Gold Manager Pro

Complete User Guide — v1.1.79

1. Getting Started

Creating Your Account

Gold Manager Pro supports three ways to sign in:

• Email & Password — Create an account with your email address
• Google Sign-In — One-tap sign in with your Google account
• Apple Sign-In — Sign in with your Apple ID (iOS only)

First-Time Setup

After signing in for the first time, you will be guided through the initial setup:

1. Enter your store name (e.g., "KB Gold Jewelry LLC")
2. Enter your store phone number
3. Enter your store address
4. Set your Entry PIN (4-digit PIN employees use to access the app)
5. Set your Master PIN (6-digit PIN to access Settings — keep this private!)

Supported Platforms

• iPhone & iPad — Download from the App Store
• Android — Download from Google Play Store
• Web — Use at goldmanagerpro.com from any browser

Your data syncs automatically across all devices in real time.

2. Home Screen (Dashboard)

The Home screen is your main dashboard. It shows:

• Live Gold Prices — Real-time market prices for 10K, 14K, 18K, 22K, 24K gold, .925 Silver, and Platinum
• Your Buy Prices — The prices you pay customers, calculated automatically from your buy percentage
• Quick Action Buttons:
  • Buy — Start a new buy-back transaction (purchase gold from a customer)
  • Sell — Record a sale from your inventory
  • Workshop — Send gold to a jeweler for manufacturing
  • Refine — Melt and convert gold between karats
  • History — View all past transactions
• Today's Summary — Total bought and sold for the day
• Stock Alerts — Notifications when inventory is low

3. Buying Gold (Buy-Back Transactions)

This is the core feature of Gold Manager Pro. When a customer comes in to sell their gold:

Step-by-Step: Creating a Buy Transaction

4. Selling Gold

When you sell gold from your inventory:

1. Tap "Sell" on the Home screen
2. Select items from your inventory or enter manually
3. Enter the karat, weight, and selling price
4. Enter buyer information (optional)
5. Select payment method received
6. Complete the transaction

The app automatically calculates your profit/loss based on your average purchase cost for that karat.

5. Workshop (Send to Jeweler)

The Workshop feature lets you record when you send gold to a jeweler or workshop for manufacturing (e.g., making custom jewelry, chains, rings):

1. Tap "Workshop" on the Home screen
2. Enter a description of the job (e.g., "14K Cuban Link Chain")
3. Select the karat and weight of gold being sent from your inventory
4. You can add multiple items of different karats to the same job
5. Optionally enter a sale price if the item is being made for a customer
6. Enter the buyer name if applicable
7. Complete the transaction

The gold is deducted from your inventory and the transaction is recorded in History. The app automatically accounts for a 4% shrinkage factor (gold lost during the manufacturing process) when calculating costs.

6. Refine (Melt & Convert)

The Refine feature lets you record when you convert gold from one karat to another (e.g., melting mixed karat gold into pure 24K):

1. Tap "Refine" on the Home screen
2. Step 1 — Source: Select the karat and weight of gold being melted (you can add multiple source items)
3. Step 2 — Result: Enter the karat and weight of the resulting gold after refining
4. Enter a description (e.g., "Mixed 10K/14K melted to 24K")
5. Complete the transaction

The source gold is removed from inventory and the resulting gold is added. This keeps your inventory accurate through the refining process.

7. Inventory Management

The Inventory tab shows your current stock of precious metals:

• Weight by Karat — Total grams for each karat (10K, 14K, 18K, 22K, 24K, .925, Platinum)
• Current Value — Market value based on live gold prices
• Average Cost — Your average purchase price per gram for each karat
• Profit Margin — Potential profit if sold at market price

Inventory Reconciliation

If your physical inventory doesn't match the app, you can reconcile:

1. Weigh your physical gold on a scale
2. Tap "Reconcile" in the Inventory tab
3. Enter the actual weight for each karat
4. The app will adjust inventory and create an adjustment record

Location-Based Inventory

If you have multiple locations (Business or Enterprise plan), inventory is tracked separately per location. You can view inventory for each location or see the combined total.

8. Transaction History

The History tab shows all your transactions:

• Search — Search by customer name, transaction ID, or item description
• Filter — Filter by type (buy/sell), date range, or karat
• Report Status Badges — Buy transactions show visual indicators for police report delivery:
  • ✓ Email — Email report sent successfully
  • ✗ Email — Email report failed
  • ✓ RISSProp — RISSProp submission successful
  • ✗ RISSProp — RISSProp submission failed
  • ✓ LeadsOnline — LeadsOnline submission successful
  • ✗ LeadsOnline — LeadsOnline submission failed
  These badges appear directly on the transaction card in the History list, so you can quickly see if reports were delivered.
• Transaction Details — Tap any transaction to see full details including items, photos, payment methods, and seller information
• Actions — For each transaction you can:
  • View Details — See all transaction information
  • Print Receipt — Reprint the receipt
  • Edit — Modify transaction details (admin only)
  • Delete — Remove a transaction (admin only)

Transaction Types in History

• BUY — Gold purchased from a customer
• SELL — Gold sold (shows profit/loss)
• WORKSHOP — Gold sent to a jeweler (shows sale price & profit)
• REFINE — Gold converted from one karat to another
• LOSS — Recorded losses (shrinkage, theft, etc.)
• TRANSFER — Gold transferred between locations

9. Reports & Data Export

Access detailed business reports from the Home screen by tapping the Reports button (chart icon):

• Date Range Selection — Choose any start and end date to generate a report
• Summary Report — Total bought, total sold, workshop jobs, losses, COGS, and net profit
• Profit/Loss Breakdown — See exactly how much profit you made in any period
• Export to CSV — Export the summary or all transactions as a CSV file for Excel, Google Sheets, or your accounting software
• LeadsOnline Export — Export transaction data in LeadsOnline-compatible CSV format for police reporting

10. Printing Receipts

Gold Manager Pro generates professional PDF receipts that include:

• Your store logo (if uploaded)
• Store name, address, and phone number
• Transaction date and ID
• Seller information (name, phone, ID number, date of birth, address)
• Item table (description, karat, weight, price)
• Item photos — On iOS and Android, the actual photos of items purchased are embedded directly in the receipt PDF
• Payment method details
• Terms & verification text
• Employee name (Attended by)
• Fingerprint area

Multiple Copies

You can configure the number of receipt copies to print automatically:

1. Go to Settings → Store & Receipts
2. Find "Receipt Copies"
3. Select between 1 and 5 copies

When multiple copies are configured, the PDF generates multiple pages — one for each copy. This is ideal for keeping a store copy, giving one to the seller, and providing one for police records.

How to Print

1. Complete a transaction — the receipt shows automatically
2. Or go to History → tap a transaction → tap "Print"
3. The receipt opens as a PDF in your browser's print dialog
4. Select your printer and print

11. Settings & Configuration

To access Settings, tap the gear icon and enter your Master PIN (6-digit). Settings contains the following sections:

12. Store & Receipts (Logo & Branding)

This section lets you customize your store information and receipt appearance:

• Store Logo — Upload your business logo (PNG or JPG, max 2MB). The logo appears at the top of all printed receipts, centered above your store name.
• Store Name — Your business name as it appears on receipts
• Phone — Store phone number
• Email — Business contact email
• Receipt Terms — The legal text that appears in the "Terms & Verification" section of receipts
• Receipt Copies — Set the number of copies to print per transaction (1-5). Each copy becomes a separate page in the PDF.

13. Gold Prices & Buy Percentage

Configure how gold prices and buy offers work:

• Buy Percentage — The percentage of market price you offer to customers (e.g., 90% means you pay 90% of the current market price). This is the main control for your profit margin.
• Manual Price Override — You can manually set buy prices for each karat if you prefer not to use the automatic calculation.
• Lock Price Editing for Employees — Prevent employees from changing buy prices during transactions.
• Lock Price Editing for Admins — Only the owner can change prices (useful for multi-location businesses).

14. Security (PINs & Biometrics)

Entry PIN (4 digits)

The Entry PIN is required to open the app. All employees use this PIN. It prevents unauthorized access to your business data.

