8. Shipments Inbound
Shipments Inbound
Read this section to understand how to view, manage and accept a shipment of diamonds.
Overview
As a retailer, you can view a list of pending diamond shipments sent to you from manufacturers. To add the diamonds in a shipment to your inventory, you must accept ownership.
Note: When you receive and accept ownership of a diamond in a shipment from a manufacturer, you become the owner and the diamond is transferred to your inventory. If you reject a diamond, the diamond remains in the manufacturer’s inventory.
If you are a manufacturer, you can view shipments of diamonds sent from producers. You must then either accept or reject the shipment. If accepted, use the Integration Tool to upload diamonds against the shipment.
Rough or Polished inbound shipments
Rough or polished inbound shipments are diamond transfers from a producer or manufacturer where you have been selected as the recipient.
View active (pending) shipments
The Rough or Polished tabs lists the active shipments sent to you from a producer or manufacturer. Active shipments have diamonds which have not been transferred, rejected, or cancelled.
As a manufacturer the Rough tab will always be visible, and the Polished tab will be visible if there are inbound polished shipments to work on. As a retailer the Polished tab will always be available and the Rough tab will be available if there are rough shipments to work on.
For a shipment of rough diamonds from a producer, you must either accept or reject the shipment; if accepted, you must then upload diamonds.
For a shipment of polished diamonds from a manufacturer, you must either accept or reject each diamond in the shipment. When you receive and accept ownership of a polished diamond in a shipment, you become the owner and the diamond is transferred to your inventory.
To view active shipments:
From the Tracr menu, select Shipments > Inbound. The Rough and Polished tabs lists the collections of diamonds (shipments) available for transfer.
Columns
By default, the outbound shipments table displays a standard set of columns. You can customise the display and add additional columns to view more information, as required.
Note: Tracr remembers your column selections for inbound and outbound shipments screens when you sign out.
Active shipment information
For each active (pending) shipment, Tracr displays the following information:
Sender - The name of the sender.
Shipment ID - The ID assigned to the shipment when it was created.
Date sent - The date the transfer was sent.
Shipment name - The name given to the shipment when it was created.
Diamonds - The number of diamonds in the shipment.
Carats - The total number of carats for all diamonds in the shipment.
Carat range - The range of carat weights for all diamonds in the shipment.
State - Displays the integration method (Rough or Polished) selected when the shipment was created.
Status - The status of the shipment.
Action required - The shipment contains diamonds that have not been transferred, rejected, or cancelled. You need to accept or reject a rough shipment or select View to accept or reject diamonds in a polished shipment.
Incomplete - A rough shipment has been accepted and you now need to upload diamonds using the Integration Tool.
Processing - Tracr is processing one or more diamonds within a polished shipment.
Actions - Use one of the following actions to process the shipment:
Accept - For rough diamonds, select Accept to accept the shipment.
Reject - For rough diamonds, select Reject to reject the shipment.
Upload diamonds - For rough diamonds, select Upload diamonds to upload diamonds against the shipment using the Integration Tool.
View - For polished diamonds, select View to accept ownership of the shipment or reject the transfer of diamonds to your inventory.
Accept or reject a shipment of rough diamonds
For a shipment of rough diamonds from a producer, you must either accept or reject the shipment; if accepted, you must then upload diamonds.
Accepting the shipment starts registration. Once processed by Tracr, you will then need to upload diamond data using the Integration Tool or API.
Rejecting the shipment ends the registration process. Tracr notifies the sender that you have rejected the shipment. This process is irreversible.
To accept a shipment of rough diamonds:
To reject a shipment of rough diamonds:
Accept a shipment of rough diamonds from a non-De Beers producer
If you are a manufacturer and want to confirm and upload the diamonds from a shipment sent by a non-De Beers producer, next to a rough shipment with the status 'Action required', select Accept, and then select Confirm.
Once accepted, you will need to upload the diamonds associated with that shipment. To do this, either upload the shipment data using a CSV file and the Integration Tool or upload the shipment data via the API, following the same procedure used for De Beers diamonds.
