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Steps for Attaching a Special Order to a Purchase Order

1. 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.
2. Click the +Button at the top of the screen and in the list that drops down, click Purchase Order.
3. Click to Select Vendor, or if you are working with a new vendor, click the + next to the Vendor drop-list.
4. 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.
5. Finish adding other items needed from the vendor in the normal way, and Mark the order as Sent.
6. 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.
7. 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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There are several places in the system you can create products. One of the most frequently used is when you click the + Button in the upper left and click Product in the pop-out list.

Another frequently-used area is under Inventory > Products > New Product.

Another area worthy of mention here is the + button in the Register, next to the item search area.

You can also create products from within Work Orders, Purchase Orders & Receiving Orders, and from the Categories page under Products, when viewing a category or subcategory.

Finally, you can create products in bulk with basic data in the Inventory > Bulk area using the Add New Products spreadsheet. For full details, click here: Add Products in Bulk by Spreadsheet

 

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Congratulations, you are using the best system for integrated website and point of sale!

To begin using the system after you have logged in, please take a look at the following resources that are available to you:

 

The Admin Tools

This is the heart of the system, and you can access all of the functions and features of the system from the menus and buttons here. The buttons down the left side are the major modules, data tools, and reports of the system. Across the top are some useful utilities such as the system search, configuration and settings tools, Support, and some administrative functions such as the Time Clock.

 

System Home

The system Home page shown above is what you'll see whenever you log into the system, and has some useful features for you. You can get back to this page from anywhere by clicking the System Logo in the upper left corner.

• On the right you'll see the System Updates from the previous week, listing New features, Improved areas of the system, and bugs and glitches that we have Fixed.
• Need Assistance? On the left you'll see info on how to contact Support if you have something to report or a question on how to use the system. The more details you can provide, the better!
• Below the support area is a Suggest button you can use to tell us your ideas for how we can make the system work better for you. We review your Insights daily and the ones with the most votes are the ones we work on first, so get in and let us know which improvement are the ones that will be the most impactful for you.

 

Favorites

You are able to set parts of the system you frequently use to appear in this convenient menu, accessible in the upper left from anywhere in the system. When you hover your cursor over the Favorites button, you'll see any you've saved in the flyout menu.

1. Modules and Tools - Different major parts of the system, such as the main Products list page or the Work Orders module, can be saved as Favorites and will appear in the list on the left.
2. Reports - For the reports you use most, you can get to them with a single click by saving them as Favorites, and they will appear in the list on the right side of the flyout menu.
3. Custom Reports - Some reports, such as the Sales Details report, allow you to configure custom views that you can easily load again and that update over time. Any of those you've saved will appear below the list of standard reports on the right.
4. Save Your Favorites - Click either one of the Manage links to load the Favorites page, where you'll be able to click Star buttons for the features and reports you want in your Favorites menu.

 

Register

Our on-screen Register module will allow you to sell your in-store items, and has a wealth of features detailed fully here (this link will open in a new browser tab for you). When you open the app, you'll be asked to choose a Till, and you may need to enter a Register PIN code. Once you're all set you can start your first transaction, like the one below.

 

Orders

You can work with Website Orders that have come through in the Orders area on the left. This tool allows you to fulfill your web orders, refund them, mark them as shipped, and print out orders as needed.

 

Inventory

If you hover over the Inventory area on the left, you'll see a flyout menu of many useful tools.

• Assemble Kits - You can use the Assemble Kits module to combine multiple products into a single bundled product.
• Batch Inventory - The Batch Inventory module allows you to collect quantity information and add it to the tool in batches that accumulate quantities so you can update your actual on-hand inventory numbers.
• Bin Locations - If you want to define Bin Locations throughout your store, you can do so here and those will be available when creating products so you can assign them to whatever bin is appropriate.
• Bulk - You can manage your products and inventory by spreadsheet in the Bulk area.
• Departments - You can add or edit the Departments you use for organizing and reporting on your products.
• Gift Cards - You can work with your Gift Cards (usable both online and in the Register), create any you might need for store use, and view a log of Gift Card events, if needed.
• Packages - The Packages module will give you the ability to offer different combinations of products as package deals at a single combo price.
• Precuts - You can use the Precuts module to break a product up into multiple products (e.g. you can create 4 quarter-yard Fat Quarters from a yard of fabric).
• Products - In the Products area, you can create a New Product, access a searchable and filterable list of your Products, and do on-screen bulk edits, exports and imports to spreadsheets and purchase orders, label prints, and deletions, if needed.
• Serialized - The Serialized inventory tool will let you adjust or add serial numbers to serialized inventory you sell.
• Services - You can work with your Services you use in Work Orders, adding new ones and configuring them as needed.
• Stones (not pictured) - This module allows you to work with your stock of Stones by cut, weight, type, etc. if you work with and sell precious stones.
• Transfers - If you have multiple locations, you can do Transfers of inventory as needed between locations.

 

Modules

The Modules menu on the left will give you access to some important parts of the system:

• Appraisals - Your Appraisals are available from here, and you can create new ones as needed.
• Classes - You can access your Classes from here, and you can create and schedule them as needed.
• Consignment - If you do Consignment selling, you can access your contracts and work with payouts here.
• Form Styles - If you need to print documents at letter size, the Form Styles module allows you to configure unique receipts, invoices, work orders, etc. for each of your Locations.
• Gift Registry - If you have Gift Registry active on your website, you are able to work with those lists here.
• Invoices - For your Invoices, you can view the list and work with any of them in this area.
• Layaway - The Layaways module lists your open Layaway agreements and you can open and work with them from there.
• Live Selling - The Live Selling feature allows you to use social media in live events that can be a successful way to sell items.
• Loaner - If you do Work Orders, you may want to keep track of any Loaner items you have out, and this module allows you to do so.
• Online School Rentals - You can manage and work with your school rental contracts in the Online School Rentals module.
• Payment Plans - If you offer Payment Plans for store-financed purchases, you can track and work with those agreements here.
• Quotes - You can see the active list of saved Quotes in the system by clicking that link, and those are all saved directly in the Register.
• Rental Contracts - You can see and work with open Rental Contracts if that part of the system is active for you.
• Restricted Items - If you need to limit access to some of your inventory, you can configure that in the Restricted Items module.
• Short Term Rentals - Your Short Term Rental functions are also here for you, allowing you to look up the Rental Status of any active Rental, view your Rental Calendar, and configure the system how you need it to work in the Rental Admin area.
• Special Orders - The Special Orders page shows a list of all active Special Orders you've created from the Register, allowing you to open and work with them as needed.
• Subscriptions - If you wish to do periodical Subscription sales, you can set that up in this area.
• Trial Purchases - For some items, customers will want to do Trial Purchases to make sure the item will work for their preferences.
• Work Orders - In the Work Orders module you can track and bill for any labor-based work, such as repairs.

 

Purchasing

The Purchasing section lets you work with all of your inventory ordering activities:

• Customer Purchase Orders - If your store is a 'vendor' for organizations that purchase over time throughout a fiscal period from a budget, the Customer Purchase Orders module will allow you to facilitate those purchases, for products and for work orders, and invoice the client as needed.
• Purchase Orders - You can access and work with your inventory orders from your vendors in the Purchase Orders module, creating new orders as needed.
• Receiving Orders - You can use the Receiving Orders module to work with your list of orders, and you can create new ones out of PO's made in this system or from scratch if you've already sent in an order.
• Vendor Consignment - If you do consignment selling with any of your vendors, you are able to track that and manage it through the Vendor Consignment module.
• Vendor Return - When inventory arrives in an unsellable condition, or for whatever reason might come up, you are able to use the Vendor Return module to handle that inventory reduction in the system.
• Vendors - Important contact information and a history of your vendor orders are available to you in your main Vendors list page. You can also start new inventory orders for a vendor when viewing their card from this list.

 

Customers

The system has excellent resources for working with your customers, from the main Customers list page where you can view one customer at a time, or bulk features and tools for groups and mailing lists in the Customer Filters area. Here are your options:

• Customer Groups - If you have groups of customers with whom you need to work and communicate in different ways, such as club members or top customers, the Customer Groups module allows you to make as many groups as you need. You are able to add any number of your customers to a group and email to that group as often as you like.
• Customers - Every website customer that orders from you and every Register customer for whom you create a customer entry will be listed on this page, with full details accessible and bulk features available if needed.
• Filter Customers - If you like the idea of building marketing email lists based on the shopping history of your customers, this module allows you to do so and create as many filtered lists as you might need.
• Tailored Product Lists - If you're working on a consultative sale that might take a few visits to close, the Tailored Lists area can allow you to save lists of such items for individual customers so you can track how it's going.

 

Website

Our website CMS (Content Management System) has robust tools for you to easily add and update the content you need. Here are your options:

• Calendar - Our website Calendar allows you to schedule and display information on one-time or recurring events, and can be customized for specific areas, such as your individual locations or by topic, such as a calendar listing only your classes.
• Categories - You can organize your products for display on the website using the Categories module. You can add sub-categories that go down any number of levels you might need.
• Files - Our Files tool allows you to manage any files needed in the system, including documents such as PDF file, general files such as audio or video or executable files you might want to sell through your website, or the different images you use throughout the system.
• Forms - You are able to create and publish website Forms in this module, and you can view responses and form submissions in bulk from here.
• Navigation - You can create as many website Navigation menu links to pages and resources as you need and organize them into drop-lists under your header items in the main menu.
• News - Let the world know about what's going on with your organization using the News module to post updates to your website as often as you like.
• Pages - Create individual website Pages and manage their publication here. If you have a lot of pages, you can organize them in folders to make them easier to find and edit.
• Store Locator - This tool is great for multi-location stores, allowing you to enter the locations of each of your stores and displaying them automatically on an interactive map you can display on your website.
• Website Editor - Enter the Website Editor view of the system to update your website content and access all of the tools in this list, and more.

 

Marketing

Our Marketing modules offer a wealth of tools for helping you to reach out to customers and potential customers and sell them what you offer. Here are the tools:

• Communications - Use this module to see how all messages sent out by you and your team and by the system were delivered.
• Coupons - For both website and in-store promotions, create Coupons using this tool that allow discounts on all items or only specific ones.
• Email List - Using this module you can build and manage any number of Email Lists you might need.
• Email Newsletter - You can safely send Email messages to very large numbers of customers using this useful marketing tool.
• Newsletter Archive - If your newsletters have content that is valuable long-term, showcase those newsletters in the Newsletter Archive, which organizes and offers them to your website visitors.
• Request Review* - You can use the Request Review tool to send a review request by email or text to a satisfied customer.
• Scheduled Sale - This useful tool allows you to plan pricing changes for your sales events and set prices to change on specific days and times you need.
• Text Message* -  You can send Text Messages to your customers you've flagged to be eligible to receive marketing text messages from you using this simple tool.

* The Marketing Package is required for this module to be active in your system, and requires an addition to your monthly billing.

 

Reports

The Reports area allows you great flexibility in how you view your sales and inventory data. Reports such as the End of Day, Transaction Detail, and Sales Details allow you many options in different ways you can filter your information. Other reports show you the current status in an area of the system, such as all current Class registrations and the current Inventory Value. The Reports page also has its own Favorites feature, so if you on the Reports button on the left, or click to View All, you can click Star buttons for the reports to which you need fast access.

1. Report Favorites - This list appears here, and also appears up in the Favorites menu in the upper right, and if you hover your mouse over Reports and have any Favorites saved, you will see them there as well.
2. Custom Report Configurations - The Sales Details report allows you to configure it in different ways and save different views you need. Items each user saves will appear only for that user in this area, as well as in the Favorites at the top, and when you hover over the Reports button.
3. Star Buttons - Each report on the page has a Star button that allows you to set it as a Favorite. The favorites you save will only appear that way for you, and other users can set their own.

 

}', 39='{type=number, value=4}', 40='{type=number, value=0}', 9='{type=string, value=Getting to Know the System}', 21='{type=number, value=0}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692688, name='Getting Started'}]}', 28='{type=string, value=Getting to Know the System Congratulations, you are using the best system for integrated website and point of sale! To begin using the system after you have logged in, please take a look at the following resources that are available to you: The Admin Tools This is the heart of the system, and you can access all of the functions and features of the system from the menus and buttons here. The buttons down the left side are the major modules, data tools, and reports of the system. Across the top are some useful utilities such as the system search, configuration and settings tools, Support, and some administrative functions such as the Time Clock. System Home The system Home page shown above is what you'll see whenever you log into the system, and has some useful features for you. You can get back to this page from anywhere by clicking the System Logo in the upper left corner. On the right you'll see the System Updates from the previous week, listing New features, Improved areas of the system, and bugs and glitches that we have Fixed. Need Assistance? On the left you'll see info on how to contact Support if you have something to report or a question on how to use the system. The more details you can provide, the better! Below the support area is a Suggest button you can use to tell us your ideas for how we can make the system work better for you. We review your Insights daily and the ones with the most votes are the ones we work on first, so get in and let us know which improvement are the ones that will be the most impactful for you. Favorites You are able to set parts of the system you frequently use to appear in this convenient menu, accessible in the upper left from anywhere in the system. When you hover your cursor over the Favorites button, you'll see any you've saved in the flyout menu. Modules and Tools - Different major parts of the system, such as the main Products list page or the Work Orders module, can be saved as Favorites and will appear in the list on the left. Reports - For the reports you use most, you can get to them with a single click by saving them as Favorites, and they will appear in the list on the right side of the flyout menu. Custom Reports - Some reports, such as the Sales Details report, allow you to configure custom views that you can easily load again and that update over time. Any of those you've saved will appear below the list of standard reports on the right. Save Your Favorites - Click either one of the Manage links to load the Favorites page, where you'll be able to click Star buttons for the features and reports you want in your Favorites menu. Register Our on-screen Register module will allow you to sell your in-store items, and has a wealth of features detailed fully here (this link will open in a new browser tab for you). When you open the app, you'll be asked to choose a Till, and you may need to enter a Register PIN code. Once you're all set you can start your first transaction, like the one below. Orders You can work with Website Orders that have come through in the Orders area on the left. This tool allows you to fulfill your web orders, refund them, mark them as shipped, and print out orders as needed. Inventory If you hover over the Inventory area on the left, you'll see a flyout menu of many useful tools. Assemble / Disassemble - If you are assembling a custom item, such as a piece of jewelry, the Assemble / Disassemble module allows you to put the components together into a unique product. Assemble Kits - You can use the Assemble Kits module to combine multiple products into a single bundled product. Batch Inventory - The Batch Inventory module allows you to collect quantity information and add it to the tool in batches that accumulate quantities so you can update your actual on-hand inventory numbers. Bin Locations - If you want to define Bin Locations throughout your store, you can do so here and those will be available when creating products so you can assign them to whatever bin is appropriate. Bulk - You can manage your products and inventory by spreadsheet in the Bulk area. Departments- You can add or edit the Departments you use for organizing and reporting on your products. Gift Cards - You can work with your Gift Cards (usable both online and in the Register), create any you might need for store use, and view a log of Gift Card events, if needed. Packages- The Packages module will give you the ability to offer different combinations of products as package deals at a single combo price. Precuts- You can use the Precuts module to break a product up into multiple products (e.g. you can create 4 quarter-yard Fat Quarters from a yard of fabric). Products- In the Products area, you can create a New Product, access a searchable and filterable list of your Products, and do on-screen bulk edits, exports and imports to spreadsheets and purchase orders, label prints, and deletions, if needed. Serialized- The Serialized inventory tool will let you adjust or add serial numbers to serialized inventory you sell. Services- You can work with your Services you use in Work Orders, adding new ones and configuring them as needed. Stones- This module allows you to work with your stock of Stones by cut, weight, type, etc. if you work with and sell precious stones. Transfers- If you have multiple locations, you can do Transfers of inventory as needed between locations. Modules The Modules menu on the left will give you access to some important parts of the system: Appraisals- Your Appraisals are available from here, and you can create new ones as needed. Classes- You can access your Classes from here, and you can create and schedule them as needed. Consignment- If you do Consignment selling, you can access your contracts and work with payouts here. Form Styles - If you need to print documents at letter size, the Form Styles module allows you to configure unique receipts, invoices, work orders, etc. for each of your Locations. Gift Registry - If you have Gift Registry active on your website, you are able to work with those lists here. Invoices- For your Invoices, you can view the list and work with any of them in this area. Layaway- The Layaways module lists your open Layaway agreements and you can open and work with them from there. Live Selling - The Live Selling feature allows you to use social media in live events that can be a successful way to sell items. Loaner- If you do Work Orders, you may want to keep track of any Loaner items you have out, and this module allows you to do so. Online School Rentals - You can manage and work with your school rental contracts in the Online School Rentals module. Payment Plans - If you offer Payment Plans for store-financed purchases, you can track and work with those agreements here. Quotes- You can see the active list of saved Quotes in the system by clicking that link, and those are all saved directly in the Register. Rental Contracts - You can see and work with open Rental Contracts if that part of the system is active for you. Restricted Items - If you need to limit access to some of your inventory, you can configure that in the Restricted Items module. Short Term Rentals - Your Short Term Rental functions are also here for you, allowing you to look up the Rental Status of any active Rental, view your Rental Calendar, and configure the system how you need it to work in the Rental Admin area. Special Orders - The Special Orders page shows a list of all active Special Orders you've created from the Register, allowing you to open and work with them as needed. Subscriptions- If you wish to do periodical Subscription sales, you can set that up in this area. Trial Purchases - For some items, customers will want to do Trial Purchases to make sure the item will work for their preferences. Work Orders - In the Work Orders module you can track and bill for any labor-based work, such as repairs. Purchasing The Purchasing section lets you work with all of your inventory ordering activities: Customer Purchase Orders - If your store is a 'vendor' for organizations that purchase over time throughout a fiscal period from a budget, the Customer Purchase Orders module will allow you to facilitate those purchases, for products and for work orders, and invoice the client as needed. Purchase Orders - You can access and work with your inventory orders from your vendors in the Purchase Orders module, creating new orders as needed. Receiving Orders - You can use the Receiving Orders module to work with your list of orders, and you can create new ones out of PO's made in this system or from scratch if you've already sent in an order. Vendor Consignment - If you do consignment selling with any of your vendors, you are able to track that and manage it through the Vendor Consignment module. Vendor Return - When inventory arrives in an unsellable condition, or for whatever reason might come up, you are able to use the Vendor Return module to handle that inventory reduction in the system. Vendors- Important contact information and a history of your vendor orders are available to you in your main Vendors list page. You can also start new inventory orders for a vendor when viewing their card from this list. Customers The system has excellent resources for working with your customers, from the main Customers list page where you can view one customer at a time, or bulk features and tools for groups and mailing lists in the Customer Filters area. Here are your options: Customer Groups - If you have groups of customers with whom you need to work and communicate in different ways, such as club members or top customers, the Customer Groups module allows you to make as many groups as you need. You are able to add any number of your customers to a group and email to that group as often as you like. Customers- Every website customer that orders from you and every Register customer for whom you create a customer entry will be listed on this page, with full details accessible and bulk features available if needed. Filter Customers - If you like the idea of building marketing email lists based on the shopping history of your customers, this module allows you to do so and create as many filtered lists as you might need. Tailored Product Lists - If you're working on a consultative sale that might take a few visits to close, the Tailored Lists area can allow you to save lists of such items for individual customers so you can track how it's going. Website Our website CMS (Content Management System) has robust tools for you to easily add and update the content you need. Here are your options: Calendar- Our website Calendar allows you to schedule and display information on one-time or recurring events, and can be customized for specific areas, such as your individual locations or by topic, such as a calendar listing only your classes. Categories- You can organize your products for display on the website using the Categories module. You can add sub-categories that go down any number of levels you might need. Files- Our Files tool allows you to manage any files needed in the system, including documents such as PDF file, general files such as audio or video or executable files you might want to sell through your website, or the different images you use throughout the system. Forms- You are able to create and publish website Forms in this module, and you can view responses and form submissions in bulk from here. Navigation- You can create as many website Navigation menu links to pages and resources as you need and organize them into drop-lists under your header items in the main menu. News- Let the world know about what's going on with your organization using the News module to post updates to your website as often as you like. Pages- Create individual website Pages and manage their publication here. If you have a lot of pages, you can organize them in folders to make them easier to find and edit. Store Locator - This tool is great for multi-location stores, allowing you to enter the locations of each of your stores and displaying them automatically on an interactive map you can display on your website. Website Editor - Enter the Website Editor view of the system to update your website content and access all of the tools in this list, and more. Marketing Our Marketing modules offer a wealth of tools for helping you to reach out to customers and potential customers and sell them what you offer. Here are the tools: Communications- Use this module to see how all messages sent out by you and your team and by the system were delivered. Coupons - For both website and in-store promotions, create Coupons using this tool that allow discounts on all items or only specific ones. Email List - Using this module you can build and manage any number of Email Lists you might need. Email Newsletter - You can safely send Email messages to very large numbers of customers using this useful marketing tool. Newsletter Archive - If your newsletters have content that is valuable long-term, showcase those newsletters in the Newsletter Archive, which organizes and offers them to your website visitors. Request Review* - You can use the Request Review tool to send a review request by email or text to a satisfied customer. Scheduled Sale - This useful tool allows you to plan pricing changes for your sales events and set prices to change on specific days and times you need. Text Message* - You can send Text Messages to your customers you've flagged to be eligible to receive marketing text messages from you using this simple tool. * The Marketing Package is required for this module to be active in your system, and requires an addition to your monthly billing. Reports The Reports area allows you great flexibility in how you view your sales and inventory data. Reports such as the End of Day, Transaction Detail, and Sales Details allow you many options in different ways you can filter your information. Other reports show you the current status in an area of the system, such as all current Class registrations and the current Inventory Value. The Reports page also has its own Favorites feature, so if you on the Reports button on the left, or click to View All, you can click Star buttons for the reports to which you need fast access. Report Favorites - This list appears here, and also appears up in the Favorites menu in the upper right, and if you hover your mouse over Reports and have any Favorites saved, you will see them there as well. Custom Report Configurations - The Sales Details report allows you to configure it in different ways and save different views you need. Items each user saves will appear only for that user in this area, as well as in the Favorites at the top, and when you hover over the Reports button. Star Buttons - Each report on the page has a Star button that allows you to set it as a Favorite. The favorites you save will only appear that way for you, and other users can set their own. Getting Started / Help onboarding system basics}', 31='{type=number, value=2}'}, {id=191604258468, createdAt=1750439292541, updatedAt=1769804746963, path='how-purchase-orders-and-receiving-orders-work', name='How Purchase Orders and Receiving Orders Work', 32='{type=number, value=1}', 2='{type=string, value=http://rainpos.my.site.com/s/article/How-Purchase-Orders-and-Receiving-Orders-Work}', 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'}]}', 21='{type=number, value=0}', 6='{type=string, value=

The system has a robust purchasing module, and is flexible to accommodate your preferences. It may be that you have an ordering system you currently use that you don't want to move away from. If so, we have you covered: you can continue to order through that system, and just do Receiving Orders to add the inventory to the system.

Our Purchase Order system allows you to work with Vendors you've saved in the system to put together a printable order you can send to the vendor. You may see 'PO' as a short way to write Purchase Order and 'RO' as short for Receiving Order, in our documentation, and the ordering system is often referred to as PO/RO.

When you create a Purchase Order, think of it as your original reference set of the items on order. Once you've sent it, you're basically waiting to start receiving the items. They may come all in one shipment, or they may be scattered out in several shipments, but you can always go back to the Purchase Order and see that original reference set of all the items (that's what you see when you first open it). You can also see any Receiving Orders that resulted from those shipments, and each of those will be sub-sets of that original reference set of items.

Receiving Orders are created either from a Sent Purchase Order or from scratch, if you are not using our Purchase Orders. Every shipment you receive will generate a Receiving Order. The easiest way to access them is if they are tied to a PO, you can go to Purchasing and see any RO's that have been created so far from the original Purchase Order (as pictured), and/or you can continue receiving on the order. The other method is just to start with a Receiving Order.

To learn more about the Purchasing system, click here: Purchase Orders

 

}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 9='{type=string, value=How Purchase Orders and Receiving Orders Work}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692543, name='Purchasing'}]}', 28='{type=string, value=How Purchase Orders and Receiving Orders Work The system has a robust purchasing module, and is flexible to accommodate your preferences. It may be that you have an ordering system you currently use that you don't want to move away from. If so, we have you covered: you can continue to order through that system, and just do Receiving Orders to add the inventory to the system. Our Purchase Order system allows you to work with Vendors you've saved in the system to put together a printable order you can send to the vendor. You may see 'PO' as a short way to write Purchase Order and 'RO' as short for Receiving Order, in our documentation, and the ordering system is often referred to as PO/RO. When you create a Purchase Order, think of it as your original reference set of the items on order. Once you've sent it, you're basically waiting to start receiving the items. They may come all in one shipment, or they may be scattered out in several shipments, but you can always go back to the Purchase Order and see that original reference set of all the items (that's what you see when you first open it). You can also see any Receiving Orders that resulted from those shipments, and each of those will be sub-sets of that original reference set of items. Receiving Orders are created either from a Sent Purchase Order or from scratch, if you are not using our Purchase Orders. Every shipment you receive will generate a Receiving Order. The easiest way to access them is if they are tied to a PO, you can go to Purchasing and see any RO's that have been created so far from the original Purchase Order (as pictured), and/or you can continue receiving on the order. The other method is just to start with a Receiving Order. To learn more about the Purchasing system, click here: Purchase Orders Purchasing}', 31='{type=number, value=1}'}, {id=191604258630, createdAt=1750439292633, updatedAt=1763046281679, path='the-products-page', name='The Products Page', 2='{type=string, value=http://rainpos.my.site.com/s/article/The-Products-Page}', 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'}]}', 37='{type=number, value=1}', 6='{type=string, value=

Find and Work With Your Products On-Screen

You can get to this part of the system by logging into the system and on the left in our Admin Toolbar, clicking Inventory > Products.

