Every stock list has a Print / Export button in the page header. It takes the view you have on screen — the filters you set, the sort you chose, the price column you’re showing — and produces the same list as a printable page you can also email, download as Excel or CSV, or save as a PDF.
Available on all five stock lists: Jewelry, Watches, Diamonds, Colored Stones and Pearls — and on your design catalog (Styles → House Designs), which works the same way with one difference described below.
The point: it prints what you’re looking at
You don’t fill in a second filter form. Filter the list until it shows what you want, then press Print / Export. Whatever narrowed the list narrows the printout, and the printed page names those filters at the top so a sheet that leaves the building says what it is.
To change what’s on it, go back to the list, change the filter, and print again. The Back to Jewelry / Back to Watches link returns you to the list with your filters still set.
Two kinds of sheet: Stock list and Price list
At the top of the report there’s a Stock list / Price list switch.
Stock list is your internal sheet. It shows everything the screen shows — the mount a stone is set in, the vendor, cost if your login may see it.
Price list is the copy you hand or email to a customer. Same filters, same sort, but three things change:
- It goes out on your letterhead — the same store name, address and logo your invoices carry — instead of a line of filter names.
- It never shows cost, or your vendor. If you were looking at your cost column, the report switches to Price 1 and tells you it did.
- It covers only stock you can actually sell. A sold stone isn’t quotable, so price-list mode takes over the availability setting with its own dropdown: All Items, In Stock Only or On Memo Only. “All Items” still means in stock or on memo — a price list never covers anything else.
Because that last rule can drop rows the list was showing, the report tells you the arithmetic — “37 of 156 lots matching your filters are sellable” — rather than quietly handing you a different number than the screen showed.
Price lists also print larger photos. It’s a selling document, so the piece is the point.
What’s on it
Jewelry: Photo · Stock ID · Style No. · Description · In Stock · On Memo · your price column
Watches: Photo · Stock ID · Brand · Model # · Serial # · Description · In Stock · On Memo · your price column
Diamonds: Photo · Stock ID · Setting · Shape · Ct Wt In Stock · Ct Wt On Memo · Color · Clarity · $/Ct · %/Rap · your price column · Lab · Measurements
Colored Stones: Photo · Stock ID · Setting · Type · Shape · Ct Wt In Stock · Ct Wt On Memo · Color · Variety · Origin · Clarity · $/Ct · your price column · Lab · Measurements
Pearls: Photo · Stock ID · Setting · Qty In Stock · Qty On Memo · Shape · Body Color · Overtone · Luster · Surface · Matching · Measurements · your price column · Lab
House Designs: Photo · Style # · Description · Qty In Stock · Qty On Memo · your price column
Stones are counted by carat weight, split between what’s on your shelf and what’s out on memo — that’s the pair an owner is usually checking. Pearls are counted in pieces instead, because a pearl is sized in millimetres and carries no carat weight; their sheet shows Qty In Stock and Qty On Memo.
On a price list those columns all drop, along with Setting (which mount a stone sits in is your business, not the customer’s) and Vendor on jewelry and watches. The sheet already covers only stock you can sell, so the quantities answer a question the customer isn’t asking — and “On Memo: 1” would tell them the piece they’re being quoted is out with somebody else. Stone price lists show a single Size (ct), the weight being quoted, which is what $/Ct multiplies.
Loose stones without a photograph print their shape outline instead, tinted to the stone’s color — the same icon the list and grid views use, so a stone report doesn’t come out as a column of blanks.
Descriptions are never shortened — the description is how the piece is identified, and half of one is worse than none. Rows are shaded alternately so the eye holds the line across a wide page, and that shading survives printing.
The totals line
On diamonds and colored stones the bottom row totals carat weight in stock, carat weight on memo and value; a stone is counted by weight, not by pieces. A lot’s value is its stored total price when it has one, otherwise $/ct × carats. % / Rap is the discount recorded on the stone, the same number the list shows.
On pearls the same row totals quantity in stock, quantity on memo and value — pearls have no carat weight, so a lot’s value is the price recorded against it.
On jewelry and watches the bottom row totals quantity in stock, quantity on memo, and extended value — price × quantity, summed. Two things worth knowing:
- Extended value uses in stock + on memo, so an on-memo-only list totals what’s out with customers and an in-stock-only list totals what’s on the floor.
- The totals cover every matching item, even when the list is long enough to be capped at 5,000 rows on the page. A partial total would be worse than none.
Your own designs
The House Designs tab of the style catalog has the same Print / Export button, and the report behaves like the five above: Stock list or Price list, photos on or off, Excel, CSV, print and email.
What’s different is what a row is. This sheet lists designs, not pieces, so:
- There is no Stock ID — a design doesn’t have one. The style # identifies the row, and there may be a dozen pieces made from it.
- Qty In Stock and Qty On Memo are added up from the items made from that design. So the sheet answers “of everything I design, what do I currently have made, and where is it” — in one page, next to the price.
- A design nobody has made yet still appears, at 0 and 0. This is your catalog, not your stock; leaving it out would defeat the point.
- The totals row works the same way, and its value column is price × quantity — so it totals what the pieces you have made are worth, not what the catalog would be worth if you made everything in it.
If your login is limited to one store, the quantities count that store’s items only, the same way the jewelry list does.
The price column
The list’s price selector (Cost / Price 1 / Price 2 / Price 3 / Retail) travels with you. Whichever column you were showing is the column that prints, and its name is the column heading — so a Price 2 sheet says “Price 2”, not just “Price”.
If your login can’t see cost, the cost column is blank on the printout and in the spreadsheet too. The export is never a way around a permission the screen enforces.
Photos
Include photos is on by default and can be switched off at the top of the report. Photos appear on screen and in print. Spreadsheets never include them — a cell can’t hold a photograph usefully.
Turning photos off makes a much shorter print job, which is usually what you want for a long count sheet.
Sending it
A stock list is a dataset, so it offers all four:
- Print / PDF — your browser’s print dialog; choose “Save as PDF” there to keep a copy.
- Excel / CSV — downloads the same rows with the same filters. The filter and sort summary rides along inside the file.
- Email — sends it as an attachment without downloading it first.
A price list is a document, so it offers two: Download PDF and Email, and the email goes as that same PDF. It’s produced on your letterhead in landscape, with a page count on every page so a customer can tell whether they have all of it. There’s no spreadsheet of a price list on purpose — that’s what the stock list is for, and it’s not something to send a customer by accident.
Availability is just a filter
On a stock list there’s no separate “memo list” or “in-stock list”. Set the Availability filter on the list — In Stock, On Memo, Sold, and so on — and print. Both quantity columns always show, so you can see the split either way.
On a price list the report takes that decision over, because only sellable stock can be quoted. See the switch described above.
Natural or lab-grown
The diamond and colored-stone lists carry a dropdown in the filter row — All Sources, Natural, Lab Grown — always visible, so you can see which way it’s set without opening anything. It’s separate from the Lab filter beside it: that one is the certificate laboratory (GIA, IGI, AGL), not how the stone was made.
Set it before printing a price list if you price the two apart.
Tips
- Customer price list — filter to what you want to offer, switch to Price list, choose In stock, email it. It goes out on your letterhead with no cost or vendor on it.
- Consignment sheet — filter to a partner on the jewelry list, print with photos, email it.
- Insurance / appraiser schedule — filter to the store, sort by price descending, export to Excel.
- Physical count sheet — filter by location, turn photos off, print. Long lists repeat the column headings on every page.
- Too many rows? The page caps at 5,000 items and says so. Narrow the filter on the list — the totals still reflect everything that matched.