S00. New gemstone workflow: supplier, product, purchase order
This procedure uses ASD-STE100 Simplified Technical English. Each instruction is one sentence in the active voice.
- Owner
- You (solo operation).
- Trigger
- You buy, or agree to buy, one or more gemstones from a supplier.
- Approval
- You approve each step before you start the next step.
- Scope
- This procedure gives the order of the steps only. Each step links to the procedure with the full instructions.
Overview
A new gemstone purchase has three parts. Do the parts in this order.
- Create the supplier, if the supplier has no record yet. Skip this step for a supplier you already buy from.
- Create the gemstones. Process the intake of each stone, and create its Shopify product as a Draft. Set its opening inventory quantity to 0, not the 1 that Procedure 1 and S02 otherwise describe.
- Create the purchase order. Add every stone on the invoice as a line item, then receive it in Shopify. Receiving is what brings each stone's quantity from 0 to 1.
A Shopify purchase order can add only a product that already exists. This is why the gemstone products (step 2) come before the purchase order (step 3), even though the purchase order is for the same invoice that brought the stones in.
Note — Until Shopify launches, also record this purchase order in the Grist
PurchaseOrders table (Procedure 2). Grist's Stones.Status is worked out from a stone's movements, and the "Received" movement comes from the Grist purchase order link, not this Shopify one — skipping it leaves Grist's stock status wrong for as long as Grist stays the source of truth (see the index page's current-state note).| Step | System | Procedure |
|---|---|---|
| 1. Create the supplier | Shopify | S01 — Create a supplier in Shopify |
| 2a. Intake and assign a SKU, per stone | Grist + physical | Procedure 1 — New gemstone intake |
| 2b. Create the Shopify product (Draft), per stone | Shopify | S02 — Add a product |
| 3. Create and receive the purchase order | Shopify | S04 — Create a purchase order in Shopify |
| 4. Approve and publish each gemstone | Grist + Shopify | Procedure 4 — Product approval and publication |
Rules
- Create a supplier record one time only. Check S01's rule before you create a second record with a different spelling.
- Create the Shopify product for every gemstone on the invoice before you create the purchase order that lists it (S04's rule).
- Create the product with quantity 0, never 1, when it will go on a purchase order. Receiving the purchase order adds to the existing quantity — creating it at 1 and then receiving 1 gives a wrong quantity of 2 for a unique stone.
- Do not publish a gemstone (procedure 4) before intake is complete (Procedure 1). Publication is independent of the purchase order — a stone can stay a Draft product through steps 2 and 3.
- One gemstone is one Shopify product, and one purchase order line item, at a quantity of 1 once received. A ring setting is a different product model — see S03.
Required evidence
See the required evidence list in each linked procedure. Together they are: the supplier invoice, the Shopify supplier record (if step 1 ran), the intake ledger row and photographs for each stone, the saved Shopify product page for each stone, the Shopify purchase order, and its receiving record.