Frequently Asked Questions - Advanced

Modified on Tue, 3 Jun at 4:55 PM

1. How can I use GIA integration to speed up diamond merchandise receives?
Flawless POS offers integration with the Gemological Institute of America (GIA) to streamline the merchandise receiving process for diamonds.

Method 1: Bulk Create Items
- In the Simple Merchandise Receive section, select Create New Item and choose Bulk Create Items.
- Ensure the SKU template uses the Diamond inventory type.
- Click GIA Lookup, enter the GIA number, and the item details will auto-populate.
- Click Create Items to add them to the product list.
Method 2: Copy Details from GIA Number
- In the Simple Merchandise Receive section, select Create Item.
- In the dialog, choose Import from GIA under Copy Details from.
- Enter the GIA number; mandatory fields will auto-fill with GIA data.
- Set the SKU Template and click OK to complete the item creation.
Method 3: Excel File Import
- In the Product List module, click the action button and choose Import Excel.
- Ensure your file includes columns for Certification Number and Certification Lab (GIA).
- Click Import Products; after uploading, refresh the grid to see the newly created products.

2. How do I create a multi-level sale, pay for it, and arrange for pick-up later?

Flawless POS allows for multi-level sales, enabling customers to select and pay for components over multiple visits, with a final pick-up arranged later.

Step 1: Create a "Pick Up Later" Order for the Initial Item
- In the Sale module, add the initial component (e.g., a diamond) to the cart.
- Select Pick Up Later to capture the customer's choice for the first part of the item.
Step 2: Add the Second Component and Process Payment
- When the customer returns, add the second component (e.g., a mount) as a separate sales line.
- Process the payment for both items, adding a layaway payment linked to the initial sale if necessary.
Step 3: Process Pickup of Both Items
- Once the items are ready, complete the pickup process for each component in the order they were added.
- Both sales will be closed upon completion, finalizing the multi-level sale.

3. How do I return a sale and exchange it for a new item?

Flawless POS facilitates the return of a purchased item and its exchange for a new product through the Point of Sale (POS) module.

Step 1: Process the Initial Sale
- In the Sale module, add the item the customer wishes to purchase to the checkout.
- Complete the checkout process, ensuring the customer pays and picks up the item.
Step 2: Begin the Return Process
- Select the Customer Return button in the Sale module.
- Locate the necessary sale transaction and select the number of items to return.
Step 3: Add the Exchange Item
- Add the new item the customer wishes to purchase as an exchange to the checkout.
- Both the return and new sale lines will display in the checkout, reflecting the refund and charge amounts.
Step 4: Process the Payment
- Proceed to the Payment section to handle any price differences between the returned and new items.
Step 5: Finalize the Exchange
- Complete the payment process to finalize the sale and provide the customer with the necessary receipts.

4. How do I assemble an item and then sell it to the customer?
Flawless POS allows for the assembly of items from individual parts, which can then be sold to customers.

Step 1: Create the Assembly Job
- In the Service Job module, click Create a Job and select Advanced Service Job.
- Fill out the necessary information and proceed to the next step.
Step 2: Add Service Job Lines for Assembly
- Add parts for assembly by selecting Add Service Job Line and choosing Assembly Job.
- Add the required parts (e.g., diamond, mount) from the Product List.
Step 3: Define the Final Product
- Describe the final product, select or create the resulting item, and complete the assembly job.
Step 4: Send the Job to the Vendor
- Locate the assembly job and send it to the appropriate vendor for completion.
Step 5: Receive the Completed Assembly from the Vendor
- Upon completion, receive the assembled item into inventory through the Vendors module.
Step 6: Sell the Assembled Product
- In the Sale module, add the assembled item to the cart, proceed to checkout, and complete the sale.

5. How do I process backup transactions during outage scenarios?
Flawless POS provides a method for processing transactions during system outages.

Step 1: Use a Backup Terminal
- Use a backup A920 or similar PAX device.
- Open the "TSYS Sierra" app on the terminal, tap "Sale," and enter the amount to charge.
Step 2: Complete the Payment
- The customer pays with their card, and a receipt is printed for reference.
Step 3: Record the Payment in Flawless POS
- In the Flawless POS system, select Card Already Received and enter the authorization code or transaction ID from the terminal receipt.
Step 4: Ensure Proper Batching
- Leave the terminal on to ensure batching or manually close the batch:
  - Tap Function, then Batch.
  - Enter the password (usually today’s date, e.g., 12/31/2024).
  - Tap Close Batch.

