Entering Repairs with the Jewelry Shopkeeper
Set-up Major Class Codes
In order to 'sell' services you need to have sku numbers to add
to the sales screen. Therefore you also need major codes setup.
1) Set up a major class code using Enter Major Class Codes [choice 8,3,1].
You can have more than one class code for repairs. One possibility is
to create major class 950 for Jewelry Repairs and 970 for Watch
Repairs. Or you can get more detailed and setup major class code 950
for Ring Sizing, 952 for Ring Repairs, 960 for Chain Repairs and so
on until you've covered each category of repair your store performs.
Don't get TOO detailed in the major codes. See section 3) below
for ideas on setting up a complete 'Menu' or 'Price-List'
As you create the major class codes make sure you type in Repair
Category as 1. As you complete the major class code entry, notice the
message: 'A Dummy Sku Number 950-00001 has been made for: Jewelry
Repairs'. Note that all dummy sku numbers have a '00001' designated sku
number. This sku number will be used to enter a repair during a sale.
2) Edit the dummy sku number to fine tune the description and cost
information using the Adjust and Transfer Inventory feature [choice
2-8]. Select Edit and when prompted for a sku number, type the repair
dummy sku number (ie 950-00001). Note that in the Jewelry Shopkeeper
you don't need to enter the leading zeros so you would type 950 and 1
not 950 and 00001.
You can change the description, cost and retail on this screen. The
'Quantity in Stock' field should say 0; since this is a service, no
quantity is needed. If you change the Price, the amount you type will
be the default price each time you enter that repair sku number. This
is handy if you have many repair sku numbers with different charges.
The usual cost should be typed in now also. You will be able to change
the cost for each specific repair during the sale.
3) From the Enter-Existing-Inventory screen (option 2,A) you can enter
more dummy sku's if you want to be more specific such as
950-00010 for Ring Sizing Up $39
950-00020 for Ring Sizing Down $34
970-00010 for Replace SS bezel $75
This way you could have just a few major codes for different
broad types of repairs and have a detailed repair 'grid' using
Enter a repair during a sale
1) If you want to track the repair, select the Enter Layaways or Repairs
feature [choice 1-2]. Enter the sale number, customer name, date, clerk
Note the sale number. This is the repair tracking number.
When a sku number is prompted for, type in the dummy sku number. The
description and retail price will appear automatically. To change the
cost, press <Ctrl-Page Up>.
If the customer brings in more than one repair, enter each repair
separately -- the first repair on line one, the second on line two.
To track the repair press the <Page Up> key. The description,
instructions due dates and job locations will be prompted for.
When the entries are complete, you can print a customer receipt or an
in-house repair ticket by selecting a half page or full page receipt.
If you want to print the instructions on a mailing label, select Label.
A special label can be printed on a small thermal printer called a
DYMO SE300. These are higher priced models, note that the lower
priced models may look the same, but have different circuitry inside.
One of the most popular repair ticket options is the 3-part repair
card which prints on an HP printer. Customer copy, file copy and job
copy - where you put the job copy in a clear job bag with the item.
Contact Hessler Enterprises (215) 379-2300 for the repair card.
Impact specialties makes sometime with the identical layout except
that the left two copies are paper and the third copy is an actual
paper envelope so you don't have to have a separate job ticket
holder. Some people like the convenience of having the integrated
envelope from Impact and like the items to be hidden. Others like
to use a clear zip-lock bag with the Hessler job-card so the
job parts are visible.
You can print the description, instructions and a store message by
going into the Store Information Defaults [choice 8-8] and on page 15,
answer the question 'Print repair instructions on the customer
receipts?' with a Y. You can use the 40 column receipt or the half-page
receipt printed on 2 part paper; one store copy and one customer copy.
Entering Repairs Without Entering a Sale
(Note: this is usually only done when doing repairs on a wholesale basis.)
1) Select the Enter or Edit Repairs and Custom Work [choice 3-1]. Type in
a unique job number. Jewelry Shopkeeper will search to ensure that job
number hasn't been used before. If it isn't found, press <Esc> and the
question: 'Job # not found. Do you want to add this job?' will appear.
The first information prompted for is the 'Billing Sku number'. This is
the dummy sku number to be used when the repair is finally billed (see
step one in the Enter a repair during a sale section). Then enter the
customer name. Then the description, instructions, due date and
locations are prompted for. When the repair has been logged, you can
print the half page, 40 column or mailing label printout (see step 2 of
Entering repairs during sales).
2) Repairs entered using this method are called 'un-billed' repairs
because they have not been attached to a sale yet. When searching
repairs, an asterisk ('*') will appear beside un-billed jobs. Even
repairs with no charge must be attached to a sale.
To bill the repair use the Enter Cash/Charge Account Sale feature
[choice 1-1]. Enter the sale number (not the repair number), the
customer name (the name must match the customer name the repair
initially entered under), the date, clerk and department.
When a sku number is prompted for, press <Home>. A list of the repairs
waiting to be billed for this customer will be displayed in a pick
list. Select the repair to be billed. The sku number will default to
the billing sku number you typed in step 1. If no billing sku number
was type you must type one now. The retail price will default to the
dummy sku number price unless you typed in an estimate, the estimate
will override the dummy sku number's retail price. To change the cost,
press <Ctrl-Page Up>. Once that repair is added to the sale, you may
add another repair on line 2. You may add as many repairs to this sale
as necessary. You may also type in a merchandise sku number on the same
sale if the customer decides to purchase regular inventory merchandise
at that time.
The repair has been billed now and the sale number has been added to
the repair. When using the Enter or Edit Repairs & Custom Work feature
[choice 3-1], you can bring up the repair by either its original job
number or the with sale number it was billed on.
Tracking repairs using The Jewelry Shopkeeper
Any time you need to look up the details of a repair or update its
progress, select the Enter or Edit Repairs & Custom Work feature
To run repair reports select Repair and Custom Work Reports feature
[choice 3-3]. Reports can be displayed or printed for repairs by due
date, location, job number and customer name. You can specify to report
certain repairs by selecting the Picked up Jobs, Due Dates, Completed
Dates, Dates Jobs were brought in, Jobs in Location and Jobs at Vendor.
The report can be printed in Job number, Name, Due Date, Amt Due,
Location or Vendor order.