| Document Name | Description | Last Updated |
|---|---|---|
| Buyers A Completed Buy | What constitutes a completed buy and how that determines commission eligibility. | 15 July 2022 |
| Buyers Acceptable Forms of ID | Which forms of identification estate buyers may accept under the Business and Professions Code for secondhand goods. | Never revised |
| Buyers Adding Sellers to the Mailing List | Guidelines for estate buyers on which sellers to add to the retail mailing list and how to document and confirm their interest. | Never revised |
| Sales Buyers Accounting Additional Commission for Reviews | How sales staff and estate buyers can earn additional commission by obtaining and verifying customer reviews on Google, Yelp, or Facebook. | 27 May 2025 |
| Buyers Inventory Sales Adjusted Cost Definition | How the term "Adjusted Cost" is defined and applied to estate buys, wholesale and retail pricing, inventory valuation, shipping and repair costs, and related commissions. | 07 August 2006 |
| Buyers Asking for the Next Buy | How to encourage repeat estate sellers to bring additional items and set appointments to increase buys. | Never revised |
| Buyers Be Kind to Sellers | How buyers should treat sellers and their items respectfully to preserve customer relations and resale opportunities. | 07 January 2020 |
| Buyers BIS & Buying Percentage | Instructions for tracking daily "bodies in the shop" (BIS) and calculating estate buyers' buying percentage to monitor advertising effectiveness and improve performance. | Never revised |
| Buyers Sales Buy Customer Referral Checks | How to award and process referral checks to customers who refer buyers, including qualification criteria, reward amounts, and step-by-step procedure. | 07 May 2021 |
| Buyers Sales Buy Customer Referral Checks | How buyers request and send referral reward checks to customers who refer new sellers. | 07 May 2021 |
| Buyers Sales Accounting Buy Money, Special Discount to Customers Who Spend it at our Stores | How buy customers receive a 15% bonus certificate to spend in the retail stores when their buy checks exceed $200. | 12 May 2012 |
| Buyers Buy Organization, Notes, and Stock IDs | How buyers should organize purchases, record detailed notes, and assign stock IDs to ensure buys are complete and accurately valued. | 14 March 2015 |
| Buyers Buy Slips | What information must be recorded on buy slips, including the mandatory customer phone number and how missing numbers affect commission. | 14 March 2013 |
| Buyers Buy Sources | Buy Sources — how to record why customers come in to sell and which marketing channels prompted those buys. | 15 July 2022 |
| Buyers Buyers – Buy Splits | When and how commission splits are earned among buyers on buys, including required documentation, turnovers, and split handling. | Never revised |
| Buyers Sales Buyers Keep all Parts of Buys | Why buyers must keep all parts of purchased items and related paperwork until inspection so items can be reassembled, returned, or otherwise evaluated. | Never revised |
| Buyers Buyers Promotion | How buyers should use personal calls, emails and letters to increase estate buying business. | Never revised |
| Buyers Buyers- Diamond Grading | How buyers are tested and retrained on diamond grading when rotating through the Old Town office to ensure accurate grading and avoid missing large buying opportunities. | Never revised |
| Buyers Buyers, Avoiding Swap Theft | How buyers can prevent swap theft when evaluating items such as diamonds and watches. | Never revised |
| Buyers Buying Basics | How buyers should handle phone inquiries, in-store interactions, qualifying sellers, closing deals, dealer transactions, and follow-up to maximize profit and customer trust. | 28 July 2012 |
| Buyers Inventory Buys and Trade-in Diamonds- Double Checking Carat Weight | How to double-check carat weight when buying or trading diamonds to ensure accurate pricing and avoid overpaying. | Never revised |
| Buyers Check WCSA Database | Verify watches in the Watch Certification Services of America (WCSA) database before purchase to prevent buying replicas or watches with replaced movements and to protect the store and buyer commissions. | Never revised |
| Buyers Checking Kennedy Half-Dollar & Eisenhower Dollar for Silver Content | How to identify which Kennedy Half-Dollars and Eisenhower Dollars contain 40% or 90% silver and how to separate and document them. | Never revised |
| Buyers Checks over $15,000 | When and how buyers must notify the Controller and CFO about checks over $15,000 to ensure available cash flow. | 13 October 2015 |
| Accounting Sales Buyers Checks, Replacing or Accepting Back | Rules for accepting back or replacing customer checks, explaining when buys can be undone, posting requirements, repurchase conditions after police hold, and stop-payment fees for lost or stolen checks. | 01 February 2014 |