Master PIN (6 digits)

The Master PIN is required to access Settings. Only the owner/admin should know this PIN. It protects critical settings like:

• Employee management
• Price settings
• Police report configuration
• Location management
• Account deletion

Biometric Authentication (Face ID / Touch ID / Fingerprint)

You can enable biometric authentication as an alternative to the Entry PIN. When enabled:

• iPhone: Face ID or Touch ID
• Android: Fingerprint or face unlock
• The Entry PIN still works as a fallback

15. Multi-Location Management

If you have multiple stores or locations (Business or Enterprise plan):

• Add Locations — Each location has its own name, address, and phone number
• Switch Locations — Tap the location name at the top of the screen to switch
• Location-Based Inventory — Inventory is tracked separately per location
• Location on Receipts — The receipt automatically shows the address of the location where the transaction happened
• Employee Location Access — You can restrict which locations each employee can access

Plan Limits

Plan	Locations	Users
Free	1	2
Starter ($59.99/mo)	1	3
Business ($149.99/mo)	3	Unlimited
Enterprise ($249.99/mo)	12	Unlimited

16. Employees & Roles

Manage your team with role-based access control. Gold Manager Pro has 5 user levels:

User Roles

• Owner — Full access to everything. Can manage employees, settings, delete account, and all features. There is only one owner per account.
• Admin — Full access to all transactions (buy, sell, workshop, refine). Can access settings, manage employees, delete transactions, adjust inventory, transfer between locations, and view all reports. Cannot delete the account.
• Manager — Can perform all transactions (buy, sell, workshop, refine), view reports and purchases, adjust inventory, transfer between locations, and edit transactions. Cannot access settings, manage employees, or delete transactions.
• Cashier — Can perform buy and sell transactions and edit transaction history. Cannot access workshop, refine, settings, reports, inventory adjustments, or employee management.
• Viewer — Read-only access. Can view reports, purchases, and prices. Cannot create any transactions or modify anything.

Permissions by Role

Permission	Admin	Manager	Cashier	Viewer
Buy gold	✔	✔	✔	—
Sell gold	✔	✔	✔	—
Workshop	✔	✔	—	—
Refine	✔	✔	—	—
View reports	✔	✔	—	✔
Edit transactions	✔	✔	✔	—
Delete transactions	✔	—	—	—
Adjust inventory	✔	✔	—	—
Transfer between locations	✔	✔	—	—
Access settings	✔	—	—	—
Manage employees	✔	—	—	—
View inventory	✔	✔	—	—

Adding an Employee

1. Go to Settings → Employees
2. Tap "Add Employee"
3. Enter their name
4. Select their role (Admin, Manager, Cashier, or Viewer)
5. Assign a unique PIN for them
6. Customize individual permissions if needed
7. Select which locations they can access (if multi-location)

Employee Login

When the app opens, it asks for a PIN. Each employee enters their own PIN. The app identifies who is logged in and tracks which employee handles each transaction (shown as "Attended by" on receipts).

Inviting External Users

You can invite someone with their own Gold Manager Pro account to join your business as an employee. They'll be able to switch between their own account and yours.

16b. Employee Performance Dashboard

The Employee Performance dashboard gives business owners a ranked overview of how each employee contributes to the business. Access it from the Home screen by tapping the Employee Performance card.

What It Shows

• Ranked Employee List — Employees are ranked by their potential profit contribution
• Total Bought — Total dollar amount of gold purchased by each employee
• Total Weight — Total grams of gold purchased
• Potential Profit — Estimated profit based on current market prices vs. purchase prices
• Number of Transactions — How many transactions each employee completed

Filtering

You can filter the performance data by:

• Date Range — Today, This Week, This Month, or Custom range
• Location — Filter by specific store location (multi-location businesses)

17. Police Reporting (RISSProp, LeadsOnline & Email)

Gold Manager Pro helps you comply with secondhand dealer reporting laws by automatically submitting buy-back transactions to law enforcement. We support three independent methods — RISSProp, LeadsOnline, and email — and each one can be enabled or disabled independently per store location.

RISSProp Integration

RISSProp (Regional Information Sharing Systems Property) is a law enforcement platform used across the United States to track secondhand goods transactions. Gold Manager Pro integrates directly with RISSProp.

