Jewellery software FAQ

What is jewellery management software?

Jewellery management software records stock by weight and purity rather than by piece count, prices each item from the current metal rate, and keeps sales, purchases, customers, suppliers and workshop jobs in one connected ledger.

The distinction that matters is the unit of account. General retail software counts units, which is why it cannot tell you how much fine gold is in the safe this morning. Jewellery software holds gross, stone, net and fine weight on every piece, so the register can be checked against a scale. Read more on jewellery management software.

What is a jewellery ERP?

A jewellery ERP is one system covering inventory, the counter, purchases, the workshop, customer and supplier balances and reporting, so a weight entered once is the same weight everywhere it appears.

ERP stands for enterprise resource planning, which is a phrase from manufacturing rather than from a jewellery shop. In practice it means the stock ledger, the bill, the purchase invoice, the karigar job and the supplier balance are the same records seen from different desks, instead of five registers that have to be reconciled by hand. See jewellery ERP software and the guide to what a jewellery ERP is.

What features should a jewellery ERP have?

At minimum: stock held by gross, stone, net and fine weight with purity behind it, barcoded item codes, VAT invoicing that shows making and wastage separately, purchase and supplier ledgers, workshop or karigar jobs, branch transfers, stock audits, role based access and exportable reports.

Anything beyond that list is a judgement about your own shop rather than a requirement. The test to apply is whether a figure can be entered once and trusted everywhere: if the weight on the tag, the weight on the bill and the weight in the valuation come from three different places, the system has not joined up the thing it was bought to join up. The features page lists what DataJewellers covers, area by area.

How does jewellery inventory software work?

Each piece is entered once with its weights and purity, given an item code, and tagged; every sale, purchase, transfer, repair and workshop job then moves that piece, so the register and the safe describe the same stock.

Opening stock can be brought in from a spreadsheet on the day you begin, rather than typed twice. After that the register is kept honest by physical stock audits: count a tray, compare it against the record, review the differences and close the audit, with the result kept so you can see next quarter whether the same tray is still drifting. See jewellery inventory management.

How does barcode tracking work for jewellery?

The printed tag carries the item code as a CODE 128 barcode, and scanning that code with a phone camera or a USB scanner brings up the exact piece with its own weight, purity and price.

The barcode carries the item code and not the price, which is the whole trick: the price depends on this morning’s rate and the code does not, so a tag printed in Baisakh is still correct in Mangsir. The same scan works at the counter, on a stock transfer and during an audit. See jewellery barcode management, or the guide to barcode-based jewellery inventory.

Can it manage workshop and karigar work?

Yes. Metal is issued to a karigar with the weight and fine weight recorded, what comes back is recorded against what was expected, and the difference is visible before the labour is settled.

Karigar jobs are on by default; repairs and replacements are modules a business turns on if it uses them. Customer repairs are deliberately kept out of saleable stock, because a piece left in for a repair is not yours to sell. Karigar balances and payments have a history you can read back. See jewellery workshop management.

How are suppliers handled?

Every purchase, purchase return and debit note posts to a supplier ledger that runs from opening balance to closing, and payments are allocated against the specific invoices they clear.

Purchases are recorded line by line with weight, purity, making, wastage and other charges, and stock moves when the goods are actually received rather than when the invoice is typed. What a purchase cost stays what it cost, whatever the market does afterwards, so margin is measured against a real figure. See jewellery purchase management.

How are customer accounts and dues handled?

A customer record holds their purchases, orders and repairs, and credit sales build a running outstanding balance that receipts are applied against, invoice by invoice rather than into a general pot.

Allocating a receipt to the bill it settles is what makes an ageing report mean anything: without it you know the total owed but not which sale has been outstanding since Ashoj. Dues can be read by customer, by branch or across the business. See jewellery sales management.

How does billing work?

A bill shows metal value, making, wastage, stone value, discount and VAT as separate lines, invoice numbers are issued without gaps or reuse, and a finished invoice is corrected by credit or debit note rather than edited.

Old jewellery taken in exchange is weighed and valued at its own purity and credited against the sale, so the customer sees what their old chain was worth instead of a discount that hides it. Billing continues when the connection drops and syncs afterwards without issuing the same invoice number twice. See jewellery billing software.

