DXPro

Quick Start

Hello and welcome to the DXPro quick start guide.

Once you have had the DxPro installed on your computer, login in the small screen that says “Diamond Executive”.

Put in your Username and Password.

Here is an overview of all 6 modules. When you purchase a module, it will then open the relevant menu and sub-sections. 

1. Stock Module: The base module includes your stock and stock management tools. This is where you keep all the details of your stones and parcels. On the main stock list you can see all of the details of the stones. 

2. Documents Module: These relate to your daily activities such as, buying, selling, creating invoices, or memos.  

3. Accounts Module: This will list your customers, suppliers, and sales staff

4. GL or Cash Flow Module: Are the financial manuals

5. Production Module:This is for manufacturers of diamonds. It allows you to document the entire production process; from rough stones to polished. 

6. Jewelry Module: This is to help with managing your jewelry stock. On the main list you can see all the details of your jewelry. 

Stock Module

Main Stock List

This is where you can look at your main stock, meaning a list of your available diamonds. 

(Parcel Name) is the first column. This is the name you gave to the parcel or stone when you bought it. It should be unique. 

You can see here a parcel name or number, each diamond has a SKU, this can be letters or numbers. As each business has their own format, the program will tolerate them all.

(On Hold) This means the stone is in the safe in the office. This is an option that can be added if you don’t currently see it on your screen. When you check off this box, you manually lock the parcel or the stone and can’t touch it. This is for managers who want to hold (or lock) stones.

(MI) This shows you if the stone is (in) listing Memo-In, or (out) on consignment.

(Pcs St) Pieces stock. “Parcels”:  This will list the number of diamonds in a parcel.

The next column (Shape) has the abbreviations of the shape of the stone.

Then the (Size) range.

The ‘Actual Weight’ is how it has been graded based on cut, color, and clarity.

(Cert number): The certificate number of the stone.

To view the certificate press F8 and you will see an abstract of the report. The certificate information will be on the open window, you will also be able to see the scanned certificate.

*Please note certificates will not be in the system automatically and you will first need to manually download that information. There is a separate manual for this operation.

(Cost St) Cost Stock: This column shows what you paid per Carat, if the stone is in your stock at the moment (either invoice, or insert to stock doc.) 

All the “St” columns: Once a stone is on Memo-In the column will be blank. 

(List St) Will show you the asking price per Carat.

(Actual T-List) Is the total asking price of the stone.

(Location Out) It shows where the stone is located (if the stone is out on memo or in the lab).

“Actual” columns will always show you the details (Weight, List, Cost), as long as the stone isn’t sold. 

You have the option of seeing the history of the parcel. You can do this by Right Clicking on a stone and selecting the first option, “History”. 

If you want to see other information you can unmark the option “Documents Tran.Onl”- it’s in the same window, located near the reference date. 

You can see where the stones were sent out to and returned. You can see where you bought it and from whom. You can see every documented change related to the stone that you made. 

If the stone is on “Memo-Out”, you can see the information about it by following these steps:

First right-click on one of the stones and then choose the “Open Memo-Out” option.

To print the document, go to the “Memo-Out List”, on the documents menu. Right click on the document then press “Printing Document”. It will open on a new window and you press “Print”.

You can search what you have in stock based on your specifications. There is a yellow line on the top of the table, if you can’t see it, you can add it by pressing on the “Filter” option, located above the column names on the right hand side. 

When the information in the column is a number you can search by entering a range. Or you can use the ‘greater than’, ‘less than’ or ‘equal to’ sign. 

For the columns with written text you can search with multiple terms by separating them with a comma. There is the option to search a range of colors, located on the top of the window. As well as for ranges in size.

How to add stones or parcels to your stock?

There are 3 options:

1. The first option is to insert the details onto the stock document. This document is for adding stones that you already issued a document for on another software, and you don't need to issue a purchase document. It is located on the ‘Stock Menu’, under ‘Stock Documents’. You press on the “New” button at the bottom of the window. Choose the “Insert to Stock” option. Choose the account you bought it from or you can enter the name of your company. That is just for your information. 

Later on you will fill in the information about the stones in the table.