The main Products page is one of the most powerful parts of the system, and it's an area where you'll be doing a lot of your work. When you first open this page, you will see a list beginning with your most recently added items.

Here are the major features of the page:

1. New Product - You can click the New Product button to manually create a product or to add a product from the catalog. You can also click the drop-list if you want to create a Kit product, or if you want to add a lot of products to your inventory at once by using the bulk add products from the catalog option.

2. Bulk Actions - This area allows you to do several things with products you search for and select in the item list. Full details are below in the section on Bulk Actions.
3. Item Search - Search by Title, UPC, SKU, or Manufacturer ID for products if you know specifically what you are searching for. All products with matching info will populate in the item list.
4. Filters - You can use Filters to select very specific product attributes. For the full functionality, please see the section below on Filters. Once you have searched for items using the Filters list, an X button appears on the right that will allow you to clear all selected Filters.
5. Select All / Select Individual Items - After you search and/or filter for the items you want, if you want to do any Bulk Actions with them, you need to check the box for each item. If you want to check all the boxes at once, or un-check all select boxes, click in the topmost box. The Select All function will do so across multiple pages, if you have that many products in your search or filter results. Once you have selected one or more items, a Clear Selection button will appear that will allow you to remove the check-boxes from all selected items, or it also has a drop-list that lets you View Selected items, which will clear from the page any items that are not selected (see image below).
6. Product Options - If a product has different Options, such as colors, sizes, etc., it will have a number in blue in this area. Clicking on the number will open up a list of all of the Options. If any are Deactivated, they will have a line through the text, as pictured above.

7. Product Details - This page provides the product Title (which you can click on to open the Edit Product view in a panel), the Price (which shows a range of low to high for Options that have different prices), UPC number, SKU number, and the Quantity in stock (which displays a cumulative total of items across all Locations, if you have multiple locations set up in the system. For products with Options, a total Quantity across all Options is displayed, and you expand the list of Options, and then you can see the Quantity for each one.
8. Item Actions - You can either Duplicate an item by opening this drop-list, or you can Delete it. Please note that even deleted products can be searched for (in the Filters area), reopened, and if you Save them, they will become active again.

 

Bulk Product Actions

To work with your products in bulk without having to use a spreadsheet, here are the basic steps:

1. Either Search for the products you want by product ID or keyword, or use the Filters tool to find the products with which you want to work.
2. Check the boxes for the products you want, or check the topmost box to Select All.
3. Click the Bulk Actions button and choose which action you want to perform.

Here are the major Bulk Actions functions:

1. Select All / Deselect All - Once you have searched or filtered for the products with which you want to work, you can click this check-box to select all of them on the current page. Once you do, a link will appear above that will let you select all items across all pages if you need.

2. Bulk Actions Button - This button will show the total number of selected products, and clicking it will drop the list of functions down for you.

3. Print Barcode Labels - Clicking this option will load all selected products into the Print Barcode Labels window, and you can work with quantities per label and see previews from there. Click here to learn more about bulk printing inventory labels (this link will open in a new tab): Products Page: Bulk Print Barcode Labels

4. Edit Products - If you open this tool, you will be able to apply bulk edits to all selected products, such as adding them to a Department, to Categories, Manufacturers, or Vendors. You can also edit prices and other key information. For full details, click here to view the Bulk Edit Products article in a new browser tab (this one will remain open).

5. Export CSV - Clicking this option will download a CSV file of the selected products that you can open in any spreadsheet program or app. Click here to learn more about Export and Import of Bulk Products (link will open in a new tab): Products Page: Bulk Import and Export Products

6. Import CSV - Clicking this option will allow you to upload product updates in bulk by spreadsheet. It's best to first Export as above the products you want to edit, then upload the adjusted CSV file.

7. Export Purchase Order - Click this option to load the selected products into a new Purchase Order. Click here to learn more about exporting products to inventory orders (this link will open in a new tab): Products Page: Export Products to Purchase Orders and Receiving Orders

8. Export Receiving Order - If you have inventory on the way from a Vendor, you can click this option to load the selected products into a new Receiving Order.

 

Using the Filters Tool

The Filters tool is a powerful way to find very specific groupings of products. Here is the full list of product attributes for which you can Filter:

You can filter for multiple attributes at once: For example, let's say you need to find products in your On Sale category that were created after the 15th of last month. You can use the Category drop-list to choose the On Sale category, then you can enter the Date Created near the bottom, and when you click Search, it will only give you the products created as of that date and after that are in your Sale category. You can clear your Filters by either clicking the X that comes up to the right of the Filters button, or if the Filters panel is open, you can click the Reset button at the bottom.

Please Note: There are some special filters that let you filter for products in system Integrations, such as the Reverb and Shopify filters pictured above. In the future more will be created. You'll see them automatically for integrations you have made.

 

 

}', 38='{type=number, value=0}', 39='{type=number, value=0}', 40='{type=number, value=1}', 9='{type=string, value=The Products Page}', 21='{type=number, value=0}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 23='{type=list, value=[{id=1, name='featured_content', order=0, label='Featured Content'}]}', 24='{type=list, value=[{id=10, name='products', order=9, label='Products'}]}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692537, name='Inventory'}]}', 28='{type=string, value=The Products Page Find and Work With Your Products On-Screen You can get to this part of the system by logging into the system and on the left in our Admin Toolbar, clicking Inventory > Products. The main Products page is one of the most powerful parts of the system, and it's an area where you'll be doing a lot of your work. When you first open this page, you will see a list beginning with your most recently added items. Here are the major features of the page: New Product - You can click the New Product button to manually create a product or to add a product from the catalog. You can also click the drop-list if you want to create a Kit product, or if you want to add a lot of products to your inventory at once by using the bulk add products from the catalog option. Bulk Actions - This area allows you to do several things with products you search for and select in the item list. Full details are below in the section on Bulk Actions. Item Search - Search by Title, UPC, SKU, or Manufacturer ID for products if you know specifically what you are searching for. All products with matching info will populate in the item list. Filters - You can use Filters to select very specific product attributes. For the full functionality, please see the section below on Filters. Once you have searched for items using the Filters list, an X button appears on the right that will allow you to clear all selected Filters. Select All / Select Individual Items - After you search and/or filter for the items you want, if you want to do any Bulk Actions with them, you need to check the box for each item. If you want to check all the boxes at once, or un-check all select boxes, click in the topmost box. The Select All function will do so across multiple pages, if you have that many products in your search or filter results. Once you have selected one or more items, a Clear Selection button will appear that will allow you to remove the check-boxes from all selected items, or it also has a drop-list that lets you View Selected items, which will clear from the page any items that are not selected (see image below). Product Options - If a product has different Options, such as colors, sizes, etc., it will have a number in blue in this area. Clicking on the number will open up a list of all of the Options. If any are Deactivated, they will have a line through the text, as pictured above. Product Details - This page provides the product Title (which you can click on to open the Edit Product view in a panel), the Price (which shows a range of low to high for Options that have different prices), UPC number, SKU number, and the Quantity in stock (which displays a cumulative total of items across all Locations, if you have multiple locations set up in the system. For products with Options, a total Quantity across all Options is displayed, and you expand the list of Options, and then you can see the Quantity for each one. Item Actions - You can either Duplicate an item by opening this drop-list, or you can Delete it. Please note that even deleted products can be searched for (in the Filters area), reopened, and if you Save them, they will become active again. Bulk Product Actions To work with your products in bulk without having to use a spreadsheet, here are the basic steps: Either Search for the products you want by product ID or keyword, or use the Filters tool to find the products with which you want to work. Check the boxes for the products you want, or check the topmost box to Select All. Click the Bulk Actions button and choose which action you want to perform. Here are the major Bulk Actions functions: 1. Select All / Deselect All - Once you have searched or filtered for the products with which you want to work, you can click this check-box to select all of them on the current page. Once you do, a link will appear above that will let you select all items across all pages if you need. 2. Bulk Actions Button - This button will show the total number of selected products, and clicking it will drop the list of functions down for you. 3. Print Barcode Labels - Clicking this option will load all selected products into the Print Barcode Labels window, and you can work with quantities per label and see previews from there. Click here to learn more about bulk printing inventory labels (this link will open in a new tab): Products Page: Bulk Print Barcode Labels 4. Edit Products - If you open this tool, you will be able to apply bulk edits to all selected products, such as adding them to a Department, to Categories, Manufacturers, or Vendors. You can also edit prices and other key information. For full details, click here to view the Bulk Edit Products article in a new browser tab (this one will remain open). 5. Export CSV - Clicking this option will download a CSV file of the selected products that you can open in any spreadsheet program or app. Click here to learn more about Export and Import of Bulk Products (link will open in a new tab): Products Page: Bulk Import and Export Products 6. Import CSV - Clicking this option will allow you to upload product updates in bulk by spreadsheet. It's best to first Export as above the products you want to edit, then upload the adjusted CSV file. 7. Export Purchase Order - Click this option to load the selected products into a new Purchase Order. Click here to learn more about exporting products to inventory orders (this link will open in a new tab): Products Page: Export Products to Purchase Orders and Receiving Orders 8. Export Receiving Order - If you have inventory on the way from a Vendor, you can click this option to load the selected products into a new Receiving Order. Using the Filters Tool The Filters tool is a powerful way to find very specific groupings of products. Here is the full list of product attributes for which you can Filter: You can filter for multiple attributes at once: For example, let's say you need to find products in your On Sale category that were created after the 15th of last month. You can use the Category drop-list to choose the On Sale category, then you can enter the Date Created near the bottom, and when you click Search, it will only give you the products created as of that date and after that are in your Sale category. You can clear your Filters by either clicking the X that comes up to the right of the Filters button, or if the Filters panel is open, you can click the Reset button at the bottom. Please Note: There are some special filters that let you filter for products in system Integrations, such as the Reverb and Shopify filters pictured above. In the future more will be created. You'll see them automatically for integrations you have made. Inventory products}'}, {id=191604258662, createdAt=1750439292665, updatedAt=1769704529133, path='working-with-special-orders', name='Working with Special Orders', 2='{type=string, value=http://rainpos.my.site.com/s/article/Working-with-Special-Orders}', 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'}]}', 21='{type=number, value=0}', 6='{type=string, value=

How to Process Special Orders

You can create Special Orders by going to your Register by either clicking the Register button in the upper left or by clicking POS in the blue Admin Toolbar, then clicking the Register button. You can see your list of special orders by hovering over Modules on the left and clicking Special Orders.

 

Creating Special Orders

To start a new Special Order, go to your Register and first load the Customer. Once they are displaying, go to the upper right and click on any of the Customer Actions icons (the icon for Special Orders is the one that looks like a ticket on the far right).

The Customer Actions panel will open, and you can find Special Orders a short way down the list. To create a new one, click the blue + button.