What is the difference between a jewellery POS and a jewellery ERP?

A POS bills the customer standing in front of you; an ERP runs the business behind that bill, including stock by weight, purchases, the workshop, ledgers and reporting. DataJewellers includes both.

A till that prints a correct bill but leaves the stock register to be updated in the evening is a POS. The question worth asking a supplier is what happens to the fine weight when the bill is saved. See jewellery POS software and the guide to the difference between a POS and an ERP.

Is DataJewellers available in Nepal?

Yes. It is hosted and works in a browser anywhere in Nepal, with a desktop app as well, and it is built around the Nepali fiscal year, 13% VAT invoices, tola and gram, and the daily rates published by FENEGOSIDA.

Tax settings are configurable, and the rates your business applies are the ones your accountant confirms. For businesses that enrol with the Inland Revenue Department using their own credentials, there is an adapter for the IRD central billing monitoring system. See jewellery software in Nepal.

How are gross weight and net weight handled?

Gross weight, stone weight and net weight are stored separately on every piece. The metal rate is charged on net weight — gross minus stones — and fine weight is derived from net weight and the purity, never from gross.

Charging the metal rate on gross weight bills the customer for the stones at the price of gold, and then charges for the stones again on their own line. Net weight is typed rather than inferred, so a piece with no stones and a piece whose stone weight was never captured are not the same record. See gross weight versus net weight, worked through on one ring.

How is purity handled?

Purity is a stored value with a fineness, set up per metal: gold in karats, silver in parts per thousand. An item takes a purity belonging to its own metal, and its fine weight is derived from that fineness and its net weight.

Purity kept as a word in a description cannot be multiplied by anything, so no stock total can be computed from it. A gold item cannot be given a silver fineness, because the two are different scales and mixing them produces fine weights that are arithmetically valid and physically impossible. See jewellery purity, karats and fineness.

Can it handle stones and diamonds?

Yes. A stone carries its own weight, which is subtracted from gross weight to give net, and its own value — either a rate per carat or gram, or a flat amount for the stone. One carat is 0.2 grams.

The stone's weight and its price are two separate decisions: the weight decides how much metal the piece contains, the price decides what the stone adds to the bill. Both appear on the invoice as their own lines rather than being folded into the metal value. See jewellery inventory management.

How does DataJewellers handle gold and silver rates?

The daily rate published by FENEGOSIDA (the Federation of Nepal Gold and Silver Dealers' Associations) is fetched each morning and held per gram, per 10 grams and per tola for 24K and 22K gold and 999 and 925 silver. A bill is priced from the rate of the day it is dated, so a bill entered for an earlier day uses that day's rate, and a rate agreed with the customer can be recorded instead of the market rate.

The rate a bill was priced at is stored on the bill with its date and source, so a later change to the day's rate never changes an invoice already issued. Below-market rates and bills dated on an earlier day are permissions, not defaults. See today's rates and jewellery billing software.

Can several staff members use DataJewellers at once?

Yes. Each person signs in with their own account and a role — company super admin, store manager, counter staff, or a custom role — and permissions decide who may bill, discount below the market rate, back-date a bill, see purchase prices or change settings. Every change is written to an audit log with who made it.

Two counters can bill at the same time; the same piece cannot be sold twice, because the second sale is refused when the first one commits. Several branches share one set of books with stock held per branch. See jewellery business management.

Is DataJewellers free, and is there a download?

No, it is not free: one plan, NPR 5,000 per month per company, with every module included. It runs in a web browser at your company's own address, and a desktop application is available for Windows shops that want it installed on a counter PC. There is no free version and nothing to download to try it.

The price is on the pricing page, and the sign-up creates the company's own address straight away. Ask for a walkthrough on the contact page if you would rather see it on your own stock first.

Who is DataJewellers for?

Jewellery retailers, wholesalers and manufacturers that hold jewellery and silver stock by weight: a single counter, a family shop with a second branch, or a business whose karigars take metal out and bring pieces back.

If your stock is small enough to count in an afternoon and never leaves the premises, a ledger book still works. Once there is a second branch, a karigar or a member of staff whose access needs limiting, it does not. Training is included in the way the system is set up, so the counter is taught on your own stock rather than on a demonstration file. See how training works.