon. This will display the
"Sales Slip Form". The cursor is blinking in the "Phone"
box.
Enter a phone number then press the "Enter" key. If the phone number
is already in the computer, the full name and address will be filled in on the
screen. If the phone number is new, enter the last name of the customer - then
press the "Enter" key. If there are any matches to the last name that
you just entered already in the computer, these matches will be displayed in
the large white box at the bottom of the screen. If the customer is listed
there, point to the customer with the mouse and click. All of the information
that is stored about this customer will be filled in on the screen and the
cursor will be blinking in the "Salesperson" box.
If this is a new customer to the computer, continue filling in the information
about this customer and pressing the "Enter" key to move to the next
box until you reach the "salesperson" box.
Click once on the small arrow to the right of the box. This will display a list
of the salesperson names.
Point to the salesperson that you want to designate on the list and click. The
name of that salesperson will now be in the box and the list will disappear. If
you wanted to change the name you would click on the arrow again. The cursor
should now be blinking on the first "Stock Number" box.
Enter the first three digits of the stock number then press the Enter key. The
cursor will now be blinking in the second "Stock Number" box.
Enter the next 5 digits of the stock number then press the Enter key. If the
computer finds a match for the stock number the "Description",
"Price" and "Department" boxes will be filled in
automatically. If no match is found you should enter these yourself.
You must now choose from the six buttons along the right side of the screen.
These buttons are labeled "Cash", "Check", "Bank
Card", "Charge", "Payment" and "Layaway".
Click on the small circle just to the left of each label. Notice how the last
one that you clicked is black. Don't choose "Payment" at this time
because the "Description" box will be altered to read
"Payment" and the "Department" box will be altered to read
"Payment".
Now you must click one of the two gray bars that say "End Line Tax"
and "End Line No Tax". If you choose "End Line Tax" the
sales tax will be calculated and shown on the sales item.
After you choose an "End Line" button, the cursor will be blinking
again in the first box of the "Stock Number" boxes. If we wanted to
enter another item for this sales slip, we would enter the numbers now. If we
are finished with this customer, just point to the "End Slip" bar and
click.
A window will appear in the center of the screen to let you enter the exact way
the customer will pay for the item(s). Point and click with the mouse on any
item that you want to change, then click on the last line of the window (the
one that says, "finished") when you have everything reading the way
that you want. Make sure that your printer is turned on and supplied with
paper. The sales slip will now print. The screen will reset for the next sales
slip.
More features of
the Sales form:
You can bring up a customer by last name or just the first few letter of the
last name if you prefer. Click on the "Last Name" box. Type the
letters "ST". The large white box at the bottom of the screen will
display a list of all customers that are in the file at this time that start
with "ST". Click on the name in the box that you want. The customer information
boxes at the top of the screen will be filled in. You can change any of these
boxes by clicking the box and then typing what you want into that box.
Anytime that you have a customer filled in on the screen, you can make a note
on this account or see the notes on an account by clicking on one of the two
gray bars labeled "See Note" or "Make Note". Any number of
notes can be made on any account. Experiment with these buttons.
If you want to write a sales slip for a repair envelope, enter E for the
supplier number then enter the envelope number in the number box. An even
faster shortcut to write up a repair envelope is to enter "E" into
the phone box. The "E" will be automatically transferred to the first
stock number box and you can enter the envelope number into the second stock
number box. Everything that was entered when the envelope was made out will be
filled in on the screen, including the customer's information, description,
price, department and sales- person.
INVENTORY
Example of entering new inventory:
Click on the inventory icon. The Inventory form will appear on the screen.
Click on the gray button in the lower left corner of the screen that is labeled
"New Invoice". You will be asked for the Invoice Number and Invoice
date. This will start accumulating inventory for that invoice.
You will notice that a list of the suppliers that have been entered will be in
the large box at the right of the screen. If the list is longer than can be
shown in the box, a slide bar will appear on the right side of the box. You can
click on the up or down arrow to see the rest of the list.
Click on the line with the name of the supplier of the inventory that you want
to enter. The supplier number will be entered into the "Supplier" box
and the next available number will be entered into the "Stock Number"
box. You will notice that the "Invoice Number" and "Date
Purchased" boxes are also filled in. The cursor should now be in the
"Description" box.
Enter the description of the item then push the Enter key. Remember that what
you put here will later be on the sales slip when you enter this number when
filling out a sales slip. The cursor will now be in the "Serial
Number" box.
Enter the serial number of the item if it has one. If it does not have one then
just press the "Enter" key to go to the next box.
Enter the size of the center stone in carats then push the Enter key. (Example:
.22 would be a twenty-two pointer) The cursor will now be blinking in the
"Total Weight" box.
Enter the total weight of the side stones. (Note: This is not the total weight
of all stones unless there is no center stone.)
Enter the Clarity, Color, Cut and Shape information. You can leave these boxes
empty if you want to. The cursor should now be in the "Reorder
Number" box.
Enter the number that the factory would need to reorder this style. Then press
the Enter key. The cursor will now be in the "Grams" box.
Enter the weight of the gold in grams. Then press the Enter key. The cursor
should now be in the "Karat" box.
Enter the karat of the gold then press the Enter key. (Example: 14) Do not
follow the number with a "K". The cursor will now be in the
"Color" box.
Enter "Y" for yellow, "W" for white, "T" for
two-tone, "B" for Black Hills, "P" for platinum or
"S" for sterling. Then press the Enter key. The cursor should now be
in the "Department" box.
Click on the down arrow to open a list of the departments. If there are more
departments than can be seen at one time in the box, a slide bar will be at the
right of the box. You can see more of the list by clicking on the up arrow at
the top of the bar or the down arrow at the bottom of the bar. Point to the
department name that you want and click. The list will disappear; the name
chosen will be in the "Department" box.
The "Invoice Number" and "Date Purchased" boxes should
already be filled in so go to the "Cost" box and enter the cost of
the item. Then press the Enter key. (Note: do not use the "$" dollar
sign.) The cost will be converted to code by the computer. If you want to check
to see what that code represents, click on the gray ""Decode"
bar. You will then need to press the Enter key again to move to the next field.
The cursor should now be in the "Retail" box.
Enter the retail that you want to have on this item then press the Enter key.
(Note: do not use the "$") If you want to use a fixed markup you can
enter "X" or "*" followed by the markup that you want to
take. Example: if your cost had been entered as 100.00 then and you entered
X2.5, the box would be filled in with 250.00. If you enter just an
"X" or a "*" then the retail would be entered based on the
cost percentage that was entered for the department that you have for this
item. (Average cost for any department is entered into the system when you
assign departments). The cursor will now be in the "Date Sold" box.
Unless this is a pre-sold item, you won't want to enter the next 3 boxes. The
one exception would be if you want to keep track of where in the store the item
will be kept. If you want to keep this information you can do one of two
things. 1 - Enter the number of the case that you will be placing the item in.
2 - Click on the "Location" gray button and you will see a map of the
store. Click on the case that you will be placing the item in and the number of
that case will be filled in for you.
Now you must decide if this is usually a sales taxable item. Point to and click
the small circle just to the left of the label for either "Taxable"
or "Non-Taxable". The default setting is taxable so if this item is
taxable then you don't need to click on "Non-Taxable".
You should now click on the gray "Save Item" bar. (Remember: if you
don't click on this bar all of your entries are not saved.) The boxes will all
be cleared and the cursor should now be back in the "Supplier box" so
that you can enter another item.
If you have more items to enter from this invoice, you can click on either the
"Next" gray button or the "Repeat Last" gray button. The
next available number will be filled in on the screen. If you choose the
"Next" button then only the "Supplier", "Stock
Number", "Invoice Number" and "Date Purchased" will be
filled in and you will enter all the rest. If you clicked on "Repeat
Last" then everything from the last item will be filled in except the
"Stock Number" will be the next available number.
You can change any box at this time by clicking that box and entering what you
want. When you are satisfied with all boxes, you can click on the gray
"Save Item" button.
Any time that you want to see or change any item that is already saved, just
enter the "Supplier" and "Stock Number" into the correct
boxes instead of clicking on a supplier name or the "Next" or
"Repeat Last" buttons. This will bring up that item and put its
information on the screen. You can change any box at this time by clicking that
box and entering what you want. When you are satisfied with all boxes, you can
click on the gray "Save Item" bar.
THE CUSTOMER SCREEN
Building a good customer list is one of the best things that a jewelry store
can do. This ability to see quickly what the store has done with a customer is
great. You will know what letters have been sent to any customer, what
appraisals have been done, what has been purchased and for how much, and any
notes that you want to make on the customer.
Start by clicking on the Customer Icon. This will bring up the customer screen.
To enter a new customer all you have to do is fill in the information that you
want and click on the gray bar "SAVE CUST".
If you want to see or do something to an existing customer, there are two ways.
You can enter the phone number and press the Enter key. You can also enter the
last name into the last name box and press the Enter key. All of the names that
match the name or partial name that you entered will show up in the large list
box at the bottom of the screen. Click on the one that you want and the
information for that customer will be entered into the different boxes.
You can now change any box that you want and click on the "SAVE CUST"
gray bar.
If you want to see the notes that have been made on any customer. First bring
up the customer that you want as you did above and click on the "SEE
NOTES" gray bar. You will see a list of all notes that have been made for
this customer. The notes are in reverse order with the newest list at the top.
Also any letters or appraisals that have been done for that customer will show
with the date that each was done.
If you want to make a note on the customer that is on the screen, click on the
"MAKE NOTE" gray button. A blue outlined box will appear on the
screen. Type any note that you want to make and then click on "OK".
If you click on the "CANCEL" no note will be made.
If you want to see all sales whether Cash, Charge, Layaway, Bankcard, or
Payments you can click on the "SEE SLIPS" gray bar. These will be in
reverse order with the newest on top and each will be dated.
If you want to send a form letter or an Email to the customer that is on the
screen, you should click on the "SEND LETTER" gray bar. A list of the
letters that are currently in the file will appear in the larger box at the
bottom of the screen. Point to the one that you want to send and click. You
will be asked if you want to Print or Email the letter. The letter will
automatically be either printed ready to go into a window envelope or Emailed
to the customer if they have a valid Email address in the Email box. Also the
fact that the letter was Printed or Emailed will be added to the note file for that
customer and dated the current date.
For the Email to work correctly you must have an Email server set up on
the computer that you are using and it must be connected to a phone line. The Email feature only works if you have a
Windows compliant Email program and it is correctly configured.
If you want to create or change a form letter you should click on the
"EDIT LETTER" gray bar. The WINJEWEL FORMLETTER WRITER will appear.
If you want to write a new letter you can click on the "NEW LETTER"
gray bar that is along the right side of the writer. The cursor will appear in
the far-left top corner of the white writing area. You should start your letter
with the body of the letter because the Formletter Writer will always fill in
the heading, customer name and address, and date so you don't want to
duplicate. The program does not fill in the salutation and writer's name at the
bottom so you must enter these items. When you are finished you should click on
the "SAVE LETTER" gray bar. A blue-bordered box will appear in the
center of the screen. Enter the name of the letter that you want to use to
refer to this letter and then click on the "OK" gray bar.
If you want to change an existing letter you can click on the "OPEN
LETTER" gray bar. A blue-bordered box will appear in the center of the
screen and a smaller white box will have a list of all of the letters that are
currently available. Click on the one that you want to change and click on the
"OK" gray bar. You can click on "CANCEL" if you don't want
any of the files shown. If you decide "OK" the letter will appear on
the screen. Edit by using the arrow keys, the delete and backspace keys until
you get the letter the way that you want it. Click on the "SAVE
LETTER" gray bar to finish your editing session. A blue-bordered box will
appear again in the center of the screen and the name of the file should
already be filled in. Click on the "OK" gray bar.
One box on the CUSTOMERS screen needs special mention. This is the box at the
bottom right of the screen labeled MONTHS NO INT. This is only for customers
that have a charge account and have been granted a waiver of interest for a
given number of months. Put between 1 and 99 in this box. Each month when the
interest is added to other accounts, no interest will be added to any account
that has a number in this box and the number in this box will be decremented by
one. When the number reaches zero, the account will again be charged interest
like any other account. If a charge is made close to the date that interest is
to be charged, or if you just don't want to charge interest on the first month
of a charge, place a 1 in this box. If you want interest the first month place
a 0.
THE ORDER SCREEN
If you want to enter an order to one of the suppliers that have been entered
into the computer, click on the "Orders" icon. The orders form will
appear on the screen.
You will notice that a list of the suppliers is in the large white list box
that is in the bottom right corner of the screen. Point to the supplier that
you want to order from and click. (Note: If the supplier is not on the list you
will need to enter that supplier by clicking on the "Supplier" icon.)
The supplier's name, address, and normal terms will be filled in the
appropriate boxes. The cursor will be blinking in the "description of
item(s) to be ordered" box.
If the order is for a customer you will want to enter the information for the
customer at this time. You can bring up a customer's information by entering
the phone number into the appropriate box. You can also bring up a customer by
entering the last name of the customer. A list of matching last names will
appear in the large white box at the bottom right of the screen. Click on the
last name of the customer that you want.
Fill in the other boxes that you want at this time.
"Order date" refers to the date that you are placing the order. It will
automatically be filled in with the current date but you can correct it to any
date that you want.
"Promised date" is the date that you want the ordered merchandise to
be in the store.
"In date" is the date that the ordered merchandise is in the store.
"To cust date" is the date that the merchandise is given to the
retail customer.
"Terms" are the terms that you expect the supplier to give you with
this order. It is filled in with the "Normal Terms" for the supplier
that you are ordering from but it may want to be adjusted for this particular
order.
"Cost" is the price that you expect the supplier to furnish the
ordered item to you.
"Cust. price" is the price that you expect to charge the customer for
the merchandise. This information does not get printed on the order but is for
in-store use only.
When the "description" box is filled in with one line of the order
you should click on the "end line" gray bar. That line of the order
will be moved to the large white box at the bottom right of the screen and the
"description" box will be emptied so you can enter another line.
When you have saved the last "description" box and you are ready to
print the order, point and click on the "END ORDER" box. The order
will be printed.
THE REPAIR SCREEN
To enter a job envelope click on the "Envelope" icon. The envelope
form will appear on the screen.
You can bring up a customer as you have in the other forms by either entering
the phone number or by entering the last name and clicking on the name that you
want as it appears in the large white box.
If you enter a new customer, that customer will be added to the customer file
at this time so you can use the information again. If you change any
information on a customer that change will be made in the customer master list
when you save this envelope.
After you have brought up a customer the cursor will be blinking in the
"Envelope number box. If the customer that you brought up has envelopes
that have already been entered into the computer, a list of those envelopes
will be in the large white box. If you want to bring up any of those envelopes
you can point to the one you want and click.
You can also enter a new envelope into the system by entering the envelope
number into the appropriate box. If you enter a number that is already in the
computer the information for that envelope will be filled into the appropriate
boxes. This is the shortcut way to enter all information when you want to
update an envelopes information such as that it is finished being worked on.
You don't even have to go through the steps to enter the customer's
information.
When you are finished with any entries or changes you must click on the
"FINISHED" gray bar to save the entries that you have made. If you
leave the envelope program by clicking on any of the other icons along the top
of the screen, no information is saved.
Later when you are ready to write a sales slip for this envelope, enter E in
the location on the sales screen that you usually enter the first three digits
of the stock number and enter the envelope number in the second box of the
stock number. The name and all other information will be filled in on the sales
slip.
