Frequently Asked Questions - Inventory

Modified on Tue, 7 Jan at 9:00 AM

1. How do I perform an inventory check on a house account?

Navigate to the Wholesale Accounts module from the left navigation menu.
Select the desired house account.
Go to the Memo tab and click on Product Checklist.
Click Start Inventory Check, enter your name, and press OK.
Use the search bar to find items and adjust inventory details as needed.
Save your progress by clicking Save.

2. How can I create and manage SKU templates?

Navigate to the Product List module from the left-hand navigation menu.
Click on the three-dotted icon and select Create New Product.
In the Quick Add Product dialog, tick the box below the SKU field to auto-generate SKUs.
Click on the three-dotted icon beside the SKU field and select Add New Item.
Define the SKU name, short code, and other relevant details.
Save the template for future use.

Related Article: How to Create and Manage SKU Templates

3. How do I create a new product?

Open the left navigation menu and click on the Sale module.
Press the New in-stock product button.
In the Quick Add Product dialog, fill in the necessary fields for the new product.
After completing the details, press OK and confirm the creation.
The new product will be added to your inventory and can be used in sales transactions.

Related Article: How to Create a New Product

4. How can I deactivate or delete a product?

Navigate to the Product List module from the left navigation menu.
Use the search bar to locate the product you wish to deactivate or delete.
Click the three-dotted button next to the product to open the context menu.
Select Delete Item to permanently remove the product or Inactivate Item to hide it from the active view.
To manage multiple products, select them using the checkboxes and use the bulk action button to delete or inactivate.

Related Article: How to Deactivate or Delete a Product

5. How do I update an item's components to manage pricing and specifications?

Open the Product List module from the left navigation menu.
Select the item you want to edit by clicking on its name to open the Product Details section.
Navigate to the Components tab.
Click on the Add Component button to add a new component or select an existing component to update its details.
Ensure the Manual Cost checkbox is unchecked to allow the system to calculate pricing based on component costs.
Update the cost and other relevant details of the component.
Save the changes to automatically adjust the product's pricing and specifications.

6. How can I create items in bulk?

Navigate to the Product List module under the Inventory menu.
Click the round action button on the left side of the screen and select Bulk Create.
In the Prepare Create Products dialog, select a vendor and choose to auto-create SKUs if desired.
Specify the number of items to create and click OK.
Fill in the mandatory fields for each item, such as SKU, Name, and Cost.
Once all details are entered, press Create Items to save the new products.

Related Article: How to Create Items in Bulk

7. How do I set up custom views to edit or create products?

Access the Merchandise Receive module under the Vendor menu.
In the Select Products section, click the Create New button and choose a view template.
To customize, scroll to the bottom left and click the Custom Views button.
Press Add View, enter a name for your custom view, and select the desired fields to display.
Save the custom view, which can now be selected during product creation or editing.

8. How can I import an Excel file to create or update products?

Navigate to the Product List module under the Inventory menu.
Click the round action button and select Import from CSV.
In the Review Import dialog, choose a vendor if applicable and upload your CSV file containing product details.
Map the fields from your file to the corresponding fields in Flawless POS.
Confirm the mapping and press Import Products to add or update the products in your inventory.

9. How do I apply stone filters in the product list?

Open the Product List module under the Inventory menu.
Click the Show Stone Filters button beneath the search bar to display stone filtering options.
Select desired stone attributes such as shape, type, and certification lab using regular filters.
Use range filters to specify criteria like price, size, color, clarity, and cut grade.
After applying filters, you can save the view by clicking the cogwheel icon and selecting Save View Template.

Related Article: How to Apply Stone Filters in the Product List

10. What is a realistic checklist for stores where items are not grouped by vendor or designer?

Each team member should create their own inventory checklist, ensuring they are appropriately named to prevent overlap.
After individual checklists are complete, compile them into a master inventory checklist by importing each one.
Once all individual checklists are imported, export the report to obtain a complete list of all scanned inventory items.
Consider generating a reconciliation report to ensure accuracy and account for discrepancies.

11. How can I create and execute markup rules?

Navigate to the Markup module under the Inventory section in the left navigation menu.
Click on Add Markup to create a new rule.
Name your rule appropriately (e.g., based on the category or vendor it applies to).
Set the desired markup percentages for wholesale or retail prices.
Define the filter criteria to specify which products the rule applies to.
Save the rule and ensure it's placed correctly in the rule order, as rules are applied from top to bottom.

Related Article: How to Create and Execute Markup Rules

12. How do I create an appraisal?

Access the Appraisal module under the Inventory menu.
Click on Create Appraisal to start a new appraisal document.
Fill in the appraisal details, including the name, appraisal number, document type, and recipient.
Select the appropriate document type based on the purpose of the appraisal (e.g., Insurance Appraisal, Certificate of Appraisal).
Add the products to be appraised by clicking Add Appraisal Product and providing detailed descriptions.
Review and save the appraisal document.

Related Article: How to Create an Appraisal

13. How can I create a reconciliation report?

Navigate to the Vendors module from the left navigation menu.
Select All Vendors to analyze your entire inventory.
Click on the Inventory Check tab.
Click the three-dotted button next to Inventory Check and select Generate Reconciliation Report.
Add the necessary checklists to include in the reconciliation.
Click Generate Report to create an Excel file comparing system quantities with actual stock.

Related Article: How to Create a Reconciliation Report

14. How do I perform a product tag clean-up?

Open the Product List module under the Inventory menu.
Click the round action button and select Manage Product Categories.
In the Product Tag Cleanup dialog, choose the tag type (e.g., Type, Category, Material) to clean up.
Identify duplicate or incorrect tags and convert them to the desired tag value.
Click OK to apply the changes.
For bulk updates, select multiple products, use the Edit option, and add or remove tags as needed.

Related Article: How to Perform a Product Tag Clean-Up

15. How can I create product variants?

Navigate to the Product Details of the product you wish to add variants to.
Go to the Variants tab and click on Configure Variants.
Add variant options (e.g., Color, Size) by clicking Add Variant Option.
Define the option name, list behavior, and display option for each variant.
Add option values (e.g., Rose Gold, Yellow Gold for Color) and set variant value codes.
Save the variant configuration.

Related Article: How to Create Variants

16. How can I perform bulk actions on products, such as bulk updates and printing tags?

Navigate to the Product List module under the Inventory menu.
Use the checkmark button on the left side to select the items you want to perform actions on.
Click the round action button in the top left corner to view the available actions for the selected items.
Available bulk actions include:
- Bulk Edit: Allows you to edit details for all selected products at once.
- Create Merchandise Return (MR): Quickly create a simple MR for the selected items.
- Create Sales Order: Generate a sales order for the selected items.
- Create Purchase Order: Generate a purchase order.
- Wholesale Proposal: Create a wholesale proposal for the selected items.
- Repair Service Job: Initiate a repair service job for the selected items.
- Appraisal: Create an appraisal for the selected items.
To print tags for the selected items, click on the Print Tags option.
A dialog named Print Product Labels will open, displaying the list of selected items and their quantities.
Ensure to select the correct tag printer and press OK to submit your printing request.

Related Article: How to Perform Bulk Actions on Products

17. How do I perform a store inventory transfer?

Open the left navigation menu and click on the Store menu to expand options.
Select the Inventory Transfer module.
Go to the Transfers tab to view all incoming and outgoing transfers for your stores.
Click Create Transfer and complete the necessary details, such as transfer description, receiving store, transfer options, reason for transfer, and requester’s name.
Add products to the transfer by manually selecting items, uploading from an Excel or CSV file, or using barcode scanning.
Review the transfer details and configure the manifest as needed.
Click Complete to finalize the transfer.
To receive the transfer at the destination store, switch to the receiving store location, access the Transfer Receives tab, and follow the prompts to mark items as received.

Related Article: How to Do a Store Inventory Transfer

18. How can I add components using a GIA certificate?

Navigate to the Product Details section for the item to which you want to add components.
Select the Components tab.
Click on the Add from Certificate Number button.
Enter the GIA certificate number in the dialog box and press OK.
The component specifications from the GIA certificate will appear, consolidated into a single component line.
Review the component details for accuracy and completeness.
Click Save in the top-right corner to store all component details.
Note: Each unique GIA lookup incurs a small fee, currently set at 20 cents per lookup.

Related Article: How to Add Components Using GIA Certificate

19. How do I add or update tasks for a service job?

Navigate to the Service Job module to view the list of all service jobs.
Locate the service job you wish to update and click the three-dot button on the right side of the job entry.
Select Edit to open the job details.
In the Job Details tab, review and update the job state as needed.
In the Task section, select the responsible user who will receive notifications about job status updates and update the task completion stage if necessary.
To add a part to the task, click the Add Part button, select the required part, set the consumption behavior, and confirm the addition.
To create a separate task, click the Add Task button to add new parts, labor lines, or customer details as needed.
Review the History section to track any changes made to the service job by multiple users.

20. How do I remove, add, and update designers?

Add a Designer:
- Open the product details in the Product List.
- Use the Designer field options to add a new designer by selecting Add New Item.
Update a Designer:
- Select a product, click the Designer field, and edit the designer using the pencil icon.
Remove a Designer:
- Use the Select from List option in the Designer field.
- Click the trash icon to remove the designer and assign a replacement if necessary.

Related Article: How to Remove, Add, and Update Designers