The New Special Order panel will open and you can begin creating the Special Order:

1. Original Transaction - If you are working with a Special Order that is already in process and that has been saved, you can click the Created date to view and work with the original transaction.
2. Sales Rep - If you need to add one or more Sales Representatives to the SO, you can do that by clicking the pencil. If you are adding more than one, you can set percentage of commissions exactly the same way it is done in the Register.
3. Tax Profile - If you are using the Tax Profiles feature, you can apply the appropriate profile to the Special Order.
4. Deposits - In order to start your Special Order, you must put in a Deposit value, even if that number is 0. Whatever amount you put in this field will be added to the Register to be paid by the customer right away to start the Special Order. If you add items to a Special Order, you can also add another Deposit and click to Pay Deposit, as pictured below.
5. Notes - If you need to record any special things to be aware of about the order, enter them here.
6. Item Search - You can scan in barcodes or search by keyword for items you will add to the Special Order.
7. New Item - You can use this button to either create a full new Product or you can create a Placeholder for users who don't have product-creation permission or in situations where you don't have details yet about the product and want to have a placeholder for now and you'll finish creating the actual product later. For more info on Placeholders, click here (this link will open in a new browser tab for you): Special Order Placeholder Items
8. Item Info - Item IDs will display as well as Variant names along with the product Title.
9. Vendors - If the item is associated with a Vendor, that will display here. You can add items from any number of Vendors to a Special Order.
10. Price - If you need to adjust the base price of the item, you can do so here just like in the Register.
11. Quantity - If you are ordering more than one of an item, you can adjust the Quantity and the Total will adjust automatically.
12. Received- If all or part of the Quantity for a line item has been Received in a Receiving Order, that quantity will display here.
13. Picked Up - If all or part of the Quantity for a line item has been Picked Up by the customer, you'll see that quantity here.
14. PO / RO - If you order an item in a PO, you'll see the Purchase Order Number listed here, and you can click to view the PO. RO - If you received an item in an RO, you'll see the Receiving Order Number listed here, and you can click to view the RO.
15. Status- You will see the Status of each line item here.
16. Actions - For any line item, you can add a Discount if you like, or Delete items you don't need.
17. Add to Register (Not Pictured) / Pick Up - You'll see Add to Register when first creating your Special Order. Even if you're not taking a deposit you will need to do a transaction to start the Special Order. This also gives the customer a receipt for the start of the order. This button will save your Special Order and load the Deposit as a line item into the Register for you so the customer can pay the deposit. Once it's been saved, you'll see the Pick Up button, which loads items available to pick up into the Register.
18. Save - Click this button if you have made any changes to the order you need to save. If you leave without saving, the system will NOT prompt you to save, it will just close the panel.
19. Fulfill Order - If there are items in the order that have not been marked as received and ready for pickup, you can click on the Fulfill button and manually fulfill them from here. If you get the inventory in a Receiving Order, the system will automatically fulfill the inventory if it was associated with the Special Order.
20. Print Options - Click this button to print the special order. If you aren't using the Special Order Form Style, you'll have the option to print to your thermal receipt printer. If you are using the Form Style, the Print Ticket option will let you print to letter size paper.
21. Delete - If you are canceling the order, you can click the Delete button. You'll be asked to confirm deletion. The inventory will be available for general sale immediately after instead of being reserved for the special order.

Once the Deposit appears in the Register, if there is an amount due, the customer can pay for it in the normal way. If there is no amount due, the system will allow you to print out a Receipt for the customer so they have a record of having started the Special Order with you.

At this point, your new Special Order is in Draft status, which means it is ready to be added to a Purchase Order. You can see all of your Special Order Drafts by going to POS > Special Orders. You'll also be able to see your other Special Orders. You can click on the Special Order ID, the Item Title, or the Customer Name to open and view the item in the Special Order panel. You can click the Draft status for the order to start a new Purchase Order with the item and Vendor already loaded. This is a great option if you know you don't need to add multiple special orders to the same Purchase Order.

The other way to add your Special Order to a Purchase Order is to go to Inventory > New Purchase Order, and select the Vendor. Any Drafts associated with that Vendor will pop up in an Existing Drafts panel, and you can click on the PO Number to add them to the Purchase Order. Then, if you have other Special Orders that are not associated with a Vendor, a panel will pop up and list those for you. You can click the Add button for any you might want to order from the Vendor in question.

Once you have the Special Order item(s) in the new Purchase Order, you'll notice they are clearly identified. You can adjust whatever you might need for Quantity and the Cost you expect to pay. You can add other items as needed to the Purchase Order in the normal way, for more details on how to complete your Purchase Order and how to do a Receiving Order once the shipment comes in, please click here: Purchase Orders.

Special Order line items in Purchase Orders and Receiving Orders will show the Quantity that is just for the SO below the item name, as pictured above, and can have extra quantity being ordered for the store inventory.

Once you receive the inventory in a Receiving Order, the Special Order will once again separate from the PO/RO, meaning it will be visible under POS > Special Orders, and the other inventory that you received in that Receiving Order will be visible there for reference, if needed.

Once the inventory has been received, if you load the Customer into the Register and click on any of the Customer Actions icons in the upper right, you will have the ability for the Customer to Pick Up the item and finish the purchase.

 

}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 9='{type=string, value=Working with Special Orders}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692541, name='Register'}, {id=190209692542, name='Modules'}, {id=190209692543, name='Purchasing'}]}', 28='{type=string, value=Working with Special Orders How to Process Special Orders You can create Special Orders by going to your Register by either clicking the Register button in the upper left or by clicking POS in the blue Admin Toolbar, then clicking the Register button. You can see your list of special orders by hovering over Modules on the left and clicking Special Orders. Creating Special Orders To start a new Special Order, go to your Register and first load the Customer. Once they are displaying, go to the upper right and click on any of the Customer Actions icons (the icon for Special Orders is the one that looks like a ticket on the far right). The Customer Actions panel will open, and you can find Special Orders a short way down the list. To create a new one, click the blue + button. The New Special Order panel will open and you can begin creating the Special Order: Original Transaction - If you are working with a Special Order that is already in process and that has been saved, you can click the Created date to view and work with the original transaction. Sales Rep - If you need to add one or more Sales Representatives to the SO, you can do that by clicking the pencil. If you are adding more than one, you can set percentage of commissions exactly the same way it is done in the Register. Tax Profile - If you are using the Tax Profiles feature, you can apply the appropriate profile to the Special Order. Deposits - In order to start your Special Order, you must put in a Deposit value, even if that number is 0. Whatever amount you put in this field will be added to the Register to be paid by the customer right away to start the Special Order. If you add items to a Special Order, you can also add another Deposit and click to Pay Deposit, as pictured below. Notes - If you need to record any special things to be aware of about the order, enter them here. Item Search - You can scan in barcodes or search by keyword for items you will add to the Special Order. New Item - You can use this button to either create a full new Product or you can create a Placeholder for users who don't have product-creation permission or in situations where you don't have details yet about the product and want to have a placeholder for now and you'll finish creating the actual product later. For more info on Placeholders, click here (this link will open in a new browser tab for you): Special Order Placeholder Items Item Info - Item IDs will display as well as Variant names along with the product Title. Vendors - If the item is associated with a Vendor, that will display here. You can add items from any number of Vendors to a Special Order. Price - If you need to adjust the base price of the item, you can do so here just like in the Register. Quantity - If you are ordering more than one of an item, you can adjust the Quantity and the Total will adjust automatically. Received- If all or part of the Quantity for a line item has been Received in a Receiving Order, that quantity will display here. Picked Up - If all or part of the Quantity for a line item has been Picked Up by the customer, you'll see that quantity here. PO / RO - If you order an item in a PO, you'll see the Purchase Order Number listed here, and you can click to view the PO. RO - If you received an item in an RO, you'll see the Receiving Order Number listed here, and you can click to view the RO. Status- You will see the Status of each line item here. Actions - For any line item, you can add a Discount if you like, or Delete items you don't need. Add to Register (Not Pictured) / Pick Up - You'll see Add to Register when first creating your Special Order. Even if you're not taking a deposit you will need to do a transaction to start the Special Order. This also gives the customer a receipt for the start of the order. This button will save your Special Order and load the Deposit as a line item into the Register for you so the customer can pay the deposit. Once it's been saved, you'll see the Pick Up button, which loads items available to pick up into the Register. Save - Click this button if you have made any changes to the order you need to save. If you leave without saving, the system will NOT prompt you to save, it will just close the panel. Fulfill Order - If there are items in the order that have not been marked as received and ready for pickup, you can click on the Fulfill button and manually fulfill them from here. If you get the inventory in a Receiving Order, the system will automatically fulfill the inventory if it was associated with the Special Order. Print Options - Click this button to print the special order. If you aren't using the Special Order Form Style, you'll have the option to print to your thermal receipt printer. If you are using the Form Style, the Print Ticket option will let you print to letter size paper. Delete - If you are canceling the order, you can click the Delete button. You'll be asked to confirm deletion. The inventory will be available for general sale immediately after instead of being reserved for the special order. Once the Deposit appears in the Register, if there is an amount due, the customer can pay for it in the normal way. If there is no amount due, the system will allow you to print out a Receipt for the customer so they have a record of having started the Special Order with you. At this point, your new Special Order is in Draft status, which means it is ready to be added to a Purchase Order. You can see all of your Special Order Drafts by going to POS > Special Orders. You'll also be able to see your other Special Orders. You can click on the Special Order ID, the Item Title, or the Customer Name to open and view the item in the Special Order panel. You can click the Draft status for the order to start a new Purchase Order with the item and Vendor already loaded. This is a great option if you know you don't need to add multiple special orders to the same Purchase Order. The other way to add your Special Order to a Purchase Order is to go to Inventory > New Purchase Order, and select the Vendor. Any Drafts associated with that Vendor will pop up in an Existing Drafts panel, and you can click on the PO Number to add them to the Purchase Order. Then, if you have other Special Orders that are not associated with a Vendor, a panel will pop up and list those for you. You can click the Add button for any you might want to order from the Vendor in question. Once you have the Special Order item(s) in the new Purchase Order, you'll notice they are clearly identified. You can adjust whatever you might need for Quantity and the Cost you expect to pay. You can add other items as needed to the Purchase Order in the normal way, for more details on how to complete your Purchase Order and how to do a Receiving Order once the shipment comes in, please click here: Purchase Orders. Special Order line items in Purchase Orders and Receiving Orders will show the Quantity that is just for the SO below the item name, as pictured above, and can have extra quantity being ordered for the store inventory. Once you receive the inventory in a Receiving Order, the Special Order will once again separate from the PO/RO, meaning it will be visible under POS > Special Orders, and the other inventory that you received in that Receiving Order will be visible there for reference, if needed. Once the inventory has been received, if you load the Customer into the Register and click on any of the Customer Actions icons in the upper right, you will have the ability for the Customer to Pick Up the item and finish the purchase. 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You can get to this part of the system by clicking Customers > Customers. Search for and click on the ID Number for the customer you want to edit, or to start a new one, click the +New Customer button. If you're just creating a new customer, from anywhere in the system you can click on the +Create New button at the top and in the drop-list, click Customer.

 

Other Customer Articles in This Series:

Adding and Editing Customers - Part 1: Details Tab

Adding and Editing Customers Part 3: Specialty Tabs

 

Edit Customer: Settings Tab

1. Customer Discount - For employees or other customers who are entitled to a Discount, you can add that percentage here. NOTE: this discount will be added to any other discounts applied in the Register, so be careful about the discounts you apply.

2. Accept Checks - By default, all new customers have this setting toggled to ON. You can change that for customers who do not qualify to use personal checks in your store.

3. Sales Lead - You can toggle this On if the Customer is a sales prospect for something you sell so you can actively market to them. There is a setting in the main Customers list that allows you to view only your Sales Leads to help you with your marketing.

4. Wholesale - If the Wholesale functionality is active for your store, you will see this toggle. If you set a customer as Wholesale, they will use your Wholesale pricing and will not be taxed for their purchases. If the customer logs into your website as a Wholesale member, they will see the wholesale pricing and descriptions, if they are not logged in, they will see the retail info only. Customers cannot purchase both wholesale and retail in the same transaction.

5. Inactive - If you set a Customer as Inactive, of course they can still shop with you and they will still function normally in all parts of the system. In the Bulk area of Customers when you download your Customers spreadsheet, you can see which customers have been flagged as Inactive and use that information in your marketing efforts.

6. Allow Payments On Account - By default this is toggled ON for all customers, and it allows you to create Invoices for the customer, if needed. If this is enabled, you also have the option of adding refund amounts to the customer's account as a credit balance.

7. Send Notification Text Messages - If you have had us set up the optional Text Messaging service either by itself or with the The Marketing Package, you have the ability to have the system Send Notification Text Messages from parts of the system such as Work Orders, Rent to Own, and Rentals.

8. Send Marketing Text Messages - Also a feature of our optional Text Messaging service with the Marketing Package, this function allows you to Send Marketing Text Messages to customers in bulk from the Marketing area of Jewel360. Please note that both #8 and #9 require that the customer has a valid Mobile Phone number saved in the appropriate field in the Details tab of the Edit Customer panel.

9. Reward Program Eligibility - If you do not want to have the Customer receive Reward Points for items they purchase, toggle this setting to Off.

10. Reward Points - This field shows the current number of Reward Points the customer has. Please note that this is not their lifetime total; it is just how many they've generated since they earned their most recent Reward Coupon. You can manually adjust this number, if your login permission level allows.

