Frequently Asked Questions

Genlix DMS is a Dealer Management System built specifically for diamond and jewelry wholesalers. It manages the entire back-office workflow — orders, item verification, shipments, consignment (memo), invoicing, and payment collection — in a single, secure web application that you deploy on your own server.

It is designed for diamond and fine jewelry wholesalers that sell to retailers, jewelers, and other dealers. It suits businesses that:

• Handle memo / consignment orders
• Work with multiple vendors and ship-to addresses
• Need to invoice and collect payments against orders
• Want a role-based admin portal plus a mobile API for field sales

Genlix DMS is 100% self-hosted. You deploy it on your own server or private cloud. Your data never leaves your infrastructure. There is no monthly SaaS fee — you own the software and run it on your own terms.

The core application runs entirely on your local server. The only outbound connections are the carrier API (ParcelPro) for shipping labels and tracking, and your SMTP server for email notifications. Both integrations are optional and configurable — a dummy mode is available for offline testing.

38 statuses across 8 lifecycle levels — from NEW all the way through fulfillment, shipping, invoicing, payment, and returns/refunds. You can also manually force-override any transition with a mandatory audit note.

No. The central state engine (OrderStatusManager) automatically transitions orders to the correct status whenever items are verified, shipped, invoiced, or paid. Manual status changes are available for exception handling but are rarely needed.

Yes. Items from different orders belonging to the same customer and ship-to address are pooled together in the shipment builder. This lets you consolidate deliveries and reduce carrier transactions.

Back-ordered items are flagged automatically at verification time and a vendor stock-request email is sent. The order moves to CHECKING_STOCK. Once stock is confirmed, the order continues normally. Items can be shipped in partial batches as they become available.

A memo order (also called consignment) is when you ship jewelry or diamonds to a customer "on approval" — they view the goods and then decide whether to keep them (you invoice them) or return them. Genlix DMS tracks every memo item through dispatch, decision, invoicing, and return.

From the Memo Tracking dashboard, click "Initiate Return" on any item where the customer has declined to keep it. The system creates a return shipment (Customer→Vendor or Customer→Warehouse), updates item statuses, and can optionally create a Return Freight invoice for the carrier cost.

The primary integration is with ParcelPro (commonly used for insured jewelry and diamond shipments). The architecture includes a ShippingServiceClient for extensibility to USPS and Malca-Amit. Manual label upload is supported for any other carrier.

Yes. Once a shipment is built and you click "Dispatch", the system calls the ParcelPro API to get a rate quote, create the shipment, and download the label. The label (PDF, PNG, or JPG) is stored on the server and immediately available for download and printing.

Yes. A background polling service checks the carrier API for tracking and updates the shipment status automatically — no manual refresh needed.

Yes. You can create an invoice for any subset of shipped items on an order. Items that have already been invoiced are automatically excluded from future invoice creation for the same order.

Three types:

1. Standard — for shipped, non-memo items
2. Memo Confirmation — for memo items the customer has decided to keep
3. Return Freight — for the carrier cost of a memo return shipment

You record each payment against a specific invoice. Supported payment methods: Credit Card, Wire, Check, Credit Memo. Invoice status updates automatically to PARTIALLY_PAID or PAID as payments are recorded.

Yes. The customer-view Payments tab shows a summary card: Total Invoiced, Total Paid, Outstanding Balance, and Uninvoiced amount — aggregated across all orders for that customer.