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Steps for Attaching a Special Order to a Purchase Order

Go to Modules > Special Orders, and make sure the special order you want it listed in Draft status, if it is not, you will not be able to attach it to the purchase order.
Click the +Button at the top of the screen and in the list that drops down, click Purchase Order.
Click to Select Vendor, or if you are working with a new vendor, click the + next to the Vendor drop-list.
Click the Purchase Queue button. Any items that have been set to display as Low Inventory can be added for the vendor, and you can also click to add any Special Orders listed in the queue.
Finish adding other items needed from the vendor in the normal way, and Mark the order as Sent.
When you receive the shipment containing the Special Order item(s), after you complete receiving the special order item(s), you will be prompted to print a ticket with information about the customer so you can contact them about their order being ready to pick up.
Whenever the customer comes in, you can now complete the Special Order from the Register.

Click here for more detail on working with Special Orders.

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Email Scams Are Not a Thing of the Past

Email scams are, unfortunately, still a major thorn in the side of many. One such type of email scam you may experience is a copyright infringement scam where the perpetrator tries to get you to believe that the pictures you have on your website were stolen. They may ask you to click a link, which can install malware on your computer in order to steal information. This article from Directive outlines the forms in which copyright infringement scams can come and how to detect when you are being scammed. Below are simple things to be on the lookout for when you aren’t sure if you are being scammed.

What to Do If You Receive an Email That Is Suspicious

Do not open it. If you accidentally open it, don’t click on anything in the message.
Flag it as a Phishing email in your email site or app or just delete it. Note: Phishing is an attempt by the scammer to steal personal information.

How to Determine If It's a Phishing Email

Check for Grammatical Errors – One giveaway is spelling errors, poor grammar, and oddly placed words. Pay attention: if you see a lot of these errors, delete the message or send it to someone you trust about technical issues so they can take a look.
Check Links Before You Click – Scammers like this often try to conceal URLs leading to malware by showing you a trusted URL in the message. The best practice is to always hover over links in emails before you click. When you do, you’ll see the actual link URL pop up in your browser. This will reveal the true destination of the link, no matter what the linked text says.
Be Suspicious of Generic Subjects and Greetings – Any messages addressed generically, especially ones regarding financial transactions, are cause for concern. Make sure the message applies to you and something in which you are actually involved.
Avoid Attachments – You should never open unexpected attachments. If it doesn’t come from a trusted source, just delete the email without even looking.
Don’t Let Scammers Manipulate Your Emotions – Scam emails will often try to inflame your emotions and fears using threatening language. Some claim to be from a financial institution or even a law enforcement agency threatening dire consequences or arrest if you don’t act quickly. Police don’t email you when they’re about to arrest you, and banks send physical letters whenever there is a financial issue, so don’t be taken in by such scare tactics.

Please Note: The above content was largely quoted from this excellent article from Wedgewood Insurance about copyright infringement, and has just been updated for relevance.

If you have any doubts about the validity of images on your website, contact support. All website images provided in themes and designs we offer utilize images that are legal for you to use on your site. If you have acquired images from the internet, you may actually be using them illegally if you haven’t gotten permission. Read the following section to double-check that you’re on the right track.

Ensuring Image Use Legality

Verify Image Sources - If you use images from the internet, ensure that they are legally licensed. Exceptions may include images from manufacturers you use for marketing purposes and any images listed as being public domain.
Avoid Unauthorized Use - Be cautious with images from competitors’ websites or generic internet searches. Companies like Getty Images actively enforce their intellectual property rights and may demand compensation for unauthorized use. Our advice if something like this happens is to consult your attorney on how best to proceed.

Ways to Ensure Your Images Are Safe

In addition to using images from the manufacturers of products you sell, the best thing you can do is to take your own photos. Here is an overview on how to take good website images: Beginner's Guide to Taking Great Photos. If you do find an image you want to use for your site that is owned by someone else, be sure to contact them to get permission to use it before doing so, or you can use images that do not have copyright protection.

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Working with Bulk Email

To start, click Marketing from the main menu on the left, then click Email Newsletter in the pop out menu.

The Email Newsletter tool is your hub for all of your bulk mailing activity. Whether you’re sending out your latest newsletter or getting a new online promotion to your client list, the Email Module is where you’ll go to actually send out your messages. This module doesn't work like traditional email: you won't have an Inbox. It is for mailing out to large numbers of people in a way that is safe.

Once you open the Email Module, you will see a list of all Sent Messages you have mailed from the system. They are listed chronologically. Clicking on a message will show you the statistics for its delivery (see below) for 30 days after the message has been sent. It's best to give the system time to complete sending, so checking after four to six hours to give your recipients time to check their email and open it would be best.

You also have tabs on this page for any saved Templates you might have, any Drafts, and for any messages you have Scheduled to go out. In all of these areas, you can click on messages to edit the Subject and Body as needed.

Compose and Send an Email Marketing Message

Click the New Email Message button to start composing your message. Here are the steps to compose and send an Email Marketing message from Jewel360:

Enter the title of the message in the Subject field exactly the way you will want it to appear to your readers. A Subject is required in order to send out your message.
In the Body area, you have the opportunity to add rich content using our Content Editor. You can add images, links, tables, and you can embed special content with html code, if you like, such as YouTube video. Compose your message here.
If you wish to add the message to your Newsletter Archive, put a check in the box. You can use the Newsletter Archive module to list your newsletters on your website, if you like.
Be sure to select the E-mail List(s) to send to. A mailing list selection is also required in order to send out your message.
You can click the Filtered List button and send your message to any saved Filtered List from the Filters module. Click here to learn how to work with the Filters module: Filter Customers.
You can enter your e-mail address and click on the Send Test Email button to see if the message will go through spam filters. Please see the note below about how to correctly format your content to avoid being blocked by email providers that have very strong message filtering. If your message has not come through within ten minutes, most likely you need to decrease the amount of image content and increase the amount of text content.
When you’re ready to send the message, click the Send button.
You can click to Schedule your email with the date and exact time you want the email to be sent.
If you need to work on your message some more, but don't have time, click Save Draft. Drafts are saved under the Drafts tab until you send them out, so they are not permanently saved like your Templates.
When your message is ready, it's a good idea to click the Save Template button if you are sending a newsletter or similar mailout that will follow the same format. Save Template makes a permanent save of the message. You can access any of your saved templates on the Templates tab.
If you do not wish to keep what you have started in this window, click the Cancel link and it will go back to the main Email Marketing page without saving what you have done.

Please Note: This will clear all your work on this page and you will not be able to get it back.

How do I attach files?

This system is not like a traditional email service, such as Gmail or Yahoo mail, and because it is a mass-mailing platform, you cannot attach files to your messages in the traditional way. If that was possible, every message with an attachment would be 100% blocked, for fear of the risk of viruses and malware.

But there IS a way you can get your files to your subscribers. You can create links within your message that your recipients can click on to download whatever files you need to send. To learn how to create links, click here: How to Create Links to Pages, Files, and Email Addresses.

How to Format Your Message to be Spam-Safe

When composing a message to send out, it is important to understand how the spam and junk-mail filters ‘critique’ an e-mail to determine if it is safe or if it is spam. Even more important than the filters; how will your readers perceive your email? Most people who click on a message to flag it as a Spam message do so only by looking at the Subject line, so make sure your Subject line and the Body of your message follows the rules below. The filters will see if you have an image in the body and that by itself is not a good thing, as far as your spam-score is concerned.

Why is that bad? Spammers and web-scammers use images in the body of their message, and sometimes that's all there is in the message, because the spam filters can't read text in an image (at least not yet). In the example below, most of the message is a single image. So how can you include images and still have a spam-safe message?

Text-heavy emails (200 words or more) will be just fine with images in them, but if your word count is below 200 words and your message has images, the spam filters will give your message a higher spam score. If your message is all text or if you just have a single small image and a paragraph of text or if you have 200 words or more in your message you will not need to send yourself a Test E-mail at all. If you think your ratio of image content to text content is in question, send the test e-mail to be sure.

