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Inventory & Catalog

Inventory & Watch Catalog

Orb Ledger’s Inventory & Watch Catalog module is the operational heart of the CRM. It covers everything from tracking individual watch stock and purchase invoices to sourcing wanted pieces, managing on-memo loans, stocking accessories, and browsing a global reference catalog.

Inventory (Main List)

What it is: The primary view of all watches your dealership owns or controls. Every watch in your organization appears here, organized by status.

What you can do here:

  • View watches in card view (photo-forward) or list/spreadsheet view. The preference is saved per user.
  • Filter by status tab: Active, In Stock, Listed, Reserved, Service, Sold, or All. A “Consignments” filter shows only consignment pieces.
  • Search by brand, model, reference number, or serial number. An AI-assisted search mode accepts natural-language queries (e.g., “Rolex under $20k in excellent condition”).
  • View headline KPIs for the current filter view: units shown, cost basis, total ask value, and average days held.
  • Add a new watch purchase via “Add Purchase.”
  • Select one or more watches for bulk actions: change status (In Stock / Listed / Reserved / On Memo / Service / Not For Sale / Archive), update asking price, estimated market value, condition, visibility, location, storage location, and storage notes across all selected pieces at once. Bulk-allocate selected watches to an investor account.
  • In list view, click any cell to edit it inline (asking price, status, location, storage location). Status cannot be set to “sold” inline — use Record Sale.
  • In Edit List mode, paste spreadsheet data directly from a clipboard to update multiple rows at once; invalid values are skipped and reported.
  • Quick-navigate to Record Sale for any watch.
  • Export inventory as a CSV file or as a Chrono24-compatible feed.
  • Navigate to the Archive.

Status values: Draft, Incoming, In Stock, Listed, Reserved, Pending Sale, On Memo, Service (Watchmaker), Not For Sale, Sold, Archived, Returned.

Who can access:

  • View inventory and use the list: owner, admin (mapped to owner), manager, staff, and viewer (read-only, no edits).
  • Add, edit, or update watches (including bulk edits and inline cell edits): owner, admin, manager, staff (inventory.manage).
  • View cost basis and financial columns: owner, admin, manager, staff (inventory.costs.view).
  • Archive/bulk-archive watches: owner only (inventory.archive).
  • View the Archive section: owner only (archives.view).
  • Export to CSV / Chrono24: available to any user who can view inventory.

Watch Detail Page

What it is: The full record for a single watch — photos, specifications, financial summary, related documents, activity timeline, and quick actions.

What you can do here:

  • View all watch attributes: brand, model, reference number, serial number, year, condition, box and papers status, dial color, case material, purchase date, location, storage notes, notes, and visibility setting.
  • See a photo gallery of uploaded watch photos. If no photos are uploaded, the system attempts to show a reference image from the global Watch Library catalog.
  • View per-watch financial KPIs: days in stock, cost basis, asking price, carrying cost accrual (calculated from the org’s configured carrying cost rate).
  • Switch between tabs: Overview, Financials (cost basis, carrying cost, investor allocations, watch-level expenses), Timeline (purchase and sale events), and Documents (vendor invoice, generated PDFs).
  • Add watch-level expenses (inbound/outbound shipping, servicing, authentication, photography, insurance, storage, taxes, commission, other), each with amount, date, payee, and payment status.
  • Attach or replace a vendor invoice/receipt (PDF, JPEG, PNG, WEBP, up to 10 MB).
  • Download a Watch One-Sheet PDF (a single-page listing summary).
  • Download a Purchase Order PDF (only available when the watch has a linked purchase record and you have financial purchase access).
  • Edit the watch record (navigates to the Edit page).
  • Initiate a sale from this watch (navigates to Record Sale pre-filled with this watch).
  • Create an invoice for this watch.
  • Share the watch listing (generates a shareable URL).
  • See the suggested next action based on the watch’s current status (e.g., “Set asking price to list” for a draft, “Find a buyer” for a listed piece).

Who can access:

  • View the detail page: owner, admin, manager, staff, viewer (inventory.view).
  • Edit the watch, upload receipts, share the listing: owner, admin, manager, staff (inventory.manage).
  • View cost and financial data: owner, admin, manager, staff (inventory.costs.view).
  • Add watch-level expenses: owner only (payments.manage).
  • Download purchase orders: owner only (purchases.financial.manage).
  • Record a sale: owner, admin, manager, staff (sales.record).

