6. Sale outside Shopify

Owner

You (solo operation)

Trigger

A serious, specific offer for a stone is being negotiated outside the storefront — in person, by phone or email, or through a dealer.

Approval

You approve the final price and terms before marking the stone paid.

Procedure

1. As soon as negotiations become serious — not just a casual inquiry — reserve the stone: log a Reserved movement against it on the gemstone form (and, once Shopify is live, also set its Shopify inventory to 0) so it can't be sold to someone else out from under the negotiation. Stones.Status follows from that movement — it is not a field you type.
2. Record the sale in Grist — add a Sales row and its linked SaleLines at the actual agreed price, which may differ from the listed retail price (see the Grist data file guide). Once Shopify is live, also create a Shopify draft order for the same sale.
3. Record the sales channel (in-person, dealer name, show, etc.) in the Grist Sales row (and the draft order, if one exists).
4. Only mark the sale paid — add the Grist Payments row and record the sale on the Sales form, which logs the stone's Sold movement for you — once the external payment has actually been received and confirmed — a wire cleared, cash counted — never on a promise to pay.
5. Confirm the stone's Grist status remains Reserved (or moves to Sold once paid) through fulfillment; do not let the reservation lapse and allow the same stone to be sold twice. If the negotiation falls through, log Reservation released rather than leaving the stone reserved indefinitely.

Rule

• A stone is never simultaneously reserved for a negotiation and marked available in Grist (or, once Shopify is live, purchasable online).

Required evidence

• Grist Sales/SaleLines record (and Shopify draft order, once the store is live).
• Proof of external payment received.
• Sales channel note.