Here is a list of elements that can flag your messages as spam:

Images: Images in the body with less than 200 words of text. Avoid huge images, and downsize the memory size / quality of any images as low as possible so your images will load quickly.
Punctuation: Punctuation in your Subject line (colons, semicolons, hyphens, commas, and periods should be fine; watch out for exclamation points, asterisks, etc.). Throughout your message, you also want to avoid using multiple exclamation points in a row, but especially in the Subject line.
Capitalization: Don't use ALL CAPS in your message, especially not in the Subject line.
Grammar & Spelling: Check your grammar and spelling. Scammers are often not native English speakers, and one hallmark of a scam message is poor grammar and spelling. It is worth your time to have someone proofread your message and make sure it looks and reads as a professional message should.
Text Color: Don't overuse colored text, especially in red. And NEVER make 'invisible' text just to get keywords into your message. The spam filters will aggressively filter you out if you do so.
Links: If your message contains any broken links, it will be flagged as spam, so check every link you include!
Word Frequency: You will also want to avoid overusing key words, such as Free, Sale, New, etc. There are no hard and fast rules on how many is too many to have in your message, just use discretion. Three to five of any one word, depending on the length of your message, is a good benchmark to follow.
Word Choice: Sassy, sexy, or foul language might seem like a good marketing angle, but spam filters won't think so. Be especially careful of what words you put in your Subject line. For example, one of our quilting clients worked with fabric strips and named her special club a 'Strip Club.' When that showed up in a Subject line, it was universally blocked, even though the intention was harmless.
Special Code: Do not use script code for special functions and do not embed files (such as PDFs) into the message itself. If you need to provide your subscribers a file, upload it to Website > Files > Documents and create a link to it. In bulk emailing systems, you cannot add attached files. The only files allowed are images, and as mentioned above, you should use those with care.
List Quality: Avoid using bad email lists. It's best if you are just mailing out to your own customers, and that each of them have verbally opted into your list (or signed up with you through your website). Don't purchase cheap or 'iffy' email lists, and don't pull email addresses from sources online. Just sending to unconfirmed emails can rack up a whole bunch of 'Hey, this is spam!' clicks, and every one of those counts against you.

Things You Can Do to Improve Email Marketing Delivery Rates

It's a good idea to do some email list maintenance from time to time and trim email addresses from your list for people you know aren't active readers.

Another thing our system does for you is make sure that every message you send out has an unsubscribe link at the bottom, along with your physical address. Email messages sent in bulk that don't have these things are automatically blocked out as spam.

One thing you can do to improve the quality of your mailing list is periodically include requests for your subscribers to add you to their Address Book in their email service. This will make you a safe sender and bypass the spam filters for you.

One more thing you can do for your messages is to make your images more legitimate by including Alternative Text for each one. Alternative Text is used by search engines and spam filters to identify what an image is about, and is designed to display on the screen whenever image download speeds are very slow, so the viewer will know what the image will portray.

Here is how you can add Alternative Text to an image you want to use in your message:

Once you have added the image to your message, click it to highlight it and then Edit the image by either right-clicking it and clicking on Insert / Edit Image in the menu that pops up, or click the Insert / Edit Image button at the top of the Content Editor.
In the Insert/Edit Image window, find the Alternative Text field and type in a simple heading or brief description of the image. Be careful to only describe what the image is about, do not put in keywords that don't have to do with the image!
Click OK, and you're done.

It's also a good idea to see how you're doing as a sender. You can check your domain name at sites such as BlackListAlert.org or DNSStuff.com to see if you have become blacklisted as a sender. If that happens, there are ways to remove yourself from many lists. Click here to find out more about how to un-blacklist your domain.

Email Marketing Settings

You will need to set up your Email Marketing module to work the way you prefer. You can get to this area by clicking your The Admin Button with your username in the upper right and going to Settings > Website Settings > Email.

Here are the settings you will need to configure:

'From' Email Address - If you read the warning pictured below, you can see that your 'From' Email Address can't be facilitated by one of the big free email providers such as Gmail, AOL, Yahoo, etc. The reason you can't use one of those providers is that bulk email coming from a free account like that is exactly how online scammers operate, and your messages will be blocked by most all email providers if you did this.
Physical Email Marketing Address - The CAN-SPAM laws (yeah, not a joke; that's a real, official thing) require that every bulk email message has to have a physical address for the sender listed in the message, along with an unsubscribe link. So the address you enter into this field needs to be a street address and cannot be a PO box.
Welcome Email Subject - Your Welcome Email is the auto-response email the system will send out every time someone fills out your Newsletter Signup form (see section below on the Newsletter Signup Module). The Welcome Email Subject is the first thing they will see from you, so make sure you word the statement to be a truly warm welcome.
Welcome Email Message Body - This area is where you have the ability to give your new subscriber some kind of reward for joining up with you. This can take the form of a coupon code you create so they can get a discount on a web order (to learn more about working with Coupons, click here: Coupons), or it can be a link to some kind of download, like the example below (click here to learn how to link to a file: How to Create Links to Pages, Files, and Email Addresses). Your message should let the subscriber know how often they can expect to receive mail from you, and a rough idea of the kind of content you'll be sending.

Please Note: If you will be using a third-party bulk email service such as Constant Contact or MailChimp, you will not need to set up your Welcome Email Message, but you WILL need your 'From' email address and Physical Address entered here since the system will send notifications and other email messages for you. See the section below on how to embed your third-party sign up form on a page in Jewel360.

Building Your Mailing List: The Newsletter Signup Module

You can take advantage of the traffic that visits your website by offering incentives to sign up, and Jewel360 will help you deliver. If you want to add a Newsletter Signup Module to your site, please follow these steps:

You will add this module to a page on your website to give your visitors a way to join your mailing list. After logging into the system, click Website on the left and then Website Editor.
Once you're on the page where you want to add the Signup, at the top of the page, click the +Add Content link.

Most likely, you will want the signup form to be in the main area of the page, so click Add Body Content.
Scroll down the list of available modules until you see the Newsletter Signup module and click the Add button.
You will want to change the text to some kind of call to action, ideally with a reward for joining the list. A statement such as, "Join today and get your 20% off coupon for our online store!" is a great way to actually get people to click and join. See how to deliver your freebie above in the Email Marketing Settings section.
You have the option of requesting First and Last Name in the form, but proceed with care. Statistics consistently show that the more information you require, the fewer people will take the time to fill out your form.
Be sure to check the box for the Email List to which you want the form to add subscribers.
Click Save and your form will be at the bottom of the page. You can use the Up arrow on the Module Toolbar to move the module further up the page, if you need.

How to Embed a Third-Party Mailing List Signup Form

If you use a service provider such as Constant Contact or MailChimp, you can directly embed their signup form on your website so your visitors can sign up and their information will go into that account for you. Here are the steps you need to take to embed your form:

Get Your Signup Form Embed Code - This will vary by provider, but usually you can find your signup form in the Contacts area of the service. Here are some vendor-specific instructions on how to get your embed code (if you don't see your provider, do a Google search for 'How do I get the embed code for my XYZ-Mailing Service signup form?'): Constant Contact, iContact, MailChimp.
Go to Your Signup Page - Click Website on the left and in the flyout menu, click Website Editor. Go to the page where you want to put your signup form using the Website Pages drop-list in the upper right.
Add a Content Module - Click the +Add Content link at the top, and in the drop-list that pops up, click on Add Body Content. For the Content module at the top of the list, click the Add button.

Paste in the Source Code - In the controls at the top of the Content Editor, click the Source Code button and paste what you copied into the window that pops up, then click OK.

Save and Test - Your signup form may not appear as it should at first, but after you Save the module it should appear as you configured it. Enter an email address and test the form by clicking to Submit, and then go to your bulk email service provider and verify that the email address is now on the proper mailing list.