11. View Coupons - If you click to View Coupons, the Coupons panel will open, showing the customer's most recent coupons at the bottom. A) You can manually create a Reward Coupon (this is a great way to console a customer whose Reward Coupon may have expired) by clicking the Add Reward Coupon button. B) You can view the transaction in which a Reward Coupon was Issued by clicking on the reward Transaction ID link. C) You can Delete a Reward Coupon. For Reward Coupons that were D) Redeemed, you can click the Transaction ID link to see the transaction in which they were used. If needed, and E) you can see the Expiration Date for each of your Reward Coupons, if you have them set to expire.

    

12. Rewards History - Clicking the Rewards History button will bring up a panel showing you the full history of all reward points earned in the customer's history with you, with a line item for each transaction and manual edit. You can click on any transaction to see full details, and you can also click to see Notes on manual changes that were made.

    

13. Tax Exempt - For non-profit organizations and other customers that qualify to be Tax Exempt, you can set that for them here.

14. Tax ID - Be sure to enter this for anyone set to be Tax Exempt for reference if your tax jurisdiction inquires about the customer tax-free purchases.

 

Edit Customer: Marketing Tab

If you have put in an Email Address for the customer, it will be displayed here, along with all Email Marketing Lists the customer is currently subscribed to. It's important to note that before checking a box to add a Customer to one of your mailing lists (all lists you have created under Marketing > Email Lists will appear here) that you verify with the customer verbally that it's okay for you to do so. If you just automatically add every customer, it is likely several will flag you as a spammer for receiving unwanted emails from you. The more times that happens, the more likely it is that one of the big email providers (Gmail, Yahoo, AOL, etc.) will begin blocking your emails.

Customer Groups the customer has been added to will also have their boxes checked here. You can create groups for your customers in the Customers > Customer Groups tool. This functionality is explained more fully below, but to add a Customer to a Customer Group you've created, check the box for the group of which you would like them to be a part, then click Save at the bottom.

If you are using the Marketing Package, you'll see the different Automated Marketing Emails that are active for your organization.

The Marketing Unsubscribes (not pictured) is something you will only see if you have the Marketing Package and if the customer has chosen to unsubscribe from any of the automated marketing emails. You have the ability, at the request of the customer, to Resubscribe them to marketing emails of which they have opted out.

 

Edit Customer: History Tab

1. View Serial Numbers Purchased - Clicking the View Serial Numbers Purchased button will open a list of all serialized items the customer has purchased from you. If you click on a serial number, it will open a Serialized Item Report, showing the full details of the item, including any Repairs / Work Orders you have done for the item.

Serial Number History will display the data below, and you can click on the serial number to view more details about the item. You can also see the original transaction by clicking the Event ID.

Serial Number Detail:

2. View Classes Purchased - If you click on the View Classes Purchased button you'll see a list of all class sessions purchased with the most recent at the top.

3. View Outstanding Invoices - If the customer has any Invoices you can view outstanding invoices here. You are able to either print or email a statement that will combine open invoices into a single statement. You can also click on an Invoice ID to open an work with it further.

4. Search - Whether viewing Transactions or Items (see #6 below) you can search for items using this area.
5. Transactions - Each Transaction the Customer has done with you will be listed in order with the most recent at the top. You can click on a Transaction ID to open and work with the transaction.
6. Display Line Items - If you want to view a list of all items the customer has purchased, toggle this On, the view will look like the example below, with items in the same transaction grouped together like the two highlighted here:

 

Edit Customer: Layaways Tab

Only the customer's active layaways will display in this view. To view completed ones, you will need to go to Modules > Layaways, and click to Show Completed Layaways. Clicking on the Layaway ID will open the Edit Layaway panel to let you view and edit the Layaway as needed. For more information on working with your Layaways, click here: Layaways. You can click the Pay button to allow the customer to make a payment toward their Layaway purchase. Note that if the customer wants to pay the whole thing off, it is best to click the Layaway ID and click the Pick Up button at the bottom, which will load all remaining charges for the Layaway into the Register.

 

Edit Customer: Lists Tab

There are two possible areas for this tab: If your store has Tailored Lists active, you will see a sub-tab for those. You will also see Gift Registry.

For Tailored Lists, if the customer has any, they will appear under the sub-tab. You can click on the list name to add items or edit the list. For more information on working with Tailored Lists, click here.

If your customer has created a Gift Registry, you will see it listed in the sub-tab as pictured below. Unlike Tailored Lists, you cannot view a Gift Registry from this area.

For information about specialty tabs in the Customer page, such as Subscriptions, Consignment, and more, click here to view part three: Adding and Editing Customers Part 3: Specialty Tabs

 

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You can get to this part of the system by clicking Customers > Customers. Search for and click on the ID Number for the customer you want to edit, or to start a new one, click the +New Customer button. If you're just creating a new customer, from anywhere in the system you can click on the +Create New button at the top and in the drop-list, click Customer.

 

Other Customer Articles in This Series:

Adding and Editing Customers - Part 1: Details Tab

Adding and Editing Customers Part 3: Specialty Tabs

 

Edit Customer: Settings Tab

1. Customer Discount - For employees or other customers who are entitled to a Discount, you can add that percentage here. NOTE: this discount will be added to any other discounts applied in the Register, so be careful about the discounts you apply.

2. Accept Checks - By default, all new customers have this setting toggled to ON. You can change that for customers who do not qualify to use personal checks in your store.

3. Sales Lead - You can toggle this On if the Customer is a sales prospect for something you sell so you can actively market to them. There is a setting in the main Customers list that allows you to view only your Sales Leads to help you with your marketing.

4. Wholesale - If the Wholesale functionality is active for your store, you will see this toggle. If you set a customer as Wholesale, they will use your Wholesale pricing and will not be taxed for their purchases. If the customer logs into your website as a Wholesale member, they will see the wholesale pricing and descriptions, if they are not logged in, they will see the retail info only. Customers cannot purchase both wholesale and retail in the same transaction.

5. Inactive - If you set a Customer as Inactive, of course they can still shop with you and they will still function normally in all parts of the system. In the Bulk area of Customers when you download your Customers spreadsheet, you can see which customers have been flagged as Inactive and use that information in your marketing efforts.

6. Allow Payments On Account - By default this is toggled ON for all customers, and it allows you to create Invoices for the customer, if needed. If this is enabled, you also have the option of adding refund amounts to the customer's account as a credit balance.

7. Send Notification Text Messages - If you have had us set up the optional Text Messaging service either by itself or with the The Marketing Package, you have the ability to have the system Send Notification Text Messages from parts of the system such as Work Orders, Rent to Own, and Rentals.

8. Send Marketing Text Messages - Also a feature of our optional Text Messaging service with the Marketing Package, this function allows you to Send Marketing Text Messages to customers in bulk from the Marketing area of Jewel360. Please note that both #8 and #9 require that the customer has a valid Mobile Phone number saved in the appropriate field in the Details tab of the Edit Customer panel.

9. Reward Program Eligibility - If you do not want to have the Customer receive Reward Points for items they purchase, toggle this setting to Off.

10. Reward Points - This field shows the current number of Reward Points the customer has. Please note that this is not their lifetime total; it is just how many they've generated since they earned their most recent Reward Coupon. You can manually adjust this number, if your login permission level allows.

11. View Coupons - If you click to View Coupons, the Coupons panel will open, showing the customer's most recent coupons at the bottom. A) You can manually create a Reward Coupon (this is a great way to console a customer whose Reward Coupon may have expired) by clicking the Add Reward Coupon button. B) You can view the transaction in which a Reward Coupon was Issued by clicking on the reward Transaction ID link. C) You can Delete a Reward Coupon. For Reward Coupons that were D) Redeemed, you can click the Transaction ID link to see the transaction in which they were used. If needed, and E) you can see the Expiration Date for each of your Reward Coupons, if you have them set to expire.

    

12. Rewards History - Clicking the Rewards History button will bring up a panel showing you the full history of all reward points earned in the customer's history with you, with a line item for each transaction and manual edit. You can click on any transaction to see full details, and you can also click to see Notes on manual changes that were made.

    

13. Tax Exempt - For non-profit organizations and other customers that qualify to be Tax Exempt, you can set that for them here.

14. Tax ID - Be sure to enter this for anyone set to be Tax Exempt for reference if your tax jurisdiction inquires about the customer tax-free purchases.

 

Edit Customer: Marketing Tab

If you have put in an Email Address for the customer, it will be displayed here, along with all Email Marketing Lists the customer is currently subscribed to. It's important to note that before checking a box to add a Customer to one of your mailing lists (all lists you have created under Marketing > Email Lists will appear here) that you verify with the customer verbally that it's okay for you to do so. If you just automatically add every customer, it is likely several will flag you as a spammer for receiving unwanted emails from you. The more times that happens, the more likely it is that one of the big email providers (Gmail, Yahoo, AOL, etc.) will begin blocking your emails.

Customer Groups the customer has been added to will also have their boxes checked here. You can create groups for your customers in the Customers > Customer Groups tool. This functionality is explained more fully below, but to add a Customer to a Customer Group you've created, check the box for the group of which you would like them to be a part, then click Save at the bottom.

If you are using the Marketing Package, you'll see the different Automated Marketing Emails that are active for your organization.

The Marketing Unsubscribes (not pictured) is something you will only see if you have the Marketing Package and if the customer has chosen to unsubscribe from any of the automated marketing emails. You have the ability, at the request of the customer, to Resubscribe them to marketing emails of which they have opted out.

 

Edit Customer: History Tab

1. View Serial Numbers Purchased - Clicking the View Serial Numbers Purchased button will open a list of all serialized items the customer has purchased from you. If you click on a serial number, it will open a Serialized Item Report, showing the full details of the item, including any Repairs / Work Orders you have done for the item.

Serial Number History will display the data below, and you can click on the serial number to view more details about the item. You can also see the original transaction by clicking the Event ID.

Serial Number Detail:

2. View Classes Purchased - If you click on the View Classes Purchased button you'll see a list of all class sessions purchased with the most recent at the top.

3. View Outstanding Invoices - If the customer has any Invoices you can view outstanding invoices here. You are able to either print or email a statement that will combine open invoices into a single statement. You can also click on an Invoice ID to open an work with it further.

4. Search - Whether viewing Transactions or Items (see #6 below) you can search for items using this area.
5. Transactions - Each Transaction the Customer has done with you will be listed in order with the most recent at the top. You can click on a Transaction ID to open and work with the transaction.
6. Display Line Items - If you want to view a list of all items the customer has purchased, toggle this On, the view will look like the example below, with items in the same transaction grouped together like the two highlighted here:

 

Edit Customer: Layaways Tab

Only the customer's active layaways will display in this view. To view completed ones, you will need to go to Modules > Layaways, and click to Show Completed Layaways. Clicking on the Layaway ID will open the Edit Layaway panel to let you view and edit the Layaway as needed. For more information on working with your Layaways, click here: Layaways. You can click the Pay button to allow the customer to make a payment toward their Layaway purchase. Note that if the customer wants to pay the whole thing off, it is best to click the Layaway ID and click the Pick Up button at the bottom, which will load all remaining charges for the Layaway into the Register.

 

Edit Customer: Lists Tab

There are two possible areas for this tab: If your store has Tailored Lists active, you will see a sub-tab for those. You will also see Gift Registry.

For Tailored Lists, if the customer has any, they will appear under the sub-tab. You can click on the list name to add items or edit the list. For more information on working with Tailored Lists, click here.

If your customer has created a Gift Registry, you will see it listed in the sub-tab as pictured below. Unlike Tailored Lists, you cannot view a Gift Registry from this area.

For information about specialty tabs in the Customer page, such as Rental Contracts, Subscriptions, Consignment, and more, click here to view part three: Adding and Editing Customers Part 3: Specialty Tabs

 

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You can get to this part of the system by clicking Customers > Customers. Search for and click on the ID Number for the customer you want to edit, or to start a new one, click the +New Customer button. If you're just creating a new customer, from anywhere in the system you can click on the +Create New button at the top and in the drop-list, click Customer.

 

Other Customer Articles in This Series:

Adding and Editing Customers - Part 1: Details Tab

Adding and Editing Customers Part 3: Specialty Tabs

 

Edit Customer: Settings Tab

1. Customer Discount - For employees or other customers who are entitled to a Discount, you can add that percentage here. NOTE: this discount will be added to any other discounts applied in the Register, so be careful about the discounts you apply.

2. Accept Checks - By default, all new customers have this setting toggled to ON. You can change that for customers who do not qualify to use personal checks in your store.

3. Sales Lead - You can toggle this On if the Customer is a sales prospect for something you sell so you can actively market to them. There is a setting in the main Customers list that allows you to view only your Sales Leads to help you with your marketing.

