Frequently Asked Questions - Advanced

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.

Related Article: How to Use GIA Integration to Speed Up Diamond Merchandise Receives

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.

Related Article: How to Create a Multi-Level Sale, Pay for It, and Do a Pick-Up Later

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.

Related Article: How to Return a Sale and Exchange It for a New Item

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.

Related Article: How to Assemble an Item and Then Sell It to the Customer

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.

Related Article: How to Process Backup Transactions During Outage Scenarios