Learn everything you need to know about Crystal Inventory.
Visit https://app.crystalinventory.io/ to log in to your Crystal account. Enter your email address and password and click sign in. If you make 10 incorrect password attempts, you will be locked out of your account. Please contact your organization’s system administrator for help with logging in to your account.
When you sign in, you will be prompted to choose a location. Select your location from the drop down menu and click save. If you would like to change your location while logged in, click the name of your current location in the top left of the menu, select a new location, and click save.
To submit a help ticket, click on the menu at the top left, near your login information, and choose Support. For direct assistance, please contact our toll-free line at (224) 307-6803.
Notes on the newest features and updates to Crystal will be detailed in the What’s New section, viewable by clicking the info button to the left of Log Out.
To submit a ticket to support, click the Support button in the bottom left of the menu. If you are reporting a bug, please include the steps to reproduce and relevant record # if possible (such as Client # or Transaction #). For assistance, please contact our toll-free line at (224) 307-6803.
Creating a New Transaction
All transactions and job types start by entering the same basic information. Please note that none of the changes made on the Details, SKU, and Payments tabs will take effect until you click Save in the top right corner.
- Go to the Transactions menu and click New in the top right corner. Choose the type of transaction or job you would like to create.
- Create a new client by entering their contact details, or search for a client by entering the client’s information in any of the headers at the top of the Choose Client panel.
- After you have created or chosen a client, you should see the client’s information on the Details tab. From this tab, you can select or add new contact information for your client, choose the salesperson completing the transaction, enter the tax code based on your location and type of sale, and add notes about the transaction. You can also change the client altogether by clicking the Change Client button to the right of their name.
- To add products to the transaction, go to the SKUs tab. You can add products in several ways:
- Search the SKU # in the Add A SKU field on the top left.
- Scan the barcode of a product.
- Add Nonstock SKUs by clicking Nonstock SKUs and choosing the correct product from the list.
- Link a product or vendor without adding the specific item to the transaction by choosing the Linked Product button.
If you would like to remove all the SKUs you’ve entered and start over, click the Reset button at the top right of the tab.
- To add a payment, go to the Payments tab and click Add Payment. Enter the payment method, amount, and date and click Save. Add as many different payment types as you need. When you’re finished entering the Details, SKUs, and Payments, click Save in the top right corner to save the transaction.
Searching for a Transaction
After a transaction has been created, you can find it in several ways.
- Transaction #: Search from the Transactions page by clicking on the heading of the Transaction # column and typing in the number.
- Client: Go to the Clients section and search for a client by clicking the heading of any column and entering your search term. Select the client involved in the transaction you’d like to see and go to the Transaction History tab to display a list of all transactions for that client.
- SKU #: Go to the SKU page and click on the Transaction History tab. This should show a list of all transactions involving that product.
Editing Open Transactions
After a transaction has been created, you can add information on the Notes, Job Info, and Status tabs.
- Notes allows both internal notes and visible notes printed on receipts.
- The Job Info tab provides a place to enter a description of the item and the scope of work, as well as options to print these details on the ticket.
- The Status tab allows the status of a product to be updated. After clicking Add in the top right corner, enter the code for the item’s status, a date, and a description. Click save for the status to take effect.
By clicking More, you can access the client’s contact information and view or upload item images. Images can be uploaded to the app or captured through your device’s camera.
Editing Closed Transactions
To edit a closed transaction, you will need to enter an approval password. Click the more options button to the right of Print Receipt and choose Edit. On choosing one of these options, you will be prompted to enter the approval password. While editing a closed transaction, you can reopen or backdate the transaction and add or remove SKUs and Payments.
Cancelling or Voiding Transactions
To Cancel or Void a transaction, you will need to enter an approval password. Click the more options button to the right of Print Receipt and choose Cancel or Void. On choosing one of these options, you will be prompted to enter the approval password.
Use the Cancel option to return line items to stock and issue store credit or a refund for any payments made on the transaction.
Use Void to remove all information associated with the transaction, including all line items and payments.
Copying a transaction will create a new transaction of the same type with the same client, transaction date, and salesperson as the existing transaction. To copy an existing transaction, click the more options button to the right of the Print Receipt dropdown and choose Copy Transaction.