}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 9='{type=string, value=Email Marketing}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692538, name='Marketing'}]}', 28='{type=string, value=Email Marketing Working with Bulk Email To start, click Marketing from the main menu on the left, then click Email Newsletter in the pop out menu. The Email Newsletter tool is your hub for all of your bulk mailing activity. Whether you’re sending out your latest newsletter or getting a new online promotion to your client list, the Email Module is where you’ll go to actually send out your messages. This module doesn't work like traditional email: you won't have an Inbox. It is for mailing out to large numbers of people in a way that is safe. Once you open the Email Module, you will see a list of all Sent Messages you have mailed from the system. They are listed chronologically. Clicking on a message will show you the statistics for its delivery (see below) for 30 days after the message has been sent. It's best to give the system time to complete sending, so checking after four to six hours to give your recipients time to check their email and open it would be best. You also have tabs on this page for any saved Templates you might have, any Drafts, and for any messages you have Scheduled to go out. In all of these areas, you can click on messages to edit the Subject and Body as needed. Compose and Send an Email Marketing Message Click the New Email Message button to start composing your message. Here are the steps to compose and send an Email Marketing message from Jewel360: Enter the title of the message in the Subject field exactly the way you will want it to appear to your readers. A Subject is required in order to send out your message. In the Body area, you have the opportunity to add rich content using our Content Editor. You can add images, links, tables, and you can embed special content with html code, if you like, such as YouTube video. Compose your message here. If you wish to add the message to your Newsletter Archive, put a check in the box. You can use the Newsletter Archive module to list your newsletters on your website, if you like. Be sure to select the E-mail List(s) to send to. A mailing list selection is also required in order to send out your message. You can click the Filtered List button and send your message to any saved Filtered List from the Filters module. Click here to learn how to work with the Filters module: Filter Customers. You can enter your e-mail address and click on the Send Test Email button to see if the message will go through spam filters. Please see the note below about how to correctly format your content to avoid being blocked by email providers that have very strong message filtering. If your message has not come through within ten minutes, most likely you need to decrease the amount of image content and increase the amount of text content. When you’re ready to send the message, click the Send button. You can click to Schedule your email with the date and exact time you want the email to be sent. If you need to work on your message some more, but don't have time, click Save Draft. Drafts are saved under the Drafts tab until you send them out, so they are not permanently saved like your Templates. When your message is ready, it's a good idea to click the Save Template button if you are sending a newsletter or similar mailout that will follow the same format. Save Template makes a permanent save of the message. You can access any of your saved templates on the Templates tab. If you do not wish to keep what you have started in this window, click the Cancel link and it will go back to the main Email Marketing page without saving what you have done. PLEASE NOTE: This will clear all your work on this page and you will not be able to get it back. How do I attach files? This system is not like a traditional email service, such as Gmail or Yahoo mail, and because it is a mass-mailing platform, you cannot attach files to your messages in the traditional way. If that was possible, every message with an attachment would be 100% blocked, for fear of the risk of viruses and malware. But there IS a way you can get your files to your subscribers. You can create links within your message that your recipients can click on to download whatever files you need to send. To learn how to create links, click here: How to Create Links to Pages, Files, and Email Addresses. How to Format Your Message to be Spam-Safe When composing a message to send out, it is important to understand how the spam and junk-mail filters ‘critique’ an e-mail to determine if it is safe or if it is spam. Even more important than the filters; how will your readers perceive your email? Most people who click on a message to flag it as a Spam message do so only by looking at the Subject line, so make sure your Subject line and the Body of your message follows the rules below. The filters will see if you have an image in the body and that by itself is not a good thing, as far as your spam-score is concerned. Why is that bad? Spammers and web-scammers use images in the body of their message, and sometimes that's all there is in the message, because the spam filters can't read text in an image (at least not yet). In the example below, most of the message is a single image. So how can you include images and still have a spam-safe message? Text-heavy emails (200 words or more) will be just fine with images in them, but if your word count is below 200 words and your message has images, the spam filters will give your message a higher spam score. If your message is all text or if you just have a single small image and a paragraph of text or if you have 200 words or more in your message you will not need to send yourself a Test E-mail at all. If you think your ratio of image content to text content is in question, send the test e-mail to be sure. Here is a list of elements that can flag your messages as spam: Images: Images in the body with less than 200 words of text. Avoid huge images, and downsize the memory size / quality of any images as low as possible so your images will load quickly. Punctuation: Punctuation in your Subject line (colons, semicolons, hyphens, commas, and periods should be fine; watch out for exclamation points, asterisks, etc.). Throughout your message, you also want to avoid using multiple exclamation points in a row, but especially in the Subject line. Capitalization: Don't use ALL CAPS in your message, especially not in the Subject line. Grammar & Spelling: Check your grammar and spelling. Scammers are often not native English speakers, and one hallmark of a scam message is poor grammar and spelling. It is worth your time to have someone proofread your message and make sure it looks and reads as a professional message should. Text Color: Don't overuse colored text, especially in red. And NEVER make 'invisible' text just to get keywords into your message. The spam filters will aggressively filter you out if you do so. Links: If your message contains any broken links, it will be flagged as spam, so check every link you include! Word Frequency: You will also want to avoid overusing key words, such as Free, Sale, New, etc. There are no hard and fast rules on how many is too many to have in your message, just use discretion. Three to five of any one word, depending on the length of your message, is a good benchmark to follow. Word Choice: Sassy, sexy, or foul language might seem like a good marketing angle, but spam filters won't think so. Be especially careful of what words you put in your Subject line. For example, one of our quilting clients worked with fabric strips and named her special club a 'Strip Club.' When that showed up in a Subject line, it was universally blocked, even though the intention was harmless. Special Code: Do not use script code for special functions and do not embed files (such as PDFs) into the message itself. If you need to provide your subscribers a file, upload it to Website > Files > Documents and create a link to it. In bulk emailing systems, you cannot add attached files. The only files allowed are images, and as mentioned above, you should use those with care. List Quality: Avoid using bad email lists. It's best if you are just mailing out to your own customers, and that each of them have verbally opted into your list (or signed up with you through your website). Don't purchase cheap or 'iffy' email lists, and don't pull email addresses from sources online. Just sending to unconfirmed emails can rack up a whole bunch of 'Hey, this is spam!' clicks, and every one of those counts against you. Things You Can Do to Improve Email Marketing Delivery Rates It's a good idea to do some email list maintenance from time to time and trim email addresses from your list for people you know aren't active readers. Another thing our system does for you is make sure that every message you send out has an unsubscribe link at the bottom, along with your physical address. Email messages sent in bulk that don't have these things are automatically blocked out as spam. One thing you can do to improve the quality of your mailing list is periodically include requests for your subscribers to add you to their Address Book in their email service. This will make you a safe sender and bypass the spam filters for you. One more thing you can do for your messages is to make your images more legitimate by including Alternative Text for each one. Alternative Text is used by search engines and spam filters to identify what an image is about, and is designed to display on the screen whenever image download speeds are very slow, so the viewer will know what the image will portray. Here is how you can add Alternative Text to an image you want to use in your message: Once you have added the image to your message, click it to highlight it and then Edit the image by either right-clicking it and clicking on Insert / Edit Image in the menu that pops up, or click the Insert / Edit Image button at the top of the Content Editor. In the Insert/Edit Image window, find the Alternative Text field and type in a simple heading or brief description of the image. Be careful to only describe what the image is about, do not put in keywords that don't have to do with the image! Click OK, and you're done. It's also a good idea to see how you're doing as a sender. You can check your domain name at sites such as BlackListAlert.org or DNSStuff.com to see if you have become blacklisted as a sender. If that happens, there are ways to remove yourself from many lists. Click here to find out more about how to un-blacklist your domain. Email Marketing Settings You will need to set up your Email Marketing module to work the way you prefer. You can get to this area by clicking your The Admin Button with your username in the upper right and going to Settings > Website Settings > Email. Here are the settings you will need to configure: 'From' Email Address - If you read the warning pictured below, you can see that your 'From' Email Address can't be facilitated by one of the big free email providers such as Gmail, AOL, Yahoo, etc. The reason you can't use one of those providers is that bulk email coming from a free account like that is exactly how online scammers operate, and your messages will be blocked by most all email providers if you did this. Physical Email Marketing Address - The CAN-SPAM laws (yeah, not a joke; that's a real, official thing) require that every bulk email message has to have a physical address for the sender listed in the message, along with an unsubscribe link. So the address you enter into this field needs to be a street address and cannot be a PO box. Welcome Email Subject - Your Welcome Email is the auto-response email the system will send out every time someone fills out your Newsletter Signup form (see section below on the Newsletter Signup Module). The Welcome Email Subject is the first thing they will see from you, so make sure you word the statement to be a truly warm welcome. Welcome Email Message Body - This area is where you have the ability to give your new subscriber some kind of reward for joining up with you. This can take the form of a coupon code you create so they can get a discount on a web order (to learn more about working with Coupons, click here: Coupons), or it can be a link to some kind of download, like the example below (click here to learn how to link to a file: How to Create Links to Pages, Files, and Email Addresses). Your message should let the subscriber know how often they can expect to receive mail from you, and a rough idea of the kind of content you'll be sending. Please Note: If you will be using a third-party bulk email service such as Constant Contact or MailChimp, you will not need to set up your Welcome Email Message, but you WILL need your 'From' email address and Physical Address entered here since the system will send notifications and other email messages for you. See the section below on how to embed your third-party sign up form on a page in Jewel360. Building Your Mailing List: The Newsletter Signup Module You can take advantage of the traffic that visits your website by offering incentives to sign up, and Jewel360 will help you deliver. If you want to add a Newsletter Signup Module to your site, please follow these steps: You will add this module to a page on your website to give your visitors a way to join your mailing list. After logging into the system, click Website on the left and then Website Editor. Once you're on the page where you want to add the Signup, at the top of the page, click the +Add Content link. Most likely, you will want the signup form to be in the main area of the page, so click Add Body Content. Scroll down the list of available modules until you see the Newsletter Signup module and click the Add button. You will want to change the text to some kind of call to action, ideally with a reward for joining the list. A statement such as, "Join today and get your 20% off coupon for our online store!" is a great way to actually get people to click and join. See how to deliver your freebie above in the Email Marketing Settings section. You have the option of requesting First and Last Name in the form, but proceed with care. Statistics consistently show that the more information you require, the fewer people will take the time to fill out your form. Be sure to check the box for the Email List to which you want the form to add subscribers. Click Save and your form will be at the bottom of the page. You can use the Up arrow on the Module Toolbar to move the module further up the page, if you need. How to Embed a Third-Party Mailing List Signup Form If you use a service provider such as Constant Contact or MailChimp, you can directly embed their signup form on your website so your visitors can sign up and their information will go into that account for you. Here are the steps you need to take to embed your form: Get Your Signup Form Embed Code - This will vary by provider, but usually you can find your signup form in the Contacts area of the service. Here are some vendor-specific instructions on how to get your embed code (if you don't see your provider, do a Google search for 'How do I get the embed code for my XYZ-Mailing Service signup form?'): Constant Contact, iContact, MailChimp. Go to Your Signup Page - Click Website on the left and in the flyout menu, click Website Editor. Go to the page where you want to put your signup form using the Website Pages drop-list in the upper right. Add a Content Module - Click the +Add Content link at the top, and in the drop-list that pops up, click on Add Body Content. For the Content module at the top of the list, click the Add button. Paste in the Source Code - In the controls at the top of the Content Editor, click the Source Code button and paste what you copied into the window that pops up, then click OK. Save and Test - Your signup form may not appear as it should at first, but after you Save the module it should appear as you configured it. Enter an email address and test the form by clicking to Submit, and then go to your bulk email service provider and verify that the email address is now on the proper mailing list. 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You can start a new Purchase Order by clicking the +Create New button at the top of the page, then click Purchase Order in the drop-list.

