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Admin Guide

This page covers administrative tasks that are typically handled by supervisors or the office team.

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Category Structure

The catalog follows a four-level hierarchy imported from Sortly:
Primary Folders are the top level:
  • ACCESSORIES — All manufacturing accessories
  • HANGTAGS & PACKAGING — Customer hang tags, polybags, packing materials
  • LABELS & TAGS — MARDI branded items
  • LINING & INTERLINING — Satin lining fabrics
Categories are the product types within each folder (e.g., Buttons, Zippers, Rivets). Subcategories further divide categories (e.g., Hard Buttons, 4-Part Buttons). Variants are colour or size groups (e.g., Gun Metal, Matt Silver, Small 7”-12”).

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Specification Fields

Each category/subcategory has its own specification fields. These fields appear automatically when you select a category in the product form.

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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

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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)

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Stock Management Best Practices

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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

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Transaction Auditing

Every stock change is logged with who, when, why, and how much. Check the Transactions tab on any item to review changes.

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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

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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

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Upcoming Features

Features that are planned but not yet available: