JewelTrak tracks In Stock and On Memo quantities (and carats, for stones) on every inventory item. Every action that moves inventory — writing an invoice, issuing a memo, taking a memo back, processing a vendor return, scrapping, recording a count adjustment — updates those quantities.
The Quantity Reconciliation page at Utilities → Quantity Reconciliation recomputes those quantities from scratch by walking every transaction on each item, and lists any item whose stored quantity doesn’t match. It’s a review-and-settle surface: you look at each disagreement, decide which side is right, and record that decision.
When to run it
- Monthly as part of period-close, as a hygiene check
- After a known-disruptive event — database restore, importing a shop’s data from another system, a code change that touched inventory flows
- Investigating a discrepancy — if a physical count doesn’t match the In Stock value and you can’t find the cause from the item’s Transaction History
What it compares
For each inventory item, the page calculates the figures from history:
- In stock = quantity purchased + quantity adjustments − invoiced − on memo (open) − returned to vendor − scrapped
- On memo = the memo lines still out, plus any on-memo adjustment
- Carats for stones, both on hand and on memo, the same way using carat weights
Each stored value is shown next to its calculated one with the difference (Δ) between them.
Reading the list
- Search by stock # or description.
- All types narrows to Jewelry, Watches or Stones. Picking Jewelry or Watches also hides the carat columns, since neither carries carats.
- Each item shows its photo, and the type code — J, W or S.
- The history icon on each row opens the Transaction History drawer, which shows the full calculation (every contributing number with the running result) and every contributing invoice line, memo line, vendor return, scrap entry and quantity adjustment, with links back to the source records.
- Refresh recomputes the report. It’s otherwise cached for a few minutes, so it doesn’t re-run on every visit.
Who can use it
Administrators only. Settling a row moves stock, and Adjust N to calculated can move it across thousands of items in one click — so this screen is not delegable, and no permission grant opens it. Staff who count inventory do so in Inventory Count; reconciliation stays with an administrator.
Deciding which side is right
A counter can disagree with the documents for two opposite reasons, and the numbers alone can’t tell them apart:
- The counter drifted — the goods moved but a document didn’t record it, so the calculation is right and the stored quantity is wrong.
- The document is missing — the goods really are what the shelf says, but the invoice or memo that explains where the rest went never made it into JewelTrak. This is the common case right after importing a shop from another system: the items come across, decades of paperwork often don’t.
So there are two directions to settle in, and both are recorded the same way — as a count variance and adjustment, exactly like a physical count. Both are the same kind of statement: a person looked and decided.
The three ways to settle
Adjust one row. Click the pencil in the Actions column — second from the left, beside the history icon, so it stays visible however far you scroll. A window opens showing each figure three ways: what it is now, what the documents calculate, and a box for what you are setting it to. A stone shows four figures, a jewelry item or watch two. Add a short Why (e.g. “memo never came across in the import”) and the window states the net effect before you save. Use this when a row needs a number that is neither the current one nor the calculated one — you counted it and it’s three.
Adjust a selection to current. Tick the rows, then Adjust N to current. Keeps the quantities you hold and records why the documents can’t account for them. No quantity changes — nothing moves, the items keep their value, and a later physical count can still correct them. The confirmation takes one optional Why for the whole batch, recorded against every item in it — use it for the reason they share (“physical count 8/16”), and settle genuinely different causes in separate passes.
Adjust a selection to calculated. Tick the rows, then Adjust N to calculated. Writes the computed figures into the items. The confirmation states the net effect in plain terms — “+1 on hand, −1 on memo, +0.08 ct” — because settling on the calculation can add stock, and that should be visible at the moment it’s approved. It takes the same optional batch Why.
What gets recorded
Every settle, whichever way it goes, writes in a single transaction:
- a closed spot count session named “Reconciliation” with the date, visible in Inventory Count history alongside your physical counts
- a count variance and a count adjustment per item, carrying your note
- an Audit Log entry with the stored values, the calculated values and what you settled on
The adjustment is what makes the decision stick. The reconciler adds adjustments into what it expects, so a row settled on its stored values stops reporting instead of coming back on the next refresh.
Tips
- Someone may fix a row while you’re reviewing. If you spot a missing invoice and go enter it in another tab, that row has fixed itself. The server re-checks every selected row against a fresh report before writing, leaves the ones that are already back in balance alone, and tells you how many that was.
- Items marked Returned or Scrapped are no longer active inventory, so the reconciler trusts their stored quantities and won’t flag them — there’s no useful action to take on a retired row.
- A memo line’s Status decides whether it’s settled, not its per-line Invoiced / Returned quantities. In imported data those quantities are routinely blank on lines the Status plainly marks Returned, so reading the numbers alone would report goods still out at a customer years after they came back.
- After an import, expect a review list rather than a clean report. The unambiguous rows — nothing on hand with no sale on file, a stone counted at zero still carrying carats — are settled during onboarding; what’s left is the handful that could genuinely mean two things, which is what this screen is for.
- If a recently-active item shows a discrepancy (not imported data), that’s a signal a flow somewhere isn’t pairing its quantity update with the matching transaction record — worth investigating before settling either way.
- The page is read-only until you act — nothing is written without a confirmation. Safe to run as an audit anytime.