Dashboard
Quick Lookup
Pending Client Orders
Submitted by Diamond Smart retail staff. Tap one to see the whole request. Load into Intake is on the card.
All Orders
Orders In Progress
| Submitted By | Submitted On | Client | Stock # | Jewelry | Status | Stage | Due Date | Days Left | Price |
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Orders Completed
| Submitted By | Submitted On | Client | Stock # | Jewelry | Status | Stage | Due Date | Days Left | Price |
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Order Intake
Recent Orders
Coming Soon
All Stones
| Stock # | Shape | Carat | Color | Clarity | Cut | Cert | Cost | Price | Status |
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Add a Stone
All Jewelry
| Stock # | Type | Design | Metal | Size | Shape | Total Ct | Color | Clarity | Cost | Price | Status | Date Entered |
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Add Jewelry
The same fields as Order Intake, so a finished order becomes a stock item without retyping.
People
Add Person
All People
Memos
Open Memos
Closed Memos
Invoices
Open Invoices
Closed Invoices
Reports
Sales
Every sold item. Filter to see who sold what — set Sold By to Stock Purchase to find stock buys. Click a column heading to sort.
Goods — Unpaid Juice
Stock purchases whose seller hasn't been assigned yet, so their Juice is still unpaid. Assign the seller on the Juice page. Click a column heading to sort.
Inventory Summary
Overdue Memos
Consignment stock that has passed the date it was due back.
Pieces with Extras
Every jewelry piece carrying an Extras cost, its stored Total Cost checked against what its parts add to. A red row understates its own parts — open the piece and re-save its cost.
Accounts Receivable
Unpaid invoice balances, aged from the invoice date.
| Invoice # | Client | Date | Days | Total | Paid | Balance |
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Backup
Etsy Shop Connection
Checking connection status…
Baribault Workbook Import
The July 29 memo workbook, reviewed line by line. Preview shows exactly what will be created; nothing is written until Confirm. Records already in Ross are skipped, never overwritten.
Baribault Invoices Import
The 15 invoices of June–July 2026 (#2896, #2923–2936), transcribed from your sheet and cross-checked against the live inventory. Items Ross knows get invoiced off their memos; items it has never seen are created as sold. Anything the image left uncertain is flagged below.
Documents are emailed through your own Google account, so they come from your real address, a copy lands in your Sent folder, and a reply comes back to you. Ross is only granted permission to send — it cannot read your mail.
Checking connection status…
Vendor Payments
Every sold item sits here until its vendor is paid. Tick what one payment covers, enter the details once, and the record keeps who was paid, how much, how and under what reference.
Waiting to Be Paid
| Stock # | Description | Vendor | Cost | Invoice # | Sold On |
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Paid
| Stock # | Vendor | Paid | Method | Reference | Date | By |
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Statements
Everything a client still owes for, item by item. A line drops off once it is paid.
Inventory Count
Send a store a sheet listing everything of yours they are holding, so they can check it off item by item. Print it for them, or record their answers here as they read them out.
Etsy Orders
Rosette — Catalog
Every piece marked Rosette or Both. One master record each, priced at 14K white gold, size 6 — metals and sizes are calculated variants. Margin is % over cost; the per-item box overrides the global default, and prices land on whole dollars.
| Stock # | Item | Status | Cost | Margin % | Base Price | Etsy Net | eBay Net | Fixed Qty | One price, all sizes |
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Rosette — Review Queue
Nothing reaches a shop until you push it. Moves over 3% surface here loudly; smaller ones and first-time pushes wait quietly below. A failed push keeps its row and shows the reason.
Recently pushed & dismissed
Rosette — How To Guide
What Rosette is for
Rosette turns a piece of jewelry in Ross into a price in an online shop. Today that shop is Etsy. eBay, Amazon, TikTok and Meta can be added later and the way you work will not change.
The one thing to understand: you never type a shop price. You set a margin — how much over cost you want to make — and Ross works out the price for every metal and every ring size by itself.
One piece in Ross is the master record. Its price is worked out for 14K white gold in ring size 6. Everything else is calculated from that: platinum costs what platinum costs today, 18K what 18K costs today.
Nothing goes to a shop until somebody presses Push. You can change anything you like and look at it as long as you want first.