| Buyers Cleaning the Buy Offices | How estate buyers must clean and maintain satellite buy offices daily and before handing them over, and how to report unkempt offices. | 12 December 2013 |
| Buyers Coin Sleeves | How and when to use double-pocket plastic sleeves to protect mint-condition coins, small gold bars, and other valuables during buying, testing, and storage. | Never revised |
| Sales Buyers Commission Overtime Exemption | Explains when and how commission earnings determine overtime exemption for sales and estate buyers. | 12 May 2018 |
| Buyers Accounting Commission Paid to Part-Time Buyers | How part-time buyers are compensated with a 4.25% profit-based commission when they close buys. | Never revised |
| Buyers Accounting Commissions to Estate Buyers | How Estate Buyers are paid commissions on purchases, detailing the step-by-step process, payment timing, splitting rules, and eligibility. | 10 April 2021 |
| Sales Buyers Inventory Accounting Consignments | How consignments are handled, documented, and processed including pricing, testing, commissions, and options for unsold items. | 10 August 2012 |
| Buyers Contacting Customers by Letter or Email | How estate buyers should contact customers by letter, email, or phone to provide personal, relevant communication, including definitions of valid contacts and penalties for sending form emails. | 18 June 2022 |
| Buyers Cost of Shipping on Invoices | How to record shipping charges on invoices, specifying customer shipping should not be included on the invoice (use EXE) while vendor shipping must be included in the item's cost. | 05 October 1998 |
| Sales Accounting Buyers Counting Cash | How to ensure cash is counted in front of the customer for large-volume cash sales and pawn redeems so discrepancies cannot be claimed later. | 06 September 2008 |
| Sales Buyers Dead File | When and how to change customer mailing statuses (Dead File, Mailings Three, Requested Off) to keep the mailing list effective and conserve resources. | 31 July 2004 |
| Buyers Diamond Color Master Set | How to maintain and expand the company's GIA diamond color master set, including selection, submission procedures, grading criteria, fees, and shipping requirements. | Never revised |
| Buyers Diamond Depths | Which diamond depths to order to maximize perceived size—prefer 60–60.5% depths. | 02 January 2007 |
| Buyers Diamond Language | How to read the order of depth %, table %, clarity and color on diamond certificates. | 06 August 2006 |
| Buyers Directions to Buy Offices | How to direct customers to each buy office from various originating areas. | 30 August 2023 |
| Buyers Display Items and Merchandise in Remote Offices | How buyers must secure and store display items and merchandise in remote offices each night to reduce theft risk. | 24 March 2012 |
| Sales Repair Buyers Employees Create Social Media Posts | How employees should create and submit customer social media posts, who to contact, and the consent requirements for posting customer photos or videos. | 10 April 2024 |
| Buyers Inventory Sales Estate Buyer to Inventory Line | How estate buyers and the Wholesale Unit must offer and document purchased items to inventory and sales managers to maximize retail opportunities. | 28 July 2006 |
| Buyers Estate Buyer Training | How new estate buyers are trained, how training affects commission eligibility, and the conditions for retraining and commission payment. | 08 September 2012 |
| Buyers Estate Buyer Turnovers | How estate buyers should turn customers over to other buyers or managers to close purchases, improve service, and share commissions. | 01 November 2013 |
| Buyers Estate Buying, People Calling to Sell | How to handle calls from people wanting to sell estate items and how to route and record their information for buyers. | 15 February 2012 |
| Buyers Extended Warranties | When and how to record and verify salespersons' extended warranties so repairs are handled correctly. | 08 August 2006 |
| Marketing Sales Buyers Familiarity With Ads | How marketing ensures salespeople and estate buyers are informed about new advertisements and that the POS has the correct contact source. | 30 August 2024 |
| Buyers Forbidden Words | What words buyers should avoid using with customers and how to rephrase responses to sound knowledgeable and professional. | Never revised |
| Sales Buyers Marketing Forward All Customer Compliments to Marketing | Send all positive customer compliments to Marketing for use in promotional materials. | Never revised |
| Buyers Sales Marketing Google Reviews | How staff should solicit Google reviews, track them, and the incentives and rules for posting to improve SEO. | 10 April 2021 |
| Buyers Greeting Customers in the Buy Offices | How to greet and make estate/buy customers comfortable in the buy offices by offering refreshments and hospitable treatment to increase cooperation when they sell items. | 07 April 2021 |
| Buyers Handling Buy Customers on the Phone | How to handle callers wanting to sell items and how to respond to common price and buying questions over the phone. | 17 January 2009 |
