Sell a serialised item with its certificate

This article walks through a complete sale of one serialised piece: finding it by serial, attaching the customer and certificate, adding a warranty, taking payment and printing the receipt. When you finish, the sale, the customer and the certificate are linked, so you can find any of them from the others years later.

Before you start

• The item exists with its SKU (serial) and certificate custom fields filled in. See Import products from CSV.
• A register is open at your location. The first time you go to Sell (POS) each day, enter the opening cash float.
• Warranties are set up in Settings → Warranties (for example “12 months manufacturing defects”).
• Optional: a USB or Bluetooth barcode scanner, and a receipt printer. See the Hardware guide.

Step 1: Find the piece

1. Go to Sell (POS).
2. Scan the barcode on the tag, or type the serial into Enter product name / SKU / scan barcode.
3. The piece is added to the cart with its tag price, or its calculated price if it is priced by weight (see Set gold rates and making charges).
4. Check the line: name, serial and price should match the tag. If a piece shows zero stock, it may be at another shop or already sold; check Products → List products before going further.

Step 2: Add the customer

Always attach a customer to a serialised sale. The warranty, the certificate and any later repair all hang off the customer record.

1. In the Customer box, search by name or phone.
2. If they are new, click + and fill in Name and Mobile. Add custom fields you use, such as ring size, birthday or anniversary.
3. Save. The customer is attached to the sale.

Step 3: Attach the certificate and warranty

1. Click the item line in the cart to open its details.
2. Check the Certificate lab and Report number fields carried over from the product. Correct them if needed.
3. In Warranty, choose the warranty that applies. The start date is the sale date.
4. Add a Line note for anything specific, such as “sized to 6.5” or “engraving: J & M 2026”.

If you keep a scan of the certificate, attach it as a document on the sale after it is completed (Sales → View → Attach document).

Step 4: Discount, if allowed

1. Click the line’s price or the Discount field.
2. Enter the amount or percentage. You can only go as far as your role allows; see Add locations, registers and staff.
3. If the customer needs more, ask a manager to apply it under their own login.

Step 5: Take payment

GetJewelryPOS works with your card processor and card terminal; it does not process cards itself.

1. Click Pay (or Multiple pay for split payments).
2. Choose the Payment method: Cash, Card, Bank transfer, Cheque, or a custom method.
3. For cards, run the amount on your terminal, then record the last four digits or terminal reference in Card details or Payment note.
4. For split payment, add a row per method until the Balance reads zero.
5. If the customer is trading in old gold, record the buy-back first and offset it; see Old gold buy-back.
6. If they are paying over time, use layaway instead; see Take a layaway deposit.
7. Click Finalize payment.

Step 6: Print or send the receipt

1. The receipt opens for printing using your location’s invoice layout. It shows the serial, certificate details, warranty and payment lines.
2. To send it, choose Send notification and pick SMS or email from the customer’s details.
3. Hand over the piece with its certificate.

Finding the sale later

• Search by serial in Products → List products → Product stock history to see when it was sold and to whom.
• Open Customers, choose the customer, and see their purchase history.
• In Sales → All sales, filter by customer or invoice number.

What if it comes back?

1. Go to Sales → All sales, open the invoice and choose Sell return.
2. Enter the quantity returned and the refund method.
3. Save. The serial goes back into stock at the selling location, with its history intact.

For more on how serial numbers and certificates follow a piece, see Serialised items & certificates.

Common questions

Can I sell a piece without attaching a customer? Yes, the sale defaults to “Walk-in customer”. For any certified or warranted piece, attach the real customer so the warranty and certificate can be traced.

The customer wants the piece held while they think. What do I do? Use Suspend to park the sale with a note, or take a deposit and reserve it with layaway.

Can I show the receipt in Arabic or Urdu? Yes. The receipt language is set per location in Settings → Business locations.