Admin Guide
This page covers administrative tasks that are typically handled by supervisors or the office team.Category Structure
The catalog follows a four-level hierarchy imported from Sortly:- ACCESSORIES — All manufacturing accessories
- HANGTAGS & PACKAGING — Customer hang tags, polybags, packing materials
- LABELS & TAGS — MARDI branded items
- LINING & INTERLINING — Satin lining fabrics
Specification Fields
Each category/subcategory has its own specification fields. These fields appear automatically when you select a category in the product form.How Specs Work
- Specs are stored as flexible data on each item
- Different subcategories show different fields (e.g., Hard Buttons show “L Size” and “Style”, but 4-Part Buttons show “Model” and “Shape”)
- Select fields offer dropdown suggestions but also accept free text for new values
Key Spec Fields by Category
Buttons > Hard Buttons: L Size (18L-40L), Size in mm, Colour, Style (Plane/With Ring/2-Hole) Buttons > 4-Part Buttons: Model (80/50, VT 8, VT5), Shape (Round/Flat), Colour Zippers: Item Type (Full Zipper/Slider/Puller/Stopper), Zip Number (#3-#10), Size in inches, Tape Colour, Teeth Colour, Slider Type Rivets: Type (Ball/Flat/Spiral Cone/Crystal), Size in mm, Colour, Part (Front/Back)Stock Management Best Practices
Setting Min Stock Levels
- Review min levels monthly based on usage patterns
- High-usage items (common buttons, black zippers): 25-50 units
- Medium-usage items: 10-25 units
- Low-usage or customer-specific items: 5 or 0
Transaction Auditing
Every stock change is logged with who, when, why, and how much. Check the Transactions tab on any item to review changes.Data Quality
- Item names should follow the pattern:
[Type] - [Size] - [Colour] - [Detail] - Categories and subcategories are standardized in Title Case
- Avoid creating duplicate items — search first before adding
Internal Code System
The Part # system automatically assigns codes when items are created:- Format:
{PREFIX}-{NUMBER}(e.g., BTN-0042) - Codes are permanent and cannot be changed
- New items get the next available number in their category
- Codes are unique across the entire catalog
Upcoming Features
Features that are planned but not yet available:| Feature | Status | Description |
|---|---|---|
| Multi-Part Sets | Planned | Group front/back rivet parts into logical sets |
| Purchase Orders | Planned | Create POs directly in the system with WhatsApp approval |
| Bin Labels | Planned | Print labels with QR codes for storage locations |
| Mobile Scanning | Planned | Scan QR codes on Samsung tablets for quick stock updates |
| Auto-Consumption | Planned | Automatically reduce stock when production orders use materials |
| Low Stock Alerts | Planned | WhatsApp notifications when items go below minimum levels |