GemGuide Appraisal Software
FAQ

 Current metal pricing is provided from Kitco.com:

 You have two options:

1.) You need to rebuild your limiting conditions report to include the new changes in the program. Go to System Functions, System File Updates, Limiting Conditions and select the paragraphs that you want included in your limited conditions page. OR

2.) Send via e-mail the files limitcon.*, limitusr.*, and usrtbl.* located in your \JJWIN\Data folder to support@gemguide.com. The files will be updated and returned via e-mail to you. The new files can then be copied back into your \JJWIN\Data folder and you should be able to print you default limiting conditions report.

 Click on the box next to the appraisal number when you are at the Add/New Edit Appraisal information screen. An "X" will appear. Do the same for all appraisals per customer that you want to print in one document. Click on Print in the Appraisal Action Box. All appraisals selected will print and paginate as one document.

This is a handy tip for your busy season: how to print multiple appraisals for a client. From the Add New/Edit Appraisal Information screen, locate the list of appraisal numbers at the top left. Click on the blank box to the left of the appraisal numbers to select appraisals for printing. An “X” can be viewed for the appraisals selected. When all the reports you would like to print are selected, click the Print button under Appraisal Actions. Note: the appraisals will print in the order you select them.

 Appraisers today are often asked if they can have the appraisal document sent by e-mail. While it is becoming a common practice to do this, appraisers should be warned of security issues. When a document is sent electronically, it becomes potentially easier to alter. We understand that even printed documents can be altered, however, computer files are making it very easy to do. There are two methods to email the document. The first is to choose Export to Word Processing as described above. Once this is done, it can be added as an attachment to an email. However, this is open game for alterations.

The second method is far more secure and you do not need to export it to Word Processing. You will need a PDF printer driver installed. These PDF writers are very inexpensive software options. You can check out one called Cute PDF at www.cutepdf.com. This software sells for only $49.95. Once installed, when you go to print the appraisal, select the PDF printer and the document will be converted to a PDF file. PDF readers are free with computers so when you attach the PDF file with the email, the recipient will be able to open, view, and print the document but will not be able to alter it. (Note: some PDF’s can be altered but it is much more difficult.)

 You may choose to print the report in paragraph style. Paragraph style is a good way to take an appraisal that is running a few lines over to page two and make it into a one page appraisal. This style takes less lines. You can experiment with this style by selecting it and doing a print preview.

 When you are finished with the appraisal, select Print and then select Export to Word Processor. When you do this, the software will go to your word processing program, i.e., Microsoft Word and it will bring in the entire appraisal document with photo. From here, the options are endless. You can move the photo anywhere on the document. You can import more photos such as a side view and top view, you can combine items to a single page, you can import additional pages created elsewhere, etc. One caveat however, is that the grading report is still handled in our software as a separate document and cannot be exported to word processing. Again we stress that this option, while it creates tremendous flexibility, defeats the true purpose of the software which is to do the work for you. There will be some users that will insist on this option but we always teach editing as a "last resort" for those documents that must be refined in some way.

 The new options for editing are Export to Word Processor or Edited Appraisal Report.

When you select Edited Appraisal Report, the function is the same as the previous edit features in that only text will appear for editing. It will first come in highlighted (blocked) and you can then place the cursor anywhere and make changes to the text, the spacing, the fonts, etc. This feature is a quick method for editing an appraisal and then allows you to go directly to print. Newly added to this version is an automatic reminder that the appraisal has been edited once you decide to use this feature for a report.

 All users of the GemGuide Appraisal Software get free upgrades and this version is packed with new features. Among the new features is the automatic pricing downloads. If you have a current subscription to our GemGuide pricing, the new GAS upgrade will recognize when a pricing update is available on our website. When you open your software for the day, the pricing files will automatically update. Put in the current password and the update will take place. You no longer need to specify a location. All is done for you. Note that even though the printed GemGuide books come out every two months, with online access, we may periodically make changes that are important between printed issues. No more waiting for the books to arrive by mail.

Another key change to the software is the addition of new GIA colored gemstone grading terminology. Previously, GIA used the same clarity scale for diamonds when grading colored gems. Now, the scales have been changed to more meaningful terms such as slightly included, moderately included, etc. All current terms are in this release.

As for diamonds, the new GIA cut grading system uses the following cut grades: excellent, very good, good, fair, and poor. The GemGuide has associated these new grades with premiums and discounts. The new pricing guidelines are coded into the software to improve accuracy of pricing. Since we have taken sole ownership of the software in 2002, more than 500 changes and improvements have been made!