Add Watch (New Purchase)

What it is: The form for recording a new watch acquisition — outright purchase or consignment intake.

What you can do here:

  • Enter watch identification details: brand, model, reference number, serial number, year, condition, box and papers status, dial color, case material.
  • Record purchase details: purchase price, purchase date, currency, source/seller information.
  • Set an asking price, visibility (private / public / wholesale), and storage or location notes.
  • Attach photos.
  • Link the watch to an investor account at intake so profit allocations are set from the beginning.
  • Mark the watch as a consignment piece.
  • Pre-fill the form directly from a broker deal lead forwarded via the inbox (the “Convert to Inventory” flow). Brand, model, reference number, condition, asking price, photos, and broker attribution are copied in automatically; the purchase price is left blank for the admin to confirm.

Who can access: Owner, admin, manager, staff (inventory.manage).

Edit Watch

What it is: The same form as Add Watch, pre-populated with the existing watch record. Every field editable at intake is editable here.

Who can access: Owner, admin, manager, staff (inventory.manage).

Inventory Aging

What it is: A report that shows how long unsold watches have been in stock, sorted into time buckets, to help identify pieces that need a markdown decision or should be returned to a consignor.

What you can do here:

  • View headline KPIs: total unsold watch count, total capital tied up (at purchase price), number of watches past 60 days, and number of watches past 90 days.
  • See a breakdown by aging bucket: 0–30 days, 31–60 days, 61–90 days, and 91+ days (highlighted in red as a risk signal).
  • Browse a table of the oldest unsold items showing each watch’s status, days in stock, cost basis, asking price, last alert threshold, and demand signal (number of contacts who have flagged interest in that specific watch).
  • Click any watch in the list to navigate to its detail page.

Aging is calculated from the watch’s purchase date, falling back to the record creation date. Watches with terminal statuses (sold or archived) are excluded from this view.

Who can access: Owner, admin, manager, staff (inventory.view).

Inventory Archive

What it is: A record of watches that have been archived (soft-deleted from active inventory). Archived watches are not deleted from the database — they remain visible here and can be restored.

What you can do here:

  • Browse all archived and soft-deleted watches with their brand, model, reference number, purchase price, status, purchase date, and the date they were archived.
  • Restore a watch to Draft status, returning it to active inventory.
  • Paginate through the archive (50 per page).

Who can access: Viewing the archive requires archives.view; restoring a watch requires inventory.archive. Both capabilities are held only by the owner role (and super_admin).

Purchase Invoices

What it is: The reconciliation view for a multi-watch purchase grouped under a single vendor invoice. When a purchase invoice covers several watches bought together, this page ties them all to one shared payable and tracks payment status at the invoice level.

What you can do here:

  • View invoice header details: vendor name, invoice number, purchase date, currency, total amount, amount paid, and payment status (paid / partially paid / unpaid / cancelled).
  • See a list of every watch recorded against this invoice, with thumbnail, brand, model, reference number, serial number, purchase price, and current status.
  • See payment due date and a link to the shared payable record.
  • Download or view the attached vendor invoice document when one has been uploaded.

Who can access: purchases.view — held by owner, admin, manager, and staff.

Watch Library

What it is: A read-only browsable catalog of the global watch reference database (over 2,400 entries covering major luxury brands). This catalog is shared across all tenants and is not organization-specific. It contains brand and model reference data along with reference images sourced from the Cloudflare R2 watch database bucket.

What you can do here:

  • Browse the catalog by brand using filter chips (Rolex, Audemars Piguet, Patek Philippe, Cartier, Vacheron Constantin, Richard Mille, F.P. Journe, and All).
  • Search by reference number, model name, or dial characteristics. Results appear with infinite scroll (60 per page for browse, 50 for search).
  • Open any watch entry to view its catalog photo and reference details.
  • From a catalog entry, start an “Add Watch” form pre-populated with the reference data.

The Watch Library is a global reference table. Organization-specific inventory data is never stored here.

Who can access: Owner, admin, manager, staff (inventory.watch_library.use). Viewer role does not have this capability by default.

