Items, Lots, and Documents

These are the three cores of TrackJewelry. Everything you make or move is one of them.

Items

An item is a single piece — a ring, a pendant, a component — described by the attributes you defined for Items.

• Fill in the fields you created; required ones must be completed.
• Metal is already available without setting up attributes: choose from the same six metals as BYO Storefront, or leave it blank. It saves with the item and appears in filtering, sorting, and CSV exports.
• Iterative fields work like generators: pick several choices (or combine two iterable fields) and TrackJewelry creates one item per combination, named Base name-CODE1-CODE2 from the choices' short codes.
• Deleting an item is admin-only; members can't delete.

Lots

A lot is a container — a batch of items travelling together.

• Create a lot with its own attributes, then add or remove items with quantities.
• Lots also have a built-in optional Metal selection with the same six choices. A lot's metal does not change its items' metals.
• Statuses: open (active), closed, archived.

Documents

Paperwork — certificates, appraisals, invoices — with its own attributes and optionally linked to an item and/or a lot so the paperwork travels with the work.

Where things go next

• Publish items for sale on the Sell page.
• Move items between parties with Transfers.
• See the money side in Accounting.

Document types (Memo, Sale, Purchase)

Every document has a type:

• Memo — a record only. Nothing in your lots changes.
• Purchase — list the items you bought with quantities and pick a lot. Saving adds those quantities to the lot.
• Sale — list the items sold with quantities and pick a lot. Saving removes those quantities from the lot. If the lot doesn't hold enough, nothing is saved and you'll see which item is short.

A document can list several items, each with its own quantity. Deleting a document does not undo its stock change.

Uploading items from a CSV

On Item catalog, use Upload items from CSV. The file has no header row. The row of bubbles decides what each column (A, B, C…) means — drag them (or use ‹ ›) to reorder, × to remove, and + to add a field or a Skip column. New item fields appear under Add automatically; your order is remembered on this device. Every value is checked against its field (numbers, dates as 2026-01-31, Yes/No, list choice or short code, pull-from-list picks separated by “;”, required fields). Item names must be unique — repeats in the file or names that already exist are refused. Up to 5,000 rows per file.