APPRAISAL
In order to do an appraisal you must start by going to the
"APPRAISAL" icon. Click and bring up the "APPRAISAL"
screen.
Next bring up the customers name by either the phone number or the last name.
After you have the customer that you want on the screen, click on the "Do
Appraisal" button.
The appraisal work sheet will appear on the screen. A list of the file names of
any appraisals for this customer that are on file will be on the screen. Each
file name has the date that the appraisal was last worked on next to it. If you
want to work on one of these appraisals (for instance to update it) just click
on the file.
If you want to do a new appraisal, start by clicking on the type of item and go
on to describe the item by clicking or filling in the appropriate items.
If the item has a stone or stones, click on the "Add a Stone" button.
Describe the stone by clicking on appropriate items or filling in boxes. The
small "c" button is a calculator for putting in dimensions and
letting the program do the math to figure the weight of the stone. If you use
this feature be careful to alter the weight that is the answer because the
girdle thickness or other cutting abnormalities just as you would if you were
figuring the weight yourself.
When you are finished with a stone, click on the "End Stone" button.
If you want to add other stones to the description click on "Add a
Stone" again. If you are entering multiple stones at one time (such as
with side stones that are all similar) enter the total weight, not the
per-stone weight in the "carat" box.
If you want to show the clarity, color or cutting grade of the stone - point to
the slide bar for that quality item and while holding the left mouse button
down, slide the bar to the appropriate grade. If you don't move a slide bar for
any particular stone then no grade will be shown in the text for that stone.
Therefore if you want to show the highest grade for any stone you must move the
slide and then move it back to the far left.
When you have finished entering any and all stones for this item, click on the
"End Item" button.
If you want to add other items to the appraisal you can do it at this time by
just starting to describe the next item.
If you want to edit the "opening", "signature" or "closing"
that will be added to the text with each appraisal, click on the "Edit
Inserts" button. You can also set the left margin and default text style
and size by clicking on this button. Any changes that you make to these items
will remain as the default until you change them again.
If you are finished entering items for this appraisal, click on the "See
Text" button. The text of what you have described by clicking will show on
the screen. You can now edit the text in any way that you want. The price that
you want on each item should be entered at this time by pointing to the
"0.00" price, clicking, and then editing in the price that you want.
To edit or add any text, use the same technique. Notice that the
"painting" technique that is available throughout WinJewel and most
Windows programs can be used. The painting technique is used whenever you want
to replace text with something new that you enter from the keyboard. Point to
one side of the area of text that you want to replace then hold the left mouse
button down while you move across the text that you want to replace. The text
will turn dark. After you release the button, if you type anything it will
replace what was marked. If you want to insert text into your appraisal at any
spot, point to the spot that you want to insert something. Click once. Then as
you type you will insert text.
When you have the appraisal looking the way you want, click on the
"Print" button as many times as you want copies of the printed
appraisal. Click on the "Save" button to save the appraisal on the
hard disk.
If you want to copy the appraisal to your favorite word processor, click on
"Copy to W/P" button. Enter the correct command to load your favorite
word processor. This command will be the default the next time that you click
on the "Copy to W/P" button. After the word processor comes up,
"paste" the text that you have been working on by using the paste
command in the word processor. Example: If you were using "Write",
click on "Edit" then click on "Paste". The technique is
similar in all Windows style of word processors.
STAFF
The STAFF icon will give you access to the security system for your computer
during the WinJewel program. Only the key person(s) in your store should be
given access to the "Staff" screen. You should not bring it up if
anyone is looking over your shoulder so that they can read the screen.
To start the "Staff" routine, click on the "Staff" icon.
The "staff" form will appear on the screen. The alphabet will appear
along the left side of the large white box. Any staff members that are entered
into the system will appear next to the letter that they have been assigned.
These letters are just a short-cut way for the computer to refer to any staff
member and allow less space to be taken up in the computer files. These letters
can be thought of like the keys on the older cash registers that were letters
and each key was assigned to a staff member. It is a good idea to try to use a
letter that refers to the staff member's name. This is not always possible.
To enter or change an entry in the system, point to the line of the list that
you want to change and click. Input boxes will appear near the top of the
screen into which you can enter the staff member's name and code. Also a list
of the icons that are normally along the top of the screen will appear. Click
on the programs that you want to give access to this staff member. Notice that
the name of that icon will turn white. This tells you that you have given
access to that function for the staff member that you are working on.
The name that you enter will be the name that shows on sales slips, daily
reports and other forms that are printed by the program.
The code that you enter for the staff member is the code that that staff member
will have to enter anytime that he or she wants to click on an icon to do
something in the program. Codes should be relatively short (no more than 5
characters) and should be changed anytime that you feel you or the staff member
wants. We suggest that you let the staff member choose his or her own code -
making it something that is easy for them to remember.
When you have entered all of the information for name, code and icons to give
access to then you should click on the "SAVE CHANGE" gray bar.
THE INVOICE SCREEN
To enter or edit invoices, click on the "INVOICE" icon. The invoice
form will appear on the screen.
A list of the suppliers that have been entered into the computer will show in
the large white box on the right side of the screen. In order to enter any
invoice you must first have entered the supplier's information and assigned
that supplier a number. You do this through the "SUPPLIER" icon.
Click on the name of the supplier that you want to enter an invoice for. The
supplier information will be filled in at the bottom of the screen in the
appropriate boxes and the cursor will be positioned in the "invoice
number" box.
Enter the invoice number. Next enter the date of the invoice in the next box.
The following box should have the date that the invoice is expected to be paid.
Be sure that you take into consideration discounts that are available by this
date.
The next box is for the amount that is discountable. (Usually not including
shipping, etc.)
The next box is labeled "discount" and you should put in it the
amount in dollars that can be taken off of the "amount" box if this
invoice is paid by the "date due". If you find it easier you can
enter any percentage in this box (example: 2%) and the computer will convert it
to dollars. To use this automatic computation you must end this entry with a
percent sign.
If this invoice was prepaid, you would enter the check number in the next box
but usually the next box should be left empty and the checkbook program will
fill it in when the invoice is paid.
Don't forget to click on the "SAVE INVOICE" gray bar to save what you
have entered.
THE SUPPLIER SCREEN
All of the suppliers that are used by your store should be entered here along
with the address, phone, and normal terms.
Remember that the numbers that you assign to each supplier should be in
increments of 5. (Example: 5, 10, 15, 20, 25, etc) Use the even 100's for your
major suppliers. (Example: 100, 200, 300, etc.) If you have memo merchandise
from any supplier the supplier number for that memo merchandise should be one
number higher than the number for normal merchandise from the same supplier.
(Example: if 500 is the supplier number - 501 would be memo merchandise from
the same supplier.)
Be sure to click on SAVE ENTRY gray bar to save the information that you have
entered.
If you want to change an existing supplier's information, point to the name of
that supplier in the large white box and click.
If you want to remove a supplier, change the name of the supplier that you want
to remove to be ZERO OUT. That supplier will be removed with the next sort. Be
careful removing any supplier that you have inventory in the inventory file
for. You will not be able to access that inventory. Change the numbers of any
items to the supplier TEMP.
If you want the computer to find the next available supplier number, double
click on the "Supplier Number" box.
THE CHECK SCREEN
In order to write a check using the WinJewel system you should click on the
"Checks" icon. This will open the check writing form. Along the right
side of the screen you will see a list of all of the suppliers that are
currently in the computer.
Point to the supplier that you want to write the check to and click. This will
fill in the information on the form for that supplier. Also a list of the
invoices that are currently not paid will appear in the large white box on the
right of the screen. Point to and click on any invoice that you want to pay.
