Help Center
Guides and reference for using JewelTrak — the in-app help drawer surfaces these same articles contextually based on what page you're on. This public version is shareable, searchable, and lets you browse the full library.
Navigation & Lookup
Show & hide list columns
Every list lets you choose which columns to show. Use the Columns menu (on the Price/last header) to tick columns on or off; your choice is remembered per list. Stock
Quick Peek — Look at Anything Without Leaving
Throughout JewelTrak, clicking a row in a list — invoice, memo, customer, stock item, work order, appraisal — opens a slide-over Quick Peek drawer instead of navigating away. You see the record's status, totals, items, and key info without losing your place. Close the drawer and the list / report / search is exactly as you left it.
Search & Quick Find
Global search across diamonds, jewelry, watches, contacts, work orders, invoices, memos, and appraisals. Click the magnifying glass in the top nav (or use the Search tab in the mobile PWA bottom nav). Type a name, StockID, invoice number, anything — results from every record type appear, each row opens in a peek drawer.
Sales
Finalize, Void, and Reopen Invoices
How invoice status (Open / Finalized / Voided) controls editing, payment, and inventory commitment.
Memos — Issue, Track, Convert, Return
A memo lets a customer take items out of your store with intent to buy or return. Items stay in your "owned" inventory but show as on-memo, not in-stock. Issue the memo, then either convert it to an invoice (sale) or process a memo return (items come back).
Charge a Card on the In-Store Reader
Take an in-person card payment on a paired Stripe Terminal reader against an existing invoice.
Take a Deposit on Stripe Terminal
Push a deposit charge to a paired Stripe Terminal reader from a work order — same reader your store uses for invoices.
Refund a Stripe Payment
Refund a Stripe Checkout or Terminal payment from inside JewelTrak — partial or full. Refunds money only; item returns happen via a new invoice with Source = Previously Purchased.
Adjustment (Per-Line Discount)
The Adjustment field on a line item subtracts a dollar amount from that line — used for negotiated discounts. Different from changing UnitPrice (which rewrites the price); Adjustment leaves UnitPrice intact and shows the discount as a separate line subtraction.
Returns and Exchanges
Process customer returns, exchanges, and refunds — using mixed-line invoices the way Home Depot and Macy's do at the counter.
Reversing a Memo Invoice or Memo Return
How to undo a memo item that was invoiced or returned by mistake — without calling support.
Trade-In Negotiation (Concession & Actual Value)
When you give a customer more credit for their trade than it's actually worth (a negotiation tactic), use Trade Concession on the sold line and Trade Actual Value on the trade-in line. The customer-facing invoice keeps the inflated numbers, while gross profit and partnership splits stay honest.
Partnerships (Co-Owned Inventory)
A partnership records co-ownership of an inventory item — you and one or more partners share the gross profit on the sale. Set the cost basis and split percentages on the inventory item; when it sells, reconcile the partner payouts on the Partnerships page.
Services
The Work Orders board
Work Orders opens as a simple board — three lanes (In Shop, In Progress, Ready for Pickup) showing every repair, custom job, and production piece at a glance. Switch to List view when you need to search. Jobs move between lanes as you change their status.
Custom Jobs (bespoke jewelry workflow)
Track one-off custom and bespoke pieces from initial customer quote through vendor handoff to completion. Captures inspiration photos, vendor drawings, the universal status workflow, and the customer + vendor parties. Now part of /work-orders (Jobs Unification 2026-05-19).
Take a Deposit on a Work Order
Collect a deposit on a custom job or repair before the invoice exists. Auto-applies as a credit when the invoice is created at completion.
Quote a Custom Job (Versions + Customer-Signed PDF)
Record quote revisions on a custom job and hand the customer a printable quote document to authorize.
Customer Signatures — Intake & Pickup
Capture customer signatures at intake (liability acknowledgement) and at pickup (receipt acknowledgement) on any touch device.
Email the Vendor on a Job Stage
Send a quote-request / work-request email to the vendor assigned to a specific stage, with the job details pre-filled.
Photos, CAD Files, & Attachments on Work Orders
Upload photos (inspiration / damage / progress), vendor drawings, and CAD design files to a work order. Supports STL / OBJ / 3DM / DWG / DXF / STEP / IGES alongside images and PDFs.
