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Inventory File Format FAQ

Uploading your inventory is pretty simple. If you already have an ASCII file you can send us, we can work with it. Simply email us a copy of the file to inventory@virtcert.com and we'll configure our system to work with your file.

The more data you can provide in your file, the better results you will get while using VirtCert.com. The companies selling your diamonds will have all the information the need available online, and won't have to wait for a phone call or fax before selling your inventory.

If you don't already have a file, or are willing to create it in our preferred format, the specifications that we prefer to use are listed below.

Preferred File Format

ASCII Text File

Tab-Separated

One Record Per Line

Optional Field Names on First Record

Preferred Field Order

Wholesalerstock, qty, tcw, shape, carat, color, clarity, caratcost, certlab, certno, length, width, depth, depthperc, tableperc, crownangle, pavilionperc, girdle, culet, polish, symmetry, fluor, certnotes, notes, privatenotes, drilled, lasered, clarityenhanced, rating, availablility, memonotes, memoprivatenotes, certurl, sarinurl, picurl

Field Descriptions

VendorStock = Your stock number - All stones must have a unique stock number

Qty = number of stones in the Lot, usually 1

Tcw = Total Carat Weight of the Lot, if Qty = 1 then it will be the same as Carat

Shape = Cut of stone

RB=Round Brilliant
MQ=Marquise
OV=Oval
OR=Oval Round
OC=Octagonal Round
EC=Emerald Cut
RA=Radiant
HS=Heart Shape
PS=Pear Shape
PR=Princess
TR=Triangle/Trillian
OM=Old Miner
EU=European
ST=Star
XX=Other Cut, Put the cut in Notes Field

Carat = The stone weight

Color = The color of the stone

Clarity = The clarity of the stone

CaratCost = Your selling price for the stone per carat. No dollar signs or commas.

Certlab = The lab who created the certificate (EGL, GIA, AGS, etc)

Certno = The certificate number

Length = The stone's length in millimeters (no mm in the field)

Width = The stone's width in millimeters (no mm in the field)

Depth = The stone's depth in millimeters (no mm in the field)

DepthPerc = The depth percentage to one decimal place (60.4). No percent sign

CrownAngle = The crown angle = to one decimal place (60.9). No Degree sign.

PavilionPerc = The pavillion percentage to one decimal place (60.2). No percent sign

Girdle = The stone's girdle (The system will translate most reasonable entries into one of the ones below, such as converting SLIGHTLY THIN to SN for you automatically so you don't have to change your files) (NOTE: This field will accept anything that you enter in it right now)

XK = EXTREMELY THICK
VK = VERY THICK
TK = THICK
SK = SLIGHTLY THICK
MD = MEDIUM
SN = SLIGHTLY THIN
TN = THIN
VN = VERY THIN
XN = EXTREMELY THIN

Culet = The stone's culet (The system will translate most reasonable entries into one of the ones below, such as converting CHIP to C for you automatically so you don't have to change your files)

N = NONE
L = LARGE
M = MEDIUM
S = SMALL
V = VERY SMALL
P = POINTED
A = ABRADED
C = CHIPPED

Polish = The stone's polish (The system will translate most reasonable entries into one of the ones below such as converting GD to G for you automatically so you don't have to change your files)

X = EXCELLENT
V = VERY GOOD
G = GOOD
FG = FAIR TO GOOD
F = FAIR
P = POOR

Symmetry = The stone's symmetry (The system will translate most reasonable entries into one of the ones below such as converting GD to G for you automatically so you don't have to change your files)

X = EXCELLENT
V = VERY GOOD
G = GOOD
FG = FAIR TO GOOD
F = FAIR
P = POOR

Fluor = The stone's fluorescence (The system will translate most reasonable entries into one of the ones below such as converting FT to F for you automatically so you don't have to change your files) (NOTE: We are adding more options to this table. Anything reasonable in this field will work)

V = VERY STRONG BLUE
S = STRONG BLUE
M = MEDIUM BLUE
F = FAINT BLUE
N = NONE

CertNotes = The Lab's Notes from the certificate

Notes = Any notes that you would like to add about the stone that will be viewable with any search

Privatenotes = Any notes that you would like to add to the stone, that will only be viewable by your company

Drilled = If the stone has been drilled, put a "Y"

Lasered = If the stone has been lasered, put a "Y" (includes clarity enhancement and engraving)

ClarityEnhanced = If the stone has been Clarity-Enhanced, put a "Y"

Availability = Put an "I" if it is In stock, Put a "M" if it out on Memo, put an "S" if it has been Sold, leave blank if unknown.

MemoNotes = Public Information about the Memo. Date expected back, etc. This field is visible to anyone. Leave blank if unused.

MemoPrivateNotes = Private Information about the Memo. Date expected back, etc. This field is visible only to your company. Leave blank if unused.

CertURL = The URL of the scanned certificate if it is already on the web. Leave blank if unused. You can upload certificates manually through our website and it will fill in this field for you.

SarinURL = The URL of the Sarin Report (other Computer generated report) if it is already on the web. Leave blank if unused. You can upload reports manually through our website and it will fill in this field for you.

PicURL = The URL of the photograph if it is already on the web. Leave blank if unused. You can upload photographs manually through our website and it will fill in this field for you.

That's it! If you have any more questions, please contact us and we'll help get you going!

VirtCert.com