You will notice that it turns dark and the invoice appears over in the "to
pay" box on the left side of the screen. You can click on as many of the
invoices that you want. Each will be added to the list to pay.
If an invoice is not entered but you wish to pay it, you will have to click on
the "Invoices" icon at the top of the screen and enter this invoice.
Then click on the "Checks" icon again and start over choosing which
invoices to pay.
When you are satisfied with what you have chosen, click on the "print
check" gray bar. You will be asked to "Put a check form in the
printer". Click on the "OK" gray bar if you are ready. The check
will be printed.
To see the checkbook listing, click on the "See Checkbook" gray bar.
You can see or print the checkbook from this screen. To change any item, point
to the item and click. To mark a check as having cleared the bank click on the
column that is marked "ST" for status. A "*" symbol should
appear. To remove it, click again. It is important to remember that the
starting balance of the next month's checkbook is only brought forward when you
look at the checkbook. If you enter a check in an older month, but don't look
at the check book, the balance forward on the next month's check book will not
reflect the change until you look at the checkbook for the month that the check
was written.
THE BUDGET SCREEN
Clicking on the BUDGET icon can do budgeting for each department and each cost
account. Budgets must be completely re-entered if you change a department or
cost account so you should be careful to get these two lists entered correctly.
After you click on the BUDGET icon a blue-bordered box will ask you to enter
the year that you want to process. Enter the last two digits of the year.
(Example: 93) If this is the first time that the year given has been used, a
blue-bordered box will tell you that this is the first time. If you do want
that year then click on "OK".
A "spread sheet" will appear. Along the top will be the months from
January to December. Down the left side will be the merchandise departments
followed by the numbered cost accounts. The total of each column will be at the
bottom of each column and the total of each row will be at the right of each
row. A grand total for the year will be in the bottom-right corner. These
totals cannot be changed directly by you, but if you change any other amount in
the spreadsheet these totals will be automatically changed.
To change any one position in the budget, point to the square that you want to
change and click. It will be highlighted. Type what you want to be in that
position into the input box at the bottom left of the screen. When you click on
the "POST AMOUNT" gray bar, the amount will be transferred to the
correct position in the budget and all of the math will be updated on the
totals.
If you want the same amount for each month in any one row, click on the title
of that row. The whole row will be highlighted and when you enter an amount
into the box at the bottom left and click the "POST AMOUNT" gray box,
the whole line will be filled in.
Budgeting is vital to any well run business. Use thought in arriving at your
budget. It will give you goals and a direction to your business.
THE REPORTS SCREEN
The Report icon could better be called "REPORTS AND UTILITIES". Each
of the listed reports can be run to analyze or list the information that you
have entered using the other ICONS. Also different Utilities that help sort or
speedup the running of the entire WinJewel set of programs are found on this
screen. To run any of the programs or to set any of the properties, just click
the button next to the title that you want to perform. A more detailed menu
will now appear in the center of the screen. Single click the name of the exact
procedure that you want to run.
PRINTER SET UP
The WinJewel Program can be set to work with different types of printers.
Click on the "Reports" icon. Then click on the "Printer set
up" choice. A list of the possible settings and a list of the current
settings will appear in the large white box.
You can choose from three general types of printers:
Lazier Style Printer
Windows Compatible Printer
Text Only Type Printer
This does not replace a correct driver having been entered for WINDOWS. It
simply chooses the clearest style of output for the three major types of
printers. You can experiment with the three types using your printer. You may
like one better than the other.
You can also choose whether you want sales slips printed as you enter them.
Some stores like to enter on regular sales slips by hand and enter all of the
slips later into the computer.
BACKING UP
YOUR DATA
It is very important to back up your data on a regular basis. You decide how
often to do this but in making this decision be sure to realize that if you
have a failure of your system, you will have to enter everything again that was
entered after the last backup that you did.
There will always be a date following the "backup" choice on the
"REPORTS" screen. The WinJewel program uses a sophisticated
compression technique to copy the files that you need to a floppy disk. All you
have to do is to place a floppy disk into your drive and click on the
"backup" choice. The computer will ask you which drive (A or B) you
wish to use and then will ask you to verify that you want the disk that you put
in to be totally erased.
If you ever need to restore your data to the computer, the choices are on the
same screen. Be careful using the RESTORE option. Remember that you will lose
all work that has been done since the last backup.
DAILY
REPORT
Each day you will want to do a printout of what has been written up using the
"sales" icon. Click on the "Sales" choice from the
"REPORTS" screen. Then you will see two choices appear in the large
white box. Double click on the "Daily Report" choice.
You will get a list of each sale. This will show who sold it, the stock number,
the description of the item, the department the item was in, the customer's
last name, and the amount of the sale.
You will also get totals for each department, salesperson, and type of sale.
If you have entered a deposit for that day, you will see that deposit and a
total of how much was deposited. This will help you to see that all is balanced
with what should have been deposited.
These daily reports should be filed away in a safe place.
DEPOSIT
ENTRY
To enter a deposit click on the "deposit" choice on the "Reports
& Utilities" screen. You will be asked for the date, name of the
deposit and amount.
Usually several deposits must be made to account for a total day's cash
receipts. The "main" deposit is usually the cash and checks that have
been taken in that day. The "Visa", "MasterCard", "American
Express", "Discover" and "other" deposits sometimes have to be
done separately. Also, during large cash days, you may wish to make an early
deposit just to reduce the amount of cash in the drawer.
The WinJewel program can handle any number of deposits for one day. Just put
the same date in for that deposit and it will show on that day's Daily Report.
Deposits can also be made from the "Checks" screen by clicking on the
"Deposit" gray button.
MONTHLY
REPORTS
To get a summation of a month's sales transactions, you should click on the
"Sales Report" choice on the "REPORTS" screen. You will see
two choices appear in the large white box in the center of the screen:
"Daily report" and "Monthly report". Point to the one that
you want and double click.
The "Monthly Sales Report" will not give you a line-by-line listing
of all sales like the "Daily". You will receive totals by
Salesperson, Department, and Type of Sale.
SORTING THE
FILES
It is very important to the speed of the program that you sort the files every
once in a while. Any item can be found in the computer whether it is sorted or
not. It just speeds up the lookup process if the items are in order.
Click on the "Sort" choice on the "REPORTS AND UTILITIES"
screen. The computer will remind you that this could take a long time if you
have a lot of information stored in the computer. If you are using more than
one computer, be very careful that all other computers do not try to run the
WinJewel program during a sort. We suggest that you run this sort at night as
you leave the store. This way it will be done in the morning and you will not
have someone use another computer accidentally while you are sorting.
It is important to any computer that you DO NOT STOP THE COMPUTER WHILE A SORT
IS PROCESSING.
This is worth repeating. DO NOT STOP THE COMPUTER WHILE A SORT IS GOING ON.
As a matter of fact it is not a good idea to stop the computer anytime that
disk writing is happening. In WINDOWS it is best to leave WINDOWS completely
and wait for the "C:" prompt before turning off the power. This is
because WINDOWS does its own disk updating at almost anytime without you
knowing it is happening. Most professional computer people leave the computer
turned on all the time. The small amount of power that is used by the computer
is more than offset by the "shock" damage that happens to the
computer by heating and cooling when the power is turned on or off. The only "gotcha"
is that an image can be burned into the screen if the same image stays on for
too long. Use your WINDOWS screensaver to eliminate this problem.
APPRAISALS
In order to do an appraisal on an item that has been entered into the system
you must start by going to the "APPRAISAL" icon. Click and bring up
the "APPRAISAL" screen.
Next bring up the customers name by either the phone number or the last name.
Next click on the "In Stock" gray bar. You will be asked first for
the supplier number for the item that you want. This is the first three numbers
of the stock item.
Then you will be asked for the item number. This is the next five numbers of
the stock item.