| Buyers Handling Sellers with Guns | How to refer sellers who bring guns, who may handle them, pricing guidance, and safety and storage procedures for gun sales. | 15 March 2013 |
| Buyers Accounting How to Get More Checks | When and how estate buyers should request more pre-signed checks from Accounting when their check supply is low. | 13 March 2013 |
| Buyers Intellicheck | How to verify customers with Intellicheck and OFAC to comply with anti-money laundering laws when completing estate purchases. | Never revised |
| Buyers Keeping Track of Supplies | How buyers must monitor and order supplies to keep buy offices stocked and avoid shortages. | 12 May 2018 |
| Buyers Looking up Stolen or Counterfeit Watches in Watch CSA | How to look up stolen or counterfeit watches using the Watch CSA website. | Never revised |
| Buyers Inventory Magnet Use | How to use magnets to screen buys and trades of precious-metal items to prevent purchasing fakes. | Never revised |
| Buyers Repair Merchandise, Location and Routing | Where merchandise should be located, how items should be routed between locations, and the rules for handling inventory to protect and control stock. | 05 January 2007 |
| Buyers Minimum Check Amount is $20 | Sets a $20 minimum check amount for estate buys to cover processing and recording costs. | Never revised |
| Buyers Odd Shaped or Uncertain Metals | When buyers encounter odd-shaped or unmarked metals, they must take items in for assay and not purchase them outright. | Never revised |
| Buyers OT Buying Office Open on Mondays | Why and how the Old Town buying office will operate on Mondays, including hours, staffing, holidays, pricing assistance, storage, deliveries, and customer interactions. | 23 December 2017 |
| Buyers OT Safe, Keep it Locked | How to keep the Old Town buy office safes locked, when managers should open them, and end-of-day storage and verification procedures. | Never revised |
| Buyers Pawn Policy | How the company handles pawn loans, including what pawns are, minimum amounts, interest rates, valuation, terms and renewals, payment methods, and procedures. | Never revised |
| Buyers Pawns Hat | How to complete, record, enter, store, renew, redeem and ring up pawn transactions and related recordkeeping. | Never revised |
| Buyers Photographing Buys | How buyers must photograph estate purchases, what images are required for identification, and how to upload those photos. | 06 January 2024 |
| Buyers Police Officers or Pawn Inspectors | What staff should do when police officers or pawn inspectors inquire about buys and who to direct them to. | Never revised |
| Buyers Inventory Sales Police Report on Trade-Ins & Consignments | When and how to report trade-ins and consignments to the police, who must complete the paperwork, and the refund exception. | 07 August 2006 |
| Buyers Preparing Buys for Transport | How Estate Buyers must prepare and secure buys for transport to Old Town to ensure security. | Never revised |
| Buyers Pricing Custom Jobs | How Repair prices custom jobs, required profit margins, and how estimates and customer communication should be handled. | 08 August 2006 |
| Sales Repair Buyers Problem Customers | How to handle problem customers, including when to fix issues, offer remedies, escalate to management, or ban repeat unreasonable customers. | Never revised |
| Buyers Sales Marketing Repair SDGL QR Code Cards | How and when staff should use QR code business cards to encourage customers to leave Yelp or Google reviews. | Never revised |
| Buyers Qualifying a Trade Customer | How to qualify a buy customer and determine when and how to refer them to the sales floor for a potential trade. | Never revised |
| Sales Buyers Accounting Referrals from Buyers | How Estate Buyers should refer wholesale customers to salespeople and how Reception assigns incoming customers. | Never revised |
| Buyers Sales Repair Repairs, Back Charges | Requires pre-owned items to go through Repairs before sale and describes charge-back consequences for violations. | Never revised |
| Inventory Buyers Repair Repairs, Security of Internal Jobs | How to ensure merchandise transferred to Repair is counted or weighed to prevent loss. | Never revised |
| Accounting Buyers Sales Reporting Cash of $10,000 or More | When and how to report cash payments of $10,000 or more using IRS Form 8300, including required customer information and penalties for noncompliance. | 05 June 1997 |
| Accounting Buyers Sales Resale and Interstate Sales Documentation | How to document resale and interstate sales to prove tax exemption and avoid sales tax liability. | 05 August 2017 |
| Buyers Inventory Runs to Mystic Coin | How to stay safe when transporting coins and scrap metal to Mystic Coin, including steps to take if involved in a staged accident, followed, or robbed. | 18 September 2024 |
| Buyers Safe Handling of Gold Testing Acids | How estate buyers should safely use and respond to accidents involving gold testing acids. | Never revised |