To create a Special Order, start a new transaction by clicking New in the top right corner of the transactions page, or by clicking New Transaction from a client’s page. Choose Special Order as the transaction type.
Enter the information on the Details tab, then go to the SKUs tab. To add a Nonstock SKU, click the Nonstock SKU button and choose the correct product. Enter the price of the product, enter any discounts, choose if it is taxable, and click Save when finished. If you would like to link a specific product or vendor to the transaction, use the Linked Product button. Enter the vendor, then check the Linked Vendor box or search for a specific product #, then click Next and enter the information for the Nonstock SKU.
If the client is making any payments, add them on the Payments tab then click Save. Your Special Order has been created. When you are ready to replace the Nonstock SKU with a physical item, go to the SKUs page and click on the Nonstock SKU. Scroll to the bottom of the dialog box and click Assign SKU. Enter the SKU # you want to add to the order, then click Save. The Nonstock SKU will be replaced with the physical item.
When the full balance of the Special Order is paid, you will be prompted to close the transaction. If you are finished adding SKUs and payments, click Yes and enter a close date to close the transaction.
To return an item and refund any payments to the client, create a new transaction and choose Return. Enter the information on the Details tab, then go to the SKUs tab.
Use the Return Item button to add items to the transaction that the client would like to return. If the same client purchased the item, choose Same Client Purchased. If another client made the original purchase, click Different Client Purchased.
Choosing Same Client Purchased will open a list of the SKU#s the selected client has purchased. Select the item you want to return. The price and any discounts from the original transaction will be automatically entered. Click Save.
Choosing Different Client Purchased will allow you to search for a SKU you wish to return. You will need to enter any discounts that were applied to the original purchase, then click Save.
When you are finished adding items to the return, go to the payments tab. Click Add Payment, then enter how the money will be refunded to the client. Click Save.
Click Save to close the return and return all SKUs to stock.
To create a Repair, start a new transaction by clicking New in the top right corner of the transactions page, or by clicking New Transaction from a client’s page. Choose Jewelry or Watch Repair as the transaction type.
Enter the information on the Details tab, then click Save.
Enter the information about the repair on the Job Info tab. You can enter a due date, estimated insurance value, estimate to repair, and whether the item is under warranty, as well as the description of the item and the scope of work. By default, the client name will print on the receipt for repairs – to hide the client’s information, check the Hide Client on Receipt box.
On the Status tab, you can update the current status of the repair. Click Add to add a new status, then enter the status code, date, and description. Click Save to add the status. To mark an existing status as complete, click on the status and check the Completed box, then click Save.
To add photos to the repair, click More and choose Item Images. Click Capture to take a photo with your device’s camera, or click Upload to add a file already saved to your device.
The Details tab functions the same as other transaction types, with separate tabs for Details, SKUs, and Payments. When you are ready to close the repair transaction, choose Close Transaction from the menu at the top right, to the right of the Print Job Ticket button.
Change and View History
By clicking the more options button to the right of Print Receipt, you can see the Change and View History of each transaction. Change History shows a record of each time the transaction had any change made to it by any user, and the View History shows the dates each user has viewed the transaction.
Clients and Accounts
Creating a New Client
To add a new client, go to the Clients tab and click the New button in the top right corner. Enter the salesperson and the client’s contact details. A client can also be added when making a new transaction, after choosing a transaction type.
Searching for a Client
You can search for an existing client using the client’s name, client #, or contact details by clicking on the headings at the top of the page and entering your search term. After selecting a contact from the Clients section, you can view and change their contact information, view transaction history, or start a new transaction.
Client Contact Information
The Contact Information tab shows all the contact details that have been entered for the client and which is their primary email, phone number, and address.
Use the add button under each section to add additional information. Click the Make Primary button to change which email, phone number, or address will be used when creating new transactions for that client.
To verify a client’s email address or phone number, click Send Verification Email or Send Verification SMS. After the client has verified their information, a checkmark will appear in the Verified column. After a client has verified their email address, you can choose to email receipts directly to the client by choosing Send E-mail Receipt from the print receipt dropdown on any transaction.
To edit a method of contacting a client, click on the information you would like to change. From the Edit window, you can change the contact details and type, or deactivate old information.
