# Jewlerist — Comprehensive LLM Context & Platform Guide > Jewlerist is the calm, single operational workspace designed specifically for independent bench jewelers, custom design studios, and boutique jewelry ateliers. This document provides extensive technical and operational context about Jewlerist for AI agents, LLMs, and automated reasoning assistants. --- ## 1. Product Positioning & Target Audience Jewlerist is the specialized operational home for independent jewelry businesses: - **Solo Jewellers & Goldsmiths**: Independent bench jewelers tracking bespoke commissions, scrap metal recycling, and stone inventory. - **Ateliers & Custom Design Studios**: Studios collaborating across 3D CAD modeling, stone sourcing, casting partners, master setters, polishers, and engravers. - **Small-Batch Production Brands**: Boutiques managing finished piece catalogs, multiple stock locations, wholesale/retail pricing, and multi-staff workshops. Jewlerist is deliberately NOT a generic ERP, payroll platform, or high-volume supermarket POS. It is tailored specifically to jewelry craftsmanship, precious materials traceability, and studio economics. --- ## 2. Domain Architecture & Core Models ### 2.1 Precious Metals Management - Supports Gold (9K, 10K, 14K, 18K, 22K, 24K in Yellow, White, Rose), Silver (925 Sterling, Fine Silver), Platinum (950), and Palladium. - Fine metal content calculation based on karats/purity. - Lot-level tracking of casting grain, wire, sheet, solder, and scrap. - Merging and consuming metal lots with automated yield, loss, and scrap tracking. ### 2.2 Gemstones & Diamonds - Diamond attributes: 4Cs (Carat weight, Cut grade, Color, Clarity), shape/cut type, fluorescence, certificate numbers (GIA, IGI, HRD). - Colored gemstones: Species, variety, origin, treatment status, dimensions (length x width x depth). - Parcels and melee stone lots: Tracking quantity and total carat weight with per-piece or per-carat consumption. ### 2.3 Event-Sourced Asset Lifecycle - Jewelry assets transition through verifiable operational events: - Material Consumption (Metal grain, solder, gems, findings) - Casting & Clean-up - Stone Setting (Prong, Bezel, Pavé, Channel, Flush) - Surface Finishing & Polishing - Hallmarking & Assay Office submission - Sizing & Resizing adjustments - Quality Control & Appraisal - Every event records timestamp, operator membership, costs, and notes to produce a permanent digital passport for the piece. ### 2.4 Custom Orders & Commission Pipeline - Pipeline stages: Inquiry -> Concept & Sketch -> 3D CAD & Render -> Client Approval & Deposit -> Bench Production -> Setting & Finishing -> Final Payment & Delivery. - Multi-party client contacts, shipping addresses, delivery dates, and milestone tracking. - Linked design references, render attachments, and customer communication records. ### 2.5 Dynamic Costing & Margin Control - Real-time spot metal price feeds updated regularly for gold, silver, and platinum. - Granular cost elements: Raw materials cost + bench labor hours x hourly rate + external contractor services (casting, plating, setting) + studio overhead markup. - Automated suggested retail (MSRP) and wholesale price calculations ensuring target profit margins. ### 2.6 Portuguese Fiscal Invoicing & SAF-T PT Compliance - Certified multi-series document generation (FT - Invoices, FS - Simplified Invoices, NC - Credit Notes, RC - Receipts). - Strict document chaining with digital SHA-256 cryptographic signatures. - QR code generation and AT (Autoridade Tributária e Aduaneira) validation compliance. - SAF-T (PT) XML standard export for tax filing. ### 2.7 Multi-Tenant Isolation & Team Roles - Strict database and tenant isolation across independent jewelry studio workspaces. - Role-based access control (Platform Admin, Studio Owner, Workshop Manager, Bench Jeweler, Apprentice, Read-only Accountant). - Immutable audit logging for sensitive actions via PaperTrail. --- ## 3. Public Web Endpoints & Directory - [Jewlerist Homepage](https://jewlerist.com/): Overview of features, workflow screenshots, and product introduction. - [Pricing](https://jewlerist.com/pricing): Subscription tiers (Solo at $5/mo, Atelier at $15/mo, Studio at $49/mo), feature comparisons, and 14-day trial details. - [Terms of Service](https://jewlerist.com/terms): Legal agreements, service level guarantees, and customer data rights. - [Privacy Policy](https://jewlerist.com/privacy): Tenant privacy standards, cookie handling, and GDPR/CCPA data compliance. - [Cookie Policy](https://jewlerist.com/cookies): Detailed cookie classifications and local storage documentation. - [Legal Notices](https://jewlerist.com/legal): Imprint, registered office, statutory identifiers, and official contacts. - [XML Sitemap](https://jewlerist.com/sitemap.xml): Machine-readable XML sitemap of all public pages and published articles. --- ## 5. Help Center — Complete User Documentation Full text of every Jewlerist help article. Use this to answer specific "how do I..." questions about workflows in the product. Each guide is also available as raw Markdown by appending `.md` to its URL. ### Getting Started with Jewlerist (https://jewlerist.com/help/getting-started) · [raw markdown](https://jewlerist.com/help/getting-started.md) # Getting Started with Jewlerist ## Summary Jewlerist is the operational home for independent jewellers and small jewelry studios. It connects inventory, materials, production history, contacts, orders, costs, payments, tasks, and responsibility in one workspace. This guide explains what Jewlerist is, who it is designed for, and the first steps to recording meaningful work. --- ## Who this guide is for This guide is for a new user who has just created a Jewlerist account or is evaluating the product. You may be an independent jeweller, an atelier owner, a studio manager, or a team member joining an existing workspace. No prior knowledge of Jewlerist is assumed. --- ## What Jewlerist helps you manage Small jewelry businesses handle objects that are valuable, unique, mobile, and transformed over time. The information needed to understand that journey is usually split across spreadsheets, invoices, chat messages, paper notes, and memory. Jewlerist brings that information into one place. Specifically, it helps you manage: - **Inventory:** Stones, metal lots, jewelry pieces, parcels, and components, each with identity, location, documents, and history. - **Production and movement:** What happened to each asset, where it went, who handled it, and when. - **Contacts and orders:** Customers, vendors, commissions, specifications, deadlines, and responsibilities. - **Costs and payments:** What materials and work cost, what items sell for, what has been paid, and what remains outstanding. - **Tasks and collaboration:** What needs attention next, who owns it, and what context they need. Jewlerist is not a full accounting system, a payroll tool, a mass-manufacturing planner, or a retail point-of-sale. It focuses on the operational reality of a jewelry studio: knowing what you have, where it is, what it cost, and what needs attention next. --- ## Important concepts Before you begin, it helps to understand a few ideas that run through the product. ### Workspace Everything in Jewlerist lives inside a workspace. A workspace represents one business or studio. All inventory, contacts, orders, costs, and team members belong to that workspace. Data never crosses workspace boundaries. When you sign up, you create your first workspace. If you work with multiple businesses, you can have more than one. ### Asset An asset is anything valuable that you need to track. Jewlerist recognises five types: - **Stone** — a loose gemstone with carats, shape, color, clarity, certificate, and origin. - **Metal lot** — a quantity of metal (gold, silver, platinum) tracked by type, purity, form, and grams. - **Jewelry piece** — a finished or in-progress piece such as a ring, necklace, or bracelet. - **Parcel** — a batch of stones tracked together by count, total carats, and shared attributes. - **Component** — a part such as a chain, clasp, or setting. Every asset has a timeline of events that records what happened to it. ### Event An event records something that happened to an asset: acquiring it, moving it, consuming metal from a lot, mounting a stone into a piece, reserving it for an order, selling it, or correcting a mistake. Events build the history of each asset and are the source of truth for its current state. ### Contact A contact is a customer, vendor, lab, or any external counterparty you work with. Contacts are referenced by orders, costs, and payments. ### Order An order represents a piece of commercial work: a custom commission, a sale of existing inventory, a repair, or a service. Orders connect contacts, assets, costs, and payments into a single thread. ### Cost line A cost line records money spent: materials purchased, lab work, casting, setting, shipping, or overhead such as rent and electricity. Direct costs can be attached to a specific asset or order. Overhead costs are recorded separately and affect period profitability without being allocated to individual pieces. ### Task A task is a piece of work that needs to happen: a deadline, a follow-up, a production step. Tasks can be assigned to team members and linked to orders or assets for context. --- ## Your recommended first steps The fastest way to understand Jewlerist is to record real work. Follow this