SUBMIT JOB ORDER

This page allows you to create a memo of items to be submitted to the GIA Laboratory either in person or via courier. This service allows you to assign GIA Control Numbers and a GIA Job Number and enter your service requests into our system before the items arrive at the Laboratory. If you are submitting in person, this will greatly reduce the time it takes to submit your items at the intake window. If you are submitting via courier, the intake process will also be reduced allowing us to move the items into the grading or identification process more quickly.

Order Barcode Labels from GIA Laboratory:

Valid GIA Control Number barcode labels are necessary to use Submit Job Order.

TO ORDER GIA BARCODE LABELS:TO ORDER GIA BARCODE LABELS:

Submit a Job Order in My Laboratory:

1. SELECT ACCOUNT:SELECT ACCOUNT:

    

   

    

   The Account field displays the GIA accounts to which you have access to submit jobs.

   1. If you have access to only one GIA account, it is selected for you.

      1. If you have access to more than one GIA account, click the pull-down to select an account and continue.

    

    

2. SELECT LABORATORY INTAKE LOCATION:SELECT LABORATORY INTAKE LOCATION:

    

   

    

    

   Select the Laboratory Location where you will be submitting the job.

   Estimated Fees will be based on the currency of the selected location.

    

    

    

3. ADHERE GIA CONTROL NUMBER BARCODE TO EACH PARCEL PAPER OR CONTAINER:ADHERE GIA CONTROL NUMBER BARCODE TO EACH PARCEL PAPER OR CONTAINER:

    

    

   Be sure that each item is placed in an individual parcel paper, or another suitable container.

   Place one GIA Control Number barcode label on the back and center of each parcel paper.

   Parcel papers must include shape and weight. You may also include your internal identification or lot number.

   • Parcel papers MUST NOT include company name, initials, logos, phone, fax, email, website, or any other information which identifies you as the client or refers to grading information.

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4. ENTER MEMO NUMBER:ENTER MEMO NUMBER:

    

    

   

   For your reference you may enter your Memo Number. In addition to the GIA Job Number, you can use this number to identify your Job. This field is not required.

    

    

    

5. ENTER ITEM INFORMATION:ENTER ITEM INFORMATION:

    

    

   

   For each item in the Job, you will need to enter all item information. Information can be entered one item at a time, or by using an Import File.

   ONE ITEM AT A TIME:ONE ITEM AT A TIME:

    

   1. Enter item information ( * required fields):

      1. GIA Control Number *: unique 12-digit Control Number barcode label provided by GIA

      2. Client Ref No.: your internal reference number

      3. Previous GIA Report No.: You must enter the previous GIA Report Number if an item is being resubmitted for a secondary service (Re-Exam, Update, Recheck, Final Observation, Verification).

         1. Rechecks and Final Observations require that you return the original hard copy report.

      4. Stated Shape *: Select the general shape of the item.

      5. Stated Ct Weight *: Enter the weight of the item in carats.

      6. Stated Value: Enter the value of the item.

      7. Stated HPHT *: Enter "Yes" if you believe the item to be HPHT processed.

   2. Enter Requested Services:

      1. Click the +/- button next to the Request Services field. A page will open where you can select services.

      2. Select the service on the left and click the > button to move it to the right side of the shuttle. The services listed on the right are the ones that will be added.
         1. Use the Control key to select multiple services at one time.
         2. To remove a service, select it and click the < button.
         3. For Recheck Other or Final Observation Other, specify the result you would like rechecked in the Comment field pull-down. For Recheck Other2, add the Reference Report Number.
         4. For inscription services other than the GIA Report Number, please specify the text you would like inscribed.
         5. The Sealing service is only available to request online for items where the Intake Site is either Mumbai or Carlsbad. To request the service in other locations, please contact your GIA representative.
      3. Click OK.
         1. The Submit Job Order screen will open and the services will be displayed in the Requested Services field.
   3. Click the Add button.
      1. The information for the Control Number will insert the item into the table below where the Estimated Fee has been added for that item.
      2. To delete an item, click the Delete link which will remove it from the screen. The GIA Control Number barcode can be used again.
      3. To modify an item, click the Modify link which will move that item back up to the Item Information table where it can be edited.
   4. Repeat steps 1-3 for each item in the Job.
      1. Total Items and Total Estimated Fees will calculate the number of items added and the total amount of the fees for the services requested.
      2. The Default checkbox can be used if you are requesting the same service(s) for more than one item.
         1. Enter the information for the first Control Number and click Add.
         2. Click the Default checkbox.
         3. The requested services will automatically be added for the remainder of the added items until the default button is unchecked.

    

    

    

    

   IMPORT FILE:IMPORT FILE:

    

   A specially formatted electronic file may be used to import item information rather than entering one item at a time. You may use an import file as follows:

    

    

   For the import function to work it is important that the file is formatted correctly.