6. How do I set up and manage the BIG integration with Flawless POS?

Access BIG Integration Settings:
- Navigate to Store > Admin > Apps.
- Find the BIG integration tile.
- Click the three-dotted button in the top-right corner and select Update Configuration.
Enter Your BIG Account ID:
- Input your BIG Account ID in the configuration window.
- This ID must be retrieved from BIG Jewelers directly.
Set Up Data Sharing Options:
- By default, only Customer ID and Zip Code are shared.
- To share full customer details (name, email, phone, address), check Include Customer Details (not recommended by default).
Vendor Inclusion or Exclusion:
- Use Included Vendors to only share data for selected vendors.
- Use Excluded Vendors to share all vendor data except for those listed.
- Leave both fields blank to share all vendor data.
Examples:
- Leave Included blank + add Vendor A to Excluded = all vendors except Vendor A shared.
- Add Vendor A + Vendor B to Included = only those two are shared.
Preview Shared Data:
- Click See a Sample File to download a preview in JSON format.
- Click What data will be shared? to view a full breakdown of sales and inventory data fields.
Understand What’s Shared:
- Sales Data:
  - Completed sales from the last calendar month are shared.
  - Layaways and special orders are excluded until finalized.
  - Fields include SKU, Serial Number, Vendor Name, Price, Discount, Metal Type, and more.
- Inventory Data:
  - Includes only in-stock items, POs, and items from shared sales.
  - Fields include SKU, Vendor SKU, Category, QOH, Stone Info, Cert Number, and more.
Save and Finalize:
- Click OK to save your settings.
- An automatic schedule will be created to send this data to BIG.
- You can view or manage this schedule via the Scheduler List.

Related Article: BIG Integration with Flawless POS

7. How do I set up and use the IFS Insurance integration with Flawless POS?

Configure the IFS Integration:
- Navigate to Admin > Apps.
- Locate the IFS (Inforsure) tile and click the three-dotted button, then select Configure.
- Enter the following credentials:
  - IFS Account ID (provided by IFS)
  - IFS API Username
  - IFS API Password
- Click OK to save.
- The system will now connect to IFS to provide shipment coverage options.
How IFS Works on the Shipping Screen:
- When creating a shipment, the system will:
  - Validate and correct the shipping address.
  - Show both the Entered Address and Corrected Address if a mismatch occurs.
  - Let you choose which version to use.
- Note: Address validation is a general feature and not exclusive to IFS.
Insurance Provider Selection:
- During shipment creation, choose an insurance provider from the dropdown list.
- IFS (Inforsure) will appear as one of the available options.
- Other providers may include: Carrier Insurance, Self/Umbrella, Shipinsurance, ParcelGuard, etc.
Customize Insurance Dropdown Options:
- Go to Admin > Account > Shipping.
- Find the field labeled Shipping Insurance Providers.
- Enter a comma-separated list of provider codes (e.g., ifs,carrier,umbrella,shipinsurance,parcelguard,none).
- The order you list them in determines the order shown in the dropdown menu.
Need Help Setting Up IFS?
- Contact Flawless Support to connect with a partner at IFS for account creation assistance.

7. How do I use the JM shipping integration in Flawless POS?

Retail Checkout Workflow:
- Go to the Sales Module and proceed to checkout a product.
- In the Package section, click Configure Shipment and enter the recipient’s shipping address.
  - Note: Email, phone number, and address must be in valid format for the label to generate.
- Click Next, then click Add Package and complete the required fields:
  - Cargo, Delivery Option, Packaging, Declared Value, Weight, Carriers, and Service
- Click Get Quotes Now to pull live rates from your JM Shipping (Zing) account.
- Select a quote and click Create Shipment.
- Choose how to apply the shipping cost:
  - Split Evenly, Add to First Item, or Don’t Apply
- Finalize the checkout process as usual.
Wholesale Shipment Workflow:
- Go to the Wholesale Module and open the relevant customer account.
- Navigate to the Shipments tab and click Add Shipment.
- Enter the shipping address and select products to ship.
- Under the Shipment section, click Configure Shipment and enter the Insure Amount.
- Click Add Package, fill in the required fields, and select Get Quotes Now.
- Choose your preferred option and complete the shipment by clicking Create Shipment.
System Notes:
- Flawless POS will alert you if any selected services are unavailable (e.g., USPS Priority Mail Express not supporting morning delivery).
- The system will suggest alternative shipping options in such cases.
Summary:
- JM Shipping provides real-time quotes from supported carriers like FedEx and USPS, streamlining your retail and wholesale fulfillment process.
- You can generate, customize, and apply shipping charges directly within the POS system.

Related Article: JM Shipping Integration in Flawless POS