After you click to begin creating a Purchase Order, if you have multiple locations, the location your are currently logged into will be the default Location the order will be going to. It isn't possible to have an order delivered to multiple locations.

In the upper left, you will be prompted to choose the Vendor you are ordering from. A Purchase Order always goes to a single Vendor only: it is not possible to order from two Vendors at once on a single order.

On the right, find the button for the Purchase Queue. It will have a number for the low-inventory and special order products that are waiting to be added to the PO. Click the button to see items for which the Vendor is the primary or secondary vendor that are at or below their Reorder Points, and also any Special Orders that are associated with the vendor, as pictured below.

Check the boxes for whatever you want to add to the order (you can remove them afterward if it turns out you don't need them). Then click the Add Items button at the bottom. You'll see line items appear for all items in your Purchase Queue. Please note that your Special Order items will populate at the bottom of the list, as pictured below, and are indicated as special order items. At every step of the ordering process, the Special Order inventory will be kept separate from your standard inventory and will never appear as available for sale either in the website or in the Register.

Purchase Order elements:

PO Number - If your vendor has a certain numbering system you need to use, you can enter custom PO numbers in this field. If you leave it blank, the system will create a number, and will never repeat used numbers (they count up as they go).
Ship Date - If you know the date your order will or should be shipping, you can enter it here.
Don't Ship After - If your order is time-sensitive, you can enter a cutoff date after which the order would not be acceptable to you.
Discount - If your entire order will be discounted, you can enter the percentage here and it will be applied to all eligible items. Please note that Special Order items will not receive any discounts. As described in #12 below, you can discount individual line items, and this can be done for Special Order items, if needed.
Existing Vendor Product Search - If there are items you have created in Jewel360 that are associated with the Vendor listed in the PO, you can click this button to search them and add them to the order. You can search for products for which the vendor is the Primary Vendor and/or the Secondary Vendor.
All Products Search - You can search for any product you have save in Jewel360 here.
Create New Product - If the vendor has new products you need to add to the PO, you can create them using this button.
Quantity - This field will be populated with the quantity necessary to get the product to your Desired Stock Level quantity, and can also utilize any vendor packaging you may have set up for the items.
Editable Fields - The Retail, UPC, and MFR ID fields can be clicked on and edited here, and any changes made will be saved to the product right away.
On Order - If you already have inventory on order for any of the items you have added, you will see the quantity on order here. If you hover your mouse over the number, you will see PO numbers and quantities for inventory that is on order for the item.
Sales Summary - If you hover your mouse over a number in this column, you will see sales quantities by month going back over the past six months, as pictured here.
Discount - If an item in your PO is eligible for a discount from the vendor, you can put in the dollar amount per unit for the discount in this field.
Remove Item - If an item is not something you want to order at this time, click the X to remove it from this PO.
Merge Product - If you somehow have duplicate line items of the same product in your PO, you can use this function to merge them into a single product listing.
Save Draft - If you have not finished adding all items to the order, you can click this button to save it as a draft. Use this if it is possible some unexpected items might be added to or removed from your order by the vendor before they ship it.
Print - You can print the order, either to a physical printer, or to a PDF file using this button.
Email - You can click this button to open a panel that will allow you to compose an email for the order and send it to the vendor. In addition to the normal Subject line and Body area, the system will automatically attach a PDF file of the order data to the email.
Export - If you want to save a .csv spreadsheet file of the order, you can click this button.
Mark as Sent - When you are sure you wish to finalize your PO, you can click this button to save it. Once this step is taken, you will no longer be able to add items to the PO. You can add items or remove items from Receiving Orders generated from the PO, if needed.

Adding Items

You have several ways to add items to your PO in addition to any automatically added up to this point. Clicking the Existing Vendor Products button to see the first hundred items in the system currently that are associated with the Vendor for the order. You can search for other products carried by that Vendor.

Pertinent information about the products is included, including how many are currently on hand. If you check the box for a product on the left, you will see an Add button at the bottom. Click that button and you will see the item added to your order.

If you missed any low inventory items from the Vendor in the order, you can add those items by clicking on the Add Low Inventory button (you will only see this if you didn't add all of the low inventory items for the vendor).

You can also add items associated with any vendor using the product Search field on the left; a useful feature if the vendor you're ordering from is offering a promotion on such items, or some other benefit.

And finally, you have the ability to create new products entirely by clicking the blue + button next to the search. You have full access to any products in the Catalog for your industry when you create new products this way.

You can also Print your Purchase Order if you need a printed copy of your own, or from any browser you can print to a PDF file, if needed. To email your PO, click the Email button, and if you have an email address saved for the vendor, it will already be in place. The order data will be attached to the email as a PDF file. Lastly, you can Export your PO as a spreadsheet file in the universal .CSV data format, which you can open in your favorite spreadsheet application.

Once you have completed assembling your PO and printed it to be sent, click the Mark as Sent button to finish the PO. PLEASE NOTE THAT AFTER YOU MARK AS SENT, YOU WILL NO LONGER BE ABLE TO ADD ITEMS TO THE ORDER. You can add items to any Receiving Order, if needed. Click here to learn more about receiving inventory in Jewel360: Receiving Orders

Please Note: This link will take you away from this article and load the article for Receiving Orders in this tab of your browser.