   1. Click the Import File button and a Select Import File window appears.

   2. Browse to the location of the file on the network, select the file and click Open.

   3. Information is imported into the Items section.

    

   For the import function to work it is important that the file is formatted correctly.

   SEE REQUIRED FORMAT:SEE REQUIRED FORMAT:

   •  File type: Must be comma-separated value file (.csv)
   • Headings: Must not include column headings (titles)
   • Columns: File must include the following 8 columns in the order listed below; required data is indicated by an asterisk (*). Although some columns can be left blank because data is not required, it is important that there are a total of 8 columns in the file and in the following order:
     • Column 1: Client's Reference Number
     • *Column 2: Client Number
     • *Column 3: GIA Control Number
     • *Column 4: Service Code(s)
       • Separate multiple services with a comma ( e.g., enter "DG,I" )
     • *Column 5: Client-Stated Shape Code
     • *Column 6: Client-Stated Weight
       • Client-stated carat weight listed to the hundredths place; non-formatted numbers only ( e.g., enter 1.04 or .75 )
     • Column 7: Stated Value
     • Column 8: Issue Report Number and Recheck Other Comment
       • For secondary or follow-up services such as Recheck, Final Observation, Re-exam, Update, Conversion, and Verification, the previously issued Report Number must be listed in this column.
       • For Recheck Other2 and Final Observation Other2 services, enter the Reference Report Number.

    

    

   SORTING SERVICES:SORTING SERVICES: 

    

    

   1. Enter item information (* required fields):

      1. GIA Control Number*: unique 12-digit Control Number barcode label provided by GIA

      2. Client Ref No.: your internal reference number

      3. Previous GIA Report No.: You must enter the previous GIA Report Number if an item is being resubmitted for secondary services (Re-Exam, Update, Recheck, Final Observation, Verification)

         • Rechecks and Final Observations require that you return the original hard copy report.

      4. Stated Shape*: Select the general shape of the item.

      5. Stated Ct Weight*: Enter the weight of the item in carats.

      6. Stated Value: Enter the value of the item.

      7. Stated HPHT*: Enter "Yes" if you believe the item to be HPHT processed.

   2. Enter Requested Services:

      1. Click the +/- button next to the Request Services field. A page will open where you can select services.

      2. Select the service on the left and click on the > button to move it to the right side of the shuttle. The services listed on the right are the ones that will be added. [See Service Descriptions]

         • Use the Control key to select multiple services at one time.

         • To remove a service, select it and click the < button.

      3. Click OK.

         • The Submit Job Order screen will open and the services will be displayed in the Requested Services field.

   3. If the service requested is a Sorting-Diamond Grading or Sorting-Dossier, at least one Sorting parameter is required.
      

      1. After the service is requested, the Sorting parameter pull-down will be displayed.

      2. Select at least one Sorting parameter from the Color, Clarity, Polish or Symmetry pull-downs.

   4. Click the Add button.

      1. The information for the Control Number will insert the item into the table below where the Estimated Fee has been added for that item.

      2. To delete an item, click the Delete link which will remove it from the screen. The GIA Control Number barcode can be used again.

      3. To modify an item, click the Modify link which will move that item back up to the Item Information table where it can be edited.

   5. Repeat steps 1-3 for each item in the Job.

      1. Total Items and Total Estimated Fees will calculate the number of items added and the total amount of the fees for the services requested.

      2. The Default checkbox can be used if you are requesting the same service(s) for more than one item.

         • Enter the information for the first Control Number and click Add.

         • Click the Default checkbox.

         • The requested services will automatically be added for the remainder of the items added until the default button is unchecked.

    

    

    

    

6. CONFIRM AND SUBMIT THE JOB ORDER:CONFIRM AND SUBMIT THE JOB ORDER:

    

   1. Once all of the items for the job have been entered, click the Submit Order button.

      1. The Confirm Order screen will be displayed.

      2. To confirm the Job Order, click the Confirm button. A GIA Job Number will be generated.

         • Click Print to print the Job Order.

      3. To edit or cancel the Job, click Cancel. The Submit Job Order screen will open where you can edit or cancel the Job.

   2. When submitting items to the Laboratory, include the printout of the Job Order (either in person or in your shipment).

    

   TO VIEW OR MODIFY A JOB NUMBER:TO VIEW OR MODIFY A JOB NUMBER:

    

   As soon as a Job Order has been created and saved, it will be displayed on the View or Modify Job Order screen until the Job is received by GIA.

   • To access the View or Modify Job Order screen click the View or Modify a Job Order link.
   • To edit or delete a Job, click the link. This will open the Submit Job Order screen where the information can be edited or deleted. As soon as the Job is received by GIA, it will no longer be displayed on this screen.

    

    

    

   EXPORT FILE:EXPORT FILE:

    

   After all items have been added you can export the data into a .CSV file to be used with your own system. Click Export File to save the file.