Adding Your First Assets

Summary

Assets are the core records in Jewlerist. Every stone, metal lot, jewelry piece, parcel, and component in your inventory is an asset. This guide walks through creating your first assets and explains the information that matters most.

Who this is for

This article is for a new user who has created a workspace and is ready to record real inventory. You should have at least a basic understanding of what an asset is (see Getting Started with Jewlerist).

Before you begin

Go to Inventory in the sidebar. If your workspace is new, the list will be empty. Click the button to create a new asset. The first step is to choose the asset kind: stone, metal lot, jewelry piece, parcel, or component.

The kind determines which fields are available. Once set, the kind cannot be changed. If you choose the wrong kind, you will need to create a new asset.

Adding a stone

Stones are individual gemstones tracked by their gemmological properties. When creating a stone, you will be asked for:

Stone type: The variety of stone (e.g. Diamond, Sapphire, Ruby, Emerald). Defaults to "Other" if the variety is not listed.
Carats: The weight of the stone in carats. Required for most stone types (not required for pearls, opals, or turquoise, which are sometimes measured differently).
Shape: The cut shape (e.g. Round, Oval, Cushion, Emerald).
Color and clarity: Grading details. For diamonds, a GIA color grade (D–Z) can be recorded separately.
Dimensions: Up to three measurements in millimetres (e.g. 6.5x6.5x4.0).
Certificate number: The number on a lab report (GIA, AGS, Gubelin, etc.).
Origin and treatment: Where the stone comes from and whether it has been treated.
Location: Where the stone is physically stored.
Internal code: An optional reference code unique within your workspace.
Notes: Free-text notes.
Acquisition cost: Optionally, you can record what the stone cost. This creates a cost line automatically.

You can also attach documents (certificates, photos) after creating the stone.

Adding a metal lot

Metal lots represent a quantity of metal tracked by weight. When creating a metal lot, you will be asked for:

Metal type: Gold, Silver, or Platinum.
Metal colour: Yellow, White, or Red (for gold only).
Purity: The fineness (e.g. 18K, 925, 950).
Initial weight in grams: How much metal you have.
Form: The physical form (e.g. sheet, wire, solder, grain).
Additional details: Depending on the form, you may be asked for thickness, wire shape, solder format, or solder colour.

The metal lot tracks how much metal remains as you consume it into jewelry pieces or other work. The remaining weight is calculated automatically from the initial weight and all consumption events.

Adding a jewelry piece

Jewelry pieces represent finished or in-progress pieces of jewellery. When creating a jewelry piece, you will be asked for:

Name: A name or description for the piece.
Base metal: Gold, Silver, or Platinum.
Gold colour: Yellow, White, or Red (for gold only).
Purity: The fineness (e.g. 18K, 925, 950).
Piece type: The kind of piece (e.g. Ring, Necklace, Bracelet, Earrings).
Size: Required for rings.
Style, finish, and plating: Descriptive details.
Weight in grams: The weight of the piece.
Collection: An optional collection name for grouping pieces.
Due date: If the piece is being made for an order.
Location and responsible team member: Where the piece is and who is responsible for it.

For necklaces, you can specify whether the piece includes a chain. If it does, you can link an existing chain component asset.

Adding a parcel

Parcels represent a batch of stones tracked together. They are useful when you acquire a parcel of small stones (e.g. melee diamonds) that you do not need to track individually. When creating a parcel, you will be asked for:

Stone type: The variety of stone in the parcel.
Stone count or total carats: Parcels can be measured by count (number of stones) or by total carat weight, or both.
Size range: The minimum and maximum dimensions in millimetres.
Shared attributes: Shape, color, clarity, origin, treatment, and cut (as with individual stones).
Location: Where the parcel is stored.

Parcels are consumed gradually as you use stones from them in jewelry pieces. The remaining carats and stone count are tracked automatically.

Adding a component

Components are parts used in jewelry assembly: chains, clasps, earring posts, findings, and similar items. When creating a component, you will be asked for:

Component type: What the component is (e.g. Chain, Clasp, Earring post).
Material: Gold, Silver, or Platinum.
Metal colour: For gold components.
Purity: The fineness.
Dimensions: Width, length, or size in millimetres, depending on the component type.
Weight in grams: The weight of the component.
Additional details: Clasp type (for clasps), whether an earring comes with a scroll, and whether the component is plated.

What all assets have in common

Regardless of kind, every asset has:

A reference code: Jewlerist assigns a sequential code (e.g. A-0001, A-0002) automatically. You can also set an internal code.
A location: Where the asset is physically stored. If your workspace requires locations, you must set one before creating the asset.
A responsible team member: The person accountable for the asset.
A timeline of events: Every action taken on the asset is recorded as an event. The timeline builds over time and becomes the asset's history.
Attachments: You can attach documents (certificates, photos, invoices) to any asset.
Notes: Free-text notes for additional context.

Editing and archiving assets

You can edit an asset's details at any time by opening it and clicking Edit. The asset kind cannot be changed after creation.

If an asset is no longer relevant (sold, lost, scrapped), you can archive it. Archiving requires a reason and removes the asset from active lists while preserving its history. Archived assets can be restored if needed.