}', 22='{type=option, value={id=2, name='recommended_extra', order=1, label='Recommended Extra'}}', 39='{type=number, value=1}', 40='{type=number, value=0}', 9='{type=string, value=How to Create a Purchase Order}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692543, name='Purchasing'}]}', 28='{type=string, value=How to Create a Purchase Order You can start a new Purchase Order by clicking the +Create New button at the top of the page, then click Purchase Order in the drop-list. After you click to begin creating a Purchase Order, if you have multiple locations, the location your are currently logged into will be the default Location the order will be going to. It isn't possible to have an order delivered to multiple locations. In the upper left, you will be prompted to choose the Vendor you are ordering from. A Purchase Order always goes to a single Vendor only: it is not possible to order from two Vendors at once on a single order. On the right, find the button for the Purchase Queue. It will have a number for the low-inventory and special order products that are waiting to be added to the PO. Click the button to see items for which the Vendor is the primary or secondary vendor that are at or below their Reorder Points, and also any Special Orders that are associated with the vendor, as pictured below. Check the boxes for whatever you want to add to the order (you can remove them afterward if it turns out you don't need them). Then click the Add Items button at the bottom. You'll see line items appear for all items in your Purchase Queue. Please note that your Special Order items will populate at the bottom of the list, as pictured below, and are indicated as special order items. At every step of the ordering process, the Special Order inventory will be kept separate from your standard inventory and will never appear as available for sale either in the website or in the Register. Purchase Order elements: PO Number - If your vendor has a certain numbering system you need to use, you can enter custom PO numbers in this field. If you leave it blank, the system will create a number, and will never repeat used numbers (they count up as they go). Ship Date - If you know the date your order will or should be shipping, you can enter it here. Don't Ship After - If your order is time-sensitive, you can enter a cutoff date after which the order would not be acceptable to you. Discount - If your entire order will be discounted, you can enter the percentage here and it will be applied to all eligible items. Please note that Special Order items will not receive any discounts. As described in #12 below, you can discount individual line items, and this can be done for Special Order items, if needed. Existing Vendor Product Search - If there are items you have created in Jewel360 that are associated with the Vendor listed in the PO, you can click this button to search them and add them to the order. You can search for products for which the vendor is the Primary Vendor and/or the Secondary Vendor. All Products Search - You can search for any product you have save in Jewel360 here. Create New Product - If the vendor has new products you need to add to the PO, you can create them using this button. Quantity - This field will be populated with the quantity necessary to get the product to your Desired Stock Level quantity, and can also utilize any vendor packaging you may have set up for the items. Editable Fields - The Retail, UPC, and MFR ID fields can be clicked on and edited here, and any changes made will be saved to the product right away. On Order - If you already have inventory on order for any of the items you have added, you will see the quantity on order here. If you hover your mouse over the number, you will see PO numbers and quantities for inventory that is on order for the item. Sales Summary - If you hover your mouse over a number in this column, you will see sales quantities by month going back over the past six months, as pictured here. Discount - If an item in your PO is eligible for a discount from the vendor, you can put in the dollar amount per unit for the discount in this field. Remove Item - If an item is not something you want to order at this time, click the X to remove it from this PO. Merge Product - If you somehow have duplicate line items of the same product in your PO, you can use this function to merge them into a single product listing. Save Draft - If you have not finished adding all items to the order, you can click this button to save it as a draft. Use this if it is possible some unexpected items might be added to or removed from your order by the vendor before they ship it. Print - You can print the order, either to a physical printer, or to a PDF file using this button. Email - You can click this button to open a panel that will allow you to compose an email for the order and send it to the vendor. In addition to the normal Subject line and Body area, the system will automatically attach a PDF file of the order data to the email. Export - If you want to save a .csv spreadsheet file of the order, you can click this button. Mark as Sent - When you are sure you wish to finalize your PO, you can click this button to save it. Once this step is taken, you will no longer be able to add items to the PO. You can add items or remove items from Receiving Orders generated from the PO, if needed. Adding Items You have several ways to add items to your PO in addition to any automatically added up to this point. Clicking the Existing Vendor Products button to see the first hundred items in the system currently that are associated with the Vendor for the order. You can search for other products carried by that Vendor. Pertinent information about the products is included, including how many are currently on hand. If you check the box for a product on the left, you will see an Add button at the bottom. Click that button and you will see the item added to your order. If you missed any low inventory items from the Vendor in the order, you can add those items by clicking on the Add Low Inventory button (you will only see this if you didn't add all of the low inventory items for the vendor). You can also add items associated with any vendor using the product Search field on the left; a useful feature if the vendor you're ordering from is offering a promotion on such items, or some other benefit. And finally, you have the ability to create new products entirely by clicking the blue + button next to the search. You have full access to any products in the Catalog for your industry when you create new products this way. At any point along the way you can click the Draft button to save the order and come back to it any time by going to Purchasing > Purchase Orders. In the window that comes up, you will see all POs that are not yet completed. You can also Print your Purchase Order if you need a printed copy of your own, or from any browser you can print to a PDF file, if needed. To email your PO, click the Email button, and if you have an email address saved for the vendor, it will already be in place. The order data will be attached to the email as a PDF file. Lastly, you can Export your PO as a spreadsheet file in the universal .CSV data format, which you can open in your favorite spreadsheet application. Once you have completed assembling your PO and printed it to be sent, click the Mark as Sent button to finish the PO. PLEASE NOTE THAT AFTER YOU MARK AS SENT, YOU WILL NO LONGER BE ABLE TO ADD ITEMS TO THE ORDER. You can add items to any Receiving Order, if needed. Click here to learn more about receiving inventory in Jewel360: Receiving Orders Please Note: This link will take you away from this article and load the article for Receiving Orders in this tab of your browser. Purchasing}'}, {id=191604258932, createdAt=1750439292865, updatedAt=1781020272480, path='purchase-orders', name='Purchase Orders', 32='{type=number, value=0}', 2='{type=string, value=https://rainpos.my.site.com/s/article/Purchase-Orders}', 35='{type=number, value=1}', 4='{type=list, value=[{id=1, name='rain_pos', order=0, label='Rain POS'}, {id=2, name='like_sew', order=1, label='Like Sew'}, {id=3, name='jewel360', order=2, label='Jewel360'}, {id=4, name='music_shop_360', order=3, label='Music Shop 360'}]}', 36='{type=number, value=0}', 37='{type=number, value=1}', 6='{type=string, value=

You can start a new Purchase Order from anywhere in the system by clicking the +Create New button in the upper left and then clicking Purchase Order.

Setting Up Your Purchase Order

First you will need to choose the Vendor you are ordering from. A Purchase Order always goes to a single Vendor only: it is not possible to order from two Vendors at once on a single order. If the Vendor you need is not yet in your list, you can click the + button to create a new one.

If you have multiple Locations, the default Location will be selected in that drop-list. You can choose which of your Locations you will want the order to be shipped to. It isn't possible to have an order be delivered to multiple locations, but it IS possible to include inventory for more than one of your Locations on the order. If you do so, you can use the Transfers tool under the Inventory menu to move inventory from the Ship To Location to the end-destination Location after you have received it. You can use the Notes area in the upper left for any details you need to remember about the order.

In the upper right of the PO, you can enter the following items:

Purchase Order Number - If you have a specific PO number that needs to go on this order, you can enter it here.
Ship Date / Don't Ship After Date - If you know the date the order should ship, you can enter that here, and if you have a cutoff date after-which you would no longer want the order, you can also enter that.
Discount - If you qualify for a Discount on everything in the order, you can enter a percentage off the total amount here. You can see the pre-discount total in the Subtotal area just above. Please note, if you are getting a discount only on one or more items, you can enter Discount dollar-amounts for any line-item that qualifies.
Freight - If you know the Freight amount you will be paying, you can enter that here.
Total - As you add items and discounts to the order, the Total will display the final total amount you anticipate you will be charged for this order.

Adding Items to Your Order With the Purchase Queue

Once you have chosen your Vendor, the Purchase Queue will show you how many Low Inventory and Special Order items are waiting to potentially be added to the order. Please Note: the items that are Low Inventory are those you have set with Reorder Point and Desired Stock Level values. Such products appear on your Low Inventory report. Items that are not set with those two values will not appear in the Low Inventory report and will not be offered to be automatically added to a Purchase Order even if they are low in inventory. For more information on this functionality, click here (this link will open in a new tab for you): Setting Up Products for Inventory Management. Click the Purchase Queue button to add items that are low in inventory. You will also see any Special Order items waiting to be added to a PO for the vendor.

If you don't wish to see items that are on Backorder in other inventory orders, you can turn that toggle off in the Special Orders section.

Other Methods of Adding Items

You have several ways to add items to your PO in addition to any automatically added up to this point. You can click the Existing Vendor Products button (#4 above) to see the first hundred items in the system currently that are associated with the Vendor for the order. You can click to Load More at the bottom of the list, if needed. You can search by keyword for other products carried by that Vendor. To add items, check the box for the item and set the quantity you will need. Once you have everything selected you will need, click the Add button in the lower right.