You are then prompted for any further information that you want to add to the
bottom of the appraisal description.
That's all there is to it. It is nice to attach a Polaroid picture of the item
to the appraisal printout.
If the appraisal seems to be missing some of the data necessary for a complete
job, click on the "Inventory" icon and add the information that you
need for the appraisal.
FINDING A
CUSTOMER
The two main ways to bring a customer's information to the screen are: by
typing the phone number into the phone number box or entering the last name or
part of the last name into the last name box. These techniques should be
familiar to any user. If you are not comfortable with these procedures please
practice with SALES SLIP, CUSTOMERS, ENVELOPES, or ORDERS icons.
If you are entering in a new customer in any of these four forms, if the same
last name or phone number is already in the system, you will be shown these
matches. Try not to enter the same customer into the system twice. All
transactions are tied to the customer that is on the screen at the time of the
transaction. If a customer is entered twice, each transaction is only tied to
one of these entries. You might look up the other entry when you are trying to
find something.
There are two other ways to find a customer that are handy. Clicking on the
"Reports" icon and then clicking on the "Customers Reports"
choice arrives at both. You can then find a customer by their address (or
partial address). Also you can find a customer by a note (or partial note) that
has been made on that entry. Both of these searches work best if you don't try
to be too specific. For example: You would do better by searching for the
address "3065" rather than "3065 NW Any Street". If the
address had been entered "3065 N.W. Any St" no match would be found.
If multiple matches are found, each match will be listed for you to see. You
can then decide which one you wanted. The same searching technique works best
for notes. Remember that the computer will always look for an exact match.
FORM
LETTERS
To send a form letter that is already in the system you must click on the
"Customers" icon. Next bring the customer's information onto the
screen by either the phone number or last name technique.
Now click on the "SEND LETTER" gray bar. A list of the form letters
that are now in the computer will appear in the larger white box. Click on the
name of the letter that you want to send to this customer. The letter will be
printed and a note to show that the letter was printed will be made on the
customer's notes.
If you want to make a new form letter or change a letter before sending it,
click on the "EDIT LETTER" gray bar. The screen will change and a
special formletter writer will appear on the screen. Four gray bars along the
right side of the screen are: "NEW LETTER". "OPEN LETTER",
"SAVE LETTER" and "EXIT WRITER".
"NEW LETTER" should be used when you want to add a new letter to the
list of letters that can be sent. After you click this gray bar you can type in
the letter that you want. Remember that the computer will fill in the heading
and address portions of the letter so don't put them in or they will be doubled.
When you are satisfied with the letter click on "SAVE LETTER". You
will be prompted for the name that you want to use for this letter. It is
limited to a maximum of 7 letters. It cannot have as suffix.
"OPEN LETTER" should be used when you want to change an existing
letter. After you click on this gray bar you will see the normal WINDOWS style
of file information. Click on the name of the file that you want to change.
Then click on the "OK" gray bar. When you are finished changing the
letter, click on the "SAVE LETTER" gray bar. You will be given the
chance to change the name of the file before you save it. If you choose another
name, the old letter will still be on the list with the old name.
"EXIT WRITER" should be used when you want to go back to the
"CUSTOMERS" screen. You will be asked if you are sure that you want
to do this. If you answer yes, any changes or additions that you have not saved
will be lost.
If you place any of the following all capitalized words between < and >
in your letter, the information from the current customer will be substituted
for the word.
<LAST NAME> will replace with the last name
<FIRST NAME> will replace with the first name
<ADDRESS> will replace with the street address
<CITY> will replace with the city name
<STATE> will replace with the state 2 initials
<ZIP> will replace with the zip code
<BALANCE> will replace with the current balance
<AGREED PAYMENT> will replace with agreed payment
<CREDIT LIMIT> will replace with the credit limit
<PHONE> will replace with the first phone number
Please notice that these must be entered exactly as shown to be replaced. You
should include a space just before each and just after each word to be
replaced. You should not enter the quote marks. They are included here just to
make the "Less Than" and "Greater Than" symbols print.
STATEMENTS
If you want to send statements to one or all of the customers that owe money,
click on the "Statements" choice on the "Reports" screen.
You will be given two choices: to send statements to all of the accounts (that
means all of the accounts that have a balance due) or to send one statement to
just one account.
If you choose all of the accounts you will simply need to see that the printer
doesn't run out of paper. Everything is automatic. (Don't forget to post
interest before printing statements.)
If you want to send to just one customer, you can also go to the customer
screen, bring up one customer and click on the "Statement" gray bar.
MAILING
LABELS
The labels routine can be found by clicking on the "Reports" icon.
You will see "Mailing Labels" as one of the choices. When you click on
this choice you will see several choices. The first choice will allow you to
print labels for all customers that have been entered. The next choices will
print labels based on different criteria. Double click on the choice that you
want.
You will be asked if you want to change the layout of the labels. If you click
on "Yes" then you will be shown a screen that will help you to set
the spacing of the labels to be right for the label forms that you are using.
First adjust the size of the font so that the vertical spacing is current for
your labels. This will take some experimentation. Don't try to set the
horizontal spacing until you get this satisfactory.
Horizontal spacing is adjusted by changing the "A" and "B"
tab settings. Again this will take some trial and error.
When you have the vertical and horizontal spacing the way that you want then
you can adjust how many rows (vertically) that you want to a page. When all is
the way that you want it, click on "save/exit". You are now ready to
print your labels.
FORM
LETTERS
To send a form letter to a customer you should first go to the CUSTOMERS
screen. Then you must bring a customer's information onto the screen be either
the phone number or last name.
Now you can click on the FORM LETTER gray bar. A list of the letters that are
now in the file will appear in the large white box at the bottom of the screen.
Click on the name of the letter that you want to send to this customer.
The letter will be printed and a note will be made for this customer saying
that this letter was sent on this date.
TAKING
INVENTORY
There are three easy ways to take inventory with the WinJewel program.
One is to simply do a printout of all inventory by going to the reports screen
and clicking on INVENTORY REPORTS, then clicking on FULL LIST OF ALL INVENTORY.
Then you can simply check off each item as you find it in your store. All inventory
will be in number order so it will be easy to find on the printout. Any
unchecked items at the end of the process will be missing. Any item not on the
printout will need to be added to the file.
A second very accurate way to reconcile your inventory is to select ALL from
the INVENTORY - CHOOSE TAGS TO PRINT option of the REPORTS screen, then
printing a new set of labels using a different color of tag. These tags will be
in number order so they are easy to find. Replace each tag as you find each item
with the new color. When you are finished, all tags in stock should be the new
color and any leftover tags are missing inventory.
The third way is to go to INVENTORY REPORTS on the REPORTS screen and choose
take inventory. This will automate the placing of a letter in the LAST
INVENTORY box of the INVENTORY screen. Enter the supplier and stock number
information and follow it with the price. If there is a match it will fill in
the letter that you have designated for this inventory taking session. Leave the
inventory taking routine by exiting the WinJewel program.
ALIGNING
PRICE TAGS
Price tags must be aligned each time that you change the type of printer that
you are using or if you change the style of tags. This alignment only affects
tags that are printed on a general-purpose printer. (Not a dedicated tag
printer)
To align for your particular printer and tags you should click on the REPORTS
icon then choose PRINTER SETTINGS. One of the choices that you will see is SET
THE SPACING ON PRICE TAGS. Click on this choice.
The screen that appears will allow you to change the alignment. First you
should always adjust the FONT SIZE until the vertical spacing for your
particular configuration is correct. You can use decimals for the font size up
to two places. (Example: 8.25) Keep experimenting with this number until you
get the vertical spacing exact. (Any previous horizontal spacing will be thrown
off by changing font size. This is why font must be exact before you try
setting the other settings.
