Customer purchases¶
The Customer Purchases module is used when you buy goods from your customers — for example, old gold, watches, or other valuables. You can create a quote to give the customer a price estimate, or directly create a purchase. The purchased items are added to your inventory or material stock automatically.
Creating a customer purchase¶
Navigate to and choose one of:
Create customer purchase — for a direct purchase (items go into inventory immediately)
Create a quote — for a price estimate (no inventory changes until validated)
Select the customer contact, then add items to the purchase.
Adding items¶
Two types of items can be added:
Materials¶
Click Add material to add a raw material (e.g., gold, silver). Fill in:
Description: What you are purchasing (with quick-select from frequently used descriptions)
Material: The material type (defaults to 18kt yellow gold)
Weight and Weight unit
Price: Total price for this item — a price suggestion is calculated automatically based on the material’s market rate and your profit margin
Image: Take a photo of the item
Products¶
Click Add product to add a specific product (e.g., a watch, a piece of jewelry). Select an existing product or create a new one, set the quantity, choose the storage location, and enter the price.
Quote workflow¶
When you create a quote:
Add items and set prices — no inventory changes happen yet
Optionally generate a Quote document PDF with an estimated total and a disclaimer
When the customer agrees, click Validate the quote (requires a contact to be set)
The quote is converted to an approved purchase and all items are added to inventory
Documents¶
Generate a purchase document PDF from the detail page. The document includes:
Purchase details and item table with descriptions, weights, and prices
Photos of the purchased items
ID card images (for legal compliance)
Transactions / payment records
Seller and buyer signatures
Configurable footer with your terms and conditions
Configure the footer text via on the detail page.
A separate Quote document can be generated for quotes, showing an estimated total and a disclaimer that the quote is not a binding offer.
Signatures¶
Capture digital signatures directly on the detail page:
Seller signature: The store employee signing off on the purchase
Buyer signature: The customer confirming the transaction
Both signatures are included in the generated PDF document.
ID card images¶
Upload photos or scans of the customer’s ID card for record-keeping. Multiple images can be uploaded and they are included in the generated purchase document.
Payments¶
Record payments using the Transactions card on the sidebar. When the total paid amount covers the purchase price, the status automatically changes to Paid.
Label printing¶
Print a physical label with the customer’s name, item details, weights, prices, and a QR code that links back to the purchase in Gem Logic. Useful for labeling storage boxes.
Statuses¶
Each purchase goes through three stages:
Quote (amber) — price estimate, no inventory impact
Approved (blue) — confirmed purchase, items are in inventory
Paid (green) — customer has been fully paid
Filtering¶
Filter the list by:
Search (purchase ID)
Contact
Creation date range
Sales channel
Tags
Flagged status