Click on the following link to upgrade to Version 2.04*:

GemGuide Appraisal Software New Upgrade - Version 2.04

*Remember to backup your database before upgrading. This upgrade not applicable to Version 1.3.

 Direct all technical support calls to: 847.657.0555 or support@gemguide.com

Technical support hours:
9am to 4pm (Central Time)
Monday through Friday

Please limit calls to questions pertaining to GAS only

 Direct orders and inquiries to: 888.436.4843 or support@gemguide.com

Customer service hours:
9am to 5pm (Central Time)
Monday through Friday

 Whether you have been using the GemGuide Appraisal Software for a few weeks or a few years, you know that your tab key is the best way to get around the program. It is faster than using the mouse and it performs other functions within the program. Every time you hit the tab key, the information in that field is saved to the database. So, if you lose power, close the program, or walk away, as long as you tab, all data will be saved. Every time you hit the tab key, GAS performs a function. In the Mounting Description, the tab will move through the fields, formatting each selection into the descriptive paragraph. In the Stone Detail and Markup modules, the tab performs calculations- whether it’s a weight estimation, depth percentage, or applying a markup. The tab key is quick, it saves all data, and it calculates.

Here is a great trick when using the tab key. As you tab through the various fields, you may need to go back to a previous field to edit an entry. Solution: hold down the shift key and hit the tab key. Your cursor will return to the previous field. While holding down the shift key, the tab key can be hit multiple times to keep moving back to the previous fields in the program.

Using the tab key to move forward and the shift + tab keys to move backwards is the easiest, fastest, and preferred way to navigate the GemGuide Appraisal Software. Try it today. It will make a difference.

 When you open GAS the first time each day, the Daily Exchange and Metal Rates window will appear. You can change the prices at this point or at any time while using the program by clicking on System Functions>Change Daily Rates. Note that if you have selected to print the daily metal rates on your appraisal, you should update this pricing every day. To turn this feature on/off go to System Functions>System Settings>Print Setting Defaults and check/uncheck Print Current Price of Metal.

 A popular site to get metal prices is www.kitco.com/market. You can look up prices and view historical charts. Within the site is a downloadable program called Kcast that displays live spot prices on your task bar.

The pricing is refreshed every minute and indicates whether the price has gone down, gone up, or stayed the same. With Kcast, there is no need to visit websites to check market activity.

Kcast is a new program in beta testing and can be downloaded free. Kitco's only request is feedback on errors- none have been found. Visit kcast.kitco.com and follow the download prompts.

 As a GemGuide Appraisal Software user, you can download current prices to the program as long as your subscription to The Guide is current. Upon renewal, please call our office for an authorization code to extend The Guide pricing date. When you call, we will give you an authorization code that corresponds to the length of your subscription. This allows you to access prices when you are doing appraisals.

When your subscription is 30 days from expiration, GAS will remind you how many days are left. The message will appear every day when you open your program until you reauthorize. If it expires before you reauthorize or we are not available to assist you, do not be concerned. The program will continue to function normally with the exception that you must look up prices in the books and enter them in the program.

Please allow 7-10 days after you mail in your renewal before calling for authorization so we may process your order. For immediate authorization, please call in your renewal with a credit card. Also note that if you renew for multiple years, your GAS program’s pricing will be authorized for the same duration. Multi-year renewals will reduce how many times you need to call us for authorizations.

 GAS contains an internal counter that clicks off one unit for every appraisal item that you do. When you get down to 10 remaining appraisals, a warning message appears. Every time you do an appraisal item after that point, the warning message will reappear with the current count status. Call our office when you are ready to order more appraisals. With a credit card you can purchase as few as 50 appraisals or as many as 5,000 appraisals; quantity discounts apply. If you completely run out at a time when we are not available, do not panic. The software will allow you to go negative by 25 appraisals. When you reorder, the negative quantity will be deducted from the number purchased. For example, if you are at -10 and you order 100 appraisals, 90 will be now be available for use.

To view the status of your expiration date for The Guide pricing and the number of available appraisals, go to System Functions>System Status.

If it is inconvenient to call during business hours (M-F 8:30am to 5:00pm CST), please use the fax authorization request in the software. For more information on authorization routines, please see the GAS User Manual or email us at support@gemguide.com

 When appraising a simple strand of pearls, one change will make your valuation more accurate and more attractive. From the Add New/Edit Appraisal Information screen, Add a new appraisal. At the lower left, just above the Appraisal Checklist, is the Appraisal Type. It defaults to Mount and Stone; change it to Stone Only.

