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Luxury Brand Holdings
On-line Jewelry Sample Fact Sheet Form Luxury Brand Holdings has implemented an on-line sample fact sheet form to be used for the submission of jewelry samples to be considered for sale in our catalog, web and retail channels. Beginning immediately, only samples submitted with this form will be accepted for review by our buyers.
The on-line jewelry form is located on the Luxury Brand Holdings Vendor Extranet. If you already have an account on the Luxury Brand Holdings Vendor Extranet for access to our purchase orders, you now automatically have access to the new on-line jewelry fact sheet form and screens. A new main menu screen (see below) has been added after login that now allows you to navigate to the existing purchase order section, or to navigate to the new on-line fact sheet section.
**NOTE** – If you are a new vendor and do not have an active account on our Vendor Extranet, you should request through your buyer contact at Luxury Brand Holdings that your company be activated so that you may use the on-line form to submit samples. On an interim basis, and until you are activated on our Vendor Extranet, your merchant contact at Luxury Brand Holdings may authorize you to submit samples using the excel fact sheet form located at the end of this document. This is the only authorized instance where the on-line fact sheet form may not be used for sample submission.
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Sample Submission Process Flow OverviewThe overall process flow for sample submission to Luxury Brand Holdings remains the same, with the only exception that now you will be entering the fact sheet information into our on-line form instead of into an excel document:
1. CREATE the Fact Sheet. Use the Create New link (located at the top and bottom of the Fact Sheet Main screen) to begin entering information for a sample into the on-line fact sheet form. You can enter and modify information in the fact sheet, and save it for completion later, as many times as you wish PRIOR TO SUBMITTING/LOCKING THE FACT SHEET.
a. Fields with red asterisks are required fields. Uploading an image of the product is now also required. In addition, certain other fields are required only when certain classes of product are entered (for example, necklaces require a length but not earrings).
2. SUBMIT the Fact Sheet. When you are ready to send the sample to Luxury Brand Holdings and are sure that all of the information in the form is accurate and complete, click on the SUBMIT/LOCK button.
a. The system will check that all required fields are filled outi. If all of the required fields are complete and accurate, you will be notified
that the fact sheet has been submitted. Successfully submitting the fact sheet locks the information and creates a permanent record that cannot be changed by you or by Luxury Brand Holdings.
ii. If any of the required fields are not filled out, they will be shaded in red and you will be notified that the fact sheet has not been submitted. Complete the required information and click the submit button. A permanent record of your fact sheet is not created until you successfully SUBMIT/LOCK it.
3. Print the Fact Sheet. Use the Print button at the bottom of the fact sheet form to print a copy of the information you have entered to be included with the sample. (You can print a fact sheet as often as you wish, even before you have completed it, however when actually sending the sample you will want to include a copy that was printed after you have clicked Submit/Lock and successfully locked all of the information.
4. Send actual sample along with printed copy of the Fact Sheet to your buyer at Luxury Brand Holdings. You must continue to include a printed copy of this fact sheet when sending the sample. Samples received not accompanied by a submitted/locked fact sheet will returned at the vendor’s expense.
Note – when first getting started, you can use the link entitled “Example Factsheet” to view an example of a fact sheet that has been filled out correctly.
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Field Specific Help for completing a fact sheet
LISTING SectionInvoice Number – If you know the number of the sample invoice this sample will be billed on enter it here. It is helpful to have this when matching up all of the samples we receive from you in a sample shipment.
Vendor Style - Provide the item or style number you use to identify this product in your systems. Your vendor style number will be included on our purchase orders along with our own item number
Vendor Description – This should be a description of the product that includes the most important information: Metal type/Metal color/Stone(s)/Type/Class. Example: “14k yellow diamond hoop earring”. Please avoid abbreviations where possible.
Country Of Origin – Select the proper country of origin from the drop down box. Instead of scrolling down and selecting, you can start typing the name of the country and it will fill in the rest.
Cost – After you will enter all the information in the Detail Section, you can press the Calculate Cost button, and the system will automatically calculate this field based on the information entered. This cost is in US Dollars.
The automatic calculation will not apply for the following metal types:
Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass, Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass
For all the above Metal Types you can enter your cost in US $ directly in the Cost field.
Manual Cost – You can enter the purchase cost based on your calculation. This field will not be effected by the automatic calculation of the Cost field. Enter this field in US Dollars, and use decimal for cents. For example; 537.50. This cost is only for your reference and the fact sheet will enter in our system based on the Cost field information. All costs must be in US Dollars.