Next you will set each of the horizontal positions for your tag sheet. These
numbers can only be whole numbers. (No decimal allowed) If you have the
settings to close together, sometimes some printer will wrap to the next line.
If this happens, increase the space between settings until the wrap stops
happening.
If you are unable to get the vertical spacing exactly right for your printer
you can turn on the micro-adjust feature by clicking on that button. The number
that you enter after clicking on micro-adjust will insert a very small amount
between each tag vertically. The amount that is added is consistent for each
printer but will vary from printer to printer. It depends on the dots-per-inch
that your printer supports.
WRITING A
SALES SLIP CREDIT, DISCOUNT OR RETURN
To write a return on a sales slip, enter everything that you would usually
enter on a sales slip except when you come to the price enter a minus sign just
before the amount. (Example: If you sold an item for 125.00, the return slip
would show -125.00 in the amount box.) It is important to keep the bookkeeping
straight that you choose the same type of sale that you did when you wrote the
original sale. (cash must be cash, charge must be charge, etc) If it is a stock
numbered item, the item will be shown as back in stock in the inventory file.
There are two ways to show a discounted price. One is to change the price box
to the price sold before clicking on END LINE. The second is to leave the
pre-discounted price the same and click on END LINE, then enter a second line
with no stock number but with the description box reading something like LESS
DISCOUNT and the amount box with a minus sign before the amount for the amount
you want to take off. (See "Discount button")
A credit to a customer is written by making the amount box minus and clicking on
the CHARGE option for the type of sale. A refund to a customer is written by
making the amount box minus and clicking the CASH option for the type of sale.
TO AUTOMATE
THE DISCOUNT PROCESS
You can make a discount gray button appear on the Sales Slip screen by going to
the "reports and utilities" screen, choosing "Sales
Reports" and then clicking on "Make the discount button visible on
the sales screen".
Once this button is visible you can click on it when you are making a sale and
enter a percentage to discount the last item that you have written on any sales
slip.
For Example: If you had just clicked on "End Line Taxable" for an
item that was $100 and you wanted to discount that item 20%, you would click on
"Discount" then enter 20 when the computer asked you for the
percentage to discount. The line information will be filled in showing the
percentage discount and all you have to do is to click on the "End Line
Taxable" button to add this line to the slip. Of course if the line of the
item that was to be discounted had been a non-taxable item then you would click
on "End line no tax" to end this line.
USING CITY
NAME SHORTCUTS
Whenever you are entering the city of a customer you have the option of just
entering a single letter. If you have defined this letter to be a shortcut (You
do this by choosing SHORTCUTS from the REPORTS screen.) then the full city
name, state and as much of the zip as you have defined, will be automatically
filled in the appropriate boxes.
If the city has more than one zip code, you will have to fill in the balance of
the zip code.
DOING AN
UPDATE OF THE WINJEWEL PROGRAM.
At the present time and ever since WinJewel has been written, updates for
WinJewel are free. We can't promise that we will always be able to have updates
free.
You can update from our website by going to www.winjewel.com and choosing the
"update" option. Pay particular attention to the version numbers that
you have and the version number that you are currently running.
You must update each update that is on the website starting from your current
version. After you follow the direction to update each version, it is important
that you run a "Sort Everything" on the "Reports" screen.
This will convert the WinJewel files to the new format.
Then you can update to the next version.
Do NOT use the program after any update until you run the "Sort
Everything". If you do you are liable to corrupt the files.
Please feel free to give suggestions for further updates. We have provided a
form on our web page for this purpose.
FINDING AN
INVENTORY ITEM
When you have the Inventory Screen showing, you will see a GRAY BAR at the
bottom left corner that is labeled FIND BY. This button will allow you to find
any inventory item by searching any field.
To use this feature you should click the FIND BY gray bar. Then enter any one
or more fields with the information that you want the list to have in common.
Then click the FIND BY gray bar again. A list of all items in inventory that
match will appear in the large white box.
If you want to see or change any one item, just click on that item in the list.
If you want to print a complete listing of all of the items in the list, point
and click on the first line in the box.
WRITTING
AND BOOKKEEPING LAYAWAYS
There are two widely used methods of accounting layaways:
(1) If you put through the sale at the time the sale is made, You will click on
the LAYAWAY choice after entering the sale just as you would any other sale.
This will show up on the customer's account as a layaway and payments will be
deducted from the balance as they are made. If you want to choose this method
you can set WinJewel to use this method by going to the Reports Screen and
choosing System Settings. Then choose "Set Layaways to be handled in the
No-Sales tax-state way.
(2) If you put through the sale at the time that the item is picked up, you
will not have to customize WinJewel because this is the default way. It saves
state sales tax from being paid until the customer picks up the item. Also
credit for the sale is not given to the salesperson until the sale is picked
up. When you are writing a sale you will write it like any other sale but you
will choose Layaway as the type of sale. Then you will be presented with two
choices: Start Layaway and Pickup Layaway. You will click on Start Layaway
since this is being put onto layaway at this time. You can then end the line as
you would any other line. You can then click on Payment to record the
customer's amount that they are paying down. You should choose Layaway Payment
for the type of payment.
As the customer comes in and makes payments on the item you will enter only
Payments and choose Layaway Payment as the type of payment.
When the customer picks up the item(s) you will click on Layaway as the type of
transaction again and choose Pickup Layaway as the type from the list that
appears. A list of all items that are on layaway for this customer will appear
at the top of the screen. Point and click with the mouse on the item(s) that
the customer is picking up at this time. The item will be filled in on the
sales screen but you must click on End Line Tax or End Line N-Tax as is
appropriate.
Notice that the balance due is in small letters just under the customer's name.
This will be the balance if the customer only has one transaction going with
you at this time. Click on Payment and choose Layaway Payment. Fill in the
amount that the customer is paying at this time. This should be the whole
amount. Then click on End Line No Tax. (Payments you will remember, never have
a tax)
You can now click on End Slip. Choose how the customer is paying, enter the
amount and then click on Click Here to End.
Bookkeeping notes: A layaway item shows as a balance on the customers account
but it does not show as a sale on the stores books until the pickup. This is to
save having to pay the sales tax on the transaction until it is a done deal. Inventory
items are still counted as in stock until it is picked up. If you go to the
inventory screen the item will show the date put on Layaway in the Date Sold
box and the sales slip number in the Sales Slip box. There will be a ~ symbol
just in front of the customers name in the Customer or Location box. This ~
symbol is how WinJewel keeps track of items that are on Layaway. Doing a
Findlay using the ~ symbol in the Customer box of the Inventory screen will
produce a list of all items that are on Layaway.
MAKING A
NOTE ON AN INVENTORY ITEM
If you want to make notes about an individual inventory item (that there is not
a logical place to put the note or the space to put the note in one of the
regular boxes) click on the gray bar that says MAKE NOTE when you have the
inventory item on the screen.
It is important to remember that any note that you make will be there whenever
you click on the SEE NOTES gray bar if you have this item on the screen BUT you
will not be able to access this item based on the note. Finding an item must be
done by way of the individual boxes.
MAKING A
NOTE ON A SUPPLIER
If you want to make notes about a supplier (that there is not a logical place
to put the note or the space to put the note in one of the regular boxes) click
on the gray bar that says MAKE NOTE when you have the supplier on the screen.
This is a great place to keep information such as salesperson or contact at the
company. Any information will be available to you anytime that you have the
same supplier on the screen and you click the SEE NOTES gray bar. The notes
will be dated and the newest note will be at the top of the list. If the list
is longer that can be shown at one time in the large white box, a scroll bar
will appear on the right side of the box. You can scroll to see older notes.
