Encore for Jewellers

Encore-eBis Jewellery is designed for retail jewellers, distributors, and jewellery manufacturing companies.

Budgets

Among the many features of budgets are:

• Facility to set budgets by period for individual customers, suppliers, nominals and products
• Product budgets can be set for value or quantity
• Budgets can also be set for the analysis groupings of customers, suppliers, nominals and products
• Actual to budget comparison, for both individual records and analysis groupings, is both on-screen and printed

Cash Book

The Cash Book is designed to make the processing of customer, supplier and sundry payments as easy as possible. Its features include:

• Allows for full or part payments both from customers and to suppliers, with the facility to give discounts
• Option to produce printed remittance advice
• Bulk supplier payment option, based on invoice date or pay-by date
• Facilities to transfer amounts between different types of money account i.e. bank, cash and petty cash; convert amounts from one currency to another; and re-value foreign currency accounts
• Facility to post sundry payments, sundry receipts, and wages and salaries
• Bank Reconciliation facility
• Standing orders/direct debits can be set up using the automatic payments facility. Payments can be posted to named a supplier/customer account or direct to purchase/expense nominal accounts

Comprehensive Printed Reports

ENCORE-eBIS includes a comprehensive range of standard reports already configured. Different versions of these reports can be created using the existing format as a template. Full training in the use of this facility can be given if required. New reports can also be created using a report writer which is able to access the FoxPro database.

Counter Sale/Invoicing

A module specially designed to quick and easy sales entry, for use on trade counters and for retail sales.

Among the many features of the counter sales/invoicing are:

• System maintains cash sales ýcustomerý accounts - one for each day of the month
• Password protected menu for counter sales provides simple invoicing transaction for both ýcashý sales and sales to account customers
• Discounts can be entered as a value for line items and as a percentage or value for the total sale
• Invoices and credit notes automatically printed. Reprints are also easily obtained
• Simple end of day till reconciliation using standard reports
• Customer search by account code, name, address or postcode
• Ability to link to third party postcode software allows new accounts to be added quickly at point of sale
• Cash drawer, bar code scanner and/or card ýswipeý device can be connected via a COM port. With appropriate third party software the PDQ facility can be used to get on-line card authorisation
• Comprehensive customer notes and contact management facility

E-Business

Encore’s e-Business functions allow you to communicate directly from the system with your customers and suppliers, for example:

• Purchase Orders, Quotations, Sales Order Acknowledgements, Sales Invoices and Remittance Advices (for BACS payments) can be transmitted electronically via the Internet to your trading partners.
• If your trading partner’s business system is compatible with the BASDA eBIS-XML standard, you can import Purchase Orders and Purchase Invoices thus avoiding the need for re-keying.

Multi-Currency

ENCORE-eBIS allows you to trade with your customers and/or suppliers using as many different currencies as you like:

• User defined file of foreign currencies with daily exchange rates
• All transactions for each customer/supplier are in the currency designated for the account
• Facility to set up foreign currency bank, cash, and petty cash accounts
• Facility to revalue the foreign currency debtors/creditors and money accounts
• Exchange rate gains and losses accounted for automatically

Multi-Location Stock Control

Among the many features of the stock control are:

• Maintains comprehensive stock information
• 10 position numeric stock reference:
  • first 6 positions indicating product group (defined by the user)
  • last 4 positions (within each group) allocated
  • sequentially when product added
• Allows separate ticket description to be added
• Allows stock to be recorded at multiple locations
• Records physical stock, on order and free stock levels – all by location
• Allows alternative stock references
• Shows supplier/manufacturer’s stock code plus cost price
• Selling price lists per stock item easily set up and maintained
• Stock record search by reference, description or supplier reference
• Facility to record serial numbers
• Stock notes facility
• Allows for non-stocked and service items

Nominal Ledger

Among the many features of the Nominal ledger are:

• Nominal Account codes are alphanumeric. The full code for a nominal account is 10 characters/digits. The first 3 of these are used to indicate department, the next 4 are the main (or header) code for the account and the last three can be used to sub-divide the account
• No limit to the number of accounts and transactions per account
• Unlimited number of Bank, Cash and Petty Cash accounts - in different currencies if required
• Accounts can be transferred, merged or closed
• Accounting periods may be calendar monthly, 4-4-5 week periods, 13 four week periods, weekly or defined by the user
• The nominal ledger can be kept open for all periods in the current financial year plus the previous one
• Accruals and Prepayments can be entered
• User defined VAT rates with effective dates
• Compatible with EC VAT regulations

Purchase Ledger

The purchase ledger is a file of open-item supplier accounts that allows you to process and monitor purchase transactions. Its features include:

• 15 character alphanumeric supplier index name (account code)
• No limit on number of supplier accounts
• No limit on number of invoices on an account
• Allows for settlement discounts
• Unlimited number of analysis headings for reporting purposes
• Supplier notes facility
• Separate file of contact names and phone/fax numbers
• Supplier search by account code, name, address or postcode
• Hold/Dispute codes, plus notes for internal use, at invoice level
• Individual payment and/or settlement discount terms per supplier
• Invoice Register gives on-screen display of authorised/ unauthorised invoices
• List of products purchased from supplier
• Records product purchase history
• Each account is for a designated currency
• Purchase invoices can be imported from trading partners with an eCommerce compatible system
• Activity notes feature allows you to record and follow up daily supplier contacts