Pertinent information about the products is included, including how many are currently on hand. If you check the box for a product on the left, you will see an Add button at the bottom. Click that button and you will see the item added to your order.

If you missed any low inventory items from the Vendor in the order, you can add those items by clicking on the Purchase Queue button (you will only see this if you didn't add all of the low inventory items for the vendor).

You can also add items associated with any vendor using the Product Search field on the left; a useful feature if the has not yet had a vendor assigned.

And finally, you have the ability to create new products entirely by clicking the + button next to the search. You have full access to any products in the Catalog for your industry when you create new products this way. Be sure to leave the Inventory and Cost area untouched, since the Receiving Order will add that information for you when you receive the shipment.

Working With Your Order Items

Once you have added items through the Purchase Queue, if you don't want to order an item that appeared this way, you can click the X button on the far right of the line item to Delete it from the order.

Purchase Order Item Functions:

All-Item Search - You can search by keyword for any item saved in your system as a product, which is useful if you have items that have not yet been assigned a Vendor.
Create New Product - You can create a new product by clicking the + button. You will have access to the system Catalog if the item is searchable there.
Purchase Queue - At any time, you can click the Purchase Queue button and add items that are low in inventory for this vendor either as a Primary Vendor or a Secondary Vendor, as well as Special Order items.
Existing Vendor Products - This will open a panel that will allow you to add products you have associated with this vendor either as the Primary Vendor or as a Secondary Vendor. See the section below on Adding Items for more detail.
Item Quantity - You can manually adjust the Quantity field, if needed.
Sortable Column Headers - The column headers that are blue you can click on to sort all of the items by that column. Clicking again will reverse the sort.
Retail Price - You can click on this amount if you need to change the regular Price for an item. Changes you make here will automatically save to the product listing as you make them (you don't need to click a Save button).
Product ID Codes - For convenience, the system will show you UPC (editable), Manufacturer ID (editable), and SKU. While you cannot edit your SKU codes from the Purchase Order, you can edit them from the Low Inventory report, if needed. Just as with the Retail Price, any changes you make will be saved to the product as you make them.
Vendor Part ID - If you have set up Vendor Packaging in a product and if the vendor has a Part ID that is unique for purchase orders for the vendor, that ID will display here. You can set Vendor Part ID codes by opening a product and going down to the Styles and Pricing area and clicking the Manage link next to Purchasing. Please note, you will not see any content in the panel that opens in this area if you have not set a Vendor yet for the product.
Quantity on Hand - This column will show the quantity of each item that you have in stock at present.
Quantity On Order - If you already have an item on a different PO, you will be able to see by hovering your mouse over a number in this column. A window will pop up and you are able to click on PO numbers to view full details about orders in question, as pictured here:
Back Ordered - If you have started receiving inventory on this PO, any inventory you haven't already received will display a number in blue in this column, indicating that it is in a Back Ordered state.
Sales Summary - You can view your sales over time for an item by hovering over a number in this column. You will see total sales for the item for recent months as pictured below.
Unit Cost - If the system knows what your Cost for each item would be, that will display here. You can adjust that number if you know what your per-unit cost will be or if you want to estimate what it will be.
Unit Discount - Please note that if you are getting a Discount on the total for the PO, there is an area to enter that as a percentage off the total amount in the upper right of the PO. If you have a discount on an item in the order, you can use the Discount column to enter the dollar amount off the Unit Cost you are getting.
Line Item Total - The system will do the math and show you the estimated Total for each line item, and above you will see the Total for the whole PO.
Remove Item - You can click the X button for any line item to remove it from the PO. The X at the top with the other column headers will allow you to Remove All items from the order, and will pop up a confirmation to make sure you really mean to do that.
Merge Product - If you have somehow created duplicate items in the system that are showing in the PO, you can click the Ellipsis button (the three-dot stack) and you can Merge the products into one.

Purchase Order Functions

At any point along the way you can click the Draft button to save the order and come back to it any time by going to Purchasing > Purchase Orders. In the window that comes up, you will see all POs that are saved as Drafts. You are also able to update orders you've already sent, and if you do so, you can Save the updated purchase order.

You can also Print your Purchase Order either to a hard-copy printer, or from your browser you can print to a PDF file. If you want to work ahead and Print Barcodes for your items, clicking that button will bring up a window that will allow you to use the full functionality of our barcode printing module. The Email button will open a panel like the one below and will reference your Vendor for a contact email address. You can compose whatever message you like and the system will automatically attach the order to the email as a PDF file. You can also Export the order as a .CSV spreadsheet file viewable in any spreadsheet program, if needed. If you find you don't need the order and it has already been saved, you can Delete it on the right. You'll be asked to confirm you really want to delete it. Be aware, we have no way of restoring Purchase Orders you delete in this way.

Once you have completed assembling your PO and printed it to be sent, click the Mark as Sent button to finish the PO. If you hear back from the Vendor about substitute items or altered quantities, you can always go back into the order and add or adjust whatever is needed. Just remember to Save once you've finished your changes.

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In the Jewel360 system, you can use purchase orders to order inventory from your vendors. This article gives an overview of the Purchase Order workflow, detailing the different steps of the process as well as who can perform each function. Take a look at what here for you!

Purchase Order Overview

In the Jewel360 system, your Purchase Orders will proceed through a series of Statuses that show where they are in the overall process. Here are the Statuses in order:

Created

A Created purchase order is one that has been created automatically by the system. This status means that the purchase order has been started for you for a particular vendor, and is waiting for you to continue by entering parameters and creating an actual Purchase Order. A purchase order created in this way does not yet have any items added to it. A purchase order that is in the Created status will be deleted after 24 hours if you don't move it into the next stage. Whenever a new Purchase Order is started this way, you will see a notification about it under the Alarm Bell icon at the top of the system. There are a few different events that trigger a Purchase Order to become Created.

Stock Days — Stock days can be set inside the admin section of the site. This is a predetermined day for a purchase order to be made. For example, if you always order from a certain vendor every Monday, you can set a Stock Day for a PO for that vendor to be Created every Monday. Then, every Monday morning when you log into the system, a PO will be waiting for you in Created status. You can set Stock Days for as many vendors as you need to. If you don’t have admin privileges you can contact your site administrator to create stock days for you. Remember that a Created purchase order will be deleted after 24 hours unless you move it to the next status.
Special Requests — If a Special Request is made for an item and the vendor for that item has a Stock Day, then the special request item will appear on the Created PO on that vendor's Stock Day. If a Special Request is made for an item and the vendor for that item DOES NOT have a Stock Day, then a PO will be Created automatically for that vendor the following day. Again, remember that a created purchase order will be deleted after 24 hours unless you move it to the next status.
Manual Creation — You can manually create a Purchase Order at any time using the New Purchase Order button in the upper right of the Purchase Order page. (See Below)

Open

A Purchase Order’s status will be Open once you have worked on and saved it. You can continue to work on the PO as long as the status remains as Open. If you need to leave and come back to it, just be sure to click the Save button to save your edits.

Ordered

A Purchase Order with the status of Ordered means that you have completely set up the PO and you've submitted it to the vendor for fulfillment.

Check-In

The status of Check-In means that you have received a shipment for the PO from the vendor and you're in the process of checking the received items into inventory. You don't have to complete the check-in process all at once, sometimes orders come in multiple shipments, depending on the vendor. The PO will remain in this status until you've completely checked it in.

Finished / Closed

Once you have completely checked in the PO, you will click the Finished button. This is a step in between Check-In and Closed where you are given a chance to review the checked in items and make any final changes. After you are satisfied that the review is complete then you can change the PO status to Closed. At this point, the PO will move into Admin review.

Approved

If you are an Administrator for the store, you will perform the final step in the PO process. The purpose of this step is to reconcile the purchase order, mark any items that need a vendor credit, and review price and other discrepancies. This ensures that your PO will be reconciled to your vendor Invoice. Once you have completed the review and reconciliation, you will mark the PO as Approved. Click here to learn more about the PO approval process.

Archived

If you don't need them in your list for reference, you can archive POs after they are in the Approved status. Archiving allows you to remove the PO from your visible list. You are always able to adjust the filters on the Purchase Orders page so you can view your Archived purchase orders (see below).

The Purchase Orders Page

To begin working with your Purchase Orders, in the main system menu on the left go to POs.

Image highlighting the Purchase Orders button in the Jewel360 system's main menu.

On the Purchase Orders page, you can do the following:

Image showing the Purchase Orders page of the Jewel360 system with key features highlighted.