COMBINING
INVENTORY ITEMS
If you are mounting a stone into a ring or putting any two inventory items
together, go to the inventory screen and click on the COMBINE gray bar. You
will first enter the item that will remain a valid inventory number. (The item
to survive) Then click on SAVE ITEM gray bar. Then enter the item to be merged
with the first item and click SAVE ITEM again. The merged item will now show on
the screen with the cost, retail and center stone information merged. You can
now make any further changes in the item if you want but you must click on SAVE
ITEM whether you make any further changes or not.
The second item will show a sales slip number of 99999, a date of sold of the
date that the pieces were combined, and the number of the item it was merged
with in the CUSTOMER NAME box.
NON-MOUSE
USE OF WINJEWEL
It is possible to simulate many of the mouse movements from the keyboard if you
wish.
The icons can be activated by using the F-keys. F1 is the same as clicking on
the SALES icon. F2 is the same as clicking on the INVENTORY icon. Each of the
other icons responds to the F-key that is the same position on the keyboard.
You can move from each white INPUT BOX to the next INPUT BOX by pressing the
TAB key. Holding the SHIFT key down and pressing the TAB key will move back one
selection.
If a GREY BAR is highlighted, you can simulate clicking on that bar by pressing
the ENTER KEY.
On most screens the SAVE function can be clicked on by pressing the END key. In
the SALES screen END will simulate a click on END NO TAX, HOME will simulate a click on END TAX, and a
shifted END will simulate a click on END SLIP.
USING THE
CUSTOMER PROFILE OPTION
If you want to analyze your customer base you must capture the information each
time that you enter a new customer. Start from the customer icon and enter or
bring up the customer that you want to enter the profile information. Click on
the PROFILE gray bar. This will bring up the PROFILE screen. Click on one
answer in each of the categories: AGE, HOME, PROFESSION, SEX, MARITAL STATUS,
NATIONALITY and WHERE HEARD. Then click on SAVE.
If you want to change any of the labels you can do it from the CUSTOMER REPORTS
choice on the REPORTS screen. After you click on CUSTOMER REPORTS choose the
CHOOSE LABELS FOR CUSTOMER PROFILE option. Remember that changing any of these
labels does nothing to the information already in the file but to re-label it.
So any changes should be made before you start entering data.
To get a printout of your customer base profile, choose the ANALYZE PROFILE
option from the CUSTOMER REPORTS choice of the REPORTS screen.
If you want to keep track of the preferences and special dates for each
customer click on the DETAILED PROFILE gray bar on the Profile screen. You will
then be able to record ANNIVERSARY, BIRTHDAY, FAVORITE STONE, RING SIZE, WORK
PHONE, PARTNER"S NAME and the same information about the partner. When you
have entered all that you want, click on the END/SAVE gray bar.
Later if you want to get a list of all customers that have a special date,
favorite stone or any other item on the DETAILED PROFILE screen, you can go to
the REPORTS screen, click on CUSTOMERS REPORTS and choose CUSTOMERS BY PROFILE
INFORMATION. Fill in one or more of the blanks and click on the PRINT LIST gray
bar. You will get a list of all customers that match what you entered.
RECEIVING
FILES VIA MODEM
To receive an update of the WinJewel program or any other file immediately, if
you have a modem in your computer, you can click on the REPORTS and UTILITIES
icon and choose UPDATE from the list. One of the choices you will be given is
to update via modem. This can be used to get any file from the folks at
WinJewel.
To transfer files we need to have the same settings on your computer that we
have at WinJewel:
Click on SETTINGS
Click on BINARY TRANSFERS
Click on XMODEM/CRC
Click on OK
Click on SETTINGS
Click on COMMUNICATIONS
Click on COM1 (or whichever your modem is attached to)
Click on 2400 BAUD RATE
Click on 8 DATA BITS
Click on 1 STOP BIT
Click on PARITY NONE
Click on FLOW CONTROL Xon Xoff
Choose PARITY CHECK
Choose CARRIER DETECT
Click on OK
Click on TRANSFERS
Click on RECEIVE BINARY FILES
When computer asks for file name enter : WJUP.DAT
CHANGING
SALES SLIPS
It is really better to write a new slip that compensates for the slip that you
want to change. Changing any slip does not change the balance on an account. It
does change the totals on any day or month report if you run that report again.
Be very careful making any change because very few of the safeguards that are
normally built into the WinJewel system of checks and balances will be working.
If you do find it necessary to change a slip, go to the REPORTS screen, choose
SALES REPORTS and click on SEE OR CHANGE ONE DAY. Enter the day of the slip
that you want to change. Point and click on the line of that day that you want
to change.
Each separate part of the sales slip will show in a window box and allow you to
change it. Any part that you want to leave with no change, just press enter
without typing anything. After you have changed all parts of the slip, you will
be given one last chance to not change the slip. Enter YES if you want to make
the change permanent.
PUNCHING IN
AND OUT USING THE TIMECARD FEATURE
Any staff member who is working on an hourly basis can punch in and out by
clicking on the small letter T that is in the upper left corner of the screen.
When they do the timecard screen will appear in the center of the viewing area
no matter what else is being done by the WinJewel program at the time. No other
files are affected.
A list of the current employees that have been entered using the STAFF icon
will appear in alphabetical order in the larger white box that is part of the
timecard screen. Use the scroll bar to see more of the list if any name is not
visible. Point to the name of the staff member that wants to check in or out.
Then click on the IN or the OUT gray bar. If the last check was an IN then only
the OUT gray bar will show. If the last check was an OUT then only the IN gray
bar will show.
If no check IN or OUT is done in 30 seconds the timecard screen will time-out
and disappear. To bring it up again, just click on the small T again.
POSTING
INTEREST TO ACCOUNTS
Once a month you should post interest to all charge accounts that deserve it by
going to the REPORTS & UTILITIES screen and choosing PRINT STATEMENTS
group. One of the choices that are in that group is POST INTEREST.
When the POST INTEREST screen comes up it will show the last settings that were
used for posting. It will also show the current date in the date input box and
will tell you what was the last date that the POST INTEREST routine was run.
Set the interest to what you want your system to charge each customer and the
minimum amount that you want any account charged in the appropriate places,
then click on the POST INTEREST gray bar. A thermometer will show what
percentage of the job has been done. Do not interrupt this routine for any
reason.
Any account that shows a zero in the MONTHS NO INTEREST input box when you view
it in the CUSTOMERS screen would receive an interest charge. If a number other
than 99 is in then MONTHS NO INTEREST it will be decremented by one number.
(Example: if there is a 3 in the box it will become a 2.) A printout showing
all interest charged to each account will be printed.
REMOVING
INTEREST CHARGES FROM AN ACCOUNT
If you want to remove the interest charged to any one account, click on the
thin gray bar at the bottom of the POST INTEREST screen. (In the REPORTS &
UTILITIES screen click on PRINT STATEMENTS then choose POST INTEREST.)
You will be asked for the phone number of the account that you want to remove
interest. If the account does not have a phone number you will have to assign
it a fake number temporarily such as 999-9999 so you can remove interest. (Then
change it back to no number later.)
You will be shown each interest posting for this account one by one and asked
(YES or NO) if you want to remove this interest posting. At the end of the account
you will be shown a total of the number of interest postings that were removed.
MAKING
NOTES AUTOMATICALLY ON STATEMENTS
There are two ways that the WinJewel program will make notes on each statement.
One is to make the same note on each statement. This note can be set by going
to the REPORTS & UTILITIES screen, choosing Printer Settings and then
choosing NOTE TO BE MADE ON EACH STATEMENT. Type in the one line that you want
to appear on each statement that is printed. You can change this message each
time that you want to send statements to reflect something that is current for
the month. If you want to not have a note on each statement, choose SET
UNIVERSAL MESSAGE NOT TO APPEAR ON EACH STATEMENT from the same list.
A note is also made on each statement based on the MONTHS BEHIND number that is
stored with each account. (You can see this number on the CUSTOMER screen.)
