Vendor Memos (Items In On Memo)

When a vendor sends you goods on memo, you don’t own them until they sell and you pay for them. In JewelTrak they are ordinary inventory items with Memo In checked. There is no separate vendor memo document to enter.

For goods you send out to a customer on memo, see Memos.

Entering goods you receive on memo

Add each piece as you would any jewelry, watch, diamond, colored stone or pearl, and on the item:

1. Pick the vendor.
2. Check Memo In. A status badge appears next to it, starting at Open.
3. Enter the vendor’s Memo # (the same box holds the Invoice # for goods you buy outright).
4. Enter the cost: what you will owe the vendor if the piece sells.

The piece is searchable, salable and can go out on memo to a customer, like anything else in stock. On the stock lists, Status → Vendor Memo shows only these pieces.

Selling a memo-in piece

Sell it on an invoice as usual. Once it is sold, it appears on this page as Open: sold, but the vendor has not been paid yet.

Paying the vendor

1. On the Vendor Memos page (Status Open), tap the piece.
2. Check the Amount owed (it starts at the piece’s cost), then enter the Payment date, Payment method, Check # / Card last 4 and any Notes.
3. Save. The piece’s status changes to Paid and the payout is recorded. Each piece can be paid out once.

Paying a vendor needs permission to see costs, since the amount owed is the piece’s cost. Without it the pieces are still listed, but tapping one doesn’t open the payout screen.

Use the Status filter to see Open, Paid, Returned or All, and search by stock # or description.

Returning a piece to the vendor

Select the piece on its inventory list and choose the return from the Actions menu, like any return to a vendor. See Returns & Scraps. A returned piece is no longer yours to sell or to pay for.

Seeing everything on memo to you

This page lists pieces that have sold. To see every memo-in piece, including those still in stock or out on memo to a customer, use the Consigned Goods report, or the All consigned goods button on this page.

The Sold Vendor Memo Items report

Opened from the Dashboard’s Sold Vendor Memo Items tab, this is the printable, exportable version of the Open list, with the same columns as the tab: Stock #, Type, Date Sold, Invoice #, Vendor, Style # (the vendor’s own style number, from the piece’s Style #; jewelry only), Description, Cost, Sell Price, Total Paid and Balance Due. Filter by vendor. The Balance Due column is what you still owe each vendor on goods already sold.