Gem Candies · Operating Procedures
Essential before launch Procedure 15 of 15

15. Inbox triage and filing

Owner
You (solo operation)
Trigger
A phone photo or scanned document lands in Dropbox under GemCandies/00 Inbox — a purchase invoice, a proof of shipment, or similar.
Approval
Not applicable.
Needs input — built 2026-09-06 to describe the date-first, numbered-folder workflow actually in use for Inbox files. It has not been reconciled with Procedure 9's SKU/PO-first filenames and per-SKU document folders, or with the filing instructions in Procedures 2 and 5 that point there — Procedure 9's per-SKU folder scheme was itself already stale in practice (only stones through GC-000031 ever got one). Until an owner decision picks one convention, follow this procedure for anything landing in the Inbox, and Procedure 9 for anything it doesn't cover.

Procedure

  1. Everything lands in Dropbox under GemCandies/00 Inbox — either loose in the root, or already sorted by nature into a subfolder (Purchases, Sales, Proof Of Shipping) by whoever photographed it.
  2. Open the file and identify two things: what kind of document it is, and which business record it documents — a vendor invoice against a purchase order, a proof of shipment against a stone's movement, and so on.
  3. Record what it documents in Grist before filing the file itself:
    • Vendor invoice — a PurchaseOrders row (Vendor, Purchase date, Total PO cost, Invoice #), and one Stones row per gemstone on it linked to that PO (Procedure 1), each with its own Acquisition cost worked out by hand from the invoice (Procedure 3) — cost allocation across a PO's stones was removed 2026-09-06, so there is no automatic split to fall back on.
    • Proof of shipment — a StoneEvents movement on the stone (Sent to jeweller, Shipped to client, etc.) carrying the carrier/tracking reference. See the StoneEvents field guide for the full vocabulary (Sent to jeweller, Shipped to client, etc.).
    • Any other nature: follow the matching numbered procedure once one exists for it; note the gap here if it doesn't.
  4. Rename the file to YYMMDD Nature - Counterpart - Details.<ext>:
    • YYMMDD — the document's own date, not today's.
    • Nature — Invoice, Receipt, Proof of shipping, etc.
    • Counterpart — the vendor, client, or jeweller named on it.
    • Details — whatever disambiguates it, usually the invoice or tracking number.
    Example: 260828 Invoice - Farid Gems Pk - 1746.jpg.
  5. Move the renamed file out of 00 Inbox into the numbered top-level folder matching its nature — today that's 03 Purchases for vendor invoices. No numbered folder exists yet for proof-of-shipment files; they stay in 00 Inbox/Proof Of Shipping until one is created or Procedure 9's per-SKU folders are used instead — an open item, not a decision made here.
  6. Leave the Inbox subfolder (Purchases, Sales, Proof Of Shipping) empty once its contents are filed — it is a landing zone for the next drop, never a permanent home.

Required evidence