Important: When uploading diamonds, instead of providing the box details from De Beers (such as sight, year, and box ID), you will need to provide the Shipment ID in the “box_id” column. The Shipment ID appears on the Active tab, next to the Sender.
Bulk accept for rough shipments
You can accept multiple rough shipments at once by selecting the checkbox against each row. Where any of the shipments you've selected are able to be accepted an Accept button will be available in the action bar. If none of the shipments are able to be accepted the Accept button will not be available.
Selecting the checkbox at the top of the page selects all the rows on the page. Choosing Select All in the action bar selects all shipments on all pages.
If any of the selected shipments are available to be accepted, clicking Accept will open the drawer control on the right hand side of the screen. The Selection page will show you how many of the selected shipments are ready to be accepted, as well as how many are not ready to be accepted (if any). Clicking on the arrows to the right of each of those groups will show you which shipments are in each category. Clicking Continue will take you to the details page which will give you a summary of the number of shipments that will be accepted, the number of diamonds in those shipments, and the state of the shipments.
Clicking View selection will take you back to the selection page. Clicking Accept will accept those shipments and begin the rough transfer process.
Accept ownership of polished diamonds
To receive polished diamonds into your inventory, you must accept ownership of the shipment. To do this, you must review details of the shipment and choose the diamonds that you want to accept or reject.
Note: To help identify the shipment, Tracr displays the name of the sender and shipment, the date and time sent, and the number of diamonds in the shipment on the Active tab.
View shipment details
You can view more information for each shipment listed on the Active tab prior to accepting or rejecting the shipment.
To view pending shipment details:
Next to a shipment on the Active tab, select View. Tracr displays the Accept Ownership of Diamonds page, which shows the status of each diamond in the shipment. You can reject or confirm ownership of any diamonds with the status 'Action required'.
Pending transfer details
Descriptions of the columns on the Accept Ownership of Diamonds page are as follows:
Diamonds - The number of diamonds in the shipment.
From - The name of the sender.
Shipment name - The name assigned to the transfer when it was created.
Date sent - The date and time the shipment was sent.
Tracr ID - The ID allocated when Tracr registered the diamond.
Shape - The shape of the diamond.
Carat - The physical weight of the diamond.
Clarity - The clarity of the diamond, ranging from ‘FL’ (flawless) to ‘P3’ (poor quality). Clarity grades define the quantity, size, and location of inclusions in a diamond.
Colour - The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow).
Cut - The diamond’s proportions, symmetry, and polish, ranging from poor to excellent.
Status - The status of the diamond in the shipment.
Action required - Tracr has confirmed the transfer from the manufacturer. You can now accept or reject the diamond.
Transferred - You have accepted the diamond and Tracr has transferred it to your inventory.
Processing - Tracr is processing your request to accept or reject one or more diamonds.
Rejected - You have rejected the diamond.
Cancelled - The sender has cancelled the transfer of the diamond.
Actions (three dots) - Choose whether to accept or reject the diamond:
Accept - Accept the diamond; it is transferred to your inventory.
Reject - Reject the diamond; it remains in the sender's inventory.
Accept a diamond in a shipment
You can accept all diamonds in a shipment or choose the ones that you want to accept and then reject the others.
Note: You can only accept a diamond if its status is 'Transfer In Confirmed'. Once accepted, the status of the diamond in the shipment changes from 'Action required' to ‘Processing’. Once complete, the status changes to 'Transferred'.
Reject a diamond in a shipment
You can reject a diamond if you do not want to add it to your inventory.
Note: You can only reject a diamond if its status is 'Transfer In Confirmed'. Once rejected, the status of the diamond in the shipment changes from 'Action required' to ‘Processing’. Once complete, the status changes to 'Rejected'.
Archived shipments
Polished and rough shipments move from the Inbound Active to the Archived tab when they are complete.
A polished shipment is considered complete when all diamonds have either been accepted, rejected, or cancelled.
A rough shipment is considered complete when you have accepted the shipment and uploaded diamonds, rejected the shipment, or when the sender has cancelled the shipment.
View archived shipments
The Archived tab lists the shipments that you have accepted or rejected, and the shipments cancelled by the sender.
