AutoCount - Goldsmith
Introduction to AutoCount Goldsmith
Firstly, let us explore what is the AutoCount Goldsmith plugin. To clarify, AutoCount design this plugin specifically to cater to the unique challenges of the goldsmith and jewellery industry. The unique challenge of this sector includes keeping up the operational accuracy and regulatory compliance as these are crucial in 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
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
Inventory and Stock Management
Barcode and Image Upload
Manage inventory with barcodes and upload item images for easy identification during invoicing.
Stock Adjustment and Packaging
Adjust stock and manage bundled items, like bracelets with pendants, for daily operations.
Stock Inquiry Shortcuts
Quick access to stock inquiries and audit trails without switching screens.
1. Stock Maintenance
- Go to Stock > Stock Group Maintenance to set up stock groups (e.g., 916, 999 gold, old gold)
- Then, assign corresponding accounts like Sales and Cash Sales.
- Go to Stock > Stock Item Type Maintenance to set up item types (e.g., pendants, bracelets, earrings).
- Then, upload images for each item type under Edit > Image.
- These photos helps in identifying the category and select the corresponding item when creating an invoice.
- Go to Stock > Stock Item Maintenance, select an item, and click Edit.
- Enter standard cost and price on the User-Defined Field page.
- Customize the layout by right-clicking, selecting Customize Layout, and adjusting space as needed.
- Rename the group to Gold Detail.
- Drag useful info into Gold Detail for easy access.
- Save the layout when done.
- Each item has a unique barcode that is usually not repeated.
- The system marks sold-out items automatically.
- This removes the need to manually check it off each time it is sold, which could be easily forgotten.
- Use the Image page to upload jewelry photos.
- Quick access to Stock Inquiry, Stock Card, and Audit Trail from one screen without switching.
- 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 creation for legal compliance.
E-Invoice Functionality
For trade-ins, self-billed invoices are generated automatically.
1. Cash Sale
The Goldsmith Plugin’s Cash Sale allows reading customer ICs and supports trade-ins.
- Go to Sales > Cash Sale.
- Select items by photo or barcode.
- After scanning customer IC, certain information are automatically filled.
- Input weight if not deducted before, and the system adjusts it automatically.
- If permitted, employees can manually enter the gold price.
- Click Trade-In to enter the necessary details.
- The system deducts $150 automatically.
- Use Weight Scale to auto-fill the quantity.
- Use the Image button to upload a photo of the trade-in item.
- Let the customer choose a payment method (cash, mixed, or credit card).
- If the customer pays in cash, the system calculates change automatically.
- Click Refresh to process contra and generate the journal and voucher.
- Click to view/print original documents like Adjustments.
- Print barcodes easily using Print.
- You can Preview/Print both Cash Sale and Cash Purchase together.
Note
The reason you cannot see the company name and address above is that gold shops typically use their own letterhead.
- A negative amount in Paid Amount means the customer’s trade-in items are worth more than their purchase, allowing for refunds.
- Unlike the original AutoCount system, the Goldsmith Plugin supports refunds.
- Click the Audit Trail button to view to see transaction changes and who made them.
- Sold items are automatically marked as Sold Out and won’t appear in future sales.
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, and the system tracks payments and issues refunds for smooth financial operations.
Sales Order to Invoice Flow
The plugin also supports seamless transitioning from sales orders to invoices.
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 to create a new order.
- Enter a new customer’s name and, if needed, their IC details.
- Select the items the customer wants or add new one.
- New Debtor and Payment & Refund are new shortcuts added by the plugin.
- New Debtor lets you directly create a new debtor.
- Payment & Refund: Record customer deposits and process refunds.
- For example, input a $150 deposit paid in cash.
- Refunds can be processed if the order is canceled.
- The order will be transferred to an invoice once confirmed.
- 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.
- Click Original SO to view the original sales order.
- Click Payment Info to check the customer’s balance.
- After saving, the system automatically knock-off the previous payment to the invoice.
- Refunds can still be processed before the order is converted into an invoice.
- Use the Audit Trail button to review changes.
- Click View Flow to see the full process from sales order to invoice and payment.
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
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.