By changing the Appraisal Type to Stone Only, the first button on the Appraisal Checklist becomes Stone Description. You can enter a brief description and/or background information on the strand or go directly to the Pearl Module to begin the appraisal.

Normally, the pearls make up the majority of the strand’s value. By changing the Appraisal Type, the pearls will be the primary valuation and the first entry on your appraisal, not the clasp- which is generally negligible. The clasp type can be entered in the Pearl Module. Click the Pearl button and enter the strand information in Detail Pearl Information. Select the clasp description under Type of Clasp.

Listing the clasp type is often more a matter of documentation than of valuation. If the clasp is heavy, ornate, or contains other stones, it should be listed separately under the Appraisal Type Mount and Stone.

 After selecting the Pearl Grading tab, a grading system will appear. This grading system is an earlier version of grading. Now that the GIA has revised terminology for pearl grading, we are working on revisions for a future release of the software. If you choose to use the system that appears here, please note it tends to overgrade pearls if you are not careful. The reason for the high grading is that each component shown (color, luster, nacre, etc.) offers a range of grades from 10 to 100 (corresponds to The Guide 1 to 10). If the range shows 80-100 for example, the default will be 100 and you are not allowed to overwrite the grade to a number below 80. In each category, a range appears with the same limitations. Since the program defaults to the highest number in the range, the final evaluation tends to be high if you have not intervened. You may want to adjust pricing accordingly after grading.

An alternative is to use newer grading methods, such as those shown in The Guide Reference Manual. To enter alternative grading, skip the Pearl Grading tab and move to the Comments tab. Here, you can manually enter any grading information desired. This is especially helpful for pearl varieties such as Tahitian blacks when using a system such as Poema grading. In all these situations, be sure to manually overwrite the pricing.

 When you have completed the grading procedure, click on the Pearl Pricing tab. If you used the automatic grading from the above section, remember that the strand grade may be inflated. The grade shown on the left side of the screen cannot be overwritten, but this grade does not appear on the report. By clicking the Calculate tab, the price for a 16 inch strand (the default length) will appear in the first box with the calculated strand price shown in the lower box (e.g., a 32 inch strand will be twice the value). You can overwrite the price in the top box to any value but remember that it is for a 16 inch strand. Do not click the calculate tab again or it will default to the original price. Use your tab key to get the new value.

Remember that throughout the GAS program, tab = calculate. Also, remember that you are always working with wholesale pricing until the final markup screen.

 In the basic appraisal mount fields, the last field for "condition" had previously not been accessible in your User Tables. Now, it has been added to the User Tables. Also, the position where condition prints in the description paragraph has been changed.

 Your computer has date and time settings that come preset from the factory. You should not play with them (Windows will take care of daylight-savings and leap years for you). If you change your computer's date for any reason, you risk damaging your customer database. That is because customer numbers are generated by date and number of customers added daily. If you change the date, you will duplicate customer numbers. This will corrupt your database. If you follow normal install directions and do not alter the date of your computer, you will not have this problem. If for some reason your date has been changed, contact us for assistance.

Here is how to change the date on an existing appraisal without altering your computer date. Select the appraisal. Click the Edit button under Appraisal Actions. At the bottom right of the screen, type in the new date. If you double click the date, a calendar will pop up for date selection.

Like customer and appraisal numbers, the stones you add to your appraisals are assigned numbers too. The stones on your appraisal print in the order they are entered. For example, if the ring you are appraising has a large sapphire as the center stone with two side diamonds and assorted melee, you would add the sapphire first, the side diamonds second, and the melee last. That way, the stones are listed both in order of importance and in the order you entered them.

 A properly written appraisal contains measurements and grades, but to truly capture the design, an image is best. When you click Select Image in the Guide Appraisal Software, you create a link to the image location on your hard drive.

GAS does not save a copy of the image with the appraisal-- it saves the location or path name of the image. GAS does not use imbedded images like other programs such as Microsoft Word. If the image is moved to another folder or deleted from your hard drive, GAS cannot view the image because it looks for the original path. If you delete an image, GAS knows where it used to be, but it cannot be found and loaded on your document. The location or path name is viewable at the lower right of your appraisal screen.

If you are working on an appraisal and select the wrong photo, you can simply click Select Image and reselect a different image. However, if you click the Delete Image button, you will be prompted by the question to remove it from your hard drive . If you click No, the image is removed from the appraisal only. If you click Yes, it is deleted from your computer; it does not go into the recycle bin. So if you click Yes, be very sure you no longer need the image.