Setting Up RISSProp

1. Go to Settings → Police Reports → RISSProp
2. Expand the section and find your store location
3. Toggle ON the switch for that location
4. Enter your Client ID (provided by RISSProp — tap "Request Client ID" if you don't have one)
5. Fill in your shop details (name, address, city, state, zip, phone)
6. Choose which photos to include: item photos, ID photos, customer photos
7. Select Sandbox mode for testing, then switch to Live when ready
8. Tap "Test Connection" to verify credentials
9. Save settings

Once configured, every buy-back transaction at that location is automatically submitted to RISSProp after completion. No extra steps needed.

LeadsOnline Integration (Direct API)

LeadsOnline is a nationwide electronic reporting platform used by law enforcement agencies to track secondhand and pawn transactions. Gold Manager Pro connects directly to LeadsOnline via their SOAP API — no manual CSV uploads or third-party tools needed.

Setting Up LeadsOnline

1. Go to Settings → Police Reports → LeadsOnline (Direct API)
2. Expand the section and find your store location
3. Toggle ON the switch for that location
4. Enter your Store ID (assigned by LeadsOnline when you register)
5. Enter your API Username and API Password (provided by LeadsOnline)
6. In Dynamic Buy-Modal Fields, choose which customer fields are visible (ID type/state, physical description fields, etc.)
7. In Extra Item Fields (Jewelry), toggle optional item fields per store (Brand, Model, Serial, Condition, Quantity, Style, Jewelry Style, Size, Length)
8. Choose which photos to include (customer, ID, item) — images are sent as Base64 within the SOAP transaction
9. Select Sandbox mode for testing, then switch to Live when ready for production
10. Tap "Test Connection" to verify your credentials work
11. Save settings

Auto-Prefill from ID Scanner

• When the employee scans a driver's license, all available AAMVA fields are auto-filled — including ID Expiration Date and ID Issue Date when present on the barcode.
• If the optional ID-date fields are enabled in Settings, they will appear pre-filled in the Buy modal. If the barcode does not contain them (some states omit them for privacy), the fields stay empty for manual entry.
• Physical description fields (sex, race, eye color, hair color, height, weight) are also pre-filled from the scan when present.

Buy Modal Speed Improvements (Optional Fields)

• Optional LeadsOnline item fields now support manual entry and quick-pick chips with common values.
• Team members can tap common options (for example, Condition, Style, Jewelry Style, Size, Length) to fill faster during intake.
• Diamond items include GIA-standard chips for Clarity (FL → I3), Color (D → M), Shape, and Cut. Selected diamond attributes are automatically mapped to the LeadsOnline Stone1 fields — no duplicate entry needed.
• Watch items include quick chips for popular brands (Rolex, Cartier, Omega, etc.). When the item type is Watch, brand/model/serial are taken from the watch-specific inputs and the generic duplicates are hidden.
• All of these fields remain optional and can be enabled/disabled independently by location.

Language Normalization for LeadsOnline

• Before submission, the app normalizes common jewelry values to English for LeadsOnline compatibility.
• Examples: oro → Gold, femenino → Female, viejo/antiguo → Vintage, 6 pulgadas → 6in.
• This helps prevent mixed-language payloads and improves field matching in jurisdictions that expect English values.

Once configured, every buy-back transaction at that location is automatically submitted to LeadsOnline after completion. The app tracks how many reports have been sent and shows the date of the last submission.

Automatic "No Transaction Day" Reporting

LeadsOnline expects a daily report from your store. On days when you have no buy transactions, the LeadsOnline monitor shows "Action Required" until you mark the day as a "No Transaction Day". Gold Manager Pro can do this for you automatically.

1. Go to Settings → Police Reports → LeadsOnline and open the 🗓️ Automatic "No Transaction Day" section for your store.
2. Toggle ON "Enable automatic No Transaction Day".
3. Choose the Send time (in 15-minute steps) — this is the time, in your store's local timezone, when the app checks the day and reports it if there were no buys.
4. Select your Store timezone. This is required so the day boundary and send time are calculated correctly. Each store can have its own timezone — useful if your account has stores in different time zones.
5. Save settings.