INFO Section
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Factsheet ID – This displays the system assigned unique Identification Number for the fact sheet and includes your vendor number.
Created By – This displays your vendor number.
Created On – This displays the date you created the fact sheet in our system and started entering information.
Last Modified On– This displays the last date that the fact sheet record was modified.
Buyer – Enter the name of the merchant at Luxury Brand Holdings who requested this sample.
PRODUCT Section
Class – Select the proper class of the item from the drop down list. For pendants, if you are selling it with a chain please select Necklaces. For Cuffs, please select Bracelet, bangles are slip-on or hinged.
Metal – Select the proper metal type from the drop down list. If you are unclear of the type to select, make your best decision and indicate any additional information in the Additional Notes field near the bottom of the form.
Gold Plate Microns (should be nickel free)– This field must be completed for metal types that consist of gold plating or coating “over” another metal type, as well as for vermeil.
Note -Gold over SS requires a minimum of 1 commercial micron of gold. To be represented as Vermeil, FTC guidelines require a minimum of 2.5 microns of gold. Gold plating over base metal/brass/bronze does not have a micron requirement but should have anti tarnish and/or an e-coating.
Metal Color – Enter the visual color of the metal type selected above (yellow, white, rose, two tone, etc…).
Finish – Select the proper finish from the drop down list. If you feel the proper finish for this sample is not in the drop down list, select “other” and provide clarification in the “Additional Notes” field near the bottom of the form.
Other Components – If the sample consists of components other than metal and gem stones, please select provide that information here by
Chain Type – If applicable (required for necklaces), select the proper chain type from the drop down list. If you feel the proper chain type is not in the drop down list, select “other” and a new row will open directly beneath to allow you to enter the proper chain type.
Clasp – If applicable (required for necklaces and bracelets), select the proper clasp type from the drop down list. If you feel the proper clasp type is not in the drop down list, select “other” and provide clarification in the “Additional Notes” field near the bottom of the form.
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Bale – If applicable (required for Pendants) select the proper bale type from the drop down list. If you feel the proper bale type is not in the drop down list, select “other” and provide clarification in the “Additional Notes” field near the bottom of the form.
Safety - If applicable (required for Pins) select the proper safety type from the drop down list. If you feel the proper safety type is not in the drop down list, select “other” and provide clarification in the “Additional Notes” field near the bottom of the form.
Earring Backing Type - If applicable (required for earrings) select the proper backing type from the drop down list. If you feel the proper backing type is not in the drop down list, select what you feel is the closest to correct option from the list and provide clarification in the “Additional Notes” field near the bottom of the form.
Length (inches) – If applicable (required for necklaces, omegas, and bracelets) provide the actual length in inches of the sample being submitted.
Width (Inches) - If applicable, provide the width of the sample being submitted.
Ring Size – For Rings and Eternity Bands, provide the actual ring size of the sample being submitted.
Photo SectionYou must save a clear and detailed image of the sample in order to successfully submit the fact sheet. Click on the browse button to navigate to the location on your computer or network where the appropriate image resides. Once you find the applicable file on your computer/network, click on the file to upload the image to the fact sheet. If only the file name, but not the image itself, displays in the image box, scroll down to the bottom of the screen and click the green “save” button. You should see the image appear in the image box once you have completed the steps correctly.
DETAIL Section
Metal weight (G) – Provide the actual weight in grams of the metal used in the sample. Note -If any of the following has been selected as a Metal Type; Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass, Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass please enter in 0 (zero).
Total Weight (G) – Provide the actual weight in grams of the complete, finished sample. Note -If any of the following has been selected as a Metal Type; Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass,
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Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass please enter in 0 (zero).
Gold Base (Oz) – You need to enter the Gold Base price that we requested to be $1350. The sample invoice should be based on the metal market price of the invoice’s date.
Note -If any of the following has been selected as a Metal Type; Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass, Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass please enter in 0 (zero).
Silver Base (Oz) – You need to enter the Silver Base price that we requested to be $18. The sample invoice should be based on the metal market price of the invoice’s date.
Note -If any of the following has been selected as a Metal Type; Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass, Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass please enter in 0 (zero).
Labor Cost x Piece $ Total of the manufacturing cost x piece. This include all the costs that are not metal cost or stone costs, such as manufacturing cost, company margin or else. If you sell the item x pcs, you do not need to enter the Labor x Gram information.
Labor Cost x Gram $ Total of the manufacturing cost x gram. Please enter this, if you sell the item based on x gram calculation. This include all the costs that are not metal cost or stone costs, such as manufacturing cost, company margin or else. If you sell the item x grams, you do not need to enter the Labor x Piece information.