Below the client’s contact information, you can select Call, Text, or Email as preferred methods of contact and choose their primary contact method from the dropdown menu.
The Client Details tab shows a client’s name, client #, and personal details such as birthdate and ring size. There are two fields for notes on the Client Details tab: Notes and Warning Notes. Notes will be visible when making new transactions for that client and on their details page. Warning notes will be displayed in a popup each time the client is viewed or selected in a new transaction. To hide a client from users without permissions to see hidden clients, check the Hidden box at the bottom of the Client Details tab.
To edit Client Details, click the more options button to the right of New Transaction at the top right and choose Edit. Here you can change the client’s information or choose deactivate.
Client Transaction History
The Transaction History shows details about a client’s previous transactions. You can search using any information listed about each transaction by clicking on the heading at the top and entering your search term. By default, all transactions are displayed. Use the dropdown menu to filter by only open, closed, or voided transactions. Choose Show Image to show or hide previews of each item, and choose Export to download an Excel spreadsheet of the client’s transactions.
The Client Summary displays amount and balance totals for each type of transaction a client has made, and indicates any open transactions with a green circle. To see transactions of a certain kind, click on the category for that transaction type. You can then choose an individual transaction to view or close the window and return to the summary.
To view a client’s store credit balance, click More and choose Store Credit. This will display a list of all transactions in which store credit was issued to or used by the client. To adjust a client’s store credit, click the Add button and enter a positive or negative amount.
By clicking More and choosing Collections, you can view transactions with the payment method To Be Collected. The Payments tab of this view shows all transactions in the client’s history with this payment method, and the Collections tab shows a record of payments made by the customer. To add a new payment, go to the Collections tab and click Add Collection. Enter the payment type, amount, and location, then click Save. The amount paid will be subtracted from the client’s owed balance.
To print a receipt for a payment, choose the Print button next to the payment you wish to print. To edit the payment type or date of a collection, click the Edit button to the right of the Print button. To remove a collection, click the minus symbol to the right of the Edit button, then click OK.
Choose More and select the Client Wishlist to see products that have been saved to a client’s profile. Here you can view and edit notes about each product or remove items from the wishlist. To add new products, choose Add by Product or Add by SKU, search for the item, and click save to add it to the wishlist.
Choose More and select Relationships to see linked clients. From this page you can click on each client # to view their information, remove clients from the Relationships section, or add new relationships.
The Refunds section of a client’s profile lists all refund transaction numbers, the close date, payment method, and amount of each transaction.
Use the Attachments page to add files to a client’s account. To add a file, click Add Attachment and select the file you would like to upload.
To track custom milestones, click Add Milestone and enter the name and date of the milestone.
To track client visits, click Add Visit and enter the date and notes about the client’s visit.
If you have two client records you would like to combine into a single client, click more options to the right of the new transaction button at the top right and choose Merge Client. The client you choose from the client search will be deactivated and all their contact and transaction information will be merged into the currently selected client.
On the Accounts page, you can view the names and codes of all Vendors, Retailers, Partners, and Manufacturers.
For access to more options or to edit an account, click on the account and choose Edit from the menu in the top right corner. The name, code, and account type can be edited here. You can also choose to include this account in Browse Inventory, to show product # on receipts, and to include the account in E-Commerce.
To add a new account, click New at the top right and enter the name, code, account type, and contact information.
From the Browse Inventory screen, click the filter button to browse. Then choose if you’d like to browse by Vendor or by Item type.
Browsing by Vendor
Enter the vendor’s name into the vendor search box and select the vendor you want to browse.
To browse all locations, leave the location search box empty. To specify one or more locations, add each location by searching for it or choosing it in the drop down menu.
Choose whether you’d like to browse only In Stock, Out of Stock, or all items in the Qty. In Stock menu, and only Not Allocated, Allocated, or all items in the Allocated menu.
If you need to filter items by price, enter a minimum or maximum price at the bottom of the Vendor menu.
Vendors can be assigned attributes on the Vendor Attributes page in the Admin section. These attributes will appear in the right panel after selecting a vendor. Make any attribute selections you’d like to apply to your search and click Show Results. To start over, click clear to reset all filters.