 Adding an image is simple; please keep one requirement in mind. GAS cannot read an image name or location, a.k.a. "path," if it contains spaces. For example, an image is saved in C:\My Photos\Appraisal Photos\Smith_1.jpg. GAS searches for the image but is stopped by the space between "My" and "Photos" and the space between "Appraisal" and "Photos". Conversely, the file name Smith_1.jpg has an underscore where a space could be, and GAS can read that.

You have two options. You can create a folder on your hard drive or network drive that has no spaces, i.e. C:\Appraisal_Photos or J:\CannonPictures. Or you can save your images in the preferred location-- your GemGuide Appraisal Software Photos folder. When you installed the program, a new folder was created: either GASWin or JJWin. In that folder you have a subfolder named Photos.

The path C:\GASWin\Photos, or C:\JJWin\Photos, contains no spaces, and will be read correctly when you select an image from it. Plus, you will always know that those images are for appraisals (versus inventory, catalogs, or website publishing).

 Your digital camera probably came with image editing and saving software-- a program that indexes the images on your camera and saves them on your computer. We at the GemGuide Appraisal Software do our best to answer questions, but we can’t possibly know the hundreds of camera software programs on the market. What we do know is that they generally have a very useful feature-- the ability to select a default save location.

Some programs may simply offer to save the image in the last place you selected. When you open the program and click Save to load appraisal photos on your computer, the camera software returns to the last place you selected. So, you would select your appraisal photo folder and save the images. The next time you open the camera software, the browser window will contain your previous saved location.

In other programs, you may have the option to select a default save location. It can often be found under Edit>Preferences, Tools>Options, Tools>Customize, or in a setup menu. Consult your camera software manual or help files for this option. Once you make that selection, whenever you save an image in your camera software, it will automatically return to your designated appraisal photos location-- saving you the hassle of reselecting that folder every time you want to save appraisal photos.

 1. Go to our website. www.gemguide.com
2. At the upper right corner of the site, click on Subscribers Download.
3. Enter the user name and password*. Click the Submit button.
* The password changes bimonthly. As a Guide subscriber, you receive passwords with your Diamond books.
4. Scroll down to Option #2 Updates:
download current 'GemGuide' stone pricing files.
5. Click the first Download Now, located left of GemGuide Appraisal Software.
6. A File Download window will ask if you want to Save or Run the file.
Click Save or Save this file to disk.
7. A Save As window will ask where to save the file.
In the Save In box at the top, select your Target Directory/Start in Folder, i.e. C:\GASWin. To select your Target Directory/Start in Folder, click on the down arrow to the right of Save In. On the list that drops down, double click your C Drive. (On a network, select the drive where GAS was originally installed.) Double click your Target Directory/Start in Folder.
8. After selecting the Target Directory/Start in Folder in the Save In box, the file name (left of the Save button) should be "fileupd" or "fileupd.exe." (Do NOT click your GAS icon or the GASWin32 file!) Click the Save button. When the download is complete, click Close and close your browser.
9. Start GAS as you normally would.
10. GAS will inform you that updated pricing information has been found, Do you want to update the pricing tables? Click Yes.
11. The price tables have been updated. Click OK.
12. Click on File>Reorganize all Files>Click to Re-Index

 When in print preview, you may need to zoom in or zoom out. Instead of switching back and forth between the “+” and “-” hourglass tools at the top of the screen, you can simply use your mouse buttons. Clicking your left mouse button zooms in. Clicking your right mouse button zooms out. This function works for the print preview of most Windows based programs.

Another useful feature in the print preview is the set of page navigation buttons, located to the top left of the print preview window. The single left and right arrows advance you one page backward or forward. The double left and right arrows advance you to the first or last page. The button with a page and right arrow will prompt you for the number of the page you would like to view; that is a handy feature in long, multi-item reports. The other buttons from left to right are—close window, print, and export to RTF.

 When entering diamond information in the software, there is a shortcut that you may want to consider. With a grouping of round diamonds in an item of jewelry where the diamonds are relatively uniform in size, only one diameter needs to be entered. For example, if you have ten diamonds of approximately 2.0mm each in diameter, simply enter the number ten, then tab over and enter round brilliant, then tab over and enter the maximum diameter as 2.0. Now simply tab through the remaining fields on this line leaving the minumum diameter at 0.0. The program will do the rest. By entering only a single number you will have an estimated total weight of .29 carat. This will only work with round diamonds.

  We have also had requests on how to print the total weight of the diamonds without the measurements showing and without the words (depth est.) showing on the report. While we do not endorse this method of appraising with weights shown and no measurements, the program does allow it. After choosing the number of diamonds and shape, place the cursor (or tab through) to the weight. Manually enter the total weight. Check the weight override box. You will notice that all the entries for measurements are still 0.0. Now, un-check the estimated depth box to prevent these words from printing on the report.