Job Templates — Pre-Canned Intake Recipes
Configure pre-canned recipes for common services (ring sizing, prong tightening, soldering, custom design). One-click pre-fill on the new work-order page.
Print Three Audience Copies of a Work Order
Print or download Counter / Bench / Customer audience-specific copies of a work order PDF.
Repair Warranty & Warranty Redos
Track warranty periods on repair work and create warranty-redo work orders linked to the original.
Stone Services (recut, repolish, recert, repair)
Send a stone out for recut, repolish, re-certification, or repair, then mark the stage returned with the new specs. Stone services now live inside the work-orders module — one workflow for everything that leaves the shop and comes back.
Memo Certificates (auto-attach to email / print)
When you email or print a memo containing certified stones (loose or set), the system prompts you to include the cert PDFs. Default is "all checked" — uncheck any you'd rather omit. No PDF merging required, no manual attaching, no forgotten certs.
Appraisals
Create an appraisal document for a customer — list items with appraised values, save it, then print or email a branded PDF. Appraisals don't move inventory; they're documentation of value at a point in time (insurance, estate, resale).
Inventory
Adding Inventory Items
How to create a new jewelry, watch, diamond, colored stone, or pearl record.
Photos & Video
Add item photos and a 360° video — upload from your computer, link an external URL, or pull both straight from GemHub by SKU.
Share a Certificate with a Customer
Text or email a stone's cert PDF to a customer in two taps. Uses your phone's native share sheet — Messages, Mail, WhatsApp, AirDrop, whatever your customer prefers. No app to install, no SMS gateway, no audit trail (yet).
Style Catalog
Reusable design templates that speed up adding inventory, ordering, and receiving.
Bulk Actions (Select Many, Then Act)
Tick checkboxes on any inventory list and act on the whole selection at once — invoice, memo, return to vendor, or scrap. The Action menu lets you create a new transaction or add to an existing open one.
Inventory Pricing Multipliers
Set per-store rules that automatically calculate Price 1, Price 2, Price 3, and Retail from cost when you add a new inventory item. Saves you typing the same markup math on every item and keeps pricing consistent across staff.
Metal Tracking & FL Secondhand Dealer Compliance
Buy scrap gold + silver from inventory or walk-in customers, sell lots to refineries, stay compliant with Florida Chapter 538 secondhand-dealer law (seller ID capture, 1099-B reporting, LeadsOnline export, police-hold periods).
Set Stones (stones mounted in jewelry / watches)
Add stones that are already mounted in a jewelry or watch item. Pick a category up-front (White Diamond / Fancy Diamond / Colored Stone / Pearl) so only the fields that matter for that category appear. Attach a cert via GIA Lookup, file upload, or scanner. Once attached, View / Email / Share / Remove are right there on the row.
Generating Descriptions
Fill an item's description automatically — with AI from the item's data, or from a saved template.
Returns and Scraps
Tag items for return to a vendor or for scrap from any inventory list. Returns auto-batch into per-vendor receipts. Scrap flows differently now — jewelry / watches create one metal lot per item on /metals (with full FL Ch.538 compliance for customer-source buys); stones are simply retired from inventory.
Printing Barcode Tags
Print barcode tags for any inventory item from its detail page (Tag tab) or print many at once via /print-tags. Uses JSPrintManager to talk to your label printer; works on Windows, macOS, Linux, and Raspberry Pi.
Inventory Count
Purchasing
Vendor Memos (Items In On Memo)
When a vendor sends you items on memo (you don't own them yet, but they're in your store), record the vendor memo so the items are searchable and salable. When you sell or return one, the system tracks it back to the vendor for settlement.
Vendor Invoices (AP)
Record an invoice from a vendor, link it to the PO that originated it (if any), then pay it down with one or more payments. Vendor invoice balances roll up into Accounts Payable.
Purchase Orders
Write a PO to a vendor for items you want to order, then receive the items into inventory when they arrive. POs work with the Style Catalog so reordering a known design takes a couple of clicks.
Contacts
Unified Contacts (Customers, Vendors, Partners)
One contact record can be a customer, a vendor, a partner — or any combination. Pick the same contact from any role's picker — JewelTrak adds the missing role for you.
Scan a business card
Snap a photo of a business card and JewelTrak reads it to pre-fill a new contact — fastest on a phone at the counter, also available on the New Contact and edit pages.
I Have Duplicate Customers — How Do I Fix It?
