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AutoCount- Goldsmith Plugin

Introduction

In the goldsmith and jewelry industry, operational accuracy and regulatory compliance are crucial. The AutoCount Goldsmith Plugin is specifically designed to cater to the unique challenges of this sector. This tool integrates seamlessly with the AutoCount accounting system to streamline inventory management, tax compliance, and daily operations, ensuring efficiency and accuracy in every aspect of the business.

(CN) AutoCount – Goldsmith Plugin

What is AutoCount Goldsmith Plugin?

The AutoCount Goldsmith Plugin is a specialized software add-on tailored for goldsmith businesses. It extends the robust accounting capabilities of AutoCount with industry-specific features, such as barcode-based inventory management and trade-in functionality, that address the unique needs of goldsmith retailers.

Importance of Unique Barcode System

Every piece of jewelry is assigned a unique barcode, preventing duplication and ensuring precise tracking. This system is particularly valuable for high-value items, where accuracy in inventory and sales tracking is paramount.

Government Policy Compliance

GST, SST, and E-Invoice

With constantly evolving government regulations, including GST, SST, and E-Invoice requirements, the plugin becomes an indispensable tool. For example, LHDN regulations mandate separate E-Invoices for trade-in transactions. The plugin simplifies these processes, ensuring compliance without manual errors.

Core Features of AutoCount Goldsmith Plugin

  • Cash Sales Enhancement

    The plugin refines cash sales processes by incorporating advanced trade-in capabilities. Users can take real-time photos of trade-in items, which the system uses to adjust stock levels automatically.

  • Trade-in Functionality

    Integration with digital weight scales ensures precise and error-free quantity updates during trade-ins, enhancing efficiency and customer trust.

  • Contra System

    Whether issuing refunds or managing partial payments, the contra system automates these tasks, reducing manual input and ensuring accurate accounting.

  • My Card Reader Integration

    By connecting to My Card readers, the plugin captures customer IC details instantly, saving time and ensuring accurate records.

Inventory and Stock Management

Barcode and Image Upload

The system allows users to manage inventory using barcodes and upload item images for visual identification, simplifying item searches during invoicing.

Stock Adjustment and Packaging

Goldsmith businesses can easily adjust stock for daily operations and manage bundled items like bracelets paired with pendants.

Stock Inquiry Shortcuts

The plugin introduces shortcuts for stock inquiries and audit trails, giving users quick access to vital data without navigating multiple screens.

1. Stock Maintenance

  • First, go to Stock > Stock Group Maintenance.
  • You need to set up the stock group, such as 916, 999 gold, or old gold, and assign the corresponding accounts for each stock group, such as Sales and Cash Sales.
  • Go to Stock > Stock Item Type Maintenance, then you can set the stock item types, such as pendants, bracelets, and earrings.
  • You can select an item type, click Edit > Image, and upload a photo for that item type.
  • This photo can help us identify the category and select the corresponding item when creating an invoice.
  • Go to Stock > Stock Item Maintenance, select an item, and click Edit.
  • This differs from the previous AutoCount system.
  • Previously, the standard cost and price could be entered on the Detail page.
  • However, for the Goldsmith plugin, this information needs to be entered on the User-Defined Field page.
  • You can customize the layout by right-clicking and selecting “Customize Layout”.
  • Drag the Empty Space Item between Item and Analysis Code, then adjust the space.
  • Right-click on the empty space, select “Group”, then right-click again and choose Rename to change the title to Gold Detail.
  • You can drag useful information from the User-Defined Field into Gold Detail for easier operation.
  • Once completed, you can save the layout.
  • Each piece of gold/jewelry, such as bracelets, has a unique barcode that is usually not repeated.
  • If an item has been sold, the system will automatically tick it as sold out.
  • Otherwise, you will need to manually check it off each time it is sold, which could be easily forgotten.
  • The system also includes an Image page that can be used to upload photos of the jewelry.
  • There are three shortcuts available here: Stock Inquiry, Stock Card, and Audit Trail.
  • You can view the item’s inquiry and status, as well as track user activities.
  • There’s no need to switch to another screen, as everything can be accessed directly from here.
  • This is one of the new shortcuts added in the Goldsmith Plugin.