The five screens, in one line each
| Screen | What you do there |
|---|---|
| Catalog | Decide the price. Set the margin, see what you actually keep. |
| Review Queue | Look at what is about to change, then send it. |
| Retail Listings | Tell Ross which shop listing each piece belongs to. |
| Pricing & Channels | The settings: default margin, and each shop's fees. |
| How To Guide | This page. |
Step by step: putting a price on Etsy
Follow these five in order. Only the last one touches the shop.
- Retail Listings — connect the piece to its listing.
Find the piece. In the Etsy box, paste the listing's ID number — the long
number in the listing's web address. Press Save Changes.
Without this, Ross refuses to send that piece and tells you by name. This is also what stops Ross ever creating a second, duplicate listing.
- Catalog — set the price.
Find the piece and type a number in Margin %. That is percent over
cost: 100 doubles the cost. Leave it blank and the piece follows the default
set on Pricing & Channels. Press Save.
Look at the Etsy Net column, not the Base Price. Base Price is what the customer is asked. Etsy Net is what is left for you after Etsy's commission, advertising and shipping.
- Catalog — press Recompute Prices. Ross works out every piece's price and puts anything that changed into the Review Queue. This still sends nothing.
- Review Queue — read what is about to happen. Each line shows what the price moves from and to. Big moves (over 3%) sit at the top. Smaller ones, and pieces never sent before, sit in the band underneath — click it open.
- Press Push. Push sends one line; Push All sends everything waiting. If a send fails, the line stays where it is and tells you why.
One listing, several pieces? If eight pieces sit on the same Etsy listing, pushing any one of them sends all eight together. That is on purpose — a shop listing is a single page, and sending half of it would wipe the other half.
Catalog — what each column means
| Column | Meaning |
|---|---|
| Cost | What the piece cost you. Comes from the jewelry record; you cannot change it here. |
| Margin % | Percent over cost. Blank = follow the default. A number here applies to this piece only. |
| Base Price | Cost plus your margin. This is the number that gets sent to the shop. |
| Etsy Net / eBay Net | What is left after that shop takes its cut. The percentage beside it is your real margin. |
| Fixed Qty | A number pins how many the shop shows and never counts down. Leave blank for made-to-order. |
| One price, all sizes | Tick it and every ring size costs the same. Leave it off and each size up adds 3%. |
| Variants | Shows the full grid — every metal and every size — exactly as it would be sent. |
Every margin at once at the top sets or clears them all in one go.
Pricing & Channels — the settings
Default margin % — used by every piece whose own Margin box is empty.
Global lever — moves every price at once, up or down, without touching a single margin. Use it for a whole-shop change; use Margin % for one piece.
Size range — which ring sizes a piece offers.
Live spot — today's gold, silver and platinum prices. Ross checks them through the day and uses them to work out what each metal costs. If one shows a dash it is out of date, and pieces needing that metal will not send rather than use an old number.
Etsy costs (and the same for eBay) — these four only change the Net column. They never change what is sent to the shop.
- Standing discount % — a sale running in your shop. If Etsy is running 15% off, put 15 here.
- Commission % and Advertising % — what Etsy takes, as a percentage of what the buyer pays.
- Shipping $ — a flat amount per sale.
Keep the sale figure honest. If a sale is running in the shop and this box says 0, every Net figure on the Catalog will look better than the truth. On a $676 piece with a 15% sale, Ross would say you keep $521 when you really keep $437.
Two things that go wrong quietly
1. A piece with no gram weight cannot be converted to other metals. Ross needs the weight to work out what the same ring costs in platinum or 18K. Without it the piece shows on the Catalog's fix-me list and only its 14K price is right. Fix: put the gram weight on the jewelry record.
2. An option Ross cannot match keeps its old price. When a listing sells by a choice — a stone size in millimetres, say — Ross matches each choice to the piece that has it. Any choice it cannot match is left alone. The send still reports success, and that one option quietly keeps yesterday's price.
To check before you send, open this address while signed in to Ross, putting the listing's ID at the end:
/api/rosette/etsy-inventory/listing id
It only reads. Look for stone_size_mapping: every choice should show a
stock number. Any that says null will not be repriced.
Questions people ask
Where do I type the price I want? You don't. Set the Margin %, and Ross works the price out. If you want a piece to sell at a particular figure, the margin is (price ÷ cost − 1) × 100.
