Class Code Maintenance

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Class codes are perhaps the most important part of the Jewelry Shopkeeper. They are the ‘departments’ into which all inventory is categorized. You cannot even start to enter inventory into the Jewelry Shopkeeper until you have set up your class codes. Consequently, you cannot start to use the Jewelry Shopkeeper until this task has been done.


There are two types of codes, major class codes and minor class codes. Each inventory item is assigned both a major and a minor class code. It is vital to understand that there is no direct relationship between major and minor class codes. Each set of codes can address a category or classification independent of the other. Minor class codes are not a subset of major class codes. For example, given two different major class codes, such as 450 and 875, minor class code 125 couldn’t be defined as With Diamonds for major class 450 and Lead Crystal for major class 875. Fortunately, there is a large number of available class codes, so such doubling-up is not necessary.


You can create up-to 999 major class codes and 999 minor class codes. Please refer to the Appendix for examples and additional help on setting up class codes.


All of these codes are arbitrary, but there are recommended standards and definite rules that should be followed.


A major class code is a one- to three-digit code for an item's category, such as 141 for Ladies' Diamond Bracelets, or 311 for Cultured Pearl Necklaces. Major class codes also indicate what type of inventory is to be included in that category, such as loose stones, precious metals, repairs, custom work and the mar k-up factor.


A minor class code can describe the material used to make the item. For example, for all jewelry made with 14-karat gold, you could assign the same minor class code.


The minor class codes should be treated very differently from the major codes. The minor class codes are used for reporting purposes only, and should signify a variance within one particular inventory item. The minor class codes do not show up on inventory tags nor on most inventory reports.


For instance, if you choose a minor class code 950 to signify all inventory that was received on consignment, then, when you print an inventory, you may print the inventory including or excluding your consignment merchandise.


Or, you could assign a minor class code of 14 to all inventory that was 14-karat yellow. In this way, when you are repricing, you may reprice only inventory that has minor class code of 14.


You should group your class codes to make them easier to use. For example, the major class codes from 140 to 170 can be reserved for Ladies' Diamond Jewelry. This way, you would know that the major class code 156 refers to a type of ladies' diamond jewelry.


A table of suggested class codes appears in the Appendix. While it is possible to base your class codes on the sample table, you will almost certainly have to devise your own listing to meet the unique needs of your store. One store might allocate 100 codes just to watches, another might only allocate ten to watches. But take the time to study this worksheet, and work out the best system to use — even if it takes you a week or more. Whatever you decide, you will have to work with the results on a daily basis.


Once you have decided how to use your major and minor class codes, they can be entered and edited using this procedure.