Use Customer Consolidation to merge duplicate contact records — combines history, payments, and balances into one.
Resale Certificates (wholesale tax-exempt sales)
Record a wholesale customer's state sales-tax permit, verify it against the state's official portal, and let JewelTrak stamp the audit trail. Required if you sell tax-exempt to other dealers/jewelers; protects you in a state sales-tax audit.
Save Inventory Items to a Customer's Wishlist
Tag inventory items for specific customers — engagement-ring shoppers, repeat customers, birthday / anniversary gift candidates.
Birthday & Anniversary Auto-Send
Automatically email birthday and anniversary greetings to customers via a daily cron. Per-tenant opt-in, customizable templates.
Accounting
Accounts Receivable (AR)
Customer balances, aging, statements. Each customer's AR detail page shows every open invoice, every payment, store credits applied, and the running balance. Apply payments here or on individual invoices — it's the same engine.
Accounts Payable (AP)
Vendor balances, aging, what to pay this week. Each vendor's AP detail page shows every open invoice and every payment. Pay one invoice at a time, or apply a single payment across multiple invoices for the same vendor.
Applying Payments
Record a payment and apply it to invoices oldest-first or by manual selection.
Voiding Payments (and NSF)
Void a payment when a check bounces or a card charge is reversed — the right tool, not Delete.
Writing Off Invoices (Bad Debt)
Clear an uncollectable invoice as bad debt without losing the history.
Sales Tax — Rates, Sur-Tax, Liability vs Collected
How JewelTrak computes sales tax (TaxRate + SurTaxRate over a threshold), why some invoices have $0 tax (out-of-state, wholesale, taxable=0), and the difference between Tax Liability and Tax Collected on reports.
Period Close
What closing a period locks down — and why.
Store Credits & Refunds
Issue a store credit, refund cash, or apply credit to a future sale.
Gift Cards
Issue a gift card with a balance, redeem it on a future invoice as a payment tender, and look up the remaining balance any time. Gift cards are transferable (not tied to a specific customer), unlike store credits.
Reports & History
The Dashboard
The first page you see after signing in. Sales-history chart, key counters (open invoices, AR balance, low-stock items), and a quick-jump bar to the most-used pages. Switches store context for multi-store users.
Using the Reports Module
Every report has the same shape — filters at the top, results table, totals footer, and Print / PDF / Excel / CSV / Email buttons in the toolbar. Pinned and recently-viewed reports appear on the landing page so frequently-used reports are one click away.
Who Did I Sell This To? (Item and Customer History)
Every item has a complete audit trail; every contact has a complete transaction history. You don't have to search invoices manually.
Sales Register
A flat ledger of every invoice in a date range — one row per invoice with Subtotal, Tax, Freight, Total, Paid, and Balance. Filter by store and status (Open / Finalized / Voided). This is your "what did we write this period" list; the Payment Register is its money-received counterpart.
Sending a Price List to a Customer
Pick items, choose which price field to show, then email or download. For finished goods (jewelry + watches). Loose diamonds use the Diamond Price List.
Diamond Price List & Quotes
Filter your diamond inventory, pick the stones to send, and email a branded quote with the lab certificates attached. For dealer-to-dealer sends.
Payment Register
Every individual payment received in a date range — date, customer, method, reference, amount — with a by-method breakdown in the totals. This is the report you reconcile a day's bank/card deposits against. Filter by method and by posted / voided / all.
Sales by Customer
Net sales rolled up per customer for a date range — invoice count, gross, voided, net, average sale, and last purchase. Summary ranks your customers by spend; Detail lists their invoices. Net = Gross − Voided.
Sales by Salesperson
Net sales rolled up per salesperson for a date range — invoice count, gross, voided, net, and average sale. This is raw selling volume; for commission dollars (rates applied) use the separate Commissions report.
Sales by Category
Net sales rolled up by item type and category for a date range — line items, units, gross, voided, net, and average line. Shows your merchandising mix (what sells); Detail lists the individual line items. Filter by stock type.
Top Sellers
Your best-selling styles for a window (defaults to the last 90 days) — ranked by units and revenue, grouped by style number. Pick the item family and how many to show (Top 25–500). This is the reorder / buy-again list; Detail lists each sale behind a style.
