Bead Manager Pro – Quick Start Guide

In the email that was sent to you is a link to download BMPro. You can either click on that link directly, copy and paste the link into your browser or right click on the link and select save as.

When saving ensure that you save the file to a place on your computer that you can easily find it again, we would recommend saving directly to your desktop.

You will need to unzip the file using one of the compression tools available, we recommend using win zip which you can download for free trial of here: Winzip Trial. Alternatively you can try Jzip which is a free utility.

Once the program is unzipped open the folder and click on the executable file. exe for windows or the .app file for Mac depending on which version you are using. This will launch Bead Manager Pro.

On first launch you will need to enter your user name which is supplied in your email.

Watch the video tutorial here – Bead Manager Pro Installation

Once you have selected your method of use for Bead Manager Pro you will be faced with the main operations screen. From here you can navigate through the categories that are listed below in order to set up and customise Bead Manager Pro to your personal needs.

Navigation can be done through returning to the “Main Menu” each time or by using the tabs at the top of the main operation screen.

When clicking into a category there is an additional toolbar on the right hand side. This tool bar has several consistent buttons on it such as the “New“, “Delete” and “Alerts Summary” for each section.

Depending on which section of the program you are in and whether you are in “List View” or “Detailed View” this toolbar will have different buttons pecific to the section operation requirements that you are in.

Watch the video tutorial here – Navigation

Ok, now that you have Bead Manager Pro installed and you know how to navigate around its time to start setting up your personal information.

In this step you will setup all the information that Bead Manager Pro requires in order to put your details at the top of invoices and consignment notes as well as to calculate tax on your finished pieces.

Click into the Admin button on the main screen or the Tab at the top. In here you fill in Your Company contact details. You should also choose your preferred page setup either A4 or US letter as this will be the default used for printing options later on.

You can also insert your company logo if you have one and this will be printed at the top of invoices and catalogs.

Best resolution is 300 pixels * 140 pixels. Any other size will be re-sized to fit, images with .jpg extension are best suited for re-sizing.

The tax rate that Bead Manager Pro will use is decided by the country that you select for your company details.

Default setting is Australia. If you change the country you will need to click on the “USE AS TAX RATE” button for either the applicable State or Country to update the “Your Tax Rate” field.

If your country tax rate is not in the default settings you can override Your Tax Rate by clicking in the box and typing in the correct tax rate.

Watch the video tutorial here – Company Setup

You can keep contact information on different vendors that you may purchase supplies from in this section.

To add a new vendor simply select “New” on the right hand toolbar and fill in their details on the Vendors screen that comes up.

Watch the video tutorial here – Vendors

Once you have setup your company information you can start adding your stock into the inventory management section of Bead Manager Pro. Inventory levels will automatically be updated when you add parts to a completed piece.

Click into the Inventory Section. The first section “Inventory Parts” is where you will put in all your parts that you use to create your jewelry pieces.

To add new parts just click “New” on the toolbar.

Fill in the Part Name field and categorise the part as well as giving it a description. You can set alert values in here for when stock levels run low.

To add parts to your inventory click on “ADD NEW PURCHASE” then fill in the details of the part purchases according to the Date, Vendor, Price and Quantity fields.

The calculated unit price will be displayed at the bottom right of the screen along with the total units left in stock. This will automatically get updated as you add parts to create a piece in the next section.

Watch the video tutorial here – Inventory Parts

The Inventory Pieces section is where you will add your pieces as you complete them.

Click into the Add New button to add your jewelry pieces, categorize the piece and give it a name.

By clicking on “ADD PART” you will add parts from your inventory parts list to make up the piece. Add the correct number of parts (Qty) to make one piece. The total number of parts will be calculated depending on how many pieces you specify making in the “Pieces Made” field and displayed next to the Qty.

Any parts added to make up a piece will automatically be removed from your Inventory Pieces list. This is displayed on the list view as “Quantity” and the detailed view “In Stock” field to show what you have in stock.

There are several tabs within the Inventory Pieces screen;

Parts Inventory Tab will show you the parts required to make the Piece.

Assembly Instructions Tab is where you can add details and notes on how to construct your piece.

Picture Tab will allow you to upload a picture of the finished piece.

This picture will be used if you print a catalog later on. Pictures will be re-sized to fit proportionally. For best resolution when re-sizing use images with *.jpg extension type.

Cost Tab will show you the total cost of the materials used as taken from the Inventory parts list. You can also add labor and other costs here.

Sale Price Tab calculates the Wholesale, Direct and Suggested Retail prices for a piece based on the markup you decide. You can change the Markup by clicking in the box and typing in a new value.

Alerts Tab will show you if there is an alert for that piece if it is low in stock. You can set the alert in the Pricing TAB.

Watch the video tutorial here – Inventory Pieces

In Bills Of Material you can print off reports on pieces to show a Parts Stock List, Assembly and Costs as well as Pieces List.

Simply select “Print” next to the piece you require and then make your print selection from the screen that appears.

Watch the video tutorial here – Bills Of Material

The customers tab is where you keep detailed information on your customers for invoicing purposes and consignment records.

Select “New” on the right hand toolbar to add new customer details by adding their address details in the “Company – Contact Info” Tab along with any comments you may wish to record.

In the “Shipping Address” Tab complete their address details for deliveries, if this is the same as the billing address simply click the “Same As Billing” button.

In the “Pricing/Other” Tab you can choose what type of customer they are, Direct, Wholesale or Retails as well as setting Alerts for Birthdays, Anniversaries’ or Other Dates of Importance.

These Alerts will come up in the Alarm Summary when they are triggered.

At the bottom of the Customer Info screen you can see information regarding Invoices for that customer.

Watch the video tutorial here – Customer Setup

Create Invoices for your customers and as you add the pieces to the invoice they will be automatically removed from your stock.

In creating a new invoice you can select “Create Invoice” next to a customer in the list or simply select “New” on the right hand toolbar.

Fill in the information about the sale and “ADD ITEM” to the invoice. Items added will be removed from your Inventory Pieces List.

The Sale price will be added to the information fields as well as the Tax applicable to the sale , according to the information you you filled in at the “Company Set Up” stage. You may give discounts and add shipping and handling costs if required.

To print the invoice simply select “PRINT” on the right hand toolbar, this will open the invoice for you to preview. You may also print shipping labels directly after the invoice.

Watch the video tutorial here – Invoices

Create Consignment orders for your customers in much the same way as you created an Invoice in STEP 9.

In creating a new consignment order you can select Create New “Consignment” next to a customer in the list or simply select “New” on the toolbar.

When you add items to the consignment order you select the status of each piece, whether it is On Consignment, Returned or Sold.

When the consignment order has been completed you can go back to the order and change the status for pieces that were on consignment to Returned or Sold. Once this is done click on “Create Invoice” to add an invoice to the customer for any parts that were sold and to automatically remove any pieces that were sold from you pieces inventory.

Watch the video tutorial here – Consignment Orders