In this guide 6 sections
Close the month in five passes: tag stock by weight and place, metal with each karigar, pieces outside the shop, scheme instalments, and the summary for your accountant. Agree each figure before moving on. GullySystem’s Jewellery Retail Management Software keeps these records together and can sit beside a billing package you already use.
Count tags by weight and by place
Start with tag stock. Each piece carries a tag number, gross weight, stone weight, net weight, purity and HUID.
Count by location, not only in total. Showcase, bench, hallmarking centre, approval and the repair drawer each get a list. A piece that is out is not missing, as long as someone wrote it down.
Agree net weight by purity, with 22 and 18 karat kept apart. A difference in grams says more than a difference in pieces.
- Showcase stock by tag
- Pieces at the bench or with a karigar
- Pieces at the hallmarking centre
- Pieces on approval with a customer
- Customer repairs, held apart from your stock
Balance the metal with each karigar
The karigar register is where grams quietly go. Metal is issued by weight against an order and comes back as finished pieces.
For each bench, total metal issued, weight received and wastage allowed for the designs made. The balance should match what the karigar holds. Have it weighed, not stated.
Compare wastage allowed with wastage used. A bench that always uses the full allowance deserves a second look.
Chase what is outside the shop
List pieces sent for hallmarking with the date sent and the HUID returned. List approvals with the customer, the salesperson and the due date.
Anything out past your own limit goes to the top. Call before the month closes, not after.
Reconcile scheme instalments member by member
Savings scheme members pay every month. The passbook and the ledger must agree for each one.
List missed months and members close to maturity. A member who believes eleven months are paid should find the same count in your books.
The scheme’s terms and any rules that apply to it are a matter for you and your auditor.
- Instalments received this month
- Members who missed a month
- Members maturing next month
- Advances held against orders
Hand a clean file to the accountant
Last comes the summary. Sales are split into metal value and making charge, beside old gold taken in, purchases and scheme receipts.
Your accountant posts these into Tally and handles GST. Keep the month’s rate board with the file, since each bill used the rate entered that morning.
Note every unexplained difference with a reason or a name. An open item carried forward beats one quietly written off.
Monthly jewellery close sheet
One page split into five blocks: tag stock by location, karigar balances in grams, pieces outside the shop, scheme members and old gold. Each block has a book figure, a counted figure and a difference. Sign and date it.
Open a blank worksheet to printQuestions owners ask
Does the software make our hallmarking compliant?
No. It stores the HUID against the tag, the date the piece went to the centre, the charges and what came back. Testing, marking and what the rules ask of your showroom stay with you and the centre.
Should we replace our jewellery billing software?
Not if your staff bill quickly on it and trust it. Adding what it lacks, usually karigar metal and approvals, may be the smaller step.
How is this different from the night count?
The night count checks tags against the book. The month-end close adds karigar balances, schemes and pieces outside the shop, which a night count usually skips.