Loss You need to enter the loss, if you use the loss in your metal calculation. If you do not use the loss in your metal cost calculation, the system will use 585 for 14KT, 750 for 18kt, 925 for Silver or accordingly for any other karat value. The format of the loss is xxx.xx
After you finish entering all the above data, and the other information requested in the fact sheet, you can click on the Calculate Cost button that will perform for you the calculation and it will show the final Cost of the item in the Cost field. The calculation will show underneath the item picture and you will see how the calculation perform. If you enter any incorrect data, the system will stop and display what needs to be corrected. On the side of each fields you can click on the Question mark to collect additional information how to enter the data. You can perform the calculation as many times as you want and you can change the data that you entered as many time as you want until you are satisfied with the Calculation results. When you will be satisfied with the Cost, you can click the Submit button and the fact sheet will be approved and submitted in our system.
The automatic calculation will not apply for the following metal types:
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Stainless steel, Stainless Steel and Gold, Sterling Silver and Gold, Platinum, Palladium, Titanium, Gold Plate, Gold Plate Brass, Gold Tone, Gold Tone Brass, Silver Plate, Silver Plate Brass, Silver Tone, Silver Tone Brass.
For all these Metal Types you can enter your cost directly in the Cost field in US $.
To help understanding the new feature I attached, in the page below, a sample of a fact sheet for a test article with the following characteristic:
Metal Weight (g) 10.20 grams
Total Weight (g) 11.20 grams
Gold Base (oz) $1350
Silver Base (oz) $18
Labor Cost x Piece $ $155 cost x piece
Labor Cost x Gram $ there is no cost x gram because you already enter the cost x piece.
Loss 615.78 for this article the loss is 615.78
The items also have stones
As you can see from the example below, after pushing the Calculate Cost button, the system calculates the Cost and it shows the result in the Cost field.
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Additional Lengths Available Section
For items that can be sold in multiple lengths such as bracelets and necklaces, please upload a new fact sheet for every length such as 16”,18”, 20” for the necklace and 7” and 8” for the bracelets. Please be sure, if the stone information or weight changes per length or ring size (eternity bands), to provide the updated stone information for each length or ring size.
Stones SectionSubmit Stones in order of priority, e.g. if there is a main center stone please enter this on the first line. You can add additional lines to enter more stone types buy clicking on the radio button with a + on it to the right of the extended cost field. You should enter a complete line of information for each different unique stone used in the sample. If there are multiple sizes of the same stone type, you need to enter a line for each unique size.
Type – Select the correct stone from the drop down list provided. If you feel the correct stone type is not an available option provided, please contact the Luxury Brand Holdings buyer you are sending the sample to for directions on what stone type to use.
Stone Color - Select the correct color from the drop down list provided. If you feel the correct stone color is not an available option provided, enter the closest in color and provide more details in the Additional notes section below.
Qty – Enter the quantity of the stones for just the specific line of stone information you are working on. Quantity entered should always be applicable to the line, not the total piece.
Shape - Select the correct shape from the drop down list provided. If you feel the correct shape is not an available option provided, please contact the Luxury Brand Holdings buyer you are sending the sample to for directions on what shape to use.
Cut – Select the correct cut from the drop down list provided. If you feel the correct cut is not an available option provided, please contact the Luxury Brand Holdings buyer you are sending the sample to for directions on what cut to use.
Color (Diamonds only) - Select the correct color from the drop down list.
Clarity 1 and 2 (Diamonds only) - Select the correct clarity from the drop down list. If there is a range, enter the beginning of the range in the clarity 1 field and the end of the range in the clarity 2 field. If there is no range, select the correct clarity from the drop down box in both the clarity 1 and clarity 2 fields.
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Individual Carat – If the field is displayed, enter the carat weight of the individual stones included on this line of stone information. If there are different sizes/weights of the same stone in the sample, separate lines must be used for each unique size/weight of stone.
Millimeter – If the field is displayed, enter the size in millimeters of the stone(s) included on this line of stone information. Example; 10X12
Total Ct. – If the field is displayed, enter the total carat weight for the stones included on this line of stone information.
Cost Per Carat – Enter in US Dollars the cost per carat for the stone(s) included on this line of stone information. ONLY enter numeric values, do not enter symbols such as $, etc.. or the calculation for extended cost below will not work properly.
Extended Cost – This field will automatically populate with the extended cost based on information entered in the total carat and cost per carat fields.
