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 gold 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.

Who is DataJewellers for?

Jewellery retailers, wholesalers and manufacturers that hold gold 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.