Email Police Reports

As an alternative or complement to RISSProp and LeadsOnline, you can send transaction reports via email:

1. Go to Settings → Police Reports → Email Reports
2. Find your store location and toggle ON
3. Enter the recipient email addresses (e.g., your local police department's email)
4. Choose which photos to include
5. Save settings

Each buy-back transaction will generate a formatted email report with all transaction details and photos.

Report Delivery Status

After a buy transaction is completed, the app tracks whether each report was delivered successfully:

• ✓ Green badge — Report was delivered successfully
• ✗ Red badge — Report delivery failed (check your settings/credentials)

These status badges appear on each transaction in the History tab for each method (Email, RISSProp, LeadsOnline), making it easy to verify compliance at a glance. This works for both employee and owner transactions.

17b. Receipt Numbering (Sequential IDs)

By default, Gold Manager Pro identifies each transaction with an internal ID (a short alphanumeric code). If you prefer sequential, human-readable receipt numbers — like a traditional paper ticket book — you can enable Receipt Numbering per location.

How to enable it

1. Go to Settings → Receipt Numbering (available on Starter plan and higher).
2. Find the store location you want to configure and toggle Receipt Numbering ON.
3. Set your Prefix (e.g. INV-, NJG-, or leave empty for plain numbers).
4. Choose Padding — how many digits the number should have (e.g. 5 digits → 01691).
5. Set the Next number — the number that will be assigned to your next transaction. If you already have a paper ticket book at #1691, set this to 1691.
6. Save settings. From now on, every new transaction at that location will receive a sequential receipt number.

What it looks like

• Receipt PDF: "Transaction ID: INV-01691" appears on every printed/emailed receipt.
• Filename: downloaded receipts are saved as receipt-INV-01691.pdf.
• Search: you can search your transaction history by the receipt number.
• Police reports (email / RISSProp / LeadsOnline): all use the same receipt number as the printed copy, so law enforcement sees exactly what the customer signed.

Important behavior

• Counter never decreases: if you delete or edit a transaction, the number is not recycled (this matches how invoice books work and keeps your sequence audit-friendly).
• Per location: each store has its own independent counter. Location A can be at INV-01691 while Location B is at NJG-00042.
• Opt-in: if you leave Receipt Numbering disabled, everything works exactly like before — your transactions keep using the internal ID. Existing customers are not affected.
• You can change the format any time: changing prefix, padding or starting number only affects future transactions, never past ones.

18. Stock Alerts

Get notified when your inventory drops below a certain level:

1. Go to Settings → Stock Alerts
2. Enable stock alerts
3. Set a minimum weight (in grams) for each karat
4. When your inventory for any karat drops below the minimum, you'll see an alert on the Home screen

Inventory Reminder (Push Notifications)

Set up a recurring reminder to do a physical inventory count. Go to Settings → Inventory Reminder to configure:

• Frequency — Weekly, Biweekly, or Monthly
• Day — Choose the day of the week (for weekly/biweekly) or day of the month (for monthly)
• Time — Select the hour and minute you want to be reminded

On iOS and Android, the app sends a real push notification to your device even when the app is closed. On the web, you'll see an in-app banner on the configured day. This helps catch any discrepancies early.

19. Subscription Plans

Free Plan

• 15 transactions per month
• 1 location
• 2 users (owner + 1 employee)
• Live gold prices
• Basic inventory & reports
• Police reporting (RISSProp, LeadsOnline & email)
• ID Scanner

Starter — $59.99/month

• Unlimited transactions
• 1 location
• 3 users
• Custom receipts (logo, branding)
• Advanced reports
• Data export
• Email support

Business — $149.99/month

• Everything in Starter, plus:
• Up to 3 locations
• Unlimited users
• Multi-location inventory tracking
• Address change capability
• Priority support

Enterprise — $249.99/month

• Everything in Business, plus:
• Up to 12 locations
• API access
• White-label receipts
• Dedicated support

20. ID Scanner

Gold Manager Pro includes a built-in barcode scanner that can read the barcode on the back of US driver's licenses:

1. During a buy transaction, tap "Scan ID"
2. Point your camera at the barcode on the back of the driver's license
3. The app will automatically extract:
   • Full name
   • Date of birth
   • Address
   • ID number
4. All fields are filled in automatically — no manual typing needed!