| Sales Buyers Sales, Taking Customers to the Buy Side | How sales staff should escort customers to the buy office when they have items to sell and the procedures to follow while buyers are assisting customers. | Never revised |
| Buyers Sandbagging | Explains the Sandbagging policy: sales and production must be recorded in the week they occur and sandbagging is prohibited, may forfeit commission, and can lead to dismissal. | Never revised |
| Buyers Scanning Buy Checks | How estate buyers must scan, report, and verify buy checks daily, when to notify Accounting, and special Thursday submission requirements. | 24 June 2017 |
| Buyers Security Procedures for Buy Offices | Security procedures for buyers to protect staff, customers, and merchandise in buy offices. | 10 December 2024 |
| Buyers Selling Buy Customers Their Items Back | How the company handles requests from buy customers to repurchase items, including the 30-day hold, notification and processing, potential restocking fees, and acceptable payment methods. | 20 February 2016 |
| Buyers Selling to Dealers | How estate buyers should evaluate and research jewelry, silver, and unique items before selling them to dealers, and whom to consult. | 12 May 2012 |
| Buyers Logistics Sales Sending Coins to Mystic | Instructions to remove buy slips from coins/bars/scrap before sending them to Mystic to protect confidential pricing information. | Never revised |
| Buyers Share Info About Fakes | How estate buyers should document and share information about suspected counterfeit items to warn other buyers. | Never revised |
| Buyers Inventory Sales Show Buys to Retail | When and how wholesale purchases and silver/antique items must be shown to Retail and reviewed before selling to dealers, including required reviewers and timing. | 10 May 2017 |
| Buyers Silver Scrap Pricing Tutorial | How to calculate scrap and employee prices for sterling silver jewelry | 22 March 2016 |
| Buyers Solana Beach Buy Office Only- Mailing Buy Slips | When mailing buy slips from the Solana Beach buy office, always send both the white and yellow copies to the Solana Beach police department. | Never revised |
| Buyers Take-in Procedure | How buyers should handle take-in of items for evaluation, documentation, photography, customer follow-up, and tracking whether the customer leaves the item or not. | 09 July 2011 |
| Buyers Talking to the Police | How buyers should handle communications with law enforcement, including requiring CEO/CFO/COO presence and limiting statements to facts. | Never revised |
| Buyers Thank You Notes to Buy Customers | When and how buyers should send thank-you notes to customers who sell items, including the step-by-step procedure, personalization, and confidentiality rules. | 19 September 2012 |
| Buyers Two Sided or Double Headed Coins | How to identify real versus fake two-sided or double-headed coins and their approximate value. | Never revised |
| Buyers Verify Buys over $5000 | Requires a second buyer or manager to verify and sign off any buy or pawn check over $5,000 to prevent fraud, grading errors, and unprofitable purchases. | Never revised |
| Sales Accounting Buyers Verifying Cashier’s Checks | How to verify cashier's checks before accepting them as payment, when to delay delivery, and alternatives if immediate verification isn't possible. | 18 January 2024 |
| Buyers Repair Sales Watches, Verifying Authenticity as a Service | How the company verifies watch authenticity, including who is authorized, the fees charged, and step-by-step procedures for showroom, phone, and estate buyer requests. | 13 June 2024 |
| Buyers We Don’t Do Business with Minors | Why and how the company refuses to buy items from minors and what staff should do when an underage seller arrives. | Never revised |
| Marketing Accounting Buyers We Don’t Accept Foreign Bank Checks | Policy stating the company will not accept checks drawn on banks outside the U.S. due to collection fees and delays. | 14 August 2006 |
| Buyers We Share Knowledge | How estate buyers should share new experiences, findings, and solutions with fellow buyers to improve buying success. | Never revised |
| Buyers What to Do When You’re Not Buying or What You Can Do ANY Week to Improve Your Stats | Activities buyers can do during slow times to generate business and improve their performance. | Never revised |
| Marketing Buyers When to Mail Flyers and Special Event Promo | When to mail flyers and special event promotions so they arrive just before or at the start of the event. | 08 August 2006 |
| Buyers Writing Multiple Checks to Buy Customers | Rules on issuing multiple checks to buy customers, including prohibition when used to evade bank reporting and a $10,000 limit. | Never revised |
| Marketing Buyers Yehuda Enhanced Diamonds | Guidelines on how to refer to, sell, and handle Yehuda clarity enhanced diamonds, including restrictions, guarantee and benefits. | 07 August 2006 |