ACORD 154 Instructions

This inventory card is a tool for use by jewelers that addresses the problems associated with Jewelers Block inventory and record keepingrequirements. It is a simple, concise manual recording system and is compatible with most computer systems.

The front of the card provides a standardized item description that meets insurance industry provisions and aids in appraisal preparation. It supplies data for complete sales analysis and flexible recording. The card tracks inventory location and item status (layaway, consignment, etc.), and it allows cost analysis of the complete piece and of its component parts.

The cards will fit any standard 3 x 5 inch card file system.

Class Code
To build a classification code, select the appropriate department and append the necessary level I, level II, and level III codes, as found in the Jewelry Inventory and Sales Classification Manual (available through the GIA Bookstore).

For example:

05 1 4 D
(Lady’s Yellow Gold Fancy Dinner Ring – 0514D)

Item Number
In addition to the Class Code (0514D in the example above), each piece will have an additional number unique to it (such as 000001). This allows the jeweler the advantages of group reporting as well as maintaining the required “itemized inventory” listings for Jewelers’ Block Insurance.

Give the manufacturer or supplier and the corresponding style number (or designate make-up or break-up).

The physical location, or the showcase within a physical location.

Indicate the status according to the key below, or other floating situations.

1 —- In inventory at location X
2 —- Out on consignment/approval to X
3 —- Sold with right to return to X
4 —- Sold unconditionally to X
5 —- Off premises with employee/salesperson X
6 —- Returned to vendor X
7 —- Missing from inventory at location X
8 —- On layaway for X

Vendor Invoice Number
This is the supplier’s or manufacturer’s invoice number. (If MakeUp, so indicate and use the job work order number.)

Vendor Invoice Date
This is the date on supplier’s or manufacturer’s invoice. (If MakeUp, so indicate and use the date of the work order.)

This is the manufacturing technique used in fabricating the item.

Selling Price
This is the item’s selling price.

Original Cost
This is the original/historical cost paid for the item.

Replacement cost
Give the cost for replacing the item and the date this cost was determined. Older Jewelers Block language restricted coverage to the “lowest figure put upon” such property in inventory. Many companies write a more modernized language that allows the valuation clause to be linked to actual numbers being recorded. Jewelers can either use the historic cost (in which case this field would not be utilized) or they can choose to periodically reprice their inventory.

Item Description
This area is for optional information, other than the specifics below, that the jeweler feels necessary to fully describe the item.

Carat, Metal Type, Mounting Description
All key information necessary for valuation of items made with precious metal (gold, silver, platinum) is contained in the described fields.

Weight, UOM
This is for the actual weight of the item.

Designate the unit of measure used in weighing (D=DWT, G=gram, T=troy).

Stone Groupings
This format provides all necessary stone specifics for determination of value. Multiple stone entries are allowed so like kind stones can be grouped together. For additional groupings, staple multiple cards together.

Date Sold
Indicate the date the item was sold.

Sales Ticket #
Sales ticket information should include the item receipt number and date of sale.

Sales Price
Give the actual sales price paid, after deducting any and all discounts.

After item is sold, give customer’s name. The card should then be moved to a “Sold” file. Cards may be filed by sales category, which is useful for sales analysis, or by customer name. If file is by customer name, write the name upside down in this field and file the cards upside down.

MakeUp – BreakUp Audit Trail
This side of the card is for keeping track of jewelry items made up of several inventory items (MakeUp) or for tracking components when a single item is broken up into its component parts (BreakUp). (MakeUp – BreakUp is a trademark of JCRS, Jewelry Underwriting & Claim Mitigation.)

When a MakeUp occurs, use the front (Inventory) side of the card to describe the piece. Use the back (MUBU) of the card to show where component parts originated. File the card by Class Code with other inventory cards.

When a BreakUp occurs, use the back (MUBU) of the existing inventory card to record items resulting from the BreakUp. It is common for small stones to be inventoried as a unit (stone papers). If partial usage from a stone paper occurs, update the inventory record for the remaining units on the front side of the card, and record the items resulting from the BreakUp on the back (MUBU) of the card. The card remains incurrent inventory until all components of the original item have been used. When all components have been exhausted, remove the card from inventory. File exhausted BreakUp cards numerically by Class Code in a separate file for broken up items.

Date of MUBU
This is the date the MakeUp or BreakUp occurred.

M or B
Write M for MakeUp or B for BreakUp in this field.

Old Item No.
For MakeUp, give item numbers of all component parts in the finished piece. For BreakUp, this field is not applicable.

New Item No.
For MakeUp, this field is not applicable. For BreakUp, give resulting item number(s).

Usage Information: Quantity, Weight and Description
Enter quantity, weight, description and any other information useful in tracking the MakeUp or BreakUp.

Quantity and Weight Left
For MakeUp, this field is not applicable.

For BreakUp, give the remaining number of items and the total weight. This information should also be recorded on the front of the card in the appropriate fields, amending what was there.

Dollar Amount Left
For MakeUp, this field is not applicable.

For BreakUp, give the historic or replacement cost of the remaining items. This information should also be recorded on the front of the card in the appropriate cost field (either Original Cost or Replacement Cost), amending what was there.