Your results can be sorted by quantity, price, and date received by using the sort feature in the top right corner of the results. Above the sort options are a toggle for grid view with item previews or list view without previews. Click the filter button if you’d like to make any changes to your search parameters.
Browsing by Item Type
Browing by Item Type has most of the same options as browsing by vendor, but instead allows you to choose an item type as your filter. Like vendors, item types can be assigned attributes on the Item Attributes page in the Admin section. These attributes will be visible in the right column after you select an item type. Make your selections and click Show Results to see all relevant items.
Note: Only products that have had attributes entered will show up in Browse Inventory when using attribute filters.
Find a Product
From the Find a Product page you can search by Product # and filter by Description, Vendor Code, Vendor, Price, and quantity. Click on the Product # heading to enter your search, then click on the other headings to filter your results.
You can create a new product from the Find a Product page by clicking New in the top right corner. Click New, enter the product details, then click Save. To add a photo, click the photo placeholder and select the photo you wish to upload. The quantity of the New Product will be 0; to create SKUs with this product number, add the item to a Merchandise Received record. To mark the item as nonstock, see the Nonstock SKUs page in the Admin section.
Find a SKU
From the Find a SKU page you can search for products by any of the categories at the top of the page, and filter by Received Date and Quantity on Hand.
Find a Diamond
From the Find a Diamond page you can view all products in the Loose Diamond SKU category, and can search and sort by each attribute heading at the top. To change which fields are displayed, click the Select Fields button at the top right. To add a field, select it from the list on the left and click the right arrow. To remove a field, select it from the list on the right and click the left arrow.
To merge two products together, search for and select the product you would like to keep. Choose Merge Product from the menu in the top right. Enter a vendor and the product # you would like to merge into the currently selected product. Click OK to merge the products. All SKUs will now be listed under the currently selected product #.
The Transfers page shows a list of transfers, dates, locations, and vendors. You can search for a specific transfer by clicking the heading of the Transfer # category and entering the number, or filter by date, source, or destination. To filter by status, click the dropdown menu at the top that shows All and choose Pending or Completed.
To create a new transfer, click the New button in the top right of the Transfers page. Enter the source and destination locations, a transfer date, and notes then click Save. To add items to your transfer, select it from the Transfers list and click Add SKU. Search using SKU #s and click Save.
To change the date or notes of an existing transfer, click more options in the top right corner and choose Edit Transfer. To send a transfer, click Mark As Sent.
In the Merchandise Received section, you can create new or view existing merchandise received records. To add a new Merchandise Received, click new in the top right corner and enter the Vendor name, store location, and date. You can also enter the Invoice #, cost of freight, any notes, and choose to mark the merchandise as a Memo.
To add items to your Merchandise Received, select it from the Merchandise Received list and click Add by SKU for multiple quantity SKUs, or Add by Product to create a new SKU #. Add by Product allows you to enter the Quantity, Cost, Serial #, and Warranty #, and to create a new product if necessary.
While viewing a Merchandise Received record, choose Print Report in the top right corner to generate a printable record. If you need to make changes to the Date Received, Invoice #, Notes, Location, or Freight cost, click the edit button to the right of Print Report.
Return to Vendor
Return to Vendor displays a list of RTV #s, which can be filtered by Date, Vendor, Invoice #, Notes, and Pending status. To add a new Return to Vendor record, click New in the top right corner and enter the Vendor, Location, and Return Date. You can also enter the Invoice #, Freight cost, Notes, and mark the RTV as a Memo or as Pending.
To add products, click save, then choose your RTV from the list and select Add By SKU. Choose Print Report in the top right corner to generate a printable record. If you need to make changes to the Date Received, Invoice #, Notes, Location, or Freight cost, click edit in the top right corner.
The Physical Inventory section provides a searchable list of Inventory Snapshots, which you can filter by Date, Name, and Location. To create a new IS, click the New button in the top right corner and enter the Name, Location, and Date of the Snapshot. Click Save, then select your Snapshot from the list.
Selecting an Inventory Snapshot shows a list of all products at the location that was chosen when the IS was created. Select a Vendor from the drop down menu to filter by vendor. Below the Vendor and Scan SKU boxes is a list of all SKUs with their descriptions, Product #s, Vendors, Quantity, Scanned status, and Flagged status.
