The short version
From any stone detail page (diamond, colored stone, or pearl), click Send Out for Service. Pick the vendor (cutter, lab, or repair shop), the type of service, and submit. The stone shows as “out for service” everywhere it appears in the system — meaning it’s still owned by you but unavailable for sale or memo.
Submitting opens a work order for the stone and drops you on it. When the stone returns, edit the stage on the work order, set Status to Returned, fill in the new carat weight (if it changed) and the actual cost. That’s it.
Stone services run on the same workflow as in-house jewelry repairs — same list page, same vendor tracking, same cost-basis capture. The old /stone-services URL still works and redirects you into the filtered view (/work-orders?stockType=S).
Sending a stone out
The button is on the diamond, colored-stone, and pearl detail pages. The form asks for:
- Vendor — the cutter, lab, or repair shop. Pulls from your existing vendor list.
- Service — Recut / Repolish / Re-certify / Repair / Other.
- Sent date — defaults to today.
- Expected return and Expected cost — optional, useful for tracking.
- Tracking # and Notes — optional.
If the stone is currently on memo to a customer, the form blocks with a message asking you to recall the memo first. A stone in a customer’s hands literally can’t be sent to a cutter.
Submitting creates a work order tagged with Stock Type = S (Stone) and one stage carrying all the vendor details. The stone gets flagged OutForService so it can’t be double-booked.
Receiving a stone back
Open the work order (from /work-orders or the redirected /stone-services link). Click the stage to edit it and fill in:
- Actual return date and Cost — Cost posts as an additional-cost row on the stone, increasing its cost basis.
- Return tracking # — optional.
- Ct Wt After — only meaningful when the cutter is the final stop. The system records the delta against the stone via
stone_adjustments. - Cert # / lab / date — only shown when the stage type is Re-certify. The GIA Lookup button next to the cert # field auto-fills weight + lab + date from GIA’s API on the stone detail page itself.
When you flip the stage Status to Returned and save, the system records:
- An
additional costrow keyed to the stage - A
stone_adjustmentsaudit row capturing the weight change (if any) - A new
stonecertificatesrow for re-cert stages (the previous cert stays as history, not deleted) - Clears the stone’s
OutForServiceflag so it can be sold or memo’d again
Chained recut → re-certification
When a client recuts a stone, they often send it straight to a lab for re-certification. The cutter weighs it, the lab weighs it again — and the lab’s cert is the official measurement.
In the work-order model this is two stages on the same work order: Stage 1 is the recut (leave Ct Wt After blank — the cutter isn’t the source of truth for the final weight); Stage 2 is the recert (this stage carries the new Ct Wt After + cert details). Marking Stage 2 returned records the official weight exactly once.
Cancelling or marking lost
Set the work-order Status to Cancelled for stones that never shipped or were refused at intake — OutForService clears, counters untouched.
For stones lost in transit, the work-order detail page has a Mark Lost button (only shown on stone-service work orders). It captures an insurance claim # and notes, zeros the stone’s counters via stone_adjustments, and sets the status to Lost in Transit. Cost basis stays on the books for insurance reconciliation.
What about a stone that’s on memo from a vendor?
Same answer as customer memos: not allowed, with a clear error. A stone on memo from a vendor is the vendor’s stone; you can’t send it for service. Return it to the vendor first.
Where to find tickets
The work-orders list (/work-orders) is filterable by Stock Type = Stone to see only stone-service jobs, or by status (open / completed / cancelled / lost). Each work order links back to the stone, and each stone detail page shows the latest service history when you scroll the audit timeline.