4. Wholesale - If the Wholesale functionality is active for your store, you will see this toggle. If you set a customer as Wholesale, they will use your Wholesale pricing and will not be taxed for their purchases. If the customer logs into your website as a Wholesale member, they will see the wholesale pricing and descriptions, if they are not logged in, they will see the retail info only. Customers cannot purchase both wholesale and retail in the same transaction.

5. Inactive - If you set a Customer as Inactive, of course they can still shop with you and they will still function normally in all parts of the system. In the Bulk area of Customers when you download your Customers spreadsheet, you can see which customers have been flagged as Inactive and use that information in your marketing efforts.

6. Allow Payments On Account - By default this is toggled ON for all customers, and it allows you to create Invoices for the customer, if needed. If this is enabled, you also have the option of adding refund amounts to the customer's account as a credit balance.

7. Send Notification Text Messages - If you have had us set up the optional Text Messaging service either by itself or with the The Marketing Package, you have the ability to have the system Send Notification Text Messages from parts of the system such as Work Orders, Rent to Own, and Rentals.

8. Send Marketing Text Messages - Also a feature of our optional Text Messaging service with the Marketing Package, this function allows you to Send Marketing Text Messages to customers in bulk from the Marketing area of Jewel360. Please note that both #8 and #9 require that the customer has a valid Mobile Phone number saved in the appropriate field in the Details tab of the Edit Customer panel.

9. Reward Program Eligibility - If you do not want to have the Customer receive Reward Points for items they purchase, toggle this setting to Off.

10. Reward Points - This field shows the current number of Reward Points the customer has. Please note that this is not their lifetime total; it is just how many they've generated since they earned their most recent Reward Coupon. You can manually adjust this number, if your login permission level allows.

11. View Coupons - If you click to View Coupons, the Coupons panel will open, showing the customer's most recent coupons at the bottom. A) You can manually create a Reward Coupon (this is a great way to console a customer whose Reward Coupon may have expired) by clicking the Add Reward Coupon button. B) You can view the transaction in which a Reward Coupon was Issued by clicking on the reward Transaction ID link. C) You can Delete a Reward Coupon. For Reward Coupons that were D) Redeemed, you can click the Transaction ID link to see the transaction in which they were used. If needed, and E) you can see the Expiration Date for each of your Reward Coupons, if you have them set to expire.

    

12. Rewards History - Clicking the Rewards History button will bring up a panel showing you the full history of all reward points earned in the customer's history with you, with a line item for each transaction and manual edit. You can click on any transaction to see full details, and you can also click to see Notes on manual changes that were made.

    

13. Tax Exempt - For non-profit organizations and other customers that qualify to be Tax Exempt, you can set that for them here.

14. Tax ID - Be sure to enter this for anyone set to be Tax Exempt for reference if your tax jurisdiction inquires about the customer tax-free purchases.

 

Edit Customer: Marketing Tab

If you have put in an Email Address for the customer, it will be displayed here, along with all Email Marketing Lists the customer is currently subscribed to. It's important to note that before checking a box to add a Customer to one of your mailing lists (all lists you have created under Marketing > Email Lists will appear here) that you verify with the customer verbally that it's okay for you to do so. If you just automatically add every customer, it is likely several will flag you as a spammer for receiving unwanted emails from you. The more times that happens, the more likely it is that one of the big email providers (Gmail, Yahoo, AOL, etc.) will begin blocking your emails.

Customer Groups the customer has been added to will also have their boxes checked here. You can create groups for your customers in the Customers > Customer Groups tool. This functionality is explained more fully below, but to add a Customer to a Customer Group you've created, check the box for the group of which you would like them to be a part, then click Save at the bottom.

If you are using the Marketing Package, you'll see the different Automated Marketing Emails that are active for your organization.

The Marketing Unsubscribes (not pictured) is something you will only see if you have the Marketing Package and if the customer has chosen to unsubscribe from any of the automated marketing emails. You have the ability, at the request of the customer, to Resubscribe them to marketing emails of which they have opted out.

 

Edit Customer: History Tab

1. View Serial Numbers Purchased - Clicking the View Serial Numbers Purchased button will open a list of all serialized items the customer has purchased from you. If you click on a serial number, it will open a Serialized Item Report, showing the full details of the item, including any Repairs / Work Orders you have done for the item.

Serial Number History will display the data below, and you can click on the serial number to view more details about the item. You can also see the original transaction by clicking the Event ID.

Serial Number Detail:

2. View Outstanding Invoices - If the customer has any Invoices you can view outstanding invoices here. You are able to either print or email a statement that will combine open invoices into a single statement. You can also click on an Invoice ID to open an work with it further.

3. Search - Whether viewing Transactions or Items (see #6 below) you can search for items using this area.
4. Transactions - Each Transaction the Customer has done with you will be listed in order with the most recent at the top. You can click on a Transaction ID to open and work with the transaction.
5. Display Line Items - If you want to view a list of all items the customer has purchased, toggle this On, the view will look like the example below, with items in the same transaction grouped together like the two highlighted here:

 

Edit Customer: Layaways Tab

Only the customer's active layaways will display in this view. To view completed ones, you will need to go to Modules > Layaways, and click to Show Completed Layaways. Clicking on the Layaway ID will open the Edit Layaway panel to let you view and edit the Layaway as needed. For more information on working with your Layaways, click here: Layaways. You can click the Pay button to allow the customer to make a payment toward their Layaway purchase. Note that if the customer wants to pay the whole thing off, it is best to click the Layaway ID and click the Pick Up button at the bottom, which will load all remaining charges for the Layaway into the Register.

 

Edit Customer: Lists Tab

There are two possible areas for this tab: If your store has Memo (Tailored Lists) active, you will see a sub-tab for those. You will also see Gift Registry.

For Memo, if the customer has any lists, they will appear under the sub-tab. You can click on the list name to add items or edit the list. For more information on working with Memo, click here.

If your customer has created a Gift Registry, you will see it listed in the sub-tab as pictured below. Unlike Tailored Lists, you cannot view a Gift Registry from this area.

For information about specialty tabs in the Customer page, such as Subscriptions, Consignment, Care Plans and more, click here to view part three: Adding and Editing Customers Part 3: Specialty Tabs

 

}', 18='{type=list, value=[{id=3, name='jewel360', order=2, label='Jewel360'}]}', 21='{type=number, value=0}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692536, name='Admin'}, {id=190209692540, name='Customers'}]}', 28='{type=string, value=Adding and Editing Customers - Part 2: Settings, Marketing, History, Layaways, and Lists You can get to this part of the system by clicking Customers > Customers. Search for and click on the ID Number for the customer you want to edit, or to start a new one, click the +New Customer button. If you're just creating a new customer, from anywhere in the system you can click on the +Create New button at the top and in the drop-list, click Customer. Other Customer Articles in This Series: Adding and Editing Customers - Part 1: Details Tab Adding and Editing Customers Part 3: Specialty Tabs Edit Customer: Settings Tab Customer Discount - For employees or other customers who are entitled to a Discount, you can add that percentage here. NOTE: this discount will be added to any other discounts applied in the Register, so be careful about the discounts you apply. Accept Checks - By default, all new customers have this setting toggled to ON. You can change that for customers who do not qualify to use personal checks in your store. Sales Lead - You can toggle this On if the Customer is a sales prospect for something you sell so you can actively market to them. There is a setting in the main Customers list that allows you to view only your Sales Leads to help you with your marketing. Wholesale - If the Wholesale functionality is active for your store, you will see this toggle. If you set a customer as Wholesale, they will use your Wholesale pricing and will not be taxed for their purchases. If the customer logs into your website as a Wholesale member, they will see the wholesale pricing and descriptions, if they are not logged in, they will see the retail info only. Customers cannot purchase both wholesale and retail in the same transaction. Inactive - If you set a Customer as Inactive, of course they can still shop with you and they will still function normally in all parts of the system. In the Bulk area of Customers when you download your Customers spreadsheet, you can see which customers have been flagged as Inactive and use that information in your marketing efforts. Allow Payments On Account - By default this is toggled ON for all customers, and it allows you to create Invoices for the customer, if needed. If this is enabled, you also have the option of adding refund amounts to the customer's account as a credit balance. Send Notification Text Messages - If you have had us set up the optional Text Messaging service either by itself or with the The Marketing Package, you have the ability to have the system Send Notification Text Messages from parts of the system such as Work Orders, Rent to Own, and Rentals. Send Marketing Text Messages - Also a feature of our optional Text Messaging service with the Marketing Package, this function allows you to Send Marketing Text Messages to customers in bulk from the Marketing area of Jewel360. Please note that both #8 and #9 require that the customer has a valid Mobile Phone number saved in the appropriate field in the Details tab of the Edit Customer panel. Reward Program Eligibility - If you do not want to have the Customer receive Reward Points for items they purchase, toggle this setting to Off. Reward Points - This field shows the current number of Reward Points the customer has. Please note that this is not their lifetime total; it is just how many they've generated since they earned their most recent Reward Coupon. You can manually adjust this number, if your login permission level allows. View Coupons - If you click to View Coupons, the Coupons panel will open, showing the customer's most recent coupons at the bottom. A) You can manually create a Reward Coupon (this is a great way to console a customer whose Reward Coupon may have expired) by clicking the Add Reward Coupon button. B) You can view the transaction in which a Reward Coupon was Issued by clicking on the reward Transaction ID link. C) You can Delete a Reward Coupon. For Reward Coupons that were D) Redeemed, you can click the Transaction ID link to see the transaction in which they were used. If needed, and E) you can see the Expiration Date for each of your Reward Coupons, if you have them set to expire. Rewards History - Clicking the Rewards History button will bring up a panel showing you the full history of all reward points earned in the customer's history with you, with a line item for each transaction and manual edit. You can click on any transaction to see full details, and you can also click to see Notes on manual changes that were made. Tax Exempt - For non-profit organizations and other customers that qualify to be Tax Exempt, you can set that for them here. Tax ID - Be sure to enter this for anyone set to be Tax Exempt for reference if your tax jurisdiction inquires about the customer tax-free purchases. Edit Customer: Marketing Tab If you have put in an Email Address for the customer, it will be displayed here, along with all Email Marketing Lists the customer is currently subscribed to. It's important to note that before checking a box to add a Customer to one of your mailing lists (all lists you have created under Marketing > Email Lists will appear here) that you verify with the customer verbally that it's okay for you to do so. If you just automatically add every customer, it is likely several will flag you as a spammer for receiving unwanted emails from you. The more times that happens, the more likely it is that one of the big email providers (Gmail, Yahoo, AOL, etc.) will begin blocking your emails. Customer Groups the customer has been added to will also have their boxes checked here. You can create groups for your customers in the Customers > Customer Groups tool. This functionality is explained more fully below, but to add a Customer to a Customer Group you've created, check the box for the group of which you would like them to be a part, then click Save at the bottom. If you are using the Marketing Package, you'll see the different Automated Marketing Emails that are active for your organization. The Marketing Unsubscribes (not pictured) is something you will only see if you have the Marketing Package and if the customer has chosen to unsubscribe from any of the automated marketing emails. You have the ability, at the request of the customer, to Resubscribe them to marketing emails of which they have opted out. Edit Customer: History Tab View Serial Numbers Purchased - Clicking the View Serial Numbers Purchased button will open a list of all serialized items the customer has purchased from you. If you click on a serial number, it will open a Serialized Item Report, showing the full details of the item, including any Repairs / Work Orders you have done for the item. Serial Number History will display the data below, and you can click on the serial number to view more details about the item. You can also see the original transaction by clicking the Event ID. Serial Number Detail: View Classes Purchased - If you click on the View Classes Purchased button you'll see a list of all class sessions purchased with the most recent at the top. View Outstanding Invoices - If the customer has any Invoices you can view outstanding invoices here. You are able to either print or email a statement that will combine open invoices into a single statement. You can also click on an Invoice ID to open an work with it further. Search - Whether viewing Transactions or Items (see #6 below) you can search for items using this area. Transactions - Each Transaction the Customer has done with you will be listed in order with the most recent at the top. You can click on a Transaction ID to open and work with the transaction. Display Line Items - If you want to view a list of all items the customer has purchased, toggle this On, the view will look like the example below, with items in the same transaction grouped together like the two highlighted here: Edit Customer: Layaways Tab Only the customer's active layaways will display in this view. To view completed ones, you will need to go to Modules > Layaways, and click to Show Completed Layaways. Clicking on the Layaway ID will open the Edit Layaway panel to let you view and edit the Layaway as needed. For more information on working with your Layaways, click here: Layaways. You can click the Pay button to allow the customer to make a payment toward their Layaway purchase. Note that if the customer wants to pay the whole thing off, it is best to click the Layaway ID and click the Pick Up button at the bottom, which will load all remaining charges for the Layaway into the Register. Edit Customer: Lists Tab There are two possible areas for this tab: If your store has Tailored Lists active, you will see a sub-tab for those. You will also see Gift Registry. For Tailored Lists, if the customer has any, they will appear under the sub-tab. You can click on the list name to add items or edit the list. For more information on working with Tailored Lists, click here. If your customer has created a Gift Registry, you will see it listed in the sub-tab as pictured below. Unlike Tailored Lists, you cannot view a Gift Registry from this area. For information about specialty tabs in the Customer page, such as Subscriptions, Consignment, and more, click here to view part three: Adding and Editing Customers Part 3: Specialty Tabs Admin,Customers serialized classes invoices customers automated emails email list email newsletter pos settings wholesale}'}, {id=191604258707, createdAt=1750439292710, updatedAt=1769704580629, path='custom-form-styles-customize-your-documents', name='Custom Form Styles - Customize Your Documents', 32='{type=number, value=1}', 2='{type=string, value=https://rainpos.my.site.com/s/article/Custom-Form-Styles-Customize-Your-Documents}', 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'}]}', 6='{type=string, value=

The Form Styles module allows you to customize different types of documents you print from the system. The list of documents you can customize for letter-size page printing includes:

• Invoices
• Receipts
• Quotes
• Account Statements
• Purchase Orders / Receiving Orders
• Work Orders
• Trial Purchases*

* Trial Purchases is a feature that allows your trusted customers to take home and try out an item for a while, and if it meets their approval they can complete the purchase, if not, they can return it.