By default, all items are displayed in the All tab, but you can view only Not Scanned, Scanned, or Flagged items by choosing another tab. To scan an item, enter the SKU # in the Scan SKU box, or select the Scan Random button at the top to physically scan the item. As you scan items, your overall progress will show as a percentage on the right side of your screen.
You can export the Inventory Snapshot to Excel file or CSV by choosing the Export button in the top right corner.
In the Purchase Orders section, you can create new or view existing purchase orders. To add a new Purchase Order, click new in the top right corner and enter the account name, store location, and any notes. You can also choose to mark the merchandise as a memo.
To add items to a Purchase Order, click the add button and enter the product #, quantity, and cost, then click Save.
To receive items, click Mark Received. For items with a quantity of more than 1, click Mark Received once per item until the correct number displays in the Qty. Received column.
To edit the quantity ordered or unit cost of a product you have added, click the Edit button, enter the new information, then click Save.
While viewing a Purchase Order, choose Print in the top right corner to generate a printable record. If you need to make changes to account, location, notes, or memo status, click the edit button in the menu at the top right corner.
To make a manual adjustment to the quantity of a SKU, go to the SKU’s Details page then click More, and choose Adjustments. Click Add, then enter the location of the SKU you wish to adjust, and the change to the quantity. Click Save. The quantity listed on the Details page will reflect the adjustment.
Creating Custom Pieces
To create a custom piece with multiple components, start by creating a new Merchandise Received. Enter the vendor and location, then click Save.
Click Add By Product, then click New Product. Enter the details for the product you would like to create, then click Save.
Enter a cost of $0 in the Add By Product window, then click Save.
To add components, click on the SKU. Choose More then select Components. Click Add, then search for the component you would like to add using its SKU. If you would like to add a Nonstock SKU, click Nonstock SKUs and select the correct SKU from the list.
Add as many components as necessary. When you are finished adding components, the total cost will be visible on the Details page.
Transactions generated from e-commerce platforms will be displayed in the E-Commerce section under the Marketing tab. To update Status and Tracking information for a transaction, click on the transaction then choose E-Commerce from the More tab. Here you can see the shipping address, choose the Status from the dropdown menu, and enter tracking information.
From the Gift Cards section, you can search for an existing Gift Card # or choose New to issue a new Gift Card. Choosing a gift card from your search results will show the total balance of the card, the amount used, and the remaining balance, as well as all transactions for which the card has been used as payment.
To add a new card, click New, enter the Card #, Card Value, Card Type, and Expiration Date and choose Save. To add a card that doesn’t expire, leave the Expiration Date field blank.
All report types share the same basic features. To generate a report, click the filter button in the top right corner. The left panel of the Filters menu will allow you to filter your results, and the right panel controls which fields will be visible on the report. The right column of Fields shows which fields will be displayed on your report. To add fields, check the boxes next to the fields in the left column and click the arrow pointing to the right to add them to results. To remove fields from your report, check the boxes next to the fields in the right column and click the arrow pointing to the left to remove them from results. After you’ve entered your filters and selected the fields you’d like to view, click Run Report. Choose Clear if you need to restart and enter your filters again.
To save specific filters to use on future reports, click the Save Layout button at the top of the Filters section after you’ve selected all the filters and fields you want to use. To apply these filters, click Load Layout and select the saved layout.
After running your report, your active filters will be visible above the list of results. You can further filter your results by clicking on the heading of any category and entering a search term. Reports can be printed or exported as an Excel or CSV file using the Print and Export buttons above the results.
Some report types provide a Grouped Reports view, where you see your results grouped by any field. Choose Grouped Reports and drag the fields you’d like to use to the top of the window. Click the X to remove unwanted groupings.
Types of Reports
My Sales displays sales associated with the user currently logged into Crystal. To view sales by another salesperson, see the Sales Items report.
My Client Wishlist
My Client Wishlist displays wishlist items added by the user currently logged into Crystal. To view wishlist items added by another salesperson, see the Client Wishlist report.
The Sales Items report displays information about items sold, the transaction with which they are associated, and more.
The Transactions report displays information about transactions of a certain type, date range, or status.
