Finding an item to add

When you add a line to an invoice, memo, memo return, work order or appraisal, the Stock ID box searches your inventory as you type. One box, and it looks in every place a piece might be known by.

What it searches

• Stock number — type digits and it matches from the start, so 1024 finds piece 1024 and everything beginning 1024.
• Your old SKU — if your inventory was brought over from another system, the number you used there is still on the item and still finds it. This one is always searched; whether the box mentions it depends on whether your shop has old numbers on file.
• Style number — for shops that design their own styles. Type a letter and you get the whole family: R returns every style starting with R, the same way the house-design list behaves.

The box tells you which of these apply to your shop — “Search by stock # or SKU…”, for instance. If it just says Search by Stock ID, then your shop has neither old SKUs nor house designs, and the stock number is the way in.

What each result shows

• The photo, so you can recognize the piece rather than decode a number. Items with no photo show an empty frame, which keeps every description in the same column.
• The stock number, plus the SKU and style number where the item has them.
• The description.
• Set: and a list of stock numbers, when the piece has stones set in it. Those are the individual stones linked to that mounting.

Click a result and it fills the line. Everything else on the form — quantity, price, carat weight — behaves as it did.

Pieces that can’t go on this invoice or memo

On an invoice or a memo, a result that can’t be added says why, in red, right on the row:

• On hold for … — the piece is promised to someone. Release the hold on the item first.
• Made for a customer on work order #… — it’s billed through that work order, not sold on a line of its own.
• Out for … — a stone that is away at a cutter or lab on a stone-service work order.

These rows can’t be picked. Click, tap or scan one and the box tells you why, with an Open the item link that opens the piece in a new tab, so you don’t lose the line you’re building. Release the hold there, come back, and search again. This applies on the phone’s Add item sheet and in Quick Entry on a memo too.

Where linked stones land

A stone that is linked to a mounting always sits directly under that mounting on an invoice, memo, memo return or appraisal, whatever order you added them in. Scan the ring, three other pieces, then its center stone, and the stone still shows under the ring, on screen and on the PDF. Several stones in one piece stay together under it, in the order you added them. Everything else keeps the order it was added in.

This follows the link on the stone itself. If the piece isn’t on the document, or you broke the link by declining to include it, the stone stays where you added it.

Tips

• Nothing coming back? Two characters are needed on stones and watches, where a search is always a stock number. Jewelry accepts a single character, since one letter is a real style search.
• Long lists are capped at 50 results. A style prefix on a big catalog can match hundreds, so narrow the search rather than scrolling — add a second character and the list tightens quickly.
• Photos come from the item, so an item photographed after you added it will show here the next time you search.
• Old SKUs are never typed in by hand — they arrive when your data is imported, and from a GemHub import if the piece carries a SKU there. If a piece is missing its old number, that is a data question rather than something to fix on this screen; ask JewelTrak.