I am very excited to write about SWIM jewelry software’s latest maintenance feature to reset Job’s Completed and Job’s Collected in sales. Several jewellery stores have contacted myself to discuss setting up the Job Tracking feature in SWIM.

At the time the store implemented SWIM the Job Tracking feature wasn’t used or wasn’t used correctly by the staff. Upon auditing the store’s SWIM site I was reporting back to the owners that unfortunately there was so many outstanding jobs in the system I was unable to set up Job Tracking accurately.

Thankfully SWIM has designed this new feature which resets job tracking by ticking the box of all sales as “Completed” and will add in the word Administrator in the “Collected by” field to any sales with this field outstanding. If a client name is in this field the reset will not change the Collect by to Administrator, only for those sales where the current field is empty.

The reset only takes a minute to perform the function and can be found in the Utilities area under System, then Maintenance.

In order to set up the Job Tracking features and use the Job Reports you will need to manually change sales in SWIM for jobs which are still current in the workshop and in the store itself. Allocate a staff member to do this.

Here is a quick step by step to get Job Tracking up and running in your jewellery store quickly:

• 1. Perform the reset in Maintenance area as per above. Click Mark jobs as collected and mark all jobs complete.
• 2. In Utilities in Lists. Change and add fields for Work Order Status and Location. (Status is the current stage the job is at . ie. Quote, On hold, Go ahead pending, Under production, Finished for example.
• And Location is the physical location of the job packet ie. With outside supplier, Michael’s Box, Finished Box, Hold Box, Stocking in Box)
• 3. Next start an audit of job packets to manually update SWIM per job number.
• 4. Take each Job Packet and enter the sale no in SWIM. Untick the completed box and remove “administrator” from Collected by field. Ensure the due date is entered and is correct. Click into the work order and update status and location.
• 5. Print sample of JOB Reports. To capture all jobs be sure to make the date parameters are correct.
• 6. Make any corrections from the report until you have job tracking setup and 100% accurate.

For further details on using the Job Tracking features, click here

This blog is by

Sonia Giggins
Director – Diamond Services International
Sonia@diamondservices.com.au
+61 413 007 998

Sonia helps jewelry stores take their business to the next level. For further details we www.diamondservices.com.au