 Since the Guide Appraisal Software only allows one item description, one photograph, and one value per appraisal, the question arises of how to describe a simple wedding set without using two items and two appraisals. This is especially true when the band is a plain ring without stones. Here is an option for doing these appraisals.

In the mount description menu, under Jewelry Style, choose engagement. For Jewelry Type, choose ring & wedding band. These are already in your User Table supplied with the software. Of course, you can add any jewelry descriptions to the User Table. Now, the Selected Narrative to the right should read "engagement ring & wedding band." Continue filling in the other pertinent data. Now, in the Additional Narrative field, you may want to add your own detailed description, especially if there are diamonds in the band. A sample might read as follows: "...In the engagement ring, there are six diamonds and in the matching wedding band there are seven diamonds."

Close the mount description window. Click on the diamond symbol and add diamonds (or other gems) as needed. If all the diamonds are the same relative size, you can group them as one entry since you already detailed their distribution between the two rings in the Additional Narrative. Weigh the rings together as one unit. The finished appraisal will automatically read "Total Weight of Ring and Wedding Band..."

You may choose to include additional information at the bottom of the appraisal. This would be information such as the individual weights and/or values of the rings since only one total weight and one total value will be listed. This is optional. To do so, click the Comments button on your Appraisal Checklist and enter the information as you would like it to appear on the finished document.

 Many GAS users have asked to purchase appraisal covers and vinyl sleeves from us directly. Due to high volume demand, we have secured attractive pricing for these two new items. A sample image is on our website at www.gemguide.com/sleeve.htm. Prices are as follows.

Vinyl sleeves, designed to protect your appraisal documents while presenting a polished final product. They are clear on the front with a pocket for your business card. They are frosted on the backside. 100 $45.00 500 $175.00

Appraisal Covers, designed to staple your forms and then fold over in a tri-fold manner to hide the staples. Approximately 10 pages can fit in one cover depending on paper thickness. 100 $55.00 500 $210.00

Prices do not include shipping. FedEx ground charges apply. Illinois residents please add 8.25% sales tax.

 GemGuide Appraisal Software allows the insertion of digital photos to enhance the appraisal document. While any digital camera will work, some lower end models will not allow close up photos necessary for jewelry. Another factor in overall photo quality is the lighting. Without standard lighting, color reproduction of jewelry will not be accurate.

MK Digital Direct recently introduced their new Gem E-Box. This affordable lightbox will render professional photographs and is compatible with any camera mount. The controlled lighting will ensure accurate color on diamonds, rubies, sapphires, and all colored gemstones.

The light box will make digital imaging faster, easier, and more professional. It has switches for different light sources: the LED lighting is best for diamonds while the halogen bulbs enhance colored stones. The lighted platform eliminates shadows and the special stands provided for rings, earrings, bracelets, etc., hold all jewelry types. The universal camera brackets will support any digital camera.

Besides the use for GAS, this complete system can also be used for producing catalogues, website images, inventory records, and repair take-in documentation. The system, complete with basic catalog software, is $495.00 (plus shipping). Please see MKDD's website www.mkdigitaldirect.com or contact us for purchase details.

 This accessible CD walks the user through appraisals and system functions in easily-managed segments that can be paused, restarted, and replayed. Aside from learning how to complete tasks, the CD familiarizes the user with the layout, flow, and features of GAS. Voice notes and text commands guide the user through each step, with success and error messages after each task.

The CD has several modules that are easily accessible from the main menu. The first module consists of entering a new customer's information and appraising a solitaire engagement ring, complete with grading report. Other appraisal modules include appraising a colored stone and diamond pendant, and a pearl strand. Users also have access to demonstrations of how to maintain and customize their program, including-- initial program set up, downloading and updating Guide pricing, authorizing appraisals and pricing. The CD's modules can be used an unlimited number of times, allowing one CD to train an entire store.

The CD is free to all current and new users. To obtain a copy of this CD, please send an email with the subject line "Training CD Request" containing the user's name & business name to mwatts@gemguide.com.

 Go to File>Backup/Restore>Backup in the GAS program. This will create a backup of the GAS data which will be saved as a zip file. The file is named GASBackup_current date.zip and will be stored on the external peripheral that you designate (the default is your C drive).

You need to change the disk drive to the backup folder in option 2. Select the CD rom drive using the Browse button.

Click on Start to begin the backup.

When the backup is complete, Windows will write the zip file to the CD Rom. (Windows should display a balloon in the lower right hand corner of your computer asking to "Write files to CD.")