2. You can add stones through a “Purchase Document”, this can be located through the Documents Menu, under “Purchase List”. Press the “New” button, choose the “Purchase” option, and choose the company you bought the stone from. And fill in the table below.

3. Third, there is the “Memo-In Document”: This document is for getting a stone on consignment, the same explanation as the above. Press the “New” button. Choose the “Memo-In” option. Choose the company or supplier you took the stone from. Fill in the table below. 

Offering a Stone

How to share a stone with a potential customer?

From the stones list select (highlight) a stone, and then click on the “Out Document” button at the bottom of the list, then select the “Price Proposal” radio button, sale, memo-out, price proposal. Choose the template; there are several options you will see on the drop list.

Then choose the account (customer) you will send it to.  You then press on the “Continue” button. Confirm it or if you want to change the price before you send it, change the price. The “Confirm” button is on the top left side of the window. 

A different explanation for the same process as above: Choose to mix them, or one or the other.  In order to create the document, select (by highlighting) a stone or stones, then click the “Out Document” button located at the bottom of the window. Next select the relevant template (local or export for example), then select the relevant account, click “Continue”. The rest is dependent on the specific document. 

Once you have created the document, fill in the relevant information, print it, and then the stone will be automatically removed from your stock. 

To see your totals

Go to the bottom, press “Sub Total or F9”

Document Module

You can see all the different types of documents you can issue:

Purchase List, Purchase Note List, Memo-In, Memo-Out, Sales List, Price Proposal List, Certificate documents, Receipts and Payments.

How to issue documents

Memo-In/ Memo-Out: Press “Documents”, scroll down to “Memo-In List”

At the bottom of the screen, press “New”. Fill in the details as needed, choose “Confirm/ Save”

Issue a Sales Invoice: Scroll down to choose “Sales Invoice”.

Issue an Invoice: You may preview, email or print it.

Accounts Menu

Under “Accounts Menu” you can see a list of your customers, suppliers, banks, laboratories,

(This is only for the customers list) the financial balance of the customer. As well as how many goods you have out on “Memo”.

If you want to see a breakdown of your Memo-Out documents, you can right click and choose to see a breakdown of the total amount. Right click over the number, then scroll down to “Open Memo-Out”. 

GL/Cash Flow Module

This will be relevant only for your financial department. Please see the guide specifically for this module.

Production Module

For those who take the stones from rough to polished. Please see the guide specifically for this module.

Jewelry Module

Under the Jewelry Menu you have a list of options, from there you can see your jewelry stock. 

Double click the first square with the item number in it and you will have all the item details pop up in its own box. 

The details will include the material the jewelry is made from (Ex.:gold, stones…etc.), some labor cost, so you can add it in to calculate your total cost of the item.

You will be able to accumulate all of the information for the various stones included in one piece of jewelry, Ex.: the center stone and side stones around it.

Here on the stock list you can see an overview of your inventory.

You have, for example: xyz, and you go in to check the stock to see all of your xyz, to see which stones are set in a jewelry piece.

You can see the stones that are in a piece of jewelry listed in your stock. 

Tables Menu

On the Tables Menu, there is a sub menu called “Stock Tables” where you can see or define shapes and abbreviations, and sizes, as long as they are not on the system already. The system comes with default definitions. You come to this table if you have special shapes and colors; beyond the default settings.

(This is for all of the documents) The totals will verify that the “bottom line” of the document, as in total stones, total carats, and total money, is correct before confirming the document. Purchase document, invoice, that window. 

Mixing 

There is the option you can find them from the main stock, you can find all the “Mixing” documents under the stock menu, called “Mix/Split List”. Mainly for mixing pieces from parcels, or split from a parcel to be stand alone stones. *For more details on this issue please see the separate manual. 

Setting diamonds into jewelry

Open the Jewelry Menu, go to Jewelry Stock, then press the “New “ button and create new pieces of jewelry by filling up the tabs below. *For more details on this issue please see the separate manual. 

General

How do I change company details?

Press “File”

Scroll down to “Company Info”, option to add your logo, to add your company phone number and address.

You can add the company details in several languages that are built into this window. Language options are at the bottom of the window.