Watch Lookup (Encyclopedia)

What it is: A focused lookup tool for pulling up the full specification card for any watch by reference number or model name. Useful for quickly checking specs, MSRP, movement, case size, and other catalog details before a purchase or client conversation.

What you can do here:

  • Search by reference number or model and select from matching catalog results.
  • View a spec card showing: brand, model, family, reference number, dial, material, case size, movement, water resistance, year introduced, MSRP, and description — drawn from the global catalog and enriched from the watch_encyclopedia data store.
  • When a watch is not found in the catalog, enter specs manually and submit a draft for review (saved to the org’s watch_encyclopedia_drafts table, not the global catalog).

Who can access: Owner, admin, manager, staff (inventory.watch_library.use).

Straps & Links

What it is: A lightweight inventory tracker for watch straps, bracelets, and links that are bought and sold alongside or separately from watches. Each entry tracks type, color, width, length, material, compatible models, cost, asking price, quantity, and active/inactive status.

What you can do here:

  • Browse and search straps by brand, type, or color.
  • Filter by active or inactive status.
  • View valuation KPIs for active stock: total units, total cost basis, and total asking value (calculated in integer cents to avoid float drift).
  • Add new strap/link entries with full specification and pricing.
  • Edit existing entries (inline, via the edit dialog).
  • Record a sale of one or more units of a strap (reduces quantity, marks as sold if quantity reaches zero).
  • Deactivate or reactivate strap entries.

Who can access:

  • View and manage straps: owner, admin, manager, staff (inventory.straps_links.use).
  • Deactivate/archive straps: owner only (inventory.archive).
  • Viewer role does not have access.

Wanted List

What it is: A list of watches your dealership is actively seeking to acquire. Each wanted-watch entry records the target specs, maximum budget, urgency, priority, deadline, and how broadly to share the sourcing request.

What you can do here:

  • Add wanted-watch entries with: brand, model, reference number, condition preference, maximum budget, a bonus commission percentage for the sourcing broker, urgency (hot / urgent), priority level (high / medium / low), a sourcing deadline, and notes.
  • Control visibility per entry: keep it private (internal only), assign it to specific brokers, or broadcast it to your entire broker network.
  • Track the status of each entry through its lifecycle: Open, Sourcing, Found, Fulfilled, or Cancelled.
  • See how many brokers are actively sourcing each piece and which brokers are assigned.
  • Archive or reactivate wanted-watch entries.
  • Delete entries (destructive, requires archive capability).
  • Filter the list by status, visibility mode, and active/archived state.
  • Search across brand, model, reference number, and notes.
  • View operational KPIs: urgent count, hot count, assigned broker reach, broadcast items, and items with active sourcing commitments.

Who can access:

  • View and manage wanted-watch entries: owner, admin, manager, staff (inventory.want_list.use).
  • Delete entries: owner only (inventory.archive).
  • Viewer role does not have access.

Memos

What it is: A memo is a temporary loan of a watch — either sent to a prospective buyer or dealer (outgoing) or received from another seller or consignor (incoming). The Memos module tracks both directions, the agreed price, the return deadline, and the outcome.

What you can do here:

  • View all active and historical memos, filterable by status (Active / Returned / Sold / Lost / Expired) and by direction (Sent / Received).
  • See how many memos are currently active and how many are overdue (past the return-by date).
  • Create a new memo: select a watch from your inventory, specify direction (sent or received), enter the counterparty’s name, email, and phone, set a return-by date, optionally record an agreed price, and add notes.
  • Open a memo detail view to update the agreed price, return-by date, returned date, and notes.
  • Mark a memo as returned, record a return date, or record the outcome as sold or lost.
  • Delete a memo record.
  • Generate a memo agreement document (PDF) for the counterparty. The agreement includes the watch details and the financial terms.

Who can access:

  • View memos: owner, admin, manager, staff, viewer (memos.view).
  • Create, edit, and update memos: owner, admin, manager, staff (memos.manage).
  • Set or change financial terms (agreed price) on a memo: owner only (memos.financial_terms.manage).
  • Generate a memo agreement document: owner, admin, manager, staff with memos.manage.
Core ConceptsSales, Deals & Purchases