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Keeping an invoice or memo current

When a customer's details or an item's cost change after a document is created, refresh the Bill To from the customer record with one click, while line costs update themselves automatically.

Keeping an invoice or memo current

A saved invoice or memo is a snapshot, but two things can drift after you create it: the customer’s contact details and an item’s cost. JewelTrak handles each differently — one is a deliberate click, the other happens on its own.

Refresh the Bill To from the customer record

The Bill To block is copied onto the document when it’s created, because an invoice is a legal record and payment is tied to the exact name and address printed on it. If the customer later moves, changes a phone number, or you correct their record, the document still shows the old details.

To pull the current details in, open the document and click Refresh from customer record under the Bill To block. It rewrites the bill-to name, address, and phone from the customer’s contact record.

  • The button appears only while the document is open (not finalized or voided) and you have edit permission.
  • It marks the document unsaved rather than saving silently — because it’s a legal record, you review the change and Save it deliberately. Discard reverts it like any other edit.
  • A separate ship-to address is left untouched. If a customer has several addresses, JewelTrak won’t guess which one the refresh should overwrite — the bill-to is the one tied to payment, so that’s what it updates. When “Same as Bill To” is ticked, the ship-to follows on save.

This is deliberately separate from changing the customer on a document. Swapping to a different customer clears the addresses and starts fresh; a refresh keeps the same customer and just re-pulls their current details.

Line costs update themselves

You don’t need to refresh costs — inventory-backed line costs are live. Every time you open the document, the cost for an inventory item (jewelry, a stone, a watch, a parcel, and the like) is recomputed from the item’s current cost plus every entry on its Additional Costs (recerts, repolishing, repairs added after the sale). So if you add a cost to an item after it’s on an invoice, the invoice’s cost — and its gross profit — reflect it automatically, with no button to press.

The exceptions are lines that have no inventory record to follow: miscellaneous charges and trade-ins store their cost on the line itself, exactly as you entered it. Those stay fixed unless you edit the line.

Because of this, the Gross Profit report and the document always agree on cost basis. See Gross Profit report for how live cost flows through your margins.

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