path to reach meaningful activation. ### 1. Create your workspace When you sign up, you will be asked to create a workspace. Give it the name of your studio or business. Choose a base currency that matches your primary operating currency. You can change this later, but historical records keep their original currency. ### 2. Add your first assets Go to **Assets** in the sidebar and create a few assets that represent real inventory you currently hold. For example: - A loose stone you recently acquired. - A metal lot (e.g. 50g of 18k yellow gold sheet). - A jewelry piece currently in your workshop. Include the details that matter to you: location, certificate number, weight, supplier. Attach a photo or document if you have one. The goal is not perfection; it is to have something real in the system. ### 3. Record an event on an asset Open one of your assets and add an event. For example, move a stone from "Unknown" to "Safe", or record that you consumed 5g from a metal lot into a jewelry piece. Events build the timeline that makes Jewlerist valuable over time. ### 4. Add a contact Go to **Contacts** and create a customer or vendor you work with regularly. Include their name, email, and any relevant details. You will reference contacts when creating orders and recording costs. ### 5. Create an order Go to **Orders** and create an order. Link it to a contact. Add a line for an asset you are selling or a service you are providing. Set a price and a due date. This connects your inventory, contacts, and commercial work into one thread. ### 6. Record a cost Go to **Expenses** and record a cost. For example, the cost of the stone you acquired, the casting work sent out, or monthly rent. Attach it to an asset, an order, or record it as overhead. This begins your money trail. ### 7. Record a payment If your order has been paid (in full or partially), go to **Payments** and record the payment. This completes the commercial cycle for that order and shows what remains outstanding. --- ## Getting help If something does not behave as described in this guide: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. You can include screenshots and context about what you were trying to do. - Contact support at the email address shown in your workspace settings. The Help Center is updated when product behavior changes. If an article seems out of date, please report it so it can be reviewed. ### Understanding Workspaces (https://jewlerist.com/help/understanding-workspaces) · [raw markdown](https://jewlerist.com/help/understanding-workspaces.md) # Understanding Workspaces ## Summary A workspace is the top-level container in Jewlerist. It represents one business or studio, and everything you create — assets, contacts, orders, costs, payments, tasks, and team members — belongs to a workspace. Data never crosses workspace boundaries. --- ## Who this is for This article is for any user who wants to understand what a workspace contains, how it is configured, and when to use more than one. --- ## What a workspace contains When you create a workspace, you establish an independent environment with its own: - **Inventory:** All assets (stones, metal lots, jewelry pieces, parcels, and components) and their event histories. - **Contacts:** Customers, vendors, and labs. - **Orders:** Commercial work, including order lines, costs, and payments. - **Tasks:** Assignments and deadlines. - **Team members:** The people who work in the workspace, each with a role and set of permissions. - **Configuration:** Base currency, locations, cost categories, tax profiles, invoicing settings, and other workspace-level preferences. - **Catalogues:** Shared options for stone attributes, metal attributes, jewelry piece attributes, component attributes, and stone dimensions. Nothing in one workspace is visible from another. If you work with two separate businesses, each needs its own workspace. --- ## Creating a workspace When you sign up for Jewlerist, you create your first workspace. You will be asked for: - **Workspace name:** The name of your studio or business (2–100 characters). - **Handle:** A short identifier used in URLs (3–32 characters, lowercase letters, numbers, and hyphens). For example, `almasio-studio`. - **Base currency:** The currency you primarily operate in. This defaults to USD but can be changed later. You can create additional workspaces at any time from the **Switch workspace** option in the user menu at the bottom of the sidebar. --- ## Switching between workspaces If you belong to more than one workspace, you can switch between them from the user menu. Click your name or avatar at the bottom of the sidebar, then select **Switch workspace**. You will see a list of workspaces you belong to, plus any pending invitations. Switching workspaces changes the data you see. Each workspace has its own sidebar, its own inventory, and its own team. --- ## Base currency Every workspace has a base currency. This is the currency used for internal reporting and for converting foreign-currency transactions. When you record a cost, payment, or order line in a currency different from the base currency, Jewlerist stores the exchange rate used and the equivalent amount in the base currency. Historical records keep their original currency and rate, so changing the base currency later does not alter past entries. To change the base currency, go to **Configuration** in the sidebar and update the currency setting. Existing records are not converted. --- ## Workspace settings The **Configuration** page (in the Workspace section of the sidebar) contains workspace-level settings. Key settings include: - **Base currency** — The primary operating currency. - **Require asset location** — When enabled, every asset must have a location before it can be created. This is off by default. - **Invoicing** — Configure your jurisdiction and tax settings for issuing invoices. Other settings pages reachable from Configuration include tax profiles, staff and permissions, and catalogues. --- ## Workspace access and plans A workspace operates under a subscription plan that determines which features are available and whether the workspace is writable or read-only. The workspace owner manages billing from the **Plan & Billing** option in the user menu. If a workspace loses its active subscription or beta access, it may become read-only. Existing data is preserved, but no new records can be created until the plan is restored. --- ## When to use multiple workspaces Most jewellery studios need only one workspace. Consider creating a second workspace when: - You operate two distinct businesses with separate inventory, contacts, and financial records. - You want to keep personal work completely separate from a commercial studio. Do not create multiple workspaces to organise different categories of inventory within the same business. Use locations, tags, and asset types instead. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Adding Your First Assets (https://jewlerist.com/help/adding-your-first-assets) · [raw markdown](https://jewlerist.com/help/adding-your-first-assets.md) # 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. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Asset Types Explained (https://jewlerist.com/help/asset-types-explained) · [raw markdown](https://jewlerist.com/help/asset-types-explained.md) # Asset Types Explained ## Summary Jewlerist recognises five asset types: stone, metal lot, jewelry piece, parcel, and component. Each type tracks different kinds of inventory with fields appropriate to that kind. Choosing the right type when creating an asset ensures you capture the right information and can work with it correctly. --- ## Who this is for This article is for users who want to understand when to use each asset type. You should have a basic understanding of what an asset is (see **Getting Started with Jewlerist**). --- ## The five asset types | Type | What it represents | Key measurements | |---|---|---| | **Stone** | A single loose gemstone | Carats, dimensions, color, clarity, certificate | | **Metal lot** | A quantity of precious metal | Grams, metal type, purity, form | | **Jewelry piece** | A finished or in-progress piece of jewellery | Piece type, metal, size, weight | | **Parcel** | A batch of small stones tracked together | Stone count, total carats, size range | | **Component** | A part used in assembly (chain, clasp, finding) | Material, dimensions, weight | The asset type is chosen when you create the asset and cannot be changed afterwards. --- ## When to use each type ### Stone Use a stone when you have a single, identifiable gemstone that you need to track individually. This is the right type for: - A 1.5ct round brilliant diamond with a GIA certificate. - A 3.2ct oval sapphire from a specific supplier. - A pearl or cabochon stone that you need to reference in orders or jewelry pieces. Stones carry detailed gemmological fields: type, carats, shape, color, clarity, dimensions, cut, origin, treatment, and certificate number. For diamonds, a GIA color grade (D–Z) can be recorded separately. ### Metal lot Use a metal lot when you have a quantity of precious metal that will be consumed over time. This is the right type for: - 50g of 18k yellow gold sheet. - 200g of 925 silver grain. - 30g of 950 platinum wire. Metal lots track the initial weight and calculate the remaining weight as metal is consumed into jewelry pieces or other work. The form (sheet, wire, solder, grain) and additional details (thickness, wire shape, solder format) are recorded so you know exactly what you have. ### Jewelry piece Use a jewelry piece when you have a finished or in-progress piece of jewellery. This is the right type for: - A completed 18k gold solitaire ring. - A necklace currently being assembled. - A pair of sterling silver earrings in stock. Jewelry pieces carry details about the metal (type, colour, purity), the kind of piece (ring, necklace, bracelet, etc.), size, style, finish, weight, and optional collection name. For necklaces, you can link a chain component asset. ### Parcel Use a parcel when you have a batch of small stones that you do not need to track individually. This is the right type for: - A parcel of 50 melee diamonds, totalling 2.5ct, sized 1.5–2.0mm. - A batch of calibrated sapphires, 3mm round, totalling 15ct. Parcels are measured by stone count, total carats, or both. They have a size range (minimum and maximum dimensions) and shared attributes (shape, color, clarity). As you use stones from a parcel, the remaining count and carats are tracked automatically. ### Component Use a component when you have a part that is used in the assembly of jewelry pieces but is not itself a finished piece. This is the right type for: - A 45cm 18k gold cable chain. - A lobster clasp in sterling silver. - Earring posts, butterfly scrolls, or other findings. Components record the material, dimensions, weight, and type-specific details (clasp type for clasps, whether an earring comes with a scroll). --- ## How asset types relate to each other Asset types are not isolated. They interact through events: - **Metal is consumed** from a metal lot into a jewelry piece (a consume event reduces the lot's remaining grams and creates a history entry on the piece). - **Stones are set** into a jewelry piece (a reserve or consume event links the stone to the piece). - **Stones are taken** from a parcel (a consume event reduces the parcel's count and carats). - **A chain component** is linked to a necklace jewelry piece. These relationships build the production history that makes Jewlerist valuable over time. Each asset's timeline shows what went in, what came out, and what it became. --- ## Choosing the right type If you are unsure which type to use, ask yourself: - **Is it a single, identifiable gemstone?** → Stone. - **Is it a quantity of metal measured by weight?** → Metal lot. - **Is it a finished or in-progress piece of jewellery?** → Jewelry piece. - **Is it a batch of small stones not tracked individually?** → Parcel. - **Is it a part used in assembly (chain, clasp, finding)?** → Component. If an item does not fit neatly into one of these categories, choose the closest match and use the Notes field to record additional context. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Recording Asset Events (https://jewlerist.com/help/recording-asset-events) · [raw markdown](https://jewlerist.com/help/recording-asset-events.md) # 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: 1. Open the asset from **Inventory** in the sidebar. 2. On the asset detail page, find the timeline section. 3. Add a new event, choosing the kind that matches what happened. 4. Fill in the details: date, notes, and any quantities affected. 5. 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. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Managing Contacts (https://jewlerist.com/help/managing-contacts) · [raw markdown](https://jewlerist.com/help/managing-contacts.md) # Managing Contacts ## Summary Contacts in Jewlerist represent the external parties you work with: customers who commission or buy jewellery, vendors who supply materials or services, and labs that provide certificates or treatments. Every order, cost, and payment can reference a contact, making contacts the connective tissue between your inventory and your commercial relationships. --- ## Who this is for This article is for users who need to add customers, vendors, or labs to Jewlerist and want to understand what information to capture and how contacts are used. --- ## Types of contacts Jewlerist recognises two types of contacts: - **Customer:** Someone who buys from you or commissions work. Customers are referenced by orders and payments. - **Vendor:** Someone who supplies materials, services, or labour. Vendors are referenced by costs and expenses. A single person or company can be both a customer and a vendor (for example, a gem dealer who also buys finished pieces). In that case, create two separate contacts — one as a customer and one as a vendor — so that orders and costs reference the correct relationship. --- ## Creating a contact Go to **Contacts** in the sidebar and create a new contact. You will be asked for: - **Name:** The display name of the contact (required). - **Type:** Customer or vendor (required). - **Legal name:** The formal legal name, if different from the display name. - **Email:** Primary email address. - **Phone:** Primary phone number. - **Website:** The contact's website. - **Tax ID:** A tax identification number (normalised to uppercase without spaces). - **EU VAT number:** A European VAT number, if applicable. - **Tags:** Labels for organising contacts (e.g. "Diamond supplier", "Wholesale", "VIP"). - **Notes:** Free-text notes. - **Avatar:** An optional image (JPEG or PNG, max 5MB). ### Address You can add an address with street lines, city, region, postal code, and country. The address is used on invoices and orders. ### Contact people You can add one or more people associated with the contact. Each person has a name, email, phone, and optional title or position. Contact people are useful when a company has multiple points of contact (e.g. a buyer and an accounts payable manager). ### Tax identifiers For contacts that need formal tax tracking (especially for invoicing), you can add tax identifiers by country. Each identifier has a type (NIF, VAT ID, or other) and a value. Identifiers must be unique per contact, country, and type. --- ## Using contacts Contacts are referenced throughout Jewlerist: - **Orders** link to a customer. When you create an order, you select the customer who is commissioning or buying. - **Costs** link to a vendor. When you record a direct cost, you can specify which vendor supplied the material or service. - **Tasks** can be linked to a contact for follow-up or communication tracking. - **Invoices** include the customer's address and tax details. When you open a contact's detail page, you can see all orders, costs, and tasks associated with that contact. --- ## Filtering and searching contacts The contacts list supports filtering by: - **Search:** Find contacts by name, email, or company name. - **Type:** Show only customers or only vendors. - **Tags:** Filter by one or more tags. Use tags to organise contacts in ways that matter to your business: by product category, by relationship type, by region, or by any other grouping. --- ## Archiving contacts If a contact is no longer relevant, you can archive it. Archiving requires a reason and removes the contact from active lists while preserving its history and any references in orders, costs, or payments. Archived contacts can be restored if needed. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Creating and Managing Orders (https://jewlerist.com/help/creating-and-managing-orders) · [raw markdown](https://jewlerist.com/help/creating-and-managing-orders.md) # Creating and Managing Orders ## Summary An order represents a piece of commercial work: a custom commission, a sale of existing inventory, a repair, or a service. Orders connect contacts, assets, costs, and payments into a single thread, and they are the primary way Jewlerist tracks what you are working on, what it costs, what it sells for, and what remains outstanding. --- ## Who this is for This article is for users who want to create orders, understand their structure, and manage them from creation to completion. --- ## Creating an order Go to **Orders** in the sidebar and create a new order. You will be asked for: - **Title:** A short description of the work (required). - **Customer:** The contact who is commissioning or buying. This is optional at creation and can be set later. - **Status:** The initial status of the order. Orders start as **Pending** and progress through **In progress** to **Done**. Orders can also be **Cancelled**. - **Currency:** The currency for this order. Defaults to the workspace base currency. - **Assignee:** The team member responsible for the order. - **Due date:** When the work should be completed. - **Client quoted total:** The total price quoted to the customer, if known. - **Notes:** Free-text notes. ### Order lines An order contains one or more lines. Each line represents something being sold or provided. There are three kinds of lines: - **Asset line:** A specific asset being sold (e.g. a ring from inventory). Links to an existing asset. - **Service line:** A service being provided (e.g. resizing, repair, engraving). Can link to a target asset that the service is performed on. - **Design line:** A design being commissioned. Links to a design record. For each line, you set a description, quantity, and unit price. The order's subtotal is the sum of all line amounts. ### Discounts, shipping, and tax Orders support: - **Discounts:** A percentage or fixed-amount discount applied to the subtotal. - **Shipping:** A shipping amount, with