October 7, 2026 · Guides

Appraisal, Purity and Pledge Records in Gold Loan Software

A gold loan appraisal software record is the one page you will want to see when a customer disputes what was pledged. It is also the page that decides whether your vault count, your loan book and your insurance claim agree with each other.

In this guide

What the record is
How to use it at the counter
How it helps the business
Common mistakes
What to check in a demo
Related reading
FAQs

What the record is

When a customer pledges ornaments, someone has to write down exactly what came in. A proper pledge entry holds the ornament list, the weight of each piece, the purity as tested, the appraiser’s name, and a photograph where the branch takes one. It then ties all of that to the loan account and to the packet that goes into the vault.

The gold loan management software from Taxhint lists appraisal and pledge entry with ornament details, purity and photography, along with vault and packet movement. How deep each field goes in your branch is worth checking in a demo. For the wider checklist of what a lender should expect, see gold loan software: what to look for.

How to use it at the counter

Here is how the clerk and the appraiser usually work through one customer.

Confirm the customer’s identity and open or find the account. Built-in verification checks are listed on the product page; use whatever your own policy requires.
The appraiser weighs and tests each ornament, calling out the details to the clerk.
The clerk enters one line per ornament: description, gross weight, net weight, purity.
Attach a photo of the lot if your branch does this.
The system works out the eligible amount under the scheme chosen. Check the limit against your own rules before sanction.
Print the pledge receipt and have the customer check the list and sign.
Seal the ornaments, write the packet number, and record the packet in the vault log.

Step three is where branches get lazy. Entering “gold chain, 20 gm” for everything saves two minutes and costs you an argument later.

How it helps the business

Take a customer who comes back after a year and says her chain had a pendant. If the record shows the pendant never came in, you can show her the signed list and the photo. If the record only says “gold, 20 gm”, you are arguing from memory.

The same record helps in other ways:

Fewer disputes at release, because the list at pledge matches the list at return.
Cleaner audits, since the auditor can pick any account and trace it to a packet.
Better auction records, because the exact item list and purity are already on file. More on this in gold loan auction process and software support.

The number to watch is your total pledged weight in the system against your physical vault count. When they differ, the difference is the first thing to investigate. Eligible amount rules are covered in interest, LTV and renewal.

Common mistakes

Entering one lump weight instead of line by line
Using gross weight where net weight is needed, which inflates the eligible amount
Letting the appraiser and the sanctioning officer be the same person with no check
Editing a saved record without any trail
Forgetting to log the packet into the vault until the next morning

The software cannot catch a wrong purity reading. It can only show who entered it, so train your appraisers well.

What to check in a demo

Enter a lot with five different ornaments and see if each gets its own line
Look for separate gross and net weight fields
Print the pledge receipt and read it as the customer would
Edit a saved entry as a clerk, then as a manager, and compare the log
Search for an account by packet number
Ask how photos are stored and who can view them

Part of the wider picture is the loan management software buyer’s guide, where gold loans sit next to other lending types. The lender type decides which rules apply, so check the current Act, Rules or RBI direction for yours, and confirm with your CA.

Want to see this working on your own data? See the Gold Loan Management Software, ask for a live demo on +91 93117 95484, or write to mail@taxhint.in.

FAQs

What should a gold loan appraisal record contain?

At minimum, a line for each ornament with its type, gross and net weight, purity as tested, and a photo if you take one. The Taxhint page lists ornament details, purity and photographs under appraisal and pledge entry.

Who should be allowed to edit a pledge record after it is saved?

Ideally nobody on the counter. Corrections should go through a senior user and leave a trace in the activity log, so the original entry is never silently overwritten.

Does the software test the gold’s purity?

No. Purity comes from your appraiser, with a touchstone, acid test or machine. The software’s job is to hold that result against the loan and show who entered it.

Why does a packet number matter?

It connects the paper record to the physical envelope in the vault. When an auditor asks to see account 482, the packet number tells you exactly where to reach.