Purchase Order Processing

The purchase order process in Encore-eBIS is designed to allow as much flexibility as possible in ordering goods from your suppliers whilst ensuring that accurate stock control is maintained. Its features include:

• Separate file of purchase orders with choice of automatic or manual numbering
• Purchase Orders are recorded against the supplier account and can be viewed/amended via the account
• No limit to the number of line items per order
• Allows for call-off orders
• Automatic updating of on-order quantity in the stock record
• Purchase Orders may be for stock and/or non-stock items
• Allows for part deliveries
• Updates both the on-order and in-stock levels when goods are received
• Purchase and stock provisions nominal accounts are posted on receipt of goods
• Facility for automatic purchase orders based on comparison between free stock and re-order level
• Facility to raise a new order using an existing one as a template
• Allows notes - for internal use - to be recorded against the order
• Back to back ordering allows purchase orders to be raised automatically from one or more sales order

Quotations

A Quotation on Encore is effectively the precursor to a Sales Order. Although an entirely separate transaction, a quotation can easily be converted to an order when required. Features include:

• Separate file of quotations with automatic or manual numbering
• Quotations may be for stock and/or non-stock items
• No limit to number of items per quotation
• Quotations are recorded on the customer account
• Quotations may be printed as pro-forma invoices
• Facility to raise a new quotation using an existing one as a template
• Simple conversion of quotation to sales order
• Allows notes - for internal use - to be recorded against the quote

Repair Management System

The Repair Management System was developed in consultation with some jewelry system users. It allows the user to closely control and monitor all steps in the repair process. Features include:

• Customer selection by account code or postcode – with entry on postcode pull-down for new account. For existing customers user has access to all previous repairs plus sales history.
• Initial details include price quoted, date promised, whether estimate required plus relevant notes.
• User definable product categories, each with multiple sub-categories for defining the item e.g. maker, metal, type, movement etc. plus condition of item.
• Facility to scan image of item, plus record weight and whether under guarantee.
• User defined repair letters plus option to print repairer name and address label and packing note. System allows multiple repairs to be included in the same consignment and records the consignment note number and carrier in each repair record.
• Repair record includes a ‘chase date’. User can set the time interval between each step in the repair process - system calculates the chase date for the next event. User has option of adjusting the calculated chase date.
• Repair enquiry/progress index shows outstanding repairs in chase date sequence - oldest date first. The list can be filtered by repair status, customer, repairer, and category of item.
• Each repair record includes a comprehensive history of all contact with the customer and repairer, plus despatch and receipt of the item, with dates, user initials and brief details of each step.

Sales & Purchase Analysis

Among the many features of the sales and purchase analysis are:

• Complete on-screen customer and supplier invoice history
• Customer/supplier account history displays quantity, cost/ selling prices and margins by product - for a period or financial year
• Customer/supplier turnover can be displayed as figures or bar-chart
• Product enquiry screens show the full movement details, by period
• Sales turnover can be viewed by product - showing quantity sold with sales value, margin amount and percentage - for each period and YTD
• Product activity screen shows - per period – a breakdown of stock usage by movement type
• User-defined analysis facility allows you to set up your own criteria for analyzing and reporting sales by customer, supplier, product or nominal account

Sales Ledger

The sales ledger is a file of open-item customer accounts that allows you to process and monitor sales transactions. Its features include:

• 15 character alphanumeric customer index (account code)
• No limit on number of customer accounts
• No limit on number of invoices on an account
• Easy printing and reprinting of invoices and credit notes
• Allows for line, trade and/or settlement discounts
• Unlimited number of analysis headings for reporting purposes
• Customer notes facility
• Activity notes feature allows you to record and follow up daily customer contacts
• Separate file of contact names and phone/fax numbers and email addresses
• Customer search by account code, name, address or post code
• Customer ýon-stopý facility
• Dispute codes, and notes for internal use, at invoice level
• Individual payment and/or settlement discount terms per customer
• Facility to define two default price lists per customer - normal and special
• Multiple delivery addresses per customer
• Separate statement and/or invoice addresses
• Facility to post invoices to a separate account
• Records product sales history
• Each account is for a designated currency
• On screen debt analysis
• Facility to print debtors letters
• Document routings can be defined for each customer (to printer, fax or e-mail)

Sales Order Processing

The sales order process in Encore-eBIS is designed to allow as much flexibility as possible in selling goods to your customers whilst ensuring that accurate stock control is maintained. Its features include:

• Maintains a separate file of sales orders with choice of automatic or manual numbering
• Sales orders may be for stock and/or non-stock items
• Sales Orders are recorded against the customer account and can be viewed/amended via the account
• No limit to number of items per order
• Allows for call-off orders
• Automatic updating of allocated quantity in the stock record
• Order acknowledgements, despatch notes and picking lists can all be printed as part of the sales order process
• Allows for part despatch of orders with unlimited number of deliveries per item
• When goods are despatched the in-stock and allocated stock figures are automatically updated
• Batch invoice printing for all orders where goods have been despatched if required
• Facility to put orders on hold either manually or automatically (if credit limit exceeded)
• Facility to raise a new order using an existing one as a template
• Allows notes - for internal use - to be recorded against the order