Memo Liability
The value of goods currently out on memo as of a date — one row per open memo line, with cost and retail exposure, aged into 0-30 / 31-60 / 61-90 / 91+ buckets. Filter by customer, item type, and age bucket. This is your "what's off the premises and what's it worth" snapshot.
Reading the Gross Profit Report
The GP report is per-line, partnership-aware, and refund-aware. Toggle Summary vs Detail via the view selector. Costs are live (recomputed from inventory + additional costs at report time) so post-sale cost additions like recerts roll into GP automatically.
Pricing Realization & Margin Impact
One report, two questions. Are we keeping list price (Realization %)? And what's that costing us in margin (Hyp GP % vs Actual GP %)? Drill into any salesperson or customer to see their per-invoice contribution.
AR Aging Report
Open balances per customer split into 0-30 / 31-60 / 61-90 / 91+ day buckets. Click any customer or any bucket cell to drill into the specific outstanding invoices. The 91+ column is your collection priority list.
Memo Aging Report
Outstanding memo value per customer, bucketed by age. Drill into any customer or any bucket cell to see specific memos that need follow-up. Pair with Memo Conversion to understand whether memos are sitting too long or just resolving slowly.
Memo Conversion Rate
How much of your memo activity turns into sales? Two metrics — Conversion % (sold ÷ total) and Resolved % (sold ÷ decided). Together they separate "memos sit too long" from "memos come back as returns."
Top Customers (RFM)
Customers ranked by Recency, Frequency, and Monetary value, each scored 1–5 (5 best). Drill into any customer to see the invoices that drove their score. Use to focus the sales floor on the right contacts.
Daily Sales Summary
One row per day showing invoice counts, sales totals, and payment-method split (cash / check / card / other). Click a date to drill into that day's invoices. Use for daily reconciliation and end-of-month deposits.
Sales vs Prior Period
Compare any date range to a prior period — the prior period (same length), the same period last year, or a custom range. Daily Detail aligns each day of the current period with the same-offset day of the prior period so you can see what drove the deltas.
Inventory Aging Report
Active inventory bucketed by how long it's been sitting since purchase. Click any bucket to drill into the specific items. The 365+ days bucket is your write-down candidate list.
Inventory Valuation Report
Total cost and retail value of your active inventory, broken down by item type (Jewelry / Watches / Diamonds / Colored Stones / Pearls). Drill into any type for the per-item list. Markup % shows your blanket margin on each category.
Vendor Performance
Per-vendor scorecard for any date range — spend, active SKUs, units sold, gross margin %, returns. Drill into any vendor for per-item GP. Use to decide which vendors to lean into and which to drop.
Vendor Purchases Report
How much you spent with each vendor in any date range. Drill into any vendor for the per-invoice list. Lighter than Vendor Performance — pure spend, no GP analysis.
Salesperson Commission Report
Calculate commission earned per salesperson over a date range. Per-tenant default rate with per-employee overrides.
Online
Rapaport Trade Pricing & Listings
Auto-syncs Rapaport prices weekly and updates your white-diamond inventory pricing per the policy you choose. Also handles Rapaport Trade (formerly RapNet) listing uploads for diamonds, jewelry, watches, and colored stones.
Shopify Integration
Connect a Shopify store, publish jewelry to your storefront, ingest Shopify orders into JewelTrak invoices, and keep stock counts in sync both ways. Works with as many stores as you have — each JewelTrak store can connect to its own Shopify shop.
Settings
My Profile
Personal account identity — display name, password change, and a list of active sessions on your account. Workstation preferences (printer, scanner, tag style) live separately on My Settings.
My Settings
Personal workstation preferences — barcode printer, parcel label printer, scanner, default tag style, dashboard preferences, and your appraiser title. Pinned to your user account, not the workstation, so the same settings follow you between devices (but the device names you pick must exist on the workstation you're sitting at).
Billing & Subscription
See your subscription status, seat count, and recent invoices, and open Stripe's secure Customer Portal to update your card, download invoices, or cancel. Your base plan includes a set number of seats; extra logins add a per-seat charge.
Features (Turning Capabilities On)
Opt-in capabilities ship to every account but stay off until you turn them on here. Each row is a feature with a plain-English description and an on/off toggle; flipping one takes effect immediately. This is how you self-enable things like template description generation or video uploads without contacting support.
Permissions & Roles
How permission groups grant access, how users combine groups and overrides, and how it's enforced.
