Per-piece and serial tracking
For Jewellery shop owners & managers · 6 min read · Last reviewed 2026-08-04
You don’t stock “three solitaire rings” — you stock three distinct rings, each with its own diamond, its own weight and its own certificate. Per-piece tracking gives each one its own record, so the exact piece you sell is the exact piece that leaves stock.
That matters when a customer returns, insures or brings a piece back for repair: you can point to the one item, not a SKU shared across a tray. This article covers turning it on and using it at the till.
Turn on serial tracking
Mark a fine item as serial-tracked. From then on each physical piece is a unique unit rather than a number on a shared count. In the seeded pack, rings, necklaces, earrings, bracelets, watches and loose stones already come this way.
Give each unit its metadata
When a piece arrives, add its unitwith the details that make it unique — serial, weight, metal, and stone or certificate number (GIA, IGI, HRD). Kept on the unit, not in a spare notes field, that data reads back later at the return, the repair or the valuation.
Selling the exact piece
- At the till, ring up the piece as usual.
- For a serial-tracked item with more than one on hand, pick the specific unit in the customer’s hand.
- That exact unit leaves stock; the rest stay available.
Because stock is per-piece, a sale can’t oversell — once a unit is gone it’s gone, and a return flips that same unit back onto the floor.
Frequently asked
- How does the till tell two identical rings apart?
- Each is its own unit with its own serial and certificate. When more than one is on hand for a serial-tracked item, you pick the specific piece at the till.
- What happens to the unit on a return?
- The same physical unit flips back to available stock, so the piece and its record stay in step rather than merging into a shared count.
- Where do I keep the certificate number?
- On the unit itself, alongside its weight and metal, so it reads back at return, repair and valuation time rather than living in a loose note.
Put it into practice.
Open your shop and try it live. Free until your first 100 sales — no card, keep your hardware.