Receive gold pieces

Record gold you take from a counterparty and put into a cash box, piece by piece: melted gold, worked gold or a serial-numbered bar; you can also bring a coin without a serial number or any other currency into the same document (for example, dollars handed over along with the gold). Each piece keeps its assay mark, lab, weight and fineness, so you can later hand over that exact piece or trace it. This page is visible only when “Gold trading” is on in Settings.

Step by step

1. From (counterparty): whoever gives you the gold. Any account except a cash box. Their balance shows in the side column, as in other forms.
2. Into cash box: the cash box the gold goes into (an account of type “Cash Box”). Its current stock (number of pieces, metal, making charge) appears below the counterparty’s balance.
3. Fill one row per piece. Choose the Type first; the row’s fields change with the type and only the ones needed are shown. Add a row with + Add row and remove one with ×. Enter in any cell moves to the next cell, and in the last cell of the last row it creates a new row.
4. Enter notes and the date (up to 3 days back is allowed) and click Record receipt.

Fields per type

• Lab: as you type, labs you have entered before are suggested, and a new name is accepted too.
• Fineness is out of 1000, e.g. 747. Making charge: “No making charge”, “Percent” or “Fixed (grams)”; “Charge value” is the percentage or the number of 18K grams.
• Metal (18K g) and Total are calculated as you type; for a coin or currency, the total is the amount itself with the currency name.

Below the table you see the number of pieces, total metal, total making charge and “Total 18K g”, plus the number of bars and the amount of each coin or currency, if any.

How each piece is calculated

• Metal (18K g) = weight × fineness ÷ 750.
• Percent charge = metal × percentage. Fixed (grams) adds that many 18K grams.
• Total = metal + making charge.

Example: a 32.86 g piece at fineness 747 → 32.86 × 747 ÷ 750 = 32.729 g of 18K. With a 7% making charge, the charge is 32.729 × 7% = 2.291 and the total is 35.020 g of 18K.

Serial-numbered bars

• In a bar row, enter the serial number in the first column (where the assay mark goes) and choose the bar name. Weight is optional and fineness is not needed.
• In lists, on the receipt and in the WhatsApp message too, the bar’s serial sits in the assay mark column and the bar’s name is written, not its short code.
• A serial that is already in a cash box is not accepted again.
• The “Serial-numbered bar” option appears only when at least one serial-numbered bar currency is active.

Coin or currency

• For a coin without a serial number (e.g. an Emami coin) or any other currency (e.g. US dollars), choose the Coin or currency type, pick the coin or currency and enter the quantity or amount.
• These rows are not pieces: they do not appear in “Pieces in stock”, and their stock is simply the cash box account balance, shown by the name of each currency under “Cash box stock” in the side column.
• 18K gold and serial-numbered bars are not in this list; use their own types for them.

What is posted to the ledger?

All in 18K grams:

• The cash box is debited with the metal.
• The system account “Gold Making Charges in Stock” (asset) is debited with the making charge.
• The counterparty is credited with metal + making charge.

In plain words: you owe the counterparty the gold and its making charge; the metal sits in the cash box, and the making charge is kept separately, attached to the piece, until the piece is sold. For a bar, the cash box is debited with one unit and the counterparty credited with one unit, in that bar’s currency. A coin or currency works the same way: the cash box is debited and the counterparty credited with that amount, in its own currency.

Notes

• The document is recorded as type “Gold document”. It cannot be edited, but like other documents it can be deleted or reversed (storno); deleting a receipt also removes its pieces. If a piece from this document was later issued or moved, undo that later document first.
• If the “18K gold (gram)” currency is not among your currencies, add it first from “Currency Management”.
• Do not bring piece gold into a cash box with a plain transfer; otherwise the cash box balance won’t match its pieces and “Pieces in stock” shows a warning.

Description in statements

The document writes its own description, and that is what appears in statements (your “Notes” text appears next to it): Each type is described in its own terms:

• Melted gold: “2 melted pieces (assay mark 64569, assay mark 1209835)”; up to three assay marks go in the brackets.
• Worked gold: “1 crafted piece (bangle)”, with each piece’s description.
• Bar: “1 5-gram bar (serial ZR-1001)”, with the bar name.
• Coin or currency: “3 Emami coins” or “100 US dollars”.

For example, the counterparty statement: “Delivered 1 melted piece (assay mark 64569) and 1 crafted piece (bangle) to [your business name] — metal 42.729 + making charge 2.291”. The cash box statement shows the same as “Received … from [counterparty]”, with the making charge separately (“in Gold making charge on hand”); that is, the cash box holds only the metal. Bars and coins or currencies appear separately, in their own currency.

Receipt and WhatsApp

After saving, click Customer receipt on the document page. The receipt has the same layout as the customer transfer receipt, and its direction is written one way, from the customer’s point of view:

• The title “Receipt: gold received from customer” or “Receipt: gold delivered to customer”, with a clear sentence: “The gold below was received from you and credited to your account” or “The gold below was delivered to you and debited from your account”.
• On the receipt, bars and coins or currencies are written by name (e.g. “Emami coin”), not by the short code the customer does not know. When the document has a coin or currency, the sentence reads “The following items were received from you and credited to your account”.
• At the top, the customer’s name with their account number (and phone and the last four digits of their national ID, if recorded), then a colored box with the 18K-gram total (and, separately, metal + making charge), the pieces table, and space for the customer’s signature and the stamp.
• Choose the receipt language, print it, download its image, or send that same image to the party’s WhatsApp group.
• Choose A5 or A4 paper; your choice is remembered. A long list continues on the next page and the table header repeats on every page.

“Send to customer WhatsApp” sends a text message using the “Gold received (pieces)” template, which you can edit under WhatsApp message templates.