Recording Asset Events
Summary
Events are how Jewlerist builds the history of each asset. Every action — acquiring a stone, moving a piece, consuming metal from a lot, reserving an item for an order, selling it, or correcting a mistake — is recorded as an event. The timeline of events on each asset is the source of truth for its current state and its complete history.
Who this is for
This article is for users who want to understand how events work, what kinds of events exist, and how to use them to build trustworthy asset histories.
What an event records
Every event captures:
- What happened: The kind of event (acquire, move, consume, etc.).
- When it happened: The date and time.
- Who did it: The team member who recorded the event.
- What changed: Any quantities affected (grams consumed, carats reduced).
- Context: Notes, linked orders, and any other relevant details.
Events are displayed as a timeline on each asset's detail page, in chronological order.
Kinds of events
Jewlerist supports the following event kinds:
| Event | What it does |
|---|---|
| Acquire | Records that an asset was acquired. This is typically the first event on an asset's timeline. |
| Move | Changes the asset's location (e.g. from "Workshop" to "Safe"). |
| Consume | Reduces the quantity of an asset. Used when metal is used from a metal lot, stones are taken from a parcel, or a component is used in assembly. The delta is always negative. |
| Split | Divides an asset into parts. |
| Merge | Combines parts into a single asset. |
| Assign | Changes the responsible team member for an asset. |
| Reserve | Sets aside an asset (or part of it) for a specific order. The delta is negative, reducing available quantity. |
| Unreserve | Releases a reservation, making the quantity available again. The delta is positive. |
| Sell | Records that an asset was sold as part of an order. |
| Return | Records that a sold asset was returned. |
| Payment recorded | Automatically created when a payment is recorded against an order that includes this asset. |
| Refund | Automatically created when a refund is processed. |
| Adjust | A manual correction to quantity or state. Use this when something does not match reality. |
How events affect quantities
Some events change the measurable quantity of an asset:
- Metal lots track grams. Consume events reduce the remaining grams. Merge events add grams. The remaining weight is always calculated from the initial weight plus all deltas.
- Parcels track stone count and total carats. Consume events reduce one or both. The remaining values are calculated from the initial values plus all deltas.
- Stones, jewelry pieces, and components do not have measurable quantities that change. Events on these assets record location changes, responsibility changes, reservations, and sales without affecting a numeric value.
Recording an event
To record an event on an asset:
- Open the asset from Inventory in the sidebar.
- On the asset detail page, find the timeline section.
- Add a new event, choosing the kind that matches what happened.
- Fill in the details: date, notes, and any quantities affected.
- Save the event.
The event appears on the timeline immediately and the asset's current state is updated.
Events created automatically
Some events are created by Jewlerist automatically when you perform certain actions:
- Recording a payment on an order creates a "Payment recorded" event on each asset linked to that order.
- Processing a refund creates a "Refund" event.
- Consuming metal from a lot into a jewelry piece creates a consume event on the lot and a corresponding history entry on the piece.
- Reserving an asset for an order creates a reserve event.
You do not need to create these events manually. They are generated to keep the timeline accurate.
Correcting mistakes with adjust events
If something was recorded incorrectly — a wrong quantity, a misplaced location, an event that should not have happened — use an adjust event to correct it. Adjust events are manual corrections that bring the asset's state back in line with reality.
Include a note explaining what was corrected and why. This keeps the timeline transparent and auditable.
Why events matter
The timeline of events is what makes Jewlerist valuable over time. Without events, an asset is just a record with a current state. With events, an asset has a complete history:
- Where it has been.
- What it cost.
- Who handled it.
- What it was used in.
- What happened to it.
This history supports insurance valuations, provenance tracking, production analysis, and dispute resolution. The more consistently you record events, the more useful the history becomes.