The fields every gemstone inventory record needs
· GemColony
Identity
A unique stock number, the stone's name and variety, shape and cut, colour description and a short title that sorts well.
Measurements
Weight in carats to two decimal places, length, width and depth in millimetres, and for pearls and beads the size in millimetres and strand length.
Quality and treatment
Clarity grade or description, treatment status, any phenomena such as star or colour change, and notes on windows, chips or other flaws.
Origin and documents
Country or region of origin when known, the laboratory name, report number and date, and a link to the certificate. Attach clear photographs and, for phenomenal stones, a short video.
Money
Purchase price, currency, cutting and treatment costs, asking price, minimum price and the date of any change. Keeping all costs on the stone makes profit reports accurate.
Status
In stock, on memo, reserved, sold or in the lab, plus the current location, so staff in different places see the same truth.