Date Range — By default the date range is the last 90 days, but you can adjust the From and To dates as needed.
Store Filter — By default the Purchase Orders for will Stores will display but you can filter in this area to view the POs for any single store if you like.
Status Filter — By default all Statuses are visible. You can use this filter to view only the Status you need. Statuses include Open, Ordered, Check In, Finished, Closed, Approved, and Created. All are explained in more detail below.
Archived PO Visibility — By default Purchase Orders that are Archived are hidden on this page. Change this filter to Show Archived and they will be visible.
Vendor — You can search for a Vendor by entering three or more characters from the Vendor's name. When you apply the filter, only POs for that Vendor will display.
Search Button — After entering a Search, adjusting the Date Range, or after adjusting a Filter, click the Search button to load the results into the data table.
Export — Click the Export button to download a CSV file of the currently-filtered data across all pages.
Search — Enter keywords or values to search the Data Table for the Purchase Order you want.
Data Table — The Purchase Orders page Data Table has columns for each PO's ID (the internal system code), Status, the Store at which the PO was created, the Vendor, if the PO Is Special Order or not, any Reference note saved for the PO, the Order Date, the Expected Date of delivery, the actual Received Date, any Shipping Note, the Order Total Cost, the Received Total Cost, and an Action button column. By default the table is sorted by ID column to show the most recent Purchased Orders at the top, but you can click column header to sort by Order Date and you can click again to reverse-sort.
Purchase Order ID — The system creates a unique ID it uses for each Purchase Order. That number is linked here and if you click on it a page will open where you can edit the PO if it is in a Created, Open, or Finished (review) Status. Once a PO has been Ordered, you will have to wait until the Check-In step to adjust what you actually receive from the order. The Purchase Order detail page where you can add or remove items to a PO is fully described below in The Purchase Order Process section.
Actions — On the far right of each Purchase Order line-item, you can click the View button to see but not adjust PO details. The items in the order will display their internal System ID, and those codes are linked to view details about the product, if needed. You can click the Export button to download an Excel file of the items in the order.

For orders that are in the Ordered status, there is also a Check In button here. You can click this button if you have received a shipment of the items in the order and you want to start adding them into your inventory. Check In is fully detailed in the section below on The Purchase Order Process.
New Purchase Order + — Click the New Purchase Order + button to go to the New Purchase Order page and manually create a new PO. This page is fully detailed below in the section about The Purchase Order Process.

Purchase Order Item Population Automation

There are two ways in the Jewel360 system to populate items into a Purchase Order on which you are working. You can have the system compare the Desired Inventory Level (DIL) of all items provided by the Vendor in your catalog to the Quantity on Hand of those items and then add any that need to be ordered to your PO. Or you can use our Smart Ordering system, which looks at sales trends and incorporates advanced inventory management to order items that are running low and likely to be needed soon. Here is more information on each of these methods.

Desired Inventory Level

You can choose to bypass the Smart Order portion and instead set up the PO by Desired Inventory Level. To use this method, check the box in the top right of the table “Calculate based on desired inventory level” and then ignore that Smart Order portion and run the PO.

When items are populated into your order by desired inventory level, the system first finds all items that have that vendor as the primary vendor, the secondary vendor, or either. It will then compare your current quantity on hand (QOH) to your desired inventory level (DIL). You can check or change these at any time using the product’s inventory tab inside the point of sale system.
When this order is ran it will NOT take previous sales into consideration. The only values that DIL compares is the current QOH and the set DIL for that item. This option is excellent for items where you will always need a certain quantity of an item in order to fill a shelf in your store, or to flush out a display case. Remember that although it may take some time to initially set up a DIL, you only have to set it once. Then let the Smart Order system do the work from that point on.
It is recommended that all new retailers use Desired Inventory Levels for all purchase orders for the first five weeks of switching to the platform so that the system can build enough data to utilize the smart order system.

DIL Example
You currently have an item that has 2 quantity on hand inside your store. You have manually set the desired inventory level of this item to 5. When you run your purchase order it will perform the following calculation to determine how many of the item will be added to your order:

Desired Inventory Level (DIL) of product minus current Quantity on Hand (QOH) of product equals the quantity to be added to the PO.

A DIL of 5 - QOH of 2 = quantity of 3 to be added.

Smart Ordering Basics

The Smart Ordering process is much more complex than the other two Purchase Order population methods (Manual addition and Desired Inventory Level). However, this system can yield the best inventory management for your store. For a detailed overview of how Smart Ordering works, please review the Smart Ordering article.

The Smart Order process can be broken down into some key ideas.

Cycles - A cycle is the time between purchase orders. The cycle is measured from the day after your PO was received, to the moment you are placing the purchase order.
Last Cycle - The last cycle is the most recent cycle, meaning the period from the day after your Purchase Order was received until the moment you are placing this order.
Number of Cycles Item Was Sold In - This is the number of cycles in which an item sold. This means looking back on your set number of cycles, and seeing how frequently your item is selling (not how recently or how much of the item was sold).
Max Cycle Units Sold - This goes through each individual cycle, finding the maximum quantity of an item that sold in a given cycle.
Last Cycle Sale - This is the amount of units that sold in the last cycle.
Item Stock Out - This is when an item’s quantity on hand has been decreased to zero in a given cycle, causing you to be out of stock of the item.

Setting Up a Smart Order

The smart order is a customizable process that allows the user to quickly set general guidelines for how you would like to reorder your products. Generally these parameters will be the same each time you run smart order, although there will be certain times like the holidays where you will want to increase these values.
Number of Cycles - The first setting you should consider is how far back you would like to look, or more specifically how many cycles you would like smart order to consider. User your best judgement here and consider if any of the cycles that are being considered could skew your reordering. You don’t want to look back to December in February as those sales will not be reflective of what you will be needing this week. The suggested number of cycles is 5, however this can be adjusted to your preference here.
Desired Inventory Levels - The starting point for every item in the smart order system is the product’s desired inventory level. This level is initially manually set, and requires a product reordering relationship to exist. The smart order system will adjust this desired inventory level each time you populate a smart order through the smart order system. If you are new to our system it is recommended that you populate your purchase orders through just desired inventory level for the first five cycles prior to switching to smart order.
Number of Cycles Item was Sold In - A key way in determining future performance of an item is by examining past performance. Each “row” represents how many of the previous cycles a particular item has sold in. An item that has sold at least once per cycle for all cycles selected would have it’s desired inventory level adjusted according to the user inputs in the top row. An item that has not sold in any of the cycles selected will have it’s desired inventory adjusted according the user inputs on the bottom row.
Smart Order Parameters - Now you will select the parameters for the Smart Order PO by determining what level to set inventory at.
# of cycles item was sold in (Example: 5, 4, 3, 2, 1, 0)
Set inventory level to ______.
More than Choose: (Max Cycle units sold or Last Cycle Sale)
If item stocked out Choose: (Last Cycle or Any Cycle).
Add ______.

These parameters determine how you would generally like to set your desired inventory level. Think about it as a logic statement:

“If an item is selling (1) every cycle I would like to

(2) set my desired inventory level to 1

(3) more than the Maximum Units Sold

AND if the (4) item stocked out in the Last Cycle

(5) then add 2 extra to the PO.”

The amount that you increase your desired inventory by is entirely up to you, however generally you do not want to set this number higher than two or three. The final portion of the sentence indicates whether you would like to set this number off of the maximum cycle units sold or last cycle’s sales. The definition for these terms can be found above. If you have a period where the amount you are selling could become quite volatile then it would be good to select last cycle’s sales to get a more accurate result. Maximum cycle units sold would be a good choice for if you want to have more items in stock.

Quick PO

A Quick PO is a method that can be used when a purchase order is made outside of the Sellit! POS system. A Quick PO allows you to create, order, receive, and approve a purchase order all in one session. The purpose of this function is to reconcile your inventory levels with POs you made outside of the system.

Boss Quote
Make sure your human understands that Gift Cards you create in the system that are not purchased represent liability for the store. It is outstanding and can be used any time. It's like when I give my human a mouse I have worked hard to hunt; that food can be used any time or thrown away if your human is particularly foolish.

— Hemingway, Frankford, DE

Frequently Asked Questions

Q: Can I order Gift Cards through Jewel360?

A: Jewel360 does not offer physical Gift Cards for purchase at this time. We encourage you to reach out to a local print shop in your area for the best pricing options. Local options will also provide you with the ability to easily reorder and to reach out if you encounter any difficulty. If local printing is not an option, there are print shops online that can assist with gift card ordering, such as Duracard.