These notes are set by going to REPORTS & UTILITIES screen, choosing PRINT
STATEMENTS, and choosing POST INTEREST. When the POST INTEREST screen comes up
you will see a gray bar marked SET NOTES. Each note that is currently in the
system will appear. These correspond to the 1 thru 9 that appear with each
account. (If a customer has more than 9 they will get the 9 note. If a customer
has less than 1 they will get the 1 note.) Point and click to the line that you
want to change and enter what you want to appear on those statements that have
that number.
MARKING AN
ACCOUNT SO THAT IT DOESN'T GET STATEMENTS
If you want an account to not get statements you must put an asterisk (*) just
before the street address line.
That way, when you run the statement routine to send all other accounts
statements, any account with an asterisk at the left of the address line will
get skipped.
CLOSING PAY
PERIODS AND CORRECTING TIME CARDS
At the end of each pay period, after the last employee has checked out, someone
who has a password that will let them into the STAFF screen should go to that
screen and click on the TIMECARDS gray bar. You will get 4 choices. The first
choice will close the time period and move all timecards to an archive file.
Before you do this you should do a printout of all timecards by clicking on SEE
ONE EMPLOYEE'S TIMECARD, choosing each employee and clicking on PRINT TIMECARD.
The third and fourth choices you get are for changing a timecard. You can
change a time card for the current pay period with line three or change a
timecard from any previous pay period from line four. Previous time periods
have been assigned numbered names by the computer. Following that name will be
the starting date of each pay period. Click on the pay period that you want to
work on.
The most common problem with timecards is an employee forgetting to check in or
out when they should. To correct this, check the employee in or out now as
usual then correct the date and/or time on that entry.
MARKING AN
ACCOUNT TO NOT SHOW UP IN MAILING LABELS
If you want any customer who is entered into the system to never show up when
you ask for labels to be printed or for postcards or broachers to be printed,
put the AT sign (@) in the far left position of the address line of that
customer.
If the no statements symbol (*) is already there, use the second position in
the address line. (The asterisk must always be in the first position to stop
statements. It can never be in the second position)
TRYING
SAMPLE ENTRY OF THINGS AND THEN WIPING THOSE ENTRIES
When you first get the WinJewel program you will want to experiment with
entering sales, customers, inventory and lots of other things. This is the best
way to learn. Feel free to enter anything that you want, then when you are
ready to enter real data you can eliminate your experimental entries.
The method to do this is a little unusual because we don't want someone to do
it accidentally later when we have real data in the computer.
First click on the SALES icon to bring up the sales screen. Then enter the word
ZEROFILES into the phone input box. Then press the enter key. You will then get
the choice of zeroing all files or any one group of files. Point and click on
your choice. Be very careful.
After you have run the system until you feel comfortable that you won't want to
ever zero any files again, go to the same menu and choose NO MORE ZEROING. This
will lock this option from ever being available on your system again.
PASSWORD PROTECTION
and the WinJewel security system
Each employee is given a password when you enter each employee into the system
by using the STAFF icon. While you are on this screen you will see a line at
the bottom of the list of employees that says CHANGE WHICH PROGRAMS NEED CODE.
If you click on this line the list of each icon by name will appear along the
left size of the screen with a square box just to the left of each name. If you
click on this box an X will appear in that box and the name will change color.
This will mark that icon to require code before letting any employee into that
function. Don't forget to click on SAVE.
When you have any one customer up on the screen, you can choose which icons to
allow that employee to have access. Remember that if you didn't choose to have
a password required for any icon, all users of the computer can access that
screen no matter what you choose for them individually.
The INVENTORY icon has two choices: SEE or CHANGE/SEE. Sometimes you may want
an employee to look at or find any inventory item but not want them to have
access to changing or seeing cost of any item. If this is the case click on
SEE.
REPRINTING
A SALESLIP
Sometimes the printer will jam or for some reason you want another copy of a
saleslip. On the Sales screen, bring up the customer that the slip was written
for. Then click on the PREVIOUS gray bar. All of the slips that have ever been
written using the computer will show in the large white box at the bottom of
the screen. If the list is longer than will fit in the box, a gray scroll bar
will appear on the right of the box. You can use the bar to scroll the list
until you find the slip that you want. Point with the mouse and click on that
slip. You will be asked if you want to reprint this slip. If you click on YES
the slip will be reprinted.
DELETING
CUSTOMERS FROM THE FILE
A customer can be deleted from the file by going to the CUSTOMER screen and
bringing up the customer (either by phone or by last name). Add "999"
to the end of the last name. Click on SAVE. This will eliminate the customer
from the file the next time that you run a sort.
It is not a good idea to delete customers. This will stop you from ever looking
up the information about this customer (notes, sales and repairs) It is better
to make a note on the account as to why they shouldn't be used and change the
address to something like: "DO NOT USE THIS CUSTOMER", or
"DUPLICATE USE OTHER NAME", or some other notice.
DELETING
INVENTORY
Inventory items can be deleted by changing the supplier number to 999. The item
will be eliminated with the next sort.
Go to the INVENTORY screen then bring up the item that you want to delete.
Entering the supplier number and then the stock number in the labeled boxes
does this. Then click on the supplier number to give it the focus. Then change
it to 999. Don't forget to SAVE the item.
The item will still be in the file until you run the SORT EVERYTHING on the
REPORTS & UTILITIES screen.
PRINTING
THE HELP FILE
If you want to print just one screen of the HELP system, bring up the screen
that you want to print by choosing HOW DO I? from the HELP screen, then click
on the question that you want. Click on the gray bar that says PRINT SCREEN.
If you want a printout of the entire HELP file, click on the PRINT ALL gray
bar. This takes quite a while and a lot of paper but it will give you a manual
for the entire WinJewel program.
CASH FLOW
ANALYSIS
The first white box that you will see has the assumed information about the
cash flow. How much per day do we think that we will take in? What is the
starting balance of cash that we have? To change either of these assumptions,
click on the line that has the information that you want to change. Then enter
the new assumption.
Clicking on the line REGULAR PAYMENTS can enter regular payments that are not
usually put into the invoice file until they are about to be paid. The regular
payment list will appear. Click on NEW ENTRY to enter a new item. Click on an
existing item to change that item. To eliminate one item, click on the item
then click on CANCEL. Examples of items that might be on this list would be
RENT, PAYROLL, UTILITIES or LEASE PAYMENTS.
When you are ready to see the projection, click on COMPUTE CASH FLOW. You will
be asked it you want a printed itemized list of all items to be paid out. You
will then enter the number of days into the future that you want to project.
You will then be shown a graph of future cash flow. If you want a printed copy
of the graph, click on PRINT COPY.
Try different assumptions to see how it will affect the cash flow. You can also
go back to the invoice screen and adjust the due date on individual invoices.
Even if it means losing discounts. Sometimes you may even need to call suppliers
and tell them that you need to be a little late. Calling ahead of time will
often get an OK from your supplier and they will respect you if you meet your
projection.
ADDING A
CASH DRAWER TO THE WINJEWEL PROGRAM
Many companies manufacture a cash drawer to work with a computer. If you want
to use a cash drawer with the WinJewel program you can. To make WinJewel know
that you are using a cash drawer you must create a file in the WINJEWEL
directory called "TILL.BAT". Place the command or list of commands
that will open the drawer in the file. If you ever want to discontinue the use
of the drawer you must erase the file from the directory or WinJewel will go
craze trying to open a non-existent drawer.
Each manufacturer has a different way of accessing the drawer. Read the
instructions that come with your drawer. If you are having trouble, give us a
call at WinJewel and we will try to help. We have had experience with many of
the drawers on the market.
If you have placed the "TILL.BAT" file in the WINJEWEL directory, the
program will place a small yellow button under the exit icon. (Next to the red
one for the printer.) This button will open your drawer when you click on it.