optional tax. - **VAT:** A VAT rate and calculated VAT amount. - **Tax profiles:** Individual lines can have tax profiles that determine how tax is calculated. The order's total is calculated from the subtotal, discount, shipping, and VAT. --- ## Order statuses | Status | Meaning | |---|---| | **Pending** | The order has been created but work has not started. | | **In progress** | Work is actively underway. | | **Done** | The work is complete. | | **Cancelled** | The order was cancelled and will not be completed. | You can change the status as work progresses. Cancelling an order preserves its history but marks it as no longer active. --- ## Linking assets to orders When an order line references a specific asset (an asset line), you can reserve that asset for the order. Reserving an asset: - Creates a reserve event on the asset's timeline. - Reduces the available quantity (relevant for metal lots and parcels). - Signals to other team members that the asset is committed to this order. When the order is completed or cancelled, the reservation can be released (unreserved), making the asset available again. --- ## Order templates Orders can be saved as templates for recurring work. For example, if you frequently create repair orders with the same structure, you can save one as a template and create new orders from it. To save an existing order as a template, open the order and use the "Save as template" action. To create a new order from a template, go to **Orders** and use the "Create from template" option. Templates do not have a customer, due date, or client quoted total. These are set when you create the actual order. --- ## Favourite orders You can mark an order as a favourite to make it easier to find. Favourite orders appear with a star indicator and can be filtered in the orders list. --- ## Invoicing If your workspace has invoicing configured, you can issue invoices against orders. An invoice is a formal billing document that includes the customer's details, the order lines, tax calculations, and payment terms. Invoices can be issued, credited, debited, or annulled depending on the situation. The invoicing configuration (reachable from **Configuration**) determines your jurisdiction, tax settings, and invoice numbering. --- ## Payments on orders When a customer pays (in full or partially), you record a payment against the order. Payments reduce the outstanding balance. An order can have multiple payments (e.g. a deposit and a final payment). Payments are recorded from the **Payments** section of the sidebar. Each payment references the order it applies to. --- ## Costs on orders Direct costs can be linked to an order. For example, the cost of a stone purchased specifically for a commission, or the cost of casting work sent out for that order. Linking costs to orders lets you see the full profitability of each piece of work. Costs are recorded from the **Expenses** section of the sidebar. --- ## Filtering and searching orders The orders list supports filtering by: - **Search:** Find orders by title or reference. - **Status:** Show only pending, in-progress, done, or cancelled orders. - **Customer:** Show orders for a specific customer. - **Overdue:** Show orders past their due date. --- ## Archiving and cancelling orders Orders can be archived (with a reason) to remove them from active lists while preserving their history. Archived orders can be restored. Cancelling an order marks it as cancelled and stops further work. Cancelled orders remain visible in the orders list with a cancelled status. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Recording Costs and Expenses (https://jewlerist.com/help/recording-costs-and-expenses) · [raw markdown](https://jewlerist.com/help/recording-costs-and-expenses.md) # Recording Costs and Expenses ## Summary Costs in Jewlerist record money spent: materials purchased, lab work, casting, setting, shipping, or overhead such as rent and electricity. Costs are divided into two types — direct costs (linked to a specific asset or order) and overhead costs (period expenses not allocated to individual pieces). Together, they build the money trail that shows what your work actually costs. --- ## Who this is for This article is for users who want to record expenses, understand the difference between direct costs and overhead, and build an accurate picture of profitability. --- ## Direct costs A direct cost is money spent on something that can be traced to a specific asset, order, or design. Examples: - The cost of a diamond purchased for a specific commission. - The cost of casting work sent out for a particular ring. - The cost of a clasp component used in a necklace. - Shipping costs for delivering a specific order. When you create a direct cost, you can link it to: - **An asset:** The cost is associated with that asset (e.g. the purchase price of a stone). - **A design:** The cost is associated with a design being developed. - **An order:** The cost is associated with a specific piece of commercial work. - **A vendor:** The contact who supplied the material or service. - **A batch ID:** An optional reference for grouping related costs (e.g. a single invoice from a supplier that covers multiple items). Direct costs contribute to the total cost of the asset or order they are linked to, which lets you calculate profitability. --- ## Overhead costs An overhead cost is a period expense that cannot be traced to a specific asset or order. Examples: - Monthly rent. - Electricity and gas. - Software subscriptions. - Tools and equipment. - Consumables (solder, polishing compounds, etc.). Overhead costs are not linked to assets, designs, or orders. They affect your overall period profitability without being allocated to individual pieces. ### Recurring overhead Overhead costs can be set up as recurring. When you create a recurring overhead expense, you specify: - **Amount and currency.** - **Interval:** Monthly, weekly, or yearly. - **Next occurrence date:** When the next expense should be recorded. - **End date (optional):** When the recurring schedule should stop. Jewlerist creates individual cost lines on schedule. You can review and modify them before they are finalised. --- ## Cost categories Every cost is assigned to a category. Categories help you organise and report on expenses. Jewlerist provides default categories: **Direct cost categories:** Purchase, Labor, Lab, Casting, Setting, Shipping, Customs, Fees, Repair, Misc. **Overhead categories:** Electricity, Gas, Rent, Tools, Software, Consumables. You can add custom categories from the **Expenses** section. Each category is marked as either direct or overhead, and you can deactivate categories you no longer use. --- ## Recording a cost Go to **Expenses** in the sidebar and create a new expense. You will be asked for: - **Amount:** The amount spent (required, must be greater than zero). - **Currency:** The currency of the expense. If different from the workspace base currency, the exchange rate is recorded. - **Date:** When the expense occurred. - **Type:** Direct or overhead. - **Category:** The cost category. - **Vendor:** The contact who supplied the material or service (optional). - **Asset, design, or order:** For direct costs, what the cost is linked to. - **VAT rate:** If applicable, the VAT rate. The VAT amount is calculated automatically. - **Notes:** Free-text notes. For direct costs, you can also specify a batch ID to group related expenses. --- ## Multi-currency costs If you record a cost in a currency different from your workspace base currency, Jewlerist stores both the original amount and the equivalent in the base currency, using the exchange rate at the time of the expense. Historical rates are preserved, so changing the base currency later does not alter past entries. --- ## Filtering and searching costs The expenses list supports filtering by: - **Type:** Direct or overhead. - **Category:** A specific cost category. - **Asset:** Costs linked to a specific asset. - **Date range:** Costs within a specific period. --- ## Archiving costs Costs can be archived (with a reason) to remove them from active lists while preserving their history. Archived costs can be restored. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Recording Payments (https://jewlerist.com/help/recording-payments) · [raw markdown](https://jewlerist.com/help/recording-payments.md) # Recording Payments ## Summary Payments in Jewlerist record money received from customers against orders. Every payment reduces the outstanding balance on an order and creates a corresponding event on the timeline of each asset linked to that order. Payments can be full or partial, and they support multiple payment methods and currencies. --- ## Who this is for This article is for users who want to record payments, understand how they affect orders and assets, and track what remains outstanding. --- ## Recording a payment Go to **Payments** in the sidebar and create a new payment. You will be asked for: - **Order:** The order the payment applies to (required). - **Amount:** The amount received (required, must be greater than zero). - **Currency:** The currency of the payment. If different from the order currency, the exchange rate is recorded. - **Date paid:** When the payment was received. - **Method:** How the payment was made — cash, card, bank transfer, check, wire, or other. - **Reference:** An optional reference (e.g. transaction ID, check number). - **Notes:** Free-text notes. When you save the payment, Jewlerist: 1. Reduces the outstanding balance on the order. 