Organization Settings
Org-level settings shared across every store — business type, books-close cutoff, reminder windows, metals default pricing. Third-party integrations live on their own page now.
Adding & Managing Users
Create user accounts, assign permission groups, set per-store access, and manage password resets. For the underlying permission model, see Permissions & Roles.
Store Configuration
Each store has its own settings — display flags on order line items, tax rates, default stock type, address, and pricing multipliers. Multi-store orgs configure each store independently. Most users won't touch this once setup is done.
Customizing Custom Build messages
When a custom build moves to a new status, the action panel proposes an email or SMS to the customer (or vendor) using a seeded template. This editor lets each store rewrite those messages in its own voice. Edits are tenant-scoped and only kick in once you save — until then, sending uses the seeded defaults.
Customizing Repair messages
When a repair changes status, the action panel can propose an email or SMS to the customer using a seeded template. This editor lets each store rewrite those messages in its own voice. Available only when Job Automation is enabled (Settings → Features).
Pair a Stripe Terminal Reader
Connect an in-store card reader (Stripe S710 etc.) to a store so you can charge customers in person.
Payment Options on Invoices
Print "pay this invoice" QR codes and bank-wire instructions on your invoices — card, Venmo, PayPal, Cash App, Zelle, and wire transfer.
Edit Per-Tenant Tag & Description Views (Admin)
Platform-admin editor for the SQL views that drive per-inventory-family tag content and the "From template" description generator. Test-before-Apply with history and rollback.
Utilities
Cleaning Up Long Dropdown Lists (List Maintenance)
Edit the values in EditCombo dropdowns — rename, merge, or delete entries that have piled up over time.
Bulk Image Download
Search jewelry, watches, and stones, pick the photos you want, and download them as a single ZIP. Use it to hand a batch of product images to a marketplace, a website developer, or a photographer. Up to 200 images per download.
Audit Log & Restore
Every meaningful create / update / delete is logged with who, when, what changed (before-and-after), and where to restore it. The Restore button rebuilds a deleted record or rolls back an update from the log entry alone — no DB administrator needed.
Quantity Reconciliation
Compares each inventory item's stored In Stock / On Memo / Carat values to what they should be based on every invoice, memo, return, scrap, and quantity adjustment in history. Reports any item whose stored quantities disagree with the line-item history so you can investigate or apply a one-click correction.
Integrations
Appointment Webhook — Connect Calendly / Cal.com / Acuity
Auto-create customers in JewelTrak when they book an appointment in your external calendar tool (Calendly, Cal.com, Acuity, or any tool with webhooks).
Email From Identity & Domain Verification
Configure where your shop's customer-facing emails come from. Verify your domain so emails are DKIM/SPF authenticated by you — keeps customers out of spam folders.
Mailchimp — Email Marketing
Sync your customers to a Mailchimp audience for newsletters, birthday and anniversary campaigns, and general marketing blasts. Customer create/update events push automatically in the background.
Twilio — SMS Messaging
Text customers directly from JewelTrak using your store's Twilio phone number. Repair-ready notifications, payment links, appointment reminders, and ad-hoc one-off messages.
eBay Direct Integration
Push inventory directly to eBay using the Inventory + Account APIs. OAuth-based, supports all 5 inventory families (jewelry, watches, diamonds, colored stones, pearls), structured Item Specifics from eBay's Taxonomy API, auto-retire on sale.
Frooition — eBay Listing Template Export
Generate Frooition-compatible CSV files from JewelTrak inventory. JT owns the data; Frooition owns the branded eBay listing template. Per-item or bulk download, configurable per-tenant defaults + category rules.
Custom Website
Push inventory to a client-operated website (e.g. WordPress / WooCommerce) via a JewelTrak-built module. The module owns the format, transport, fields, and lookups; you manage credentials, lists, and per-item content. JewelTrak owns the data; the website's plugin owns the storefront.
Production
Manufacturer setup — getting started
Complete start-to-finish setup for a manufacturer tenant. Enable the Manufacturing feature, point JewelTrak at the contact row that represents your own company, build your first design with full BOM, and run your first Production cycle.
Production — making pieces for inventory
Production is in-house bench work that builds new pieces for the showcase. Distinct from Repairs (service work on existing pieces) and Custom Jobs (customer-triggered builds). At close-out, spawns one or more StockIDs in inventory carrying the accumulated bench cost as the cost basis.