Q: How many Private Products that are Gift Cards can I have?

A: You can have as many as you desire. You can create one Gift Card product with a variable price or you can create multiple gift cards with preset values (for example $10, $25, $50, etc.)

Q: I have a question, but I can't find my answer here. How do I get more assistance?

A: You can ask any question at the number listed here. Contact our support team at (323) 370-0738 for the U.S. and (888) 370-2363 for Canada.

}', 9='{type=string, value=Purchase Orders}', 43='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 16='{type=list, value=[{id=6, name='etailpet', order=5, label='eTailPet'}]}', 22='{type=option, value={id=3, name='faq', order=2, label='FAQ'}}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692545, name='Settings'}]}', 28='{type=string, value=Purchase Orders You can start a new Purchase Order from anywhere in the system by clicking the +Create New button in the upper left and then clicking Purchase Order. Setting Up Your Purchase Order First you will need to choose the Vendor you are ordering from. A Purchase Order always goes to a single Vendor only: it is not possible to order from two Vendors at once on a single order. If the Vendor you need is not yet in your list, you can click the + button to create a new one. If you have multiple Locations, the default Location will be selected in that drop-list. You can choose which of your Locations you will want the order to be shipped to. It isn't possible to have an order be delivered to multiple locations, but it IS possible to include inventory for more than one of your Locations on the order. If you do so, you can use the Transfers tool under the Inventory menu to move inventory from the Ship To Location to the end-destination Location after you have received it. You can use the Notes area in the upper left for any details you need to remember about the order. In the upper right of the PO, you can enter the following items: Purchase Order Number - If you have a specific PO number that needs to go on this order, you can enter it here. Ship Date / Don't Ship After Date- If you know the date the order should ship, you can enter that here, and if you have a cutoff date after-which you would no longer want the order, you can also enter that. Discount- If you qualify for a Discount on everything in the order, you can enter a percentage off the total amount here. You can see the pre-discount total in the Subtotal area just above. Please note, if you are getting a discount only on one or more items, you can enter Discount dollar-amounts for any line-item that qualifies. Freight- If you know the Freight amount you will be paying, you can enter that here. Total- As you add items and discounts to the order, the Total will display the final total amount you anticipate you will be charged for this order. Adding Items to Your Order With the Purchase Queue Once you have chosen your Vendor, the Purchase Queue will show you how many Low Inventory and Special Order items are waiting to potentially be added to the order. Please Note: the items that are Low Inventory are those you have set with Reorder Point and Desired Stock Level values. Such products appear on your Low Inventory report. Items that are not set with those two values will not appear in the Low Inventory report and will not be offered to be automatically added to a Purchase Order even if they are low in inventory. For more information on this functionality, click here (this link will open in a new tab for you): Setting Up Products for Inventory Management. Click the Purchase Queue button to add items that are low in inventory. You will also see any Special Order items waiting to be added to a PO for the vendor. If you don't wish to see items that are on Backorder in other inventory orders, you can turn that toggle off in the Special Orders section. Other Methods of Adding Items You have several ways to add items to your PO in addition to any automatically added up to this point. You can click the Existing Vendor Products button (#4 above) to see the first hundred items in the system currently that are associated with the Vendor for the order. You can click to Load More at the bottom of the list, if needed. You can search by keyword for other products carried by that Vendor. To add items, check the box for the item and set the quantity you will need. Once you have everything selected you will need, click the Add button in the lower right. Pertinent information about the products is included, including how many are currently on hand. If you check the box for a product on the left, you will see an Add button at the bottom. Click that button and you will see the item added to your order. If you missed any low inventory items from the Vendor in the order, you can add those items by clicking on the Purchase Queue button (you will only see this if you didn't add all of the low inventory items for the vendor). You can also add items associated with any vendor using the Product Search field on the left; a useful feature if the has not yet had a vendor assigned. And finally, you have the ability to create new products entirely by clicking the + button next to the search. You have full access to any products in the Catalog for your industry when you create new products this way. Be sure to leave the Inventory and Cost area untouched, since the Receiving Order will add that information for you when you receive the shipment. Working With Your Order Items Once you have added items through the Purchase Queue, if you don't want to order an item that appeared this way, you can click the X button on the far right of the line item to Delete it from the order. Purchase Order Item Functions: All-Item Search - You can search by keyword for any item saved in your system as a product, which is useful if you have items that have not yet been assigned a Vendor. Create New Product - You can create a new product by clicking the + button. You will have access to the system Catalog if the item is searchable there. Purchase Queue - At any time, you can click the Purchase Queue button and add items that are low in inventory for this vendor either as a Primary Vendor or a Secondary Vendor, as well as Special Order items. Existing Vendor Products - This will open a panel that will allow you to add products you have associated with this vendor either as the Primary Vendor or as a Secondary Vendor. See the section below on Adding Items for more detail. Item Quantity - You can manually adjust the Quantity field, if needed. Sortable Column Headers - The column headers that are blue you can click on to sort all of the items by that column. Clicking again will reverse the sort. Retail Price - You can click on this amount if you need to change the regular Price for an item. Changes you make here will automatically save to the product listing as you make them (you don't need to click a Save button). Product ID Codes - For convenience, the system will show you UPC (editable), Manufacturer ID (editable), and SKU. While you cannot edit your SKU codes from the Purchase Order, you can edit them from the Low Inventory report, if needed. Just as with the Retail Price, any changes you make will be saved to the product as you make them. Vendor Part ID - If you have set up Vendor Packaging in a product and if the vendor has a Part ID that is unique for purchase orders for the vendor, that ID will display here. You can set Vendor Part ID codes by opening a product and going down to the Styles and Pricing area and clicking the Manage link next to Purchasing. Please note, you will not see any content in the panel that opens in this area if you have not set a Vendor yet for the product. Quantity on Hand- This column will show the quantity of each item that you have in stock at present. Quantity On Order - If you already have an item on a different PO, you will be able to see by hovering your mouse over a number in this column. A window will pop up and you are able to click on PO numbers to view full details about orders in question, as pictured here: Back Ordered - If you have started receiving inventory on this PO, any inventory you haven't already received will display a number in blue in this column, indicating that it is in a Back Ordered state. Sales Summary - You can view your sales over time for an item by hovering over a number in this column. You will see total sales for the item for recent months as pictured below. Unit Cost - If the system knows what your Cost for each item would be, that will display here. You can adjust that number if you know what your per-unit cost will be or if you want to estimate what it will be. Unit Discount - Please note that if you are getting a Discount on the total for the PO, there is an area to enter that as a percentage off the total amount in the upper right of the PO. If you have a discount on an item in the order, you can use the Discount column to enter the dollar amount off the Unit Cost you are getting. Line Item Total - The system will do the math and show you the estimated Total for each line item, and above you will see the Total for the whole PO. Remove Item - You can click the X button for any line item to remove it from the PO. The X at the top with the other column headers will allow you to Remove All items from the order, and will pop up a confirmation to make sure you really mean to do that. Merge Product - If you have somehow created duplicate items in the system that are showing in the PO, you can click the Ellipsis button (the three-dot stack) and you can Merge the products into one. Purchase Order Functions At any point along the way you can click the Draft button to save the order and come back to it any time by going to Purchasing > Purchase Orders. In the window that comes up, you will see all POs that are saved as Drafts. You are also able to update orders you've already sent, and if you do so, you can Save the updated purchase order. You can also Print your Purchase Order either to a hard-copy printer, or from your browser you can print to a PDF file. If you want to work ahead and Print Barcodes for your items, clicking that button will bring up a window that will allow you to use the full functionality of our barcode printing module. The Email button will open a panel like the one below and will reference your Vendor for a contact email address. You can compose whatever message you like and the system will automatically attach the order to the email as a PDF file. You can also Export the order as a .CSV spreadsheet file viewable in any spreadsheet program, if needed. If you find you don't need the order and it has already been saved, you can Delete it on the right. You'll be asked to confirm you really want to delete it. Be aware, we have no way of restoring Purchase Orders you delete in this way. Once you have completed assembling your PO and printed it to be sent, click the Mark as Sent button to finish the PO. If you hear back from the Vendor about substitute items or altered quantities, you can always go back into the order and add or adjust whatever is needed. Just remember to Save once you've finished your changes. Settings pos settings}', 31='{type=number, value=1}'}]

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