Material and Gold Management

Daily Gold Pricing

Gold prices fluctuate daily. The plugin allows for real-time updates, ensuring accurate pricing for customers and compliance with encoded costs.

Cost Code System

Each item’s pricing is encoded within the system, maintaining transparency while ensuring proprietary cost data remains confidential.

1. Currency Maintenance

  • Go to General Maintenance > Currency Maintenance.
  • Since gold prices fluctuate daily, you can click Currency Rate to enter the price for each day.
  • When creating an invoice, the system will automatically adjust based on these prices.
  • Select the Currency Code and click Edit.
  • You will see a “User-Defined Field” at the bottom.
  • This field is used to input “Encoded Costs”, which you can customize.
  • For example, 0 can represent T.
  • The system will use these encodings to replace the costs.
  • When printing labels, the system will convert the costs into an ABCD format.

Enhanced Invoice Management

Detailed Purchase and Sales Invoices

The plugin simplifies invoice generation, integrating compliance features like E-Invoice and trade-in specific regulations, ensuring that each transaction meets legal standards.

E-Invoice Functionality

For trade-ins, self-billed invoices are generated automatically, adhering to legal mandates and streamlining the process.

1. Cash Sale

The Goldsmith Plugin‘s Cash Sale integrates multiple features. It not only allows reading customers’ IC (identification card) but also supports trade-in operations.

  • Go to Sales > Cash Sale.
  • When selling an item, you can select it using a photo or a barcode.
  • After the IC is scanned, the system will automatically populate the Customer and Delivery Information.
  • If the bracelet’s weight has not been deducted from the balance before selling, you can directly input the weight, and the system will automatically adjust it for you.
  • If permitted, employees can also manually input the gold price.
  • Click Trade-In, where you can enter the supplier’s or customer’s name, or use the system’s default name.
  • For the Item Code, select the corresponding old code and input the weight.
  • In the Trade-In Total section, the system will automatically deduct $150.
  • If you have linked a weight scale, go to Weight Scale, click Start Weight, and read the weight.
  • The system will automatically fill in the Quantity, eliminating the need for manual entry and reducing the risk of errors.
  • You can also click Image to use a webcam to directly take a photo of the customer’s trade-in old gold and upload it to the system database.
  • You can let the customer choose a payment method, such as cash, mixed payment, or credit card.
  • For example, if the customer pays $5000 in cash, the system will automatically calculate the change for you.
  • If the system hasn’t performed a contra yet, click Refresh, and the system will process the contra for you.
  • At the same time, it will generate a journal (automatically deducting the excess weight) and a payment voucher.
  • If you want to view the original document, you can click to check it.
  • For example, if you want to view an adjustment, you can click to see it.
  • The Adjustment section will display the original detailed information, and you can also print the barcode directly, making it very convenient.
  • You can click Preview/Print to preview or print both the Cash Sale and Cash Purchase at the same time.
  • Since a trade-in is recorded as a Cash Purchase, and selling to the customer is a Cash Sale, both can be previewed simultaneously for convenience.

Note

The reason you cannot see the company name and address above is that gold shops typically use their own letterhead.

  • If you see a negative amount ( – ) in the Paid Amount, it means the customer’s trade-in items are worth more than the items they purchased, and you can refund the difference to the customer.
  • The original AutoCount system does not allow refunds, but the Goldsmith Plugin enables this functionality.
  • By clicking the Audit Trail button (shortcut), you can see who made modifications, who created the transaction, who printed it, and how many times it was printed.
  • This is another shortcut added by the Goldsmith Plugin.
  • When creating a new Cash Sale and selecting an item, you will notice that the previously sold item is no longer visible.
  • The system has automatically marked it as Sold Out, so it will not appear again.

User Customization

Customizing Layouts

Users can tailor system layouts, creating dedicated sections for goldsmith-specific details like gold purity or daily rates.

Daily Operations Optimization

Stock Take Processes

Daily stock-taking becomes more efficient with barcode scanning, ensuring no item goes unchecked.

Printing Barcodes

The EasyBarcode feature simplifies the creation and printing of barcodes, making inventory tagging more efficient.

