As a policy, we have abstained from going into accounts as that is not our forte. Tally is by far the best Accounting system our country has ever seen. Almost every Chartered Accountant is familiar and comfortable with Tally. Tally operators too are easily available. Hence, we feel it is better to integrate our data with Tally so as to offer the best solution to our clients rather than we making some ragtag accounting system.
Each transaction is logged for user, machine, date and time. Rights are defined for each user group (and of course, each user can be part of one or more groups) In sales, user is allowed to increase sale rate and labour amount but not decrease it. Discounts given are tracked. In URD Purchase, purchase rate can be reduced by the user but not increased. Many more such practical controls.
- Master :Â A karigar master is maintained to register Karigars and keep info about them.
- Karigar WastageÂ :Â The wastage payable to each karigar for various types of ornaments of different purities (maybe in % or Rs) is defined in this module.
- Karigar In :Â In this transaction, Bullion or ornament may be received from the Karigar.
- Karigar Out :Â In this transaction, either Bullion or Ornament is issued to Karigar. The ornament may be either sample, for repair or an ornament received from that Karigar
The ornaments received from Karigars or purchased from suppliers can be labeled and a unique product code can be assigned to the ornaments. These products can then be transferred to respective departments by way of Inter Department Transfers. Sometimes, products can be returned back to the Strong Room from department via Inter Dept Transfer.
The various sections, maybe geographical or functional, are classified asÂ DepartmentsÂ for ease of management. For eg. Bangles, Chains, Sets, Mangalsutra, Anguthi/Ring etc.
The various items to be sold have to be listed andÂ PrefixesÂ assigned to them. For eg. Anguthi Ladies (AL), Anguthi Gents (AG), Anguthi Bachha (AB), Bangle Fancy (BF), Bangle Plain (BP). These prefixes have to be linked to respective departments. One prefix can exist only in one department. These prefixes can be Enabled or Disabled.
Purities :Â The various types of purities of Gold that can be sold – this is highly customizable – meaning that the user can decide the actual melting of the specific purity and its chargeable purity. For eg. 22K is normally supposed to be 91.6%. The user can decide that our melting is actually 91.5% but we charge 97% or 100% for the same. While buying back old gold, we will value it at say 91%.
Users :Â The users who will use the system. Their passwords can be changed when needed and users can also be disabled on demand.
User Groups :Â This is very important. Users are grouped into User Groups like Sales Operators, Labelling Operators, URD Purchase Operators etc. These operators can be given specific permissions and privileges. One user can be a member of one or more groups.
Purchase :Â The user can make purchase of Bullion or Ornaments from suppliers.
Purchase Return :Â User can return Bullion / ornament purchased from supplier.
URD Purchase :Â The user can purchase old ornaments (whether jewellery with their own mark or others) for various rates. The rate applicable is decided by :
a)Â Whether the ornament is own or others.
b)Â Whether the customer wants money (MOD) or is willing to buy something against this (EXCHANGE).
Sales :Â Sales can be of labeled ornament, loose ornament (to which labels cannot be affixed – like â€˜maniâ€™, â€˜vatiâ€™, â€˜taarâ€™ etc), broken tags (for eg. A tag consists of 4 bangles but the customer wants only two of them – this is termed as a broken tag transaction). The sale can be against cash, credit card, credit note, advance note, sales return note, credit, gift voucher etc.
Sales Return :Â The customer can come in with the item purchased earlier and the bill showing the same. A sales return note is generated and a customer can make purchase against this.
Customer Advances :Â A customer can come and place an order for a particular item and give an advance against this. This advance can be consumed at the time of sale, placing another order, making receipts or refunded.
Advance :Â Either the entire advance or the remaining part of an advance can be refunded.
Credit Note :Â Either the entire amount or part thereof can be refunded. The refund made will be reduced by the difference of rates between â€˜Modâ€™ and â€˜Exchangeâ€™.
SR Note :Â Either the entire amount or part thereof can be refunded.
Receipts :Â In case of credit sales, the customer later on pays the money. At such times, a receipt is made. This may be in cash, credit card, credit note etc.
Note :Â All payments over 20,000 are not allowed in cash. They have to be compulsorily made by Cheque only.