Adding Inventory Items

JewelTrak tracks five item types: Jewelry, Watches, Diamonds, Colored Stones, and Pearls. Each has its own list page with a + New button in the upper right.

To add an item

1. Open the appropriate list page from the Inventory menu.
2. Click + New.
3. Fill in the required fields — at minimum the Description and the cost or retail values you have on hand.
4. Click Save.

The system automatically assigns a StockID the first time you save. After saving, you can upload photos, attach a vendor invoice, or set RapNet listings (diamonds and jewelry).

Entering several items off one vendor invoice

When a vendor invoice arrives with a number of pieces on it, you don’t have to re-type the same supplier details for every one.

Finish the first piece completely — photos, description, prices, attributes — then click Add Another in the action bar at the top. A fresh item form opens with these already filled in:

• Vendor
• Invoice # / Memo # (the label follows the Memo In checkbox)
• Purchase date
• Memo In, if that shipment came in on memo
• Store

Everything that describes the piece itself — description, photos, weights, metal, stone details, cost and prices — starts blank, because it’s different on every line. Cost in particular is never carried: a figure copied from the previous piece looks plausible and would quietly feed the wrong margin.

Nothing is created until you save that new item, so clicking Add Another by mistake costs nothing.

A few things worth knowing:

• You don’t have to do them back to back. Come back to the last piece you entered from that invoice — tomorrow, if you like — and click Add Another to carry on.
• Unsaved changes are saved first. If you’re mid-edit when you click it, the item saves and then the new form opens. If the save is rejected for a missing required field, you stay put and the field is highlighted.
• It’s on every item type — jewelry, diamonds, colored stones, pearls and watches — and it’s desktop only, like the rest of data entry.
• Adding a near-identical piece is a different job. If a vendor sends several of the same design, save it once in the Style Catalog and create items from there instead; that carries the whole spec, not just the invoice details.

Bought more of a piece you already have

When you buy another of a piece that’s already in JewelTrak (even one you’ve sold out of), keep the same stock number. Open the jewelry or watch item, raise Qty Purchased by the number of pieces you bought, and click Save.

Before it saves, JewelTrak asks whether stock actually moved:

• Add to stock puts the new pieces on hand. For example, raising Qty Purchased from 2 to 3 with none left takes On Hand from 0 to 1. Enter the date and the unit cost you paid; both are recorded with the change.
• Just change the number updates Qty Purchased only. Use it when nothing new came in and you’re correcting the record.
• Cancel goes back to the form without saving.

A piece made for a customer on a work order is billed through that job and never goes into stock, so for it the question offers only Just change the number and says which work order it belongs to.

Lowering Qty Purchased asks the same question the other way round. Remove from stock takes the pieces back off, which is how you fix a number you typed too high. It only removes what’s on hand: if you bought 3, sold 2 and lower it to 1, On Hand goes from 1 to 0, and the pieces already sold stay on their invoices.

Every change made this way is in the item’s audit history, with who made it and when.

Tips

• Style Catalog (Inventory → Style Catalog) lets you create reusable templates so adding items with the same design takes seconds.
• For diamonds, pick the lab and click Look up to pull the cert PDF and pre-fill weight, color, clarity, measurements, the crown and pavilion figures, star length, lower half, culet, and the girdle (its thinnest and thickest point, as Girdle (thin) and Girdle (thick)). You can also set the girdle by hand under the measurements. The length, width and depth are read from the measurements line when you save. GIA and IGI are both supported; for any other lab, type the details in and use Load or Scan to attach the PDF. The same lookup is available on Set Stones within a jewelry/watch item — see Set Stones for details.
• IGI report numbers: a lab-grown IGI report is printed with an LG prefix (LG578344353). Type it either way — with the prefix or just the digits — and JewelTrak saves the number the way IGI prints it. An IGI report that says “Laboratory Grown Diamond” also ticks Lab Grown on the stone for you.
• Cert cost prompt: after a successful download, a small prompt opens with the heading Add cost for certificate to additional costs. Type the amount paid and press Enter (or click Add Cost); clicking Skip dismisses without recording. Cert cost is never a field on the cert form itself — it lives only in item_additional_costs so it shows up alongside repairs, shipping, and other post-purchase costs. Re-running the lookup later (e.g. after a recut) opens the prompt again so a new charge can be recorded against the same cert.
• Use the Vendor field consistently — it powers the Vendor Cost Report and AP matching later.