2. Creates a "Payment recorded" event on each asset linked to the order. 3. Converts the amount to the workspace base currency using the recorded exchange rate. --- ## Partial payments Orders often receive multiple payments: a deposit when the order is placed, and a final payment when the work is delivered. Each payment is recorded separately and reduces the outstanding balance. An order is fully paid when the sum of all payments equals the order total. You can see the outstanding balance on the order detail page. --- ## Refunds If you need to refund a customer, you can record a refund from the **Payments** section. A refund is the opposite of a payment: it increases the outstanding balance (or creates a credit) on the order. Refunds are listed separately from payments. You can view them from the refunds filter in the payments list. When a refund is recorded, Jewlerist creates a "Refund" event on each asset linked to the order. --- ## Voiding payments If a payment was recorded incorrectly, you can void it. Voiding a payment: 1. Marks the original payment as voided. 2. Creates a reversal payment (of the opposite kind) that cancels out the original. 3. Restores the outstanding balance on the order. 4. Creates corresponding events on linked assets. Voiding requires a reason and preserves the audit trail. --- ## Multi-currency payments If a payment is received in a currency different from the order currency, Jewlerist stores both the original amount and the equivalent in the order currency, using the exchange rate at the time of payment. The amount is then converted to the workspace base currency for reporting. Historical exchange rates are preserved, so changing the base currency later does not alter past entries. --- ## Filtering and searching payments The payments list supports filtering by: - **Order:** Payments for a specific order. - **Method:** Payments made by a specific method (cash, card, bank transfer, etc.). - **Date range:** Payments within a specific period. --- ## Archiving payments Payments can be archived (with a reason) to remove them from active lists while preserving their history. Archived payments can be restored. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Assigning Tasks and Tracking Work (https://jewlerist.com/help/assigning-tasks-and-tracking-work) · [raw markdown](https://jewlerist.com/help/assigning-tasks-and-tracking-work.md) # Assigning Tasks and Tracking Work ## Summary Tasks in Jewlerist turn orders, production steps, and follow-ups into accountable work items. A task has a title, a description, a priority, a due date, and an assignee. Tasks can be linked to orders, assets, or contacts for context, and they can include checklists, attachments, and comments. Tasks are how you track what needs attention next and who owns it. --- ## Who this is for This article is for users who want to create tasks, assign them to team members, and track work through to completion. --- ## Creating a task Go to **Tasks** in the sidebar and create a new task. You will be asked for: - **Title:** A short description of the work (required, max 500 characters). - **Description:** A longer explanation of what needs to be done. - **Status:** Pending, In progress, or Done. - **Priority:** Low, Normal, High, or Urgent. - **Due date:** When the task should be completed. - **Assignee:** The team member responsible for the task. - **Subject:** Optionally, link the task to an order, asset, or contact for context. ### Checklist items Tasks can include a checklist of sub-items. Each checklist item has: - **Text:** What needs to be done. - **Assignee:** Optionally, a different team member responsible for this specific item. - **Completed status:** Checked off when done. Checklists are useful for breaking a task into steps: "Cast ring", "Set stones", "Polish", "Quality check". ### Attachments and comments Tasks support file attachments and comments. Attachments can be reference images, technical drawings, or documents. Comments allow team members to discuss the task, share updates, or ask questions. --- ## Task permissions Tasks have two permission levels: - **Read:** Can view tasks and update the description and status of tasks assigned to them. - **Management:** Can create, edit, delete, and assign tasks. Team members with read-only access can still update the status and description of tasks they are assigned to, but they cannot create new tasks or change assignments. --- ## Linking tasks to orders, assets, and contacts Tasks can be linked to a subject: - **An order:** The task is related to a specific piece of commercial work (e.g. "Send casting for order #123"). - **An asset:** The task is related to a specific inventory item (e.g. "Photograph this ring"). - **A contact:** The task is a follow-up with a customer or vendor (e.g. "Call supplier about delayed shipment"). When a task is linked to a subject, it appears in the context of that subject's detail page, making it easy to find related work. --- ## Task statuses | Status | Meaning | |---|---| | **Pending** | The task has been created but work has not started. | | **In progress** | Work is actively underway. | | **Done** | The task is complete. | When a task is marked as done, Jewlerist records who completed it and when. --- ## Overdue tasks A task is overdue when its due date has passed and its status is not Done. Overdue tasks are highlighted in the tasks list and on the dashboard. --- ## Filtering and searching tasks The tasks list supports filtering by: - **Status:** Pending, in progress, or done. - **Priority:** Low, normal, high, or urgent. - **Assignee:** Tasks assigned to a specific team member. --- ## Archiving tasks Tasks can be archived (with a reason) to remove them from active lists while preserving their history. Archived tasks can be restored. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Setting Up Locations (https://jewlerist.com/help/setting-up-locations) · [raw markdown](https://jewlerist.com/help/setting-up-locations.md) # Setting Up Locations ## Summary Locations in Jewlerist represent the physical places where assets are stored: your workshop, a safe, a vendor's office, a client's premises, or any other place where inventory might be. Every asset can be assigned a location, and locations help you answer the question "where is this right now?" --- ## Who this is for This article is for users who want to configure the locations in their workspace and understand how locations are used with assets. --- ## Types of locations Jewlerist recognises four kinds of locations: | Kind | Meaning | |---|---| | **Internal** | A place you control: your workshop, safe, storage unit, or office. | | **Vendor** | A place controlled by a vendor: a supplier's warehouse, a caster's workshop, or a lab. | | **Client** | A place controlled by a client: a customer's home or office where an asset has been delivered or is on approval. | | **Unknown** | The location is not known. This is the default when no location has been set. | --- ## Creating locations Locations are managed from the **Catalogs** page in the sidebar (visible to users with workspace settings permissions). To create a location: 1. Go to **Catalogs** and select **Locations**. 2. Create a new location. 3. Enter a name (e.g. "Main Safe", "Casting Workshop", "Client — Smith Residence"). 4. Choose the kind (internal, vendor, client, or unknown). 5. Save. Locations are a flat list (no nesting or hierarchy). Keep names clear and descriptive so team members can identify them quickly. --- ## Assigning locations to assets When you create or edit an asset, you can set its current location from a dropdown of all active locations. The location is displayed on the asset detail page and in the inventory list. If your workspace has the "Require asset location" setting enabled (in **Configuration**), every asset must have a location before it can be created. This ensures that the answer to "where is this?" is always known. --- ## Moving assets between locations When an asset moves from one place to another, record a move event on the asset's timeline. The move event updates the asset's current location and creates a history entry showing where it was before and where it went. For example: - A stone moves from "Main Safe" to "Setting Workshop" (internal to internal). - A ring moves from "Workshop" to "Client — Smith Residence" (internal to client, on delivery). - A metal lot moves from "Workshop" to "Casting Workshop" (internal to vendor, sent out for casting). --- ## Deactivating locations If a location is no longer relevant (e.g. you moved to a new workshop), you can deactivate it. Deactivated locations do not appear in dropdowns but are preserved in historical records. Assets that were in a deactivated location should be moved to a new location. Locations can be reactivated if needed. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Customising Event Templates (https://jewlerist.com/help/customising-event-templates) · [raw markdown](https://jewlerist.com/help/customising-event-templates.md) # Customising Event Templates ## Summary Event templates allow a workspace to define its own vocabulary for asset events. Instead of using only the built-in event kinds (acquire, move, consume, etc.), a studio can create named templates like "Sent to Casting", "QC Passed", or "Stone Set" that match the language and workflow of their workshop. **Note:** Event templates are not yet available in the current version of Jewlerist. This article describes the intended functionality and will be updated when the feature is released. --- ## Who this is for This article is for studio managers and workspace owners who want to customise the event vocabulary to match their production workflow. --- ## What event templates will do When event templates are available, each template will define: - **A name:** The label shown to users (e.g. "Sent to Casting"). - **Which asset kinds it applies to:** A template can be limited to specific asset types (e.g. only metal lots and jewelry pieces). - **An optional system code:** A stable mechanical behaviour (e.g. a "consume" template reduces the remaining grams on a metal lot). - **Required fields:** Additional data that must be provided when recording the event (e.g. a vendor, a weight, or a photo). Templates will be managed from the workspace configuration and will be available to all team members when recording events on assets. --- ## Why event templates matter Different studios name their production steps differently. One studio might say "Sent for casting", another might say "Out to caster", and another might say "Casting stage". Event templates let each workspace use the language that matches their workflow, while still recording the same underlying mechanical behaviour. This improves clarity for team members and makes the event timeline more meaningful. --- ## Current behaviour Until event templates are released, all events use the built-in event kinds listed in **Recording Asset Events**. You can use the Notes field on each event to add context that a template would otherwise capture. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Inviting Team Members (https://jewlerist.com/help/inviting-team-members) · [raw markdown](https://jewlerist.com/help/inviting-team-members.md) # Inviting Team Members ## Summary Jewlerist workspaces can have multiple team members, each with a role that determines what they can see and do. The workspace owner invites team members by email, assigns them a role, and can customise their permissions. This article explains roles, permissions, and the invitation process. --- ## Who this is for This article is for workspace owners who want to invite team members and configure their access levels. --- ## Roles Every team member has one of four roles: | Role | Description | |---|---| | **Owner** | Full access to everything, including workspace settings, billing, and all permissions. There must always be at least one owner. | | **Manager** | Nearly full access. Can do everything an owner can except delete assets and manage certain workspace-level settings. | | **Staff** | Operational access. Can work with assets, orders, costs, payments, and tasks, but cannot manage workspace settings or other team members. | | **Viewer** | Read-only access. Can view assets, costs, orders, and tasks but cannot create or modify records. | Each role has a default set of permissions. The workspace owner can customise permissions for individual team members. --- ## Permissions Permissions control what a team member can do. They are grouped into categories: | Permission | What it controls | |---|---| | `workspace.manage_settings` | Access to workspace configuration and settings. | | `staff.manage` | Ability to invite, deactivate, and manage team members. | | `permissions.manage` | Ability to change roles and permissions for other team members. | | `assets.read` | View assets in the inventory. | | `assets.write` | Create and edit assets. | | `assets.delete` | Delete (archive permanently) assets. | | `assets.move` | Move assets between locations. | | `assets.adjust` | Make adjustment events on assets. | | `costs.read` | View expenses. | | `costs.write` | Create and edit expenses. | | `sales.read` | View orders. | | `sales.write` | Create and edit orders. | | `payments.write` | Record payments and refunds. | | `batches.manage` | Manage batches. | | `tasks.read` | View tasks. | | `tasks.management` | Create, edit, and delete tasks. | | `articles.read` | View articles. | | `articles.write` | Create and edit articles. | Owners always have all permissions, regardless of what is configured. --- ## Inviting a team member To invite someone to your workspace: 1. Go to **Staff** in the sidebar (visible to owners and users with staff management permissions). 2. Create a new invitation. 3. Enter the person's email address. 4. Choose a role preset: owner, manager, staff, or viewer. 5. Send the invitation. The invited person receives an email with a link to accept the invitation. They will need to create a Jewlerist account (or sign in to an existing account) to join the workspace. Invitations expire after a set period. If an invitation expires, you can revoke it and send a new one. --- ## Customising permissions After a team member has joined, the workspace owner can customise their permissions beyond the role preset. For example, you might give a staff member the ability to manage tasks but not record payments. To change permissions: 1. Go to **Staff** in the sidebar. 2. Open the team member's settings. 3. Adjust individual permissions or change their role. Changes take effect immediately. --- ## Deactivating team members If a team member leaves or no longer needs access, you can deactivate them. Deactivation: - Removes their ability to sign in to the workspace. - Preserves their historical records (events they recorded, tasks they created, etc.). - Does not delete their user account (they can still access other workspaces). Deactivated team members can be reactivated if they return. --- ## Work specialties In addition to roles, each user has a work specialty that affects what they see in the sidebar: | Specialty | Effect | |---|---| | **General** | Default. Sees all inventory and features. | | **Designer** | Hides assets. Focuses on design request fields. | | **Stone setter** | Hides designs. Focuses on assets and production. | | **Marketing** | Hides assets and designs. Focuses on articles and content. | Work specialties are set per user (in **My Profile**) and affect the sidebar navigation regardless of role. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Plans, Billing, and Account Management (https://jewlerist.com/help/plans-billing-and-account-management) · [raw markdown](https://jewlerist.com/help/plans-billing-and-account-management.md) # Plans, Billing, and Account Management ## Summary Jewlerist workspaces operate under subscription plans that determine which features are available and whether the workspace is writable or read-only. The workspace owner manages billing, subscription status, and plan changes. This article explains how plans work and where to find billing settings. --- ## Who this is for This article is for workspace owners who want to understand their subscription, manage billing, or change their plan. --- ## How plans work Every workspace has a plan that determines: - **Feature access:** Which features are available (e.g. tasks, catalogues, staff management). - **Access mode:** Whether the workspace is writable (you can create and edit records) or read-only (you can view but not modify). A workspace's plan is determined by its active subscription or beta access status. If a workspace has no active subscription and no beta access, it defaults to a read-only mode where existing data is preserved but no new records can be created. --- ## Managing billing The workspace owner can manage billing from the **Plan & Billing** option in the user menu (at the bottom of the sidebar). This page shows: - Your current plan and status. - Billing history and invoices. - Payment method on file. - Options to upgrade, downgrade, or cancel. Only workspace owners can access billing settings. --- ## Read-only workspaces If a workspace loses its active subscription or beta access, it becomes read-only. In read-only mode: - All existing data is preserved and can be viewed. - No new records can be created. - Existing records cannot be edited. - Team members can still sign in and view data. To restore write access, the workspace owner needs to activate a subscription or obtain beta access. --- ## Account settings Each user can manage their personal account from **My Profile** in the user menu. Account settings include: - **Name and email:** Your display name and contact email. - **Password:** Change your password. - **Avatar:** Upload a profile photo. - **Locale:** Your preferred language. - **Work specialty:** How your sidebar is configured (general, designer, stone setter, or marketing). --- ## Switching workspaces If you belong to more than one workspace, you can switch between them from the **Switch workspace** option in the user menu. Each workspace has its own plan, billing, and team. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Introduction to Invoicing (https://jewlerist.com/help/introduction-to-invoicing) · [raw markdown](https://jewlerist.com/help/introduction-to-invoicing.md) # Introduction to Invoicing ## Summary Jewlerist can turn an order into an invoice. You configure your seller details, jurisdiction, and tax profiles once in workspace settings, then issue invoices directly from an order. Issued documents become permanent records that corrections never modify. --- ## Who this is for Workspace owners and team members who sell finished work and want to produce invoices for customers without leaving Jewlerist. --- ## What invoicing in Jewlerist does Invoicing connects your commercial work to your billing documents: - An **order** holds what you sold, to whom, and for how much. - From the order, you open the invoice view to review the billable lines. - When everything is correct, you issue the invoice. Jewlerist produces a numbered billing document with a fixed snapshot of the customer, the lines, and the taxes at the moment of issuance. After issuance, the document does not change. Editing the order, the customer, or your tax settings later has no effect on an invoice already issued. If something needs correcting, you issue a credit note or a debit note against the original document instead. --- ## Where invoicing is configured Invoicing settings live in your workspace configuration, under **Configuration**, in the invoicing section. Only members who can manage workspace settings can change them. You configure this once: - **Invoicing jurisdiction:** The fiscal rule set applied to your documents. Generic / International covers standard business invoicing. Portugal adds country-specific fields and tax territories (mainland, Azores, Madeira). Spain is listed but not yet available. - **Seller profile:** Your legal or trading name, tax identifiers, address, and logo. These appear on every invoice you issue. - **Payment terms:** A default number of days until payment is due, plus optional payment instructions and footer notes such as bank details or legal disclaimers. - **Tax profiles:** Reusable tax treatments (for example, Standard VAT at a percentage, or Tax Exempt) that you apply to order lines. --- ## Issuing an invoice from an order Open an order and go to its invoice view. You will see: 1. **A readiness checklist.** If anything blocks issuance — a missing customer detail, no billable lines, incomplete configuration — it is listed here before you can issue. 2. **The billable lines,** built from the order's lines, each showing quantity, price, and the tax profile applied. 3. **An Issue action.** Issuing asks for confirmation, then produces the final invoice with its number and date. Once issued, you can download the invoice as a PDF and print it. The order keeps a history of every document issued against it, including credit notes and debit notes. --- ## Corrections instead of edits Issued invoices are intentionally immutable. This protects you: a document you have sent to a customer or accounted for stays exactly as issued. To fix a mistake, you do not edit the original — you issue a corrective document against it: - **Credit note:** Cancels the original invoice. Use it when the customer owes less than invoiced, or nothing at all. - **Debit note:** Adds an additional charge on top of the original invoice. Use it when the customer owes more than invoiced. Both reference the original document number, and both leave the original untouched. ### Why issued invoices cannot be edited An issued invoice is a promise about the past: it records what you billed, to whom, at which prices and taxes, on a specific date. Editing it afterwards would break that record in three ways: - **Your customer's books stop matching yours.** The customer may already have filed or paid against the document they received. - **Your numbering stops being trustworthy.** Invoice numbers only mean something if every number ever issued still leads back to exactly the document that was sent. - **You lose the evidence of what happened.** A correction that shows up as a change tells no story; a correction that shows up as a second document dated today says who did what, when, and why. So the original always stays as issued, and mistakes get fixed forward with new documents instead of backwards with edits. ### Credit notes: when the customer owes less A credit note cancels an issued invoice. It becomes its own numbered document, references the invoice it corrects, and marks that invoice as credited. The order's billing is unlocked again, so after fixing whatever went wrong you can issue a fresh, corrected invoice. Typical situations where a credit note is the right tool: - **The customer returned the piece.** A necklace comes back a few days after invoicing — defective clasp, or simply not what they expected. The sale is undone, so the invoice must be too. - **You invoiced the wrong figure.** The invoice says €1,850 but the agreed price was €1,580, or a line was priced with last year's gold rate. Credit the wrong invoice, correct the order, re-issue. - **The invoice went out in error.** It was issued twice, issued for the wrong customer, or issued before the order was actually confirmed. Credit it and move on. - **The deal fell through after invoicing.** The commission was cancelled before delivery; the invoice should no longer stand. - **The debt will never be collected.** If you and the customer agree the amount will not be paid, a credit note formally closes the outstanding invoice. Check the tax treatment of this case with your accountant. In all of these cases the effect is the same: the customer's obligation goes down — possibly to zero — and the paperwork shows exactly which invoice was cancelled and why. ### Debit notes: when the customer owes more A debit note does the opposite: it records an additional charge connected to an invoice that stays fully valid and unchanged. Use one when the original was correct as far as it went, but the total billed is too low. Typical situations where a debit note is the right tool: - **A line was left out.** The hand engraving fee, the gift box, the second pair of earrings — invoiced without them, discovered afterwards. The customer received the goods; the bill should include them. - **Prices rose between quote and issue.** You invoiced with an outdated metal price and the difference is real money. - **Extra work was agreed after invoicing.** The ring needed an urgent resize before pickup, or a rush remount was added on the spot, and the invoice had already gone out. - **Shipping or insurance was omitted.** The insured courier cost was never on the document. Here the customer's obligation goes up, and the original invoice remains intact underneath the correction. ### Choosing between the two Ask one question: *after the correction, does the customer owe more or less than the invoice says?* | Situation | Corrective document | Effect | |---|---|---| | Return, cancellation, wrong or duplicated invoice | Credit note | Invoice cancelled, order can be re-invoiced after fixing | | Undercharge: missing line, old price, forgotten fee | Debit note | Extra charge added, original invoice stands | | Whole document is wrong (customer, prices, taxes) | Credit note, then a corrected invoice | Wrong one cancelled, clean replacement issued | ### What happens when you issue a correction For either document, Jewlerist asks for a **reason**, which is required. The reason is kept permanently alongside the two linked documents, together with who issued the correction and when — so months later the history still explains itself. The correction appears in the order's billing history next to the original. The original invoice keeps its number, date, and PDF exactly as issued: a credited invoice stays downloadable and shows its credited status and the reason, while a debited invoice simply gains a sibling document beneath it. If you are unsure how a correction affects your VAT return or your bookkeeping, ask your accountant — Jewlerist produces the documents; it does not replace statutory accounting. --- ## What Jewlerist invoicing is not Jewlerist supports operational invoicing for your sales. Two honest boundaries: - Generic invoices are standard business documents, not statutory tax receipts. If your jurisdiction requires certified fiscal software, check whether it is available in the jurisdiction selector before relying on Jewlerist alone. For Portugal, Jewlerist prepares Portugal-aware documents but is not AT-certified invoicing software. - Jewlerist is not a statutory accounting system. It complements your accountant; it does not replace statutory bookkeeping and tax filings. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Invoicing for Portugal (https://jewlerist.com/help/invoicing-for-portugal) · [raw markdown](https://jewlerist.com/help/invoicing-for-portugal.md) # Invoicing for Portugal ## Summary If your workspace sells in Portugal, choose the Portugal jurisdiction in your invoicing settings. Jewlerist then adds a Portuguese seller NIF field, a tax territory selector (mainland, Azores, Madeira), and a choice of how invoices are issued. Jewlerist prepares Portugal-aware documents but is not AT-certified invoicing software. --- ## Who this is for Workspace owners in Portugal, or selling to Portuguese customers, who need country-specific fields on their invoices. --- ## Choosing the Portugal jurisdiction Invoicing settings live under **Configuration**, in the invoicing section. In the jurisdiction selector you can pick: - **Generic / International:** standard business invoicing with no country-specific fields. - **Portugal:** adds the Portuguese seller profile, tax territories, and issuance modes described below. - **Spain:** listed but not yet available. Changing the jurisdiction updates which settings appear and what your issued documents look like. --- ## The Portugal seller profile With Portugal selected, the configuration page asks for: - **Portuguese Seller NIF:** your Portuguese tax identification number. It is kept in sync with the general tax identifier in your seller profile, so you only maintain one value. - The rest of the seller profile (legal name, address, logo, payment terms) works the same as for any other jurisdiction. Only members who can manage workspace settings can change these options. --- ## Tax territories Portugal applies different VAT treatment depending on where the sale takes place. Jewlerist asks you to confirm one tax territory for your workspace: - **Mainland Portugal** - **Azores** - **Madeira** The territory you choose is recorded on the documents you issue from this workspace. --- ## How invoices are issued The issuance mode controls who stands behind the legally operative issue of each document: - **Preparation mode:** Jewlerist creates Portugal-aware documents — numbered, dated, with your seller details, lines, and taxes fixed at the moment of issuance — but Jewlerist is not the legal certified issuer. Documents issued in this mode carry a clear disclaimer stating exactly that. - **Use connected certified provider:** a certified Portuguese provider performs the legally operative fiscal issuance while Jewlerist keeps the workflow. - **Jewlerist native certified invoicing:** not available yet. This option appears but cannot be selected. Until native certified issuance exists, preparation mode is the default way Portugal workspaces issue documents from orders. --- ## What stays the same as generic invoicing Everything described in **Introduction to Invoicing** applies unchanged: you issue from an order's invoice view after passing its readiness checklist, issued documents are permanent records that corrections never modify, and fixes go through credit notes or debit notes that reference the original document. --- ## Honest boundaries - Jewlerist is not AT-certified Portuguese invoicing software. Documents issued in preparation mode are Portugal-aware commercial documents with an explicit disclaimer, not substitutes for legally operative certified issuance. - Jewlerist is not a statutory accounting system. It complements your accountant; it does not replace Portuguese bookkeeping and tax filings. If you are unsure whether preparation mode is sufficient for a given document, ask your accountant. --- ## Getting help If something does not behave as described in this article: - Use the in-app bug report feature (available from the user menu) to send a report directly to the Jewlerist team. - Contact support at the email address shown in your workspace settings. ### Glossary of Jewlerist Terms (https://jewlerist.com/help/glossary) · [raw markdown](https://jewlerist.com/help/glossary.md) # Glossary of Jewlerist Terms ## Summary This glossary defines the terms used consistently across Jewlerist and its Help Center documentation. Using these terms consistently helps avoid confusion and ensures that everyone on a team is talking about the same thing. --- ## Core terms | Term | Definition | |---|---| | **Asset** | Anything valuable that you need to track in Jewlerist. Assets come in five types: stone, metal lot, jewelry piece, parcel, and component. Every asset has a timeline of events. Do not use "item", "product", or "record" as synonyms. | | **Event** | A record of something that happened to an asset: acquiring it, moving it, consuming metal, reserving it, selling it, or correcting a mistake. Events build the history of each asset. Do not use "action" or "log entry". | | **Workspace** | The top-level container in Jewlerist. A workspace represents one business or studio. All inventory, contacts, orders, costs, and team members belong to a workspace. Data never crosses workspace boundaries. Do not use "account", "company", or "organisation". | | **Contact** | An external party you work with: a customer, vendor, or lab. Contacts are referenced by orders, costs, and payments. Do not use "party" or "counterparty" in user-facing communication. | | **Order** | A piece of commercial work: a custom commission, a sale, a repair, or a service. Orders connect contacts, assets, costs, and payments into a single thread. Do not use "sale" or "transaction" in user-facing communication. | | **Cost line** | A record of money spent. Cost lines can be direct (linked to a specific asset or order) or overhead (period expenses not allocated to individual pieces). Do not use "expense" for direct costs; reserve "expense" for overhead. | | **Direct cost** | A cost linked to a specific asset, order, or design. Examples: the cost of a stone purchased for a commission, casting work sent out for a particular ring. Always use "direct cost", not "variable cost". | | **Overhead** | A period expense not allocated to individual pieces. Examples: rent, electricity, software subscriptions, tools. Always use "overhead", not "fixed cost" or "operating expense". | | **Task** | A piece of work that needs to happen. Tasks can be assigned to team members and linked to orders, assets, or contacts for context. | | **Member / Team member** | A person who belongs to a workspace. Do not use "user", "employee", or "staff member". | | **Owner** | The workspace owner role. Owners have full access to everything, including billing and all permissions. Do not use "administrator" or "admin". | --- ## Asset types | Term | Definition | |---|---| | **Stone** | A single loose gemstone tracked by carats, shape, color, clarity, certificate, and origin. | | **Metal lot** | A quantity of precious metal tracked by type, purity, form, and grams. The remaining weight is calculated as metal is consumed. Do not use "metal stock" or "metal inventory". | | **Jewelry piece** | A finished or in-progress piece of jewellery such as a ring, necklace, or bracelet. Do not use "piece" or "product" alone. | | **Parcel** | A batch of stones tracked together by count, total carats, and shared attributes. Do not use "parcel lot" or "batch of stones". | | **Component** | A part used in assembly: a chain, clasp, earring post, or finding. Do not use "part" or "sub-assembly". | --- ## Event kinds | Term | Definition | |---|---| | **Acquire** | Records that an asset was acquired. Typically the first event on an asset's timeline. | | **Move** | Changes an asset's location. | | **Consume** | Reduces the quantity of an asset (grams from a metal lot, stones from a parcel). 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. Reduces available quantity. | | **Unreserve** | Releases a reservation, making the quantity available again. | | **Sell** | Records that an asset was sold as part of an order. | | **Return** | Records that a sold asset was returned. | | **Adjust** | A manual correction to quantity or state. | --- ## Order terms | Term | Definition | |---|---| | **Order line** | A single item or service within an order. Lines can be asset lines (a specific asset being sold), service lines (a service being provided), or design lines (a design being commissioned). | | **Order template** | A saved order structure that can be used to create new orders with the same shape. Templates do not have a customer, due date, or quoted total. | | **Outstanding balance** | The amount remaining to be paid on an order after all payments have been recorded. | --- ## Payment terms | Term | Definition | |---|---| | **Payment** | Money received from a customer against an order. Reduces the outstanding balance. | | **Refund** | Money returned to a customer. Increases the outstanding balance (or creates a credit). | | **Void** | Cancels a payment that was recorded incorrectly. Creates a reversal and restores the outstanding balance. | --- ## Workspace terms | Term | Definition | |---|---| | **Base currency** | The primary operating currency of a workspace. All foreign-currency transactions are converted to the base currency for reporting. | | **Location** | A physical place where assets are stored. Locations can be internal, vendor, client, or unknown. | | **Cost category** | A label for organising expenses. Categories are either direct or overhead. | | **Handle** | A short identifier for a workspace, used in URLs. | | **Invitation** | An email sent to a prospective team member inviting them to join a workspace. | | **Role** | The access level of a team member: owner, manager, staff, or viewer. | | **Permission** | A specific capability within a workspace (e.g. assets.read, costs.write). Roles come with default permissions; owners can customise them. | --- ## Financial terms | Term | Definition | |---|---| | **Exchange rate** | The rate used to convert a foreign-currency amount to the workspace base currency. Recorded at the time of each transaction. | | **Tax profile** | A configuration that determines how tax is calculated on order lines. | | **VAT** | Value Added Tax. Recorded as a rate and calculated amount on orders and costs. | | **Invoice** | A formal billing document issued against an order. Includes customer details, order lines, tax, and payment terms. | --- ## Getting help If a term is used in a Help Center article and its meaning is unclear, refer to this glossary. If you believe a term is used inconsistently, please report it so it can be corrected. --- ## 6. Technology Stack & Security - **Backend**: Ruby 3.3 / Ruby on Rails 8 / PostgreSQL with strict multi-tenant scoping. - **Frontend**: Vue 3 + Inertia.js + Tailwind CSS with Shadcn UI components. - **Data Protection**: TLS 1.3 encryption in transit, encrypted storage at rest, continuous backup replication.