1. Stock Take

Every day, gold shops conduct a stock take, where each piece of gold is checked again to ensure that no items are missing.

  • Go to Stock > Stock Take, then click New, and click Load Screen to start the stock take.
  • You can scan each gold item’s barcode for the stock take or manually click ‘+’ to add items for the stock take.
2. Print Barcode
  • Go to Goldsmith V2 > EasyBarcode, then click Add to select the items you want to Preview/Print.
  • After that, you can choose to either Preview or Print the barcodes.

Sales Order Functionality

Deposits and Refunds

Customers can make deposits, with the system tracking payments and issuing refunds as needed. These features ensure smooth financial operations.

Sales Order to Invoice Flow

The plugin supports seamless transitions from sales orders to invoices, reducing duplication of work and enhancing customer service.

1. Sales Order

The Goldsmith Plugin Sales Order functionality has also been simplified. Some customers may provide a deposit, and you can use this feature to help them place an order.

  • Go to Sales > Sales Order, and when creating a new sales order, you can enter the name of a new customer.
  • If needed, you can input their IC details in the User-Defined Field.
  • Then, you can select the item the customer wants or add a new item.
  • In the top-left corner, you can see New Debtor and Payment & Refund, which are new shortcuts added by the Goldsmith Plugin.
  • You can use New Debtor to directly create a new debtor.
  • In Payment and Refund, for example, if the customer pays a $150 deposit in cash, you can select Cash in the payment section and input $150.
  • If the customer cancels the order, you will need to process a Refund.
  • You will notice that the order has not yet been transferred to an Invoice.
  • Once the order is confirmed, it will be transferred to an invoice.
  • Before transferring, you can preview it first, then right-click and select Partial/Full Transfer to New Invoice.
  • In the top-left corner of the Invoice, you can see Original SO and Payment Info.
  • If you want to view the original Sales Order (SO), you can click Original SO to access it.
  • If you want to check the customer’s balance, you can click Payment Info to view it.
  • After saving, the system will automatically knock off the previous payment into this invoice.
  • Since the sales order has not yet been converted into an invoice, a refund can still be processed if needed.
  • You can use the Audit Trail button to review the audit trail.
  • If you want to see the entire process from Sales Order to Invoice and then to Payment, you can click View Flow to check the complete workflow.

Weight Scale Integration

Linking weight scales to the system ensures automatic updates of quantities, eliminating manual errors and increasing operational speed.

1. Purchase Invoice

  • Go to Purchase > Purchase Invoice.
  • When making a new purchase invoice, select the supplier’s name and the product being purchased.
  • Then, input the price and labor charges.

Note

It's best to fill in the labor charges and price when creating a new item before selecting the item.

  • If you have a linked weight scale, go to Weight Scale, click Start Weight, and read the weight.
  • The system will automatically fill in the Quantity, eliminating the need for manual entry and reducing the risk of errors.

2. Weight scale

The Goldsmith Plugin includes a feature that allows it to link to a gold weighing scale.

  • Go to Goldsmith V2 > Weight Scale Setting, where you can configure the settings for the weighing scale.

Benefits of AutoCount Goldsmith Plugin

  • Enhanced Compliance

    By automating compliance with tax and regulatory standards, the plugin saves time and reduces legal risks.

  • Streamlined Operations

    From sales to stock management, the plugin optimizes operations, ensuring goldsmith businesses remain competitive and efficient

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Conclusion

The AutoCount Goldsmith Plugin is a game-changer for goldsmith and jewelry businesses, offering tailored solutions for compliance, inventory management, and operational efficiency. Its advanced features ensure businesses can focus on growth while maintaining precision in their operations.

FAQs

A software extension designed for goldsmith businesses to enhance AutoCount’s capabilities with industry-specific features.

Trade-ins are managed with linked weight scales, ensuring precise quantity adjustments and regulatory compliance.

Yes, the system allows real-time updates of gold prices and encoded costs.

Absolutely. The plugin ensures compliance with regulations such as self-billed invoices for trade-ins.

Yes, with unique barcodes, photo uploads, and automated adjustments, inventory tracking is streamlined.

Features like My Card reader integration and advanced sales order tracking enhance customer interaction and satisfaction.

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