Note: Accept or reject diamonds in a polished shipment on the Accept Ownership of Diamonds page. Accept (and then upload diamonds) or reject a rough shipment on the Active tab.
To view completed shipments:
From the Tracr menu, select Shipments > Inbound, then select the Archived tab.
Columns
By default, the outbound shipments table displays a standard set of columns. You can customise the display and add additional columns to view more information, as required.
Note: Tracr remembers your column selections for inbound and outbound shipments screens when you sign out.
Archived shipment details
For each archived inbound shipment, Tracr displays the following information:
Sender - The name of the sender.
Shipment ID - The ID assigned to the shipment when it was created.
Date sent - The date and time the shipment was sent.
Shipment name - The name assigned to the shipment when it was created.
Total diamonds - The number of diamonds in the shipment.
Total carats - The total number of carats for all diamonds in the shipment.
Carat range - The range of carat weights for all diamonds in the shipment.
Integration - Displays the integration method (Rough or Polished) selected when the shipment was created.
Status - The status of the shipment.
Cancelled - The sender cancelled the shipment.
Complete - The transfer is complete. For a polished shipment, all diamonds in the shipment have either been transferred, rejected, or cancelled. For a rough shipment, the shipment has been accepted and diamond data has been uploaded.
Rejected - The recipient rejected a rough shipment or rejected all diamonds in a polished shipment.
Actions (three dots) - Select View to display the status of each diamond in the completed transfer. Only for polished shipments.
View archived shipment details
You can view more information for a completed polished shipment listed on the Archived tab.
Archived shipment details
Descriptions of the columns on the Archived details page are as follows:
Total diamonds - The number of diamonds in the shipment.
Total carats - The total number of carats for all diamonds in the shipment.
Carat range - The range of carat weights for all diamonds in the shipment.
Diamonds - The number of diamonds in the shipment.
From - The name of the sender.
Shipment name - The name assigned to the transfer when it was created.
Date sent - The date the transfer was created.
Tracr ID - The ID allocated when Tracr registered the diamond.
Participant ID - The ID of the diamond in the participant’s ERP system, which is used to maintain the relationship between a diamond in the ERP and the same diamond in the Tracr platform.
Shape - The shape of the diamond.
Carat - The physical weight of the diamond.
Clarity - The clarity of the diamond, ranging from ‘FL’ (flawless) to ‘P3’ (poor quality). Clarity grades define the quantity, size, and location of inclusions in a diamond.
Colour - The colour of the diamond, ranging from 'D’ (colourless) to ‘Z’ (light yellow).
Cut - The diamond’s proportions, symmetry, and polish, ranging from poor to excellent.
Status - The status of the diamond in the completed polished shipment.
Transferred - The diamond successfully transferred to your inventory.
Rejected - You have rejected the diamond. Tracr returns the diamond to the sender's inventory.
Cancelled - The sender cancelled the transfer of the diamond.
Export an archived inbound shipment session report
You can export details of an archived shipment as a report (CSV file).
To export an inbound shipment report:
On the Archived details page, select Export as CSV. Tracr generates the report which is downloaded and saved in your default downloads folder. View example report
Search by Report/Inscription Number
We are pleased to announce an upgrade to our search capabilities. You can now search using grading report numbers and inscription numbers across the Tracr Shipments.
This enhancement is designed to provide greater flexibility and efficiency in your search process. Recognising that both report and inscription numbers are key identifiers, we've integrated them into our search functionality to streamline your workflow.
Key benefits
Saves time by using a more common reference number.
Improves search accuracy.
Enhances usability with a more comprehensive search experience.
Frequently Asked Questions (FAQs)
What is the "Search by Report or Inscription Number" feature?
This feature allows users to quickly find diamonds by entering their report number or inscription number.
Will the search results show all diamond details?
The search results will display key diamond details. You can click on a result to view the full details.
What if I can't find the diamond I'm looking for?
Double-check the report or inscription number for accuracy. Make sure your diamond is polished. If you still can't find it, contact customer support for assistance.
User Interface Elements
Search Bar: now supports diamond searches using report or inscription numbers.
Results: will be displayed on the table.
How It Works
Example from shipment outbound
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