When you enter data regarding a customer, the software will conveniently store this information in a database so you will not have to enter it again in the future. You will have all pertinent contact information on your customers including their email address. Later, you can use this information when you do report inquiries and even print them out on labels for marketing mailings. As you do appraisals, the customer screen shown here will total up the number of appraisals you have done for this customer along with the total value of all the items. Other stored data includes referral information that can be used to print reports showing you what advertising, marketing efforts, or referrals are most effective to making money for your business.
Appraisal Checklist and Information
Once you have entered customer information, you will be entering information through various screens (samples of these screen shots are also available on this site). The appraisal checklist shown on the lower left of this screenshot shows you the components that will be used to build the appraisal. Because it is a checklist, you will never forget an important detail of the jewelry item. When you are finished with the entire appraisal, the basic item description appears in the Appraisal Information box and a quick item summary appears in the white box at upper left. If you have selected a digital image, the photo also shows up in the upper right.
Mount Description Menu
This powerful data entry screen allows you to describe the overall jewelry item very quickly. Each characteristic as shown has its own drop down menu. The checklist means that you will not forget any important information and your appraisals will become more consistent. The starter user tables that we provide for these characteristics are very complete. However, they are your user tables to change as you see fit for your own style. So, you can delete any items from the user tables or add your own words or phrases so they are there for you when you need them. This allows you to select items without typing data. In the box shown at the upper right, the narrative has been created entirely by the software based on the selections from the drop downs. Not a single word was typed by the user to create this narrative other than the optional additional narrative as shown in the box at the lower right hand corner.
In the diamond detail screen, data is entered on the diamond. You can select a single stone as shown here, or for groupings of similar diamonds, such as accent melee, you can enter the quantity of the group and enter data as a single entry. All major diamond shapes are provided in the drop down list, or you can add other shapes as needed. For standard shapes, all weight estimation formulas are built in. If you do not know or cannot measure the depth, the software will estimate it for you. You can override any data on this screen. You will also have print options that will specify if information is approximate, exact, or stated. Built in labor charts will add in the labor cost based on the size of the diamond and the style of setting. These labor charts are in the form of user tables so you can put all your own labor costs into the tables. Should you have a fancy color diamond, the drop down lists offer the standard terminology such as fancy, intense, etc.
Diamond Grading Report
For those that want to produce a full grading report, the software will create the report seen here. With the use of Microsoft Paint and the on-screen plotting tools, you can plot inclusions with your mouse. All formatting is done for you to prepare this professional looking document. You can select fonts and margins to format the page. The software can print your store name and address on the bottom of the appraisal report or print the finished report on your own letterhead.
Appraisal Valuation Methods
After completing all the data entry it is now time to do the final valuation of the jewelry item. While most appraisals will be done for insurance, other functions and values may be chosen from the list. There are currently two methods of arriving at the final valuation. Method #1 (not shown) would simply add all the wholesale values of the metal, diamonds or gems, and labor, and use a single markup to get to retail. With Method #2 shown here, the primary stone or stones are marked up separately and the semi-mount of metal, diamonds or gems, and labor can be marked up at a different rate. You have the option of including taxes or excluding taxes.
If you are a current subscriber to the GemGuide pricing publications, the current wholesale prices will appear on this screen. You can select the GemGuide price or a higher or lower price, or you can override the price with your own pricing. Depending on data entry and your analysis of cut, the system will automatically add a premium or make a deduction from the starting wholesale price. You can then designate the diamond as a primary or secondary stone. This allows you to use multiple markups in the final valuation screen that gets you to a retail price. On this screen the diamond has been chosen to be a primary stone, therefore the Secondary box is left unchecked. Note: for those that do not subscribe to our pricing service, you would be required to enter all pricing on your own.
Colored Stone Detail
In this data entry screen, all information about the colored gems will be entered. Start with the species and variety of the gem. More than 75 gems are listed here and you can add the names of other gems should you encounter a rare gem not listed. The shape and style of cut are then entered. Next are the measurements of the colored gems. All weight estimation formulas are built in so you do not have to look up formulas or specific gravity of gems. If you do not know or cannot measure the depth, the software will estimate it for you. You can override any data on this screen. You will also have print options that will specify if information is approximate, exact, or stated. Built in labor charts will add in the labor cost based on the size of the diamond and the style of setting. These labor charts are in the form of user tables so you can put all your own labor costs into the tables. The most important part of colored gemstone pricing is in the grading details. Here, you will enter the stone clarity, the cut, and the hue, tone, and saturation of the gem. These grading details are all drop down menus with GIA grading terms as they are currently taught. Data entry here will allow the system to price the gems. A separate pricing screen will automatically grade and price the gems if you are a subscriber to our GemGuide pricing service. Note: we also have optional grading systems (Gemewizard or GemDialogue) that you can order separately should you desire more colored gemstone communication systems.