Jewel - Contractor

Contractor module manages all kinds of transactions with contractors, which are ordinarily difficult to trace. Work can be assigned and tracked to contractors effectively. Different standard and specific costs can be set and a comparative analysis can be obtained.

Module Highlights

• Default set of values for contractor categories can be created once to maintain consistency
• Processes and prints memos to save manual report maintenance
• Interface provided with Accounts Payable to ensure automatic posting of labor charges payable and with Inventory module to automatically update stock in case of returns from the contractors
• Protects posted transactions from alteration ensuring data security
• Generation of detailed reports to effectively track on labour & stone setting costs as well as contractor's activities

The Contractor module has 3 main menus:

Setup

This contains the master data or the set of commonly used and oft repeated information

• Contractor Category
  Contractors that will have similar terms of payment, or those that are assigned similar items can be categorized into categories. This helps since the terms and conditions that are applicable for a particular category need not be repeated when a transaction is entered with a contractor.
• Contractor
  General Information about a contractor like name, address, other contact information, terms applicable, any other messages to be given etc are entered into this screen.
• Standard Setting Cost
  Here the costs charged by the contractors for setting the stones in different styles are given. These costs may vary depending on the stone type, size, shape and style etc. This data is useful while preparing a work bag for a contractor.
• Standard Finishing Cost
  This screen is used to enter the finishing costs involved with various stone finishing operations like polishing, cleaning, grooving, assembly, sand finish, satin finish etc.
• Specific Setting Cost
  This is used to set-up / enter costs associated with specific vendors. Here we can define the setting type followed with the costs associated with a particular stone type.
• Specific Finishing Cost
  This can be used to define specific finishing costs associated with a particular contractor.
• Specific Labor Cost
  This can be used to define specific labor costs associated with a particular contractor.
• Specific Style Labor Cost
  This is used to set up costs that are charged by a particular contractor for a style that is usually outsourced to them. These specific costs fed into the system can also be used to make a comparative analysis between the specific costs charged by a particular contractor versus the industry standard.
• Style Category
  Styles that have similar characteristics or parameters can be grouped into the same category. This saves time while entering details of that style for a particular transaction. Mark ups associated with a style for metals, diamonds, color, stone setting, finishing labor, etc are defined here.
• Style Summary
  This is used to enter details like the number of diamonds, quality, and color associated with a particular style in a category .It also gives the details of the metal used and the vendor preferred for that metal.
• Style Detail
  This includes details like casting charges, pricing, instructions to be given to contractors etc .The total weight and cost are automatically displayed once details such as mark up, base price, stone types used, size and quality are entered.
• Work Type
  Work types can be defined for the different jobs that are done / given to a contractor. Each work type may also have its unique pricing structure .In some cases the customer will pay for the rework or repair while in some cases the contractor will do it without any charges. This needs to be indicated in the work type set up screen.
• Labor Type
  Various labor types can be defined using this option .The labor Id with the description and associated costs are entered here.

Transactions

These are various types of operations (transactions) that are carried out in the interaction between the organization and the contractor

• Prepare Work Bag
  A work bag is the equivalent of a work order for a particular style that needs to be produced in a particular quantity. This is a record and description of the style that is required to be produced by the contractor alongwith with its components.
• Memo To Contractor
  This is used to issue a memo to the contractor for the work assigned to him. This will keep a record of the material given to him with the instructions that may be specific for that work bag. It is also used to keep a record of the customer & the particular purchase order against which this work bag is being raised.
• Contractor’s Invoice
  This is used to record details of the invoice that is presented by the contractor for a job that has been completed by them. This is a proof of the items returned from the contractor.
• Print Memo Check Copy
  This is useful to view a reference copy of the memo that is going to be issued to the contractor.
• Print Memo Final Copy
  This is used to print the final copy of the memo that is going to be given to a contractor.
• Print Invoice Check Copy
  This is used to print a check copy of the invoices that have been received from contractors.
• Print Labels From Invoice
  This feature is useful to print labels directly by using the data available in the contractor invoice.
• Posting
  This important feature is similar to the “save” feature available in moist softwares. When invoices are accepted from contractors they do not get recorded in the General Ledger unless the posting feature is used. Once posted the data in work bags, memos and invoices cannot be changed.
• Make Transaction View Only
  Using this feature a particular transaction or a range of transactions can be made view only or in other words can be restricted for modification by users.

Reports

Reports that are easy to understand and provide a quick but yet in depth analysis are generated in this section.

• Work bag Report
  This gives a report of the work bags that have been issued to a contractor/s and with a corresponding list of the material issued and the dates on which the items are due for completion.
• Contractor Memo Report
  This can give a summary of the pieces issued to a contractor on a date or for a range of dates .Is useful to draw inferences and making distinctions between your more important contactors .It will help you decide as to which contractor s work deserves more attention and also to ascertain the value of the business that you allocate to each contactor.
• Activity Report
  This gives a view of the pieces issued to a contractor versus the pieces / returned by him .It is useful to monitor the time taken by a particular contractor to complete a particular job.
• Balance Of Open Pieces – Summary
  This gives an accurate figure of pieces still to be returned by the contractor. This can be obtained with respect to a style and also with respect to a contractor. This report is significant when there is a heavy demand for a particular style during a season .The management can use this at such times to monitor the progress of completion for those styles.
• Balance Of Open Pieces – by Memo
  This gives the status of the open pieces with respect to their memo numbers .Is useful for tracking if the department is accustomed to track the pieces issued and received with respect to memo numbers.
• Contractor Invoice Report- Item
  This prints the details of the invoices received from contractors in order of the voucher numbers assigned by the organization.
• Contractor Invoice Report – One Line
  This gives a “register” like report or a list of all invoices received from each contractor. This is made available in order of contractor ID.
• Style Item List
  This prints a detailed list of styles that you the organization deals in.