> ## Documentation Index
> Fetch the complete documentation index at: https://help.macleather.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Admin Guide

> Administrative tasks for managing the product catalog system.

# 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:

```
Primary Folder → Category → Subcategory → Variant
```

**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").

## 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       |