The Clients report displays information about clients based on the date or location the client record was created, the amount spent by the client, and more.
The Inventory report displays information about physical items in inventory in certain categories, locations, received on specific dates, or on memo. Use the As Of Date filter to view inventory quantity as it was on a previous date.
Use the Merchandise Items report to view items received or returned in a specific location, category, or date range.
The Repairs report displays records of repair transaction types of a specific type or status, within a certain date range.
The Payments report shows a record of payments filtered by type, date, location, salesperson, and more.
The Linked Products report displays information about transactions associated with linked products.
The Vendor report displays information about the cost, quantity, turnover, and more for products sold by a specific vendor.
The Client Wishlist report generates information about products added to client wishlists.
The TBC report shows the amount collected and the amount due of all clients who have used TBC as a payment method.
The Gift Cards report displays the original amount, amount redeemed, and remaining balance of gift cards.
Add and manage store locations from this page. Click New to enter the name of a store location. Choose an existing location to change the name, mark it as hidden, or deactivate it.
Enter different tax rates for specific locations or types of sales. Click New to make a new tax rate and choose a name, rate, and associated location. Leave the location blank if the tax rate applies to all locations. To edit an existing Tax Code, click on the name and make changes or deactivate the code.
View the name and prefix of each transaction type you use in your store. Click New to add a new type or click on an existing type to edit the name and prefix.
Add Job Types and Prefixes by clicking New in the top right corner, or click on the name of an existing Job Type to make changes.
View the name and prefix of each payment method you accept in your store. Click New to add a new type or click on an existing type to edit the name and code.
View a list of all Payment Terms. Add a new payment term by using the New button in the top right. Click on the name of a payment term to edit it.
Click on a Vendor Name to view and edit attributes. Use the New Attribute Name field to add a new category of attribute. Select the New button underneath the attribute label to add specific attributes to the category. Choose deactivate to remove an attribute type from visible filters.
View Item Types and edit or add new types from this page. Click the + next to an item type to see all the subcategories of the parent type. Edit any existing Item Types by clicking on their name.
To create a new item type, click New and enter the name of the category. Use Custom Fields to enter tags that will be visible on all SKU#s associated with this item type. If the category belongs as a subcategory of an existing type, choose that type from the Parent Type drop down menu. Choose if the Item Type should be included in Nonstock or E-Commerce categories, then click Save.
Click on an Item Type to view and edit attributes. Use the New Attribute Name field to add a new category of attribute. Select the New button underneath the attribute label to add specific attributes to the category. Choose deactivate to remove an attribute type from visible filters.
SKU Categories lists the Prefix of each category and the description and item type. To create a new SKU Category, click New in the top right corner. To edit an existing category, click the name of the category, make changes, and click save.
Nonstock SKUs shows a list of SKUs that are not associated with a physical product. To add a new nonstock SKU, edit an existing SKU and check the Nonstock option at the bottom of the edit window. To remove a SKU from the Nonstock category, click the Remove button in the right column.
View, edit, and create status codes to update jobs. Click New to enter a new code or click on the name of the code to edit or deactivate it.
Add users and adjust their roles from the Users page. You can search for a specific user by clicking any of the categories at the top and entering a search term.
To add a new user, click New in the top right corner. Enter the email address that will be used to sign in, a name, and role. If you leave the password field blank, a temporary password will be given to the new user. You can also enter a Sales ID and select a location. If no location is selected, the user will be able to view all locations visible by their role.
Click on a user’s name to edit their information. You can also deactivate the user or set an approval password from this menu. Approval passwords are used to allow editing of closed transactions.
Create and manage permissions for each user role from the Roles page. Click New to create a new role. Enter a name, then select which types of report users with this role can view by checking the boxes next to each type. In the permissions category, select the permissions for this role then click Save. To edit an existing role, click on the name in the Role list.
View descriptions of each permission you can assign to a user role on the Permissions page. To edit the description, click on the name of the permission, change the description, and click Save.
From the Preferences page, you can change time limits for how long users can make changes to transactions. Here you can customize:
- How long a user can edit a closed transaction without manager approval
- How long users can return items to stock after closing a transaction
- How long salespeople can edit payments after the payment date of an existing transaction