Additional Notes SectionUse the additional notes section to provide clarification on any entries above, or to provide additional information about the sample that you feel would be helpful to our buyers as they review the sample. Some examples: instances where the item has multiple finishes, instances where rhodium is used on only part of the item, etc…
Gem Enhancements SectionUse the Gem enhancement section to provide information on any of the stones that are enhanced in any way.
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Function Buttons at bottom of fact sheet screenA total of 5 function buttons can appear at the bottom of the screen, depending on the status of the fact sheet.
Home. Clicking this button will take you back to the main fact sheet screen that lists all of your fact sheets.
Delete. Clicking this button will delete the fact sheet from our system. You can only delete a fact sheet prior to submitting and locking it. Once a fact sheet is submitted and locked, a permanent record is created and you cannot delete it.
Save. Clicking this button will save the information you’ve entered so far on the fact sheet. You can modify and save information to a fact sheet as many times as you wish PRIOR TO SUBMITTING/LOCKING the fact sheet. The Save button will not appear on an individual fact sheet after it has been submitted.
Submit/Lock. Clicking this button makes a permanent record of the fact sheet in our system. After successful submission, the fact sheet cannot be modified and the submit button will not appear anymore.
Print. Click on this button to bring up a print dialogue box that will allow you to print the fact sheet to your local printer. You can print the fact sheet as many times as you wish, even after you have submitted it. **NOTE** You MUST include a printed copy of the fact sheet with the physical sample you are sending to us. Samples not accompanied by a submitted/locked fact sheet will be returned at vendor’s expense.
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Understanding and Navigating the Fact Sheet Main ScreenThe fact sheet main screen displays all of the fact sheets you have entered previously, and shows the date created, last modified and date submitted. Fact sheets are listed in sequence based on the system assigned Factsheet ID, however you can sort by any of the columns by clicking on the column header.
To review a previously submitted fact sheet, or to maintain a fact sheet that has not yet been submitted, click on the factsheet ID to call up the specific fact sheet.
Fact Sheets are displayed in groups of 25, use the “Next” and “Prev” links to display the next or previous group of 25 fact sheets on the main screen.
You can search for previously entered fact sheets by entering either your model number or the fact sheet ID # in the search field at the top left of the screen and clicking “Search”.
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HelpTo send general requests for help on completing the on-line jewelry fact sheet form you can email [email protected]. You must include your vendor number, the Factsheet ID number (you have to save it, even if it isn’t complete) of the fact sheet in question, and make sure the fact sheet contains the name of the buyer you preparing the sample for.
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Interim Product Fact Sheet For new vendors to submit samples prior to activation on the on-line form.
Product Fact SheetVendor: __________________________
Buyer: __________________________
Date: __________________________
Item Information (Please Circle):
Stone Type Quantity ShapeDiamond
Color
Diamond Clarity
Individual Carat Weight
MM Size
Total Carat
WeightCost per
Carat Extended Cost
Stone 1Stone 2Stone 3Stone 4Stone 5Stone 6
__________________________________________________________________
Length:______
Cost: _________Cost: _________Cost: _________
Finished Metal Weight (grams): ______________
Gold/Silver Base: _________________Labor Cost (per gram): _______________
Length:______Total Cost of Complete Piece $________
Gem Enhancement Information:
Additional lengths available:
Total Weight of Finished Piece (grams): _________
Length:______
place image here
STONE INFORMATION
Vendor Model #: ____________________Item Description: ___________________Country of Origin: ___________________
METAL TYPE MCRON FOR PLATINGSterling SilverSterling Silver 14 KT gold platedSterling Silver 18 KT gold platedSterling Silver 22 KT gold platedSterling Silver 24 KT gold plated14K gold18K goldPlatinumStainless SteelBase Metal
OTHER COMPONENTSLeatherRubberOther (specify):_________
METAL COLORYellowWhiteTwo-ToneRoseTri-Color
FINISHPolishedRhodiumDiamond CutSatinAntiqueOther (specify):_________
CHAINS/BRACELETS/NECKLACES/PENDANTSTYPE SAFETYBox Rope Safety Chain Figure 8Figaro Wheat Single Latch Ext. BarRolo Other Double Latch Other
CLASP BALESpringring Box Single Hinged Claw Barrel Double NoneLobster Other Fixed OtherToggle
BANGLE: Yes/No LENGTH:______CHAIN INCLUDED: Yes/No WIDTH:______
EARRINGSBACK TYPEClipLeverOmegaPostScrewbackWire
JACKET: Yes/No
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