20b. Insured Shipping (iShipJM)

Gold Manager Pro lets you buy fully insured shipping labels for gold and jewelry right from the app, powered by Jewelers Mutual (iShipJM). You get real-time rates from FedEx, UPS, and USPS with insurance coverage built in.

Setting Up Shipping

Before your first shipment, an admin must add the shipping origin address for each location in Settings. The origin is the store address the carrier picks up from.

Creating a Shipment

1. Open Shipping and choose the location you are shipping from.
2. Enter the Declared Value (the amount insured) and the package Weight.
3. Select the Cargo Type (e.g., Gems & Jewelry), packaging, and dimensions.
4. Enter the recipient's Ship To address.
5. Tap Validate and Get Rates — the app shows live prices from each carrier with insurance included.
6. Pick a rate, review the details, and buy the label. Print it and attach it to the package.

Tracking & History

Every label you buy is saved with its tracking number. Use the History & Tracking tab to view past shipments and their current delivery status.

20c. SMS Customer Messaging & Campaigns

The optional SMS add-on lets you text your own customers: automatic transactional alerts (for example, when a workshop item is ready) and promotional marketing campaigns to bring customers back.

Getting the SMS Add-on

Open SMS Campaigns from the menu (or Settings > SMS). If your store does not have the add-on yet, you will see the subscription options (Starter, Business, Enterprise, Enterprise Plus), each with a monthly message quota.

Customer Consent (Required)

SMS follows carrier compliance rules (A2P 10DLC). Customers must opt in before you can text them, and consent is tracked separately for two message types:

• Transactional — order/workshop updates and receipts.
• Promotional — marketing and special offers.

During a Buy or Workshop transaction you can capture the customer's consent with the checkboxes shown next to their phone number.

Sending a Campaign

1. Open SMS Campaigns and write your message.
2. The app shows how many customers with promotional consent will receive it.
3. Send now or schedule it. Messages are delivered gradually to protect your sender reputation.
4. A live progress bar shows delivery, and each campaign is saved in your history.

Message Status

In a transaction's SMS history, each message shows Sent, Delivered, or Failed so you know it reached the customer.

21. Frequently Asked Questions

Can my employees see the Settings?

No. Only users with the Admin or Owner role can access Settings. The Master PIN is required, which employees should not have.

Can I use the app on multiple devices?

Yes! Sign in with the same account on multiple devices. All data syncs in real time through the cloud. If you buy gold on your phone, it shows up instantly on your tablet or computer.

What happens if I lose internet connection?

Gold Manager Pro requires an internet connection to function. All data is stored and synced in real-time with the cloud, which means you can access your account from any device (phone, tablet, or computer) and always see the most current information. Live gold prices, police reports, and all transactions require connectivity.

Can I customize what appears on receipts?

Yes (Starter plan and above). You can upload your logo, edit your store name, phone, and customize the terms & verification text. The address comes automatically from your location settings.

Is my data secure?

Yes. Gold Manager Pro uses Firebase (Google Cloud) with bank-level encryption. Your data is encrypted in transit and at rest. Photos are stored in secure cloud storage. We never share your data with third parties except when you explicitly enable police reporting.

How do I cancel my subscription?

Subscriptions are managed through your app store:

• iOS: Settings → Apple ID → Subscriptions → Gold Manager Pro
• Android: Google Play → Subscriptions → Gold Manager Pro

Your data is preserved even if you downgrade to the free plan.

Do I need a special printer?

No. Gold Manager Pro generates standard PDF receipts that work with any printer — thermal receipt printers, regular inkjet/laser printers, or even wireless printers like HP LaserJet. Just use your browser's print function.

What is the holding period and how does the app help?

Many states require secondhand dealers to hold purchased items for a period (typically 10-15 days) before reselling or melting. Gold Manager Pro tracks the purchase date for every transaction, making it easy to verify compliance. Items in your inventory show when they were purchased.

22. Contact & Support

We're here to help!

• Email: support@goldmanagerpro.com
• In-App: Settings → Contact Support
• Website: goldmanagerpro.com

Business and Enterprise plans include priority support with faster response times.