Why is platinum barely more than gold? Because Ross weighs the real metal at today's prices. When gold is expensive and platinum is not, the gap is small. It is not a fixed percentage, and it moves with the market.
I changed a price. Why hasn't the shop changed? Because nothing is sent until you press Push. Recompute Prices, open the Review Queue, then Push.
Can I undo a push? Not with a button. Change the margin back, recompute, and push again. Every push is recorded with what it changed.
What if I only want to change one piece? Set that piece's Margin %, recompute, and push just its line from the Review Queue.
When another shop is added
Nothing above changes. A new shop means a new box on Retail Listings for its listing ID, its own fees on Pricing & Channels, and its own lines in the Review Queue. The Catalog stays exactly as it is: one price per piece, sent to as many shops as you like. That is the point of pricing from cost — one margin to look after, not one for every shop.
Rosette — Pricing & Channels
Pricing
Etsy costs
eBay costs
Retail Listings
Every piece marked Retail or Wholesale & Retail. This is where a piece is joined to its listing on each shop. The Rosette price is set on Rosette → Catalog and shown here for reference. A channel box holds the listing's own ID or link — Etsy listing #, eBay item #, or the page URL — so when Ross publishes changes later it updates that listing instead of creating a new one.
| Stock # | Item | Status | Wholesale | Rosette Price | Etsy | eBay | Meta | Website |
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CAD Brief
Ready to send?
Attachments
Plain-text version
Quote
Stone Requests
Active Requests
Fulfilled
Add Stone Request
Notifications
Every notification sent — delivered, seen, and your copy
Straight from SMART's own delivery records: when it went, to whom, how many devices received it, who actually saw it on their screen, and whether your mirror copy reached you. Nothing here requires asking anyone anything.
Juice
Award or Redeem
Audit — Sales & Juice since Aug 1
Read-only. Lists every goods line sold with no Sold By (and whether any Juice was credited for it), and the total Juice per employee so it reconciles against SMART.
Category Remap — Lab Diamonds join Jewelry
Loose lab diamonds move to the jewelry rates (2.5% / 5%) and fill the jewelry $5,000; loose natural stays alone at 1% / 1.5%; custom untouched. Preview is read-only; your Commit click runs it.
New Engine — Migration Preview
Recalculates every sale since Aug 1, 2026 under the tiered category engine, per employee, chronologically — read-only, nothing is written. Review the before/after here; the migration is committed separately, only on your say-so.
Balances
Stock Items — Waiting for Their Seller
Repairs & Services — Rewards to Remove
Restatements — Every Changed Point Value
Recent Entries
Tasks
Add Task
Open Tasks
Import Stones
1. Choose a File
An Excel file or a CSV. Ross will guess which column is which, and you confirm before anything is saved. Rows whose stock number already exists are skipped rather than overwriting a stone.
Overdue Memos
Past Due Back
| Memo # | Type | Client | Due Back | Days Late | Stones | Stock #s | Value |
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Settings
Store Salespeople
The names that appear when recording who sold an item. One per line. Anyone not on this list can still be typed straight into the box, so a new starter is never blocked.
Alerts
Where Ross sends a message when something breaks. Without this, problems are still recorded below, but only if someone looks.
System Health
Problems Ross has recorded, in the app and in the browser. An empty list is the normal state.
Pricing
Selling price = cost + this percentage. 100% doubles the cost. A price typed by hand always wins.
CAD Designer
Where CAD briefs will be sent. The brief itself arrives in a later change.
Stone Tags
The barcode holds the stock number. The QR opens the grading report for GIA and IGI stones. If a label printer struggles with either, switch it off here — no need to wait for a change to the software.
Only you can see where the printing lands on a real tag. Move it here and print again — each press shifts it 1/16 inch along the label. No need to wait for a change to the software.
Quote Metal Factors
The physics behind every alternate-metal figure on a quote: density converts your entered weight to the other metal, purity scales the spot price, and the buffer sits on top for market movement. Simon's confirmed numbers (Aug 28 2026) — edit only with cause; every quote reprices from these.
Company Details
This is the letterhead on every printed memo, invoice and statement. The company name is also written into the memo terms as the bailor, so it must be the legal entity the client is contracting with.
Users
Add User
All Users
| Name | Username | Role | Status | Last Sign-In |
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