You can get to this part of the system by hovering over Modules on the far-left and clicking on Form Styles.

Please Note: If you have multiple Locations set up in the system, your forms will automatically use the correct address information for whatever Location you are working with in this module. You can also customize form content specifically by Location if your different stores have different priorities on the content used. For example, if one of your stores uses a Fax number, but the other doesn't, it can display the Fax number while the other location might only need to list Phone and Email.

 

Your Form Styles List Page

As you create customized forms for use in the system, you will build a list of different forms you have configured, as pictured below. You might have multiple versions of a certain form, such as an Invoice, for different uses. Please note that with the Action button on the right side of each item, you are able to set which form is currently the Default version of the form that the system will use when you go to print a document of that type.

From the list page, you are able to filter your view to specific keywords in the Search field, a specific Type of document or All Types from the drop-list on the right, and if you have multiple store Locations, you will have a drop-list to view one or all of them, as needed. To use a Form Style, you need to set it as the Default of that document type, otherwise those documents will print in the original system style. You can click on the Name of a form to view and edit the content.

 

Create a Custom Form

In the upper right, click on the New Form Style button. You'll be given a drop-list of the different forms you can customize.

All forms listed will print on Letter size paper. Let's use an Invoice as an example:

In the initial view, you will be on the Design tab. You are able to make a Form Style Name to uniquely identify the custom form, and whatever you enter here is the internal name you will see for the form in your list of Form Styles. If you have multiple Locations, you can apply this form to the one you want using the Store Location drop-list. There are several forms that offer either standard Portrait layout, where it prints a full upright page, or also Landscape layout that prints two smaller pages side by side. The right-side copy will be a Store Copy that will include Private Notes in the case of Receipts or Internal Comments in the case of Work Orders. You can choose which you prefer from the Layout drop-list. The documents that offer this Landscape print option are Invoices, Receipts, and Work Orders. See the example below for a Landscape Work Order. You can also add your logo to the form by clicking the Choose File button in the Upload Logo area.

On the right side you will see a preview of the current configuration of the form. You can either click on any of the visible Blue Pencil icons to customize the content of that area, or you can click on the Content tab in the upper left and work from there.

For each editable area, starting with the Header at the top of the page, you will be able to adjust available content to display what you need. Use the checkboxes and links on the left to configure the content you want to show. Please note, the Receipt type of Form Style also allows you to Print the Header on All Pages, as pictured above. If you have that box checked but none of the Contact boxes above checked, you will still see blank spaces at the top of your pages. This is useful if you have letterhead with your logo and info at the top of the page since pages will leave a blank space for the header. Once you have configured everything you want, click to Save your custom document at the bottom.

As you create different custom forms, the first version of each that you create is something you need to manually set as the Default of that type so the system will use it. If you do not set a Default for a document type, the system won't use the Form Style when printing. You can change any other versions you create to be defaults by clicking the Ellipsis Button (the stack of three dots) on the far right. Initially, you will only see the options to Edit or Delete the form. Once you have more than one version of a document type, e.g. an Invoice, you will also have the option of making a non-default version the Default.

 

Working with Table Configurations

Please Note: Some Form Style document types have Tables that are completely editable. For example, if you look at the middle section of the Invoice document above, you see a small table with several headers and information about the items being purchased in the invoice. If we click to edit that section, we'll see something like the image below.

You can drag and drop the columns into whatever order makes the most sense to you. You can also click to Edit Labels of the column headers, and that will open this window where you can configure the table itself:

If there is a column you feel you don't need, you can un-check the Checkbox for that item. Where it says Display As, you can change the text for the column header. For example, you could change Ext Price to Item Subtotal, if you like. Lastly, you can adjust the Width of each column in the table. These numbers always need to add up to 100, so each column is a percent value of 100. This is useful if you have some areas that are longer than others like especially long Descriptions. Once you have this configured the way you want, click Save, and those table changes will be ready to save with the full document at the bottom of the window whenever you're ready.

 

Printing Your Form Styles

When you are using the system and you go to print a document of a type for which you have created a Custom Form Style, the system will use whichever document is the Default to print, meaning you will not be offered a choice of customized documents to print. Be sure to change the Default to the customized form you need before you go to print it.

IMPORTANT: If you create a Receipt document and set it as the Default receipt for one of your Locations, or if you only have one location, the system will print ALL of your receipts moving forward at Letter size unless you check a box at the time of printing to Print Thermal Receipt (pictured below). For Receipts in your Custom Form Styles, you will only want to do this if you want by default to print to Letter size paper.

 

}', 39='{type=number, value=0}', 40='{type=number, value=1}', 9='{type=string, value=Custom Form Styles - Customize Your Documents}', 21='{type=number, value=0}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692542, name='Modules'}, {id=190209692543, name='Purchasing'}]}', 28='{type=string, value=Custom Form Styles - Customize Your Documents The Form Styles module allows you to customize different types of documents you print from the system. The list of documents you can customize for letter-size page printing includes: Invoices Receipts Quotes Account Statements Purchase Orders / Receiving Orders Work Orders Trial Purchases* * Trial Purchases is a feature that allows your trusted customers to take home and try out an item for a while, and if it meets their approval they can complete the purchase, if not, they can return it. You can get to this part of the system by hovering over Modules on the far-left and clicking on Form Styles. Please Note: If you have multiple Locations set up in the system, your forms will automatically use the correct address information for whatever Location you are working with in this module. You can also customize form content specifically by Location if your different stores have different priorities on the content used. For example, if one of your stores uses a Fax number, but the other doesn't, it can display the Fax number while the other location might only need to list Phone and Email. Your Form Styles List Page As you create customized forms for use in the system, you will build a list of different forms you have configured, as pictured below. You might have multiple versions of a certain form, such as an Invoice, for different uses. Please note that with the Action button on the right side of each item, you are able to set which form is currently the Default version of the form that the system will use when you go to print a document of that type. From the list page, you are able to filter your view to specific keywords in the Search field, a specific Type of document or All Types from the drop-list on the right, and if you have multiple store Locations, you will have a drop-list to view one or all of them, as needed. To use a Form Style, you need to set it as the Default of that document type, otherwise those documents will print in the original system style. You can click on the Name of a form to view and edit the content. Create a Custom Form In the upper right, click on the New Form Style button. You'll be given a drop-list of the different forms you can customize. All forms listed will print on Letter size paper. Let's use an Invoice as an example: In the initial view, you will be on the Design tab. You are able to make a Form Style Name to uniquely identify the custom form, and whatever you enter here is the internal name you will see for the form in your list of Form Styles. If you have multiple Locations, you can apply this form to the one you want using the Store Location drop-list. There are several forms that offer either standard Portrait layout, where it prints a full upright page, or also Landscape layout that prints two smaller pages side by side. The right-side copy will be a Store Copy that will include Private Notes in the case of Receipts or Internal Comments in the case of Work Orders. You can choose which you prefer from the Layout drop-list. The documents that offer this Landscape print option are Invoices, Receipts, and Work Orders. See the example below for a Landscape Work Order. You can also add your logo to the form by clicking the Choose File button in the Upload Logo area. On the right side you will see a preview of the current configuration of the form. You can either click on any of the visible Blue Pencil icons to customize the content of that area, or you can click on the Content tab in the upper left and work from there. For each editable area, starting with the Header at the top of the page, you will be able to adjust available content to display what you need. Use the checkboxes and links on the left to configure the content you want to show. Once you have configured everything you want, click to Save your custom document at the bottom. As you create different custom forms, the first version of each that you create is something you need to manually set as the Default of that type so the system will use it. If you do not set a Default for a document type, the system won't use the Form Style when printing. You can change any other versions you create to be defaults by clicking the Ellipsis Button (the stack of three dots) on the far right. Initially, you will only see the options to Edit or Delete the form. Once you have more than one version of a document type, e.g. an Invoice, you will also have the option of making a non-default version the Default. Working with Table Configurations Please Note: Some Form Style document types have Tables that are completely editable. For example, if you look at the middle section of the Invoice document above, you see a small table with several headers and information about the items being purchased in the invoice. If we click to edit that section, we'll see something like the image below. You can drag and drop the columns into whatever order makes the most sense to you. You can also click to Edit Labels of the column headers, and that will open this window where you can configure the table itself: If there is a column you feel you don't need, you can un-check the Checkbox for that item. Where it says Display As, you can change the text for the column header. For example, you could change Ext Price to Item Subtotal, if you like. Lastly, you can adjust the Width of each column in the table. These numbers always need to add up to 100, so each column is a percent value of 100. This is useful if you have some areas that are longer than others like especially long Descriptions. Once you have this configured the way you want, click Save, and those table changes will be ready to save with the full document at the bottom of the window whenever you're ready. Printing Your Form Styles When you are using the system and you go to print a document of a type for which you have created a Custom Form Style, the system will use whichever document is the Default to print, meaning you will not be offered a choice of customized documents to print. Be sure to change the Default to the customized form you need before you go to print it. IMPORTANT: If you create a Receipt document and set it as the Default receipt for one of your Locations, or if you only have one location, the system will print ALL of your receipts moving forward at Letter size unless you check a box at the time of printing to Print Thermal Receipt (pictured below). For Receipts in your Custom Form Styles, you will only want to do this if you want by default to print to Letter size paper. 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Your Departments, Categories, and Vendors are elements of the system you need to have in place before you start adding products. It is likely the data for these will be migrated for you, but if you need to create any yourself, steps for each of these areas is provided in the video and in the text below. If you are in the onboarding process, it is important to remember we will migrate the products currently in your system, but moving forward, you will need to create all new products in Jewel360, as they will not be part of your migrated data.

 

Setting Up Your Departments

You can get to this part of the system by clicking Inventory > Departments.

Your Departments are the major divisions of the products you offer, and ideally should represent only the top levels of how you organize your products. They are primarily used for tracking revenues in those major areas, and in our system, you can also set permissions by department for products to generate reward points or to be eligible for discounts.

For your classes and any service-based work you might do, the system will track those two areas automatically for you, so you don't need to make a Department for either of those areas. Your Departments should only be products that you sell.

To begin setting up your Departments, click the +New Department button.

As with other parts of our system, items in bold green text are required before you can save the entry.

• Your Department Title should be descriptive wording that represents the overall group of your products.
• The Department Code can be anything you like; a single word, a short code, three letters, or even just a single number or letter. Whatever is most intuitive for you and your team will work here.
• If you use our Rewards Program, you can set whether products in the department are eligible to generate Reward Points upon purchase or not.
• If you wish for the products in the department to be Eligible for Discounts in the point of sale, you can set it for the whole department.
• If you wish for products in the department to be Eligible for Commissions, you can set that to be at the product level or department level here, with an area to set the default behavior for new products you add, as pictured below.
• You can set a department to be a Sub-Department of another one (e.g. Snowboards could be a sub-department of Snow Sports). Just remember that each product can actually be in only one department, so in the example given, the revenues for snowboards would not be counted as part of the revenues for the Snow Sports department.

 

Setting Up Your Categories

You can get to this part of the system by clicking on Website > Categories.

Your Categories allow you to organize your products down to whatever level of detail you like. As a general rule, it is shoot for Categories with around 50 items; larger numbers of items in a single category will require your visitors to sift through multiple pages of products, so avoid that if you can.

One thing that is helpful when organizing your strategy for your Categories is to write them out on paper and put thought into what your subcategories should be. Your products can be in multiple categories, so it is beneficial to organize them in the major ways that your customers will be searching for them. For example, having a waterproof flashlight in both your Camping category and your Dive Accessories category would make sense, and customers searching both of those areas could find what they are looking for more easily.

To begin setting up your Categories, click the + New Category button.

As with other parts of our system, items in bold green text are required before you can save the entry. Here is how to create a Category:

• Your Category Name should be descriptive wording that represents the overall group of your products.
• We highly recommend adding an Image if you will be selling your products on your website. The image does not need to be any larger than about 500 to 600 pixels in its largest dimension. JPG and PNG images are best.
• If you just want to provide a brief text outline of what you are offering for a category, the Short Description allows you to enter up to 256 characters, including spaces and punctuation. If you want more or if you want rich content such as images and even embedded videos, the long description allows for those. You can do both if you like, but the Long Description is the one that shows up once the customer has clicked to view the category page if both descriptions are present. The Short Description will be offered to search engines as the SEO Description for the category, if it is present. Otherwise, the first part of text in the Long Description is used.
• The Long Description is visible once a customer has clicked to view the category and the products in it, so it is a good place to do some marketing featuring your selection, superior service, or whatever bragging rights you have in that area.

 

Working With Subcategories

When setting up your Subcategories you will need to be careful that the new Subcategory you are creating is going in under the correct Category. Near the top of the window, you should see in large letters the name of the parent Category.

For example, if I am creating a Subcategory for Camping Tools under my Camping Gear category, I need to make sure that I see Camping Gear as the active Category at the top of the screen (see below) before I click the +New Subcategory button.

For more detail on working with your Categories, please click here: Product Categories - Setup and Organization.

 

Setting Up Your Vendors

You can get to this part of the system by going to Purchasing > Vendors.

If you don't need to track inventory numbers (i.e. if you are not using our POS system, or if you don't need our system to do Purchase Orders and Receiving Orders), then you will not need to set up Vendors unless you just want them associated with products for your reference.

To begin setting up your Vendors, click the +New Vendor button.

 

Details Tab

To begin setup of the Vendor, you will enter the appropriate information on the Details tab. The only required item (in green text) is the vendor name, the rest is for your reference and will be used when you create Purchase Orders and Receiving Orders. You do not need to click Save when you finish this part of the setup. To learn more about Vendor order integration click here: Vendor Purchasing Integration (this link will open in a new tab for you).

 

Account Info Tab

On the Account Info tab, it is recommended to put in your Account Number with the Vendor so that will automatically be listed for you when you do a Purchase Order with them from our system. All other items are purely your option. If you are setting up the Vendor for the first time, you will want to click Save after you finish the information on the Account Info tab.

 

The History Tab

This tab will keep a chronological listing of all orders you do with the Vendor. You will see listings for both Purchase Orders and Receiving Orders, and you can click on the PO Number for an order to view it.

 

Additional Functions

Once you have saved the Vendor, you will also have the ability as pictured above to create a New Purchase Order or a New Receiving Order for the Vendor. You can also click on the trash can button to Delete the vendor, if needed.

On the main Vendors screen, you can click on the Vendor ID to open their details. You can also click on the buttons to the right, as pictured above, to start a Purchase Order or Receiving Order with that Vendor.

Multiple Locations Account Info - If you have multiple Locations in Jewel360, you can have separate vendor accounts the system will use for each. So whatever account number code the vendor has given you for each of your Locations you can enter in the fields provided, as in the 2-Location example company below.

Vendor Integration - We have vendor integration with several vendors in the craft and sewing industries for automated ordering. We plan to add more vendor integrations in the future across multiple industries. They will be announced as they are launched in the System Updates you see on the system Home page when you log into the system.

Please Note: If you see an Integration tab as in the example above, please understand that it represents the first version of our vendor integration and is no longer being used. We will be removing it in the near future.

 

}', 39='{type=number, value=1}', 40='{type=number, value=2}', 9='{type=string, value=Departments, Categories, and Vendors}', 21='{type=number, value=0}', 22='{type=option, value={id=1, name='featured_content', order=0, label='Featured Content'}}', 25='{type=number, value=0}', 26='{type=list, value=[{id=190209692537, name='Inventory'}, {id=190209692539, name='Website'}, {id=190209692543, name='Purchasing'}]}', 28='{type=string, value=Departments, Categories, and Vendors Your Departments, Categories, and Vendors are elements of the system you need to have in place before you start adding products. It is likely the data for these will be migrated for you, but if you need to create any yourself, steps for each of these areas is provided in the video and in the text below. If you are in the onboarding process, it is important to remember we will migrate the products currently in your system, but moving forward, you will need to create all new products in Jewel360, as they will not be part of your migrated data. Setting Up Your Departments You can get to this part of the system by clicking Inventory > Departments. Your Departments are the major divisions of the products you offer, and ideally should represent only the top levels of how you organize your products. They are primarily used for tracking revenues in those major areas, and in our system, you can also set permissions by department for products to generate reward points or to be eligible for discounts. For your classes and any service-based work you might do, the system will track those two areas automatically for you, so you don't need to make a Department for either of those areas. Your Departments should only be products that you sell. To begin setting up your Departments, click the +New Department button. As with other parts of our system, items in bold green text are required before you can save the entry. Your Department Title should be descriptive wording that represents the overall group of your products. The Department Code can be anything you like; a single word, a short code, three letters, or even just a single number or letter. Whatever is most intuitive for you and your team will work here. If you use our Rewards Program, you can set whether products in the department are eligible to generate Reward Points upon purchase or not. If you wish for the products in the department to be Eligible for Discounts in the point of sale, you can set it for the whole department. If you wish for products in the department to be Eligible for Commissions, you can set that to be at the product level or department level here, with an area to set the default behavior for new products you add, as pictured below. You can set a department to be a Sub-Department of another one (e.g. Snowboards could be a sub-department of Snow Sports). Just remember that each product can actually be in only one department, so in the example given, the revenues for snowboards would not be counted as part of the revenues for the Snow Sports department. Setting Up Your Categories You can get to this part of the system by clicking on Website > Categories. Your Categories allow you to organize your products down to whatever level of detail you like. As a general rule, it is shoot for Categories with around 50 items; larger numbers of items in a single category will require your visitors to sift through multiple pages of products, so avoid that if you can. One thing that is helpful when organizing your strategy for your Categories is to write them out on paper and put thought into what your subcategories should be. Your products can be in multiple categories, so it is beneficial to organize them in the major ways that your customers will be searching for them. For example, having a waterproof flashlight in both your Camping category and your Dive Accessories category would make sense, and customers searching both of those areas could find what they are looking for more easily. To begin setting up your Categories, click the + New Category button. As with other parts of our system, items in bold green text are required before you can save the entry. Here is how to create a Category: Your Category Name should be descriptive wording that represents the overall group of your products. We highly recommend adding an Image if you will be selling your products on your website. The image does not need to be any larger than about 500 to 600 pixels in its largest dimension. JPG and PNG images are best. If you just want to provide a brief text outline of what you are offering for a category, the Short Description allows you to enter up to 256 characters, including spaces and punctuation. If you want more or if you want rich content such as images and even embedded videos, the long description allows for those. You can do both if you like, but the Long Description is the one that shows up once the customer has clicked to view the category page if both descriptions are present. The Short Description will be offered to search engines as the SEO Description for the category, if it is present. Otherwise, the first part of text in the Long Description is used. The Long Description is visible once a customer has clicked to view the category and the products in it, so it is a good place to do some marketing featuring your selection, superior service, or whatever bragging rights you have in that area. Working With Subcategories When setting up your Subcategories you will need to be careful that the new Subcategory you are creating is going in under the correct Category. Near the top of the window, you should see in large letters the name of the parent Category. For example, if I am creating a Subcategory for Camping Tools under my Camping Gear category, I need to make sure that I see Camping Gear as the active Category at the top of the screen (see below) before I click the +New Subcategory button. For more detail on working with your Categories, please click here: Product Categories - Setup and Organization. Setting Up Your Vendors You can get to this part of the system by going to Purchasing > Vendors. If you don't need to track inventory numbers (i.e. if you are not using our POS system, or if you don't need our system to do Purchase Orders and Receiving Orders), then you will not need to set up Vendors unless you just want them associated with products for your reference. To begin setting up your Vendors, click the +New Vendor button. Details Tab To begin setup of the Vendor, you will enter the appropriate information on the Details tab. The only required item (in green text) is the vendor name, the rest is for your reference and will be used when you create Purchase Orders and Receiving Orders. You do not need to click Save when you finish this part of the setup. To learn more about Vendor order integration click here: Vendor Purchasing Integration (this link will open in a new tab for you). Account Info Tab On the Account Info tab, it is recommended to put in your Account Number with the Vendor so that will automatically be listed for you when you do a Purchase Order with them from our system. All other items are purely your option. If you are setting up the Vendor for the first time, you will want to click Save after you finish the information on the Account Info tab. The History Tab This tab will keep a chronological listing of all orders you do with the Vendor. You will see listings for both Purchase Orders and Receiving Orders, and you can click on the PO Number for an order to view it. Additional Functions Once you have saved the Vendor, you will also have the ability as pictured above to create a New Purchase Order or a New Receiving Order for the Vendor. You can also click on the trash can button to Delete the vendor, if needed. On the main Vendors screen, you can click on the Vendor ID to open their details. You can also click on the buttons to the right, as pictured above, to start a Purchase Order or Receiving Order with that Vendor. Multiple Locations Account Info - If you have multiple Locations in Jewel360, you can have separate vendor accounts the system will use for each. So whatever account number code the vendor has given you for each of your Locations you can enter in the fields provided, as in the 2-Location example company below. Vendor Integration - We have vendor integration with several vendors for automated Purchase Orders, for more information, please click here: Vendor Purchasing Integration. We plan to add more vendor integrations in the future across multiple industries. They will be announced as they are launched in the System Updates you see on the system Home page when you log into the system. Please Note: If you see an Integration tab as in the example above, please understand that it represents the first version of our vendor integration and is no longer being used. We will be removing it in the near future. 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You can work with any product to set it to work well with the inventory ordering system by logging into the system and going Inventory > Products search for the product, then click on its title to go to the Edit Product view.

In the Edit View of the product, you'll want to make sure of a few key areas to prepare the product for working with our PO/RO system. The first is on the Product Information tab, as pictured below.

To set your Primary Vendor and any Secondary Vendors, click on the Vendor drop-list and click on all the vendors you use for the product. On the right, you'll be able to click the radio-button for the one that's your Primary Vendor. You'll be able to search for any Vendor you have saved in the system. If the vendor you want is not listed, you'll need to create them by going to Purchasing > Vendors.

Please Note: After you select your Vendor(s), it is best to go to the bottom of the page and Save the product immediately.

After you have a Vendor saved for the product, you'll be able to do the next part, which is configuring your reordering. This will be further down the Product Information tab, as pictured below:

The Purchasing area allows you to set how the vendor packages inventory they send to you, as well as how they might identify the item with their own item code. For each of your Vendors, you are able to enter a Vendor Part Number if they use one, and the system will populate that on Purchase Orders and Receiving Orders for the vendor.

If the item is packaged a certain way, you can specify how many Items, Inches, Feet, Yards, or Meters are in a package, and you can select from Case, Bolt, Box, Roll, and Pack for the Packaging itself.

Your Default Cost is what you expect to pay for items ordered through our PO/RO system. When you order an item that has no ordering history, the system won't know what Cost to put into the Purchase Order. The Default Cost will let you put in your 'guess' about what the Cost might be per unit (or yard, or meter, as the case may be). After you've received your first order of the item, the system will use your Cost history to populate that field in Purchase Orders. You can also set your inventory to update Default Cost with each new batch of Received inventory within each Inventory Order under the Item Cost field, so the number will be current.

You can set the Reorder Point you want for the product. This is the quantity on hand at which you feel it would be necessary to reorder the item. This number tells the system if the item is in a 'low inventory' state or not. Items that have inventory above this number will not appear on the Low Inventory report, and will not automatically be prompted to be added to vendor Purchase Orders.

The Desired Stock Level is the ideal amount to have on hand before you start selling an item, so whatever number at which you would consider the item to be fully stocked. The ordering system will do its best to get you to exactly that number with your order. So if you have two on hand and your Desired Stock Level is 24, it will automatically put in the quantity of 22 on the order

That's it! If you do that will all of your products, every time you go to the Low Inventory report you will see items that need to be reordered and which Vendors have the most items low in inventory, so you'll be better able to stay on top of your inventory levels.

 

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