> ## 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.

# System Codes

> Reference for all system-generated codes in Mac Leather Dashboard

# System Codes

All records in Mac Leather Dashboard are identified by unique system-generated codes. This reference explains each code format.

***

## Code Summary

| Code | Full Name        | Format        | Example       |
| ---- | ---------------- | ------------- | ------------- |
| SMP  | Sample           | SMP-YYYY-XXX  | SMP-2026-042  |
| PRD  | Production Order | PRD-YYYY-XXX  | PRD-2026-015  |
| JC   | Job Card         | JC-YYYY-XXXXX | JC-2026-00142 |
| PO   | Purchase Order   | PO-YYYY-XXX   | PO-2026-088   |
| SHP  | Shipment         | SHP-YYYY-XXX  | SHP-2026-007  |

***

## SMP - Sample Code

### Format

**`SMP-YYYY-XXX`**

| Part | Meaning           | Values              |
| ---- | ----------------- | ------------------- |
| SMP  | Sample prefix     | Fixed               |
| YYYY | Year created      | 2024, 2025, 2026... |
| XXX  | Sequential number | 001-999             |

### Examples

| Code         | Meaning                      |
| ------------ | ---------------------------- |
| SMP-2026-001 | First sample created in 2026 |
| SMP-2026-042 | 42nd sample created in 2026  |
| SMP-2025-156 | 156th sample created in 2025 |

### Generation Rules

| Rule       | Description                         |
| ---------- | ----------------------------------- |
| Automatic  | Generated when sample is created    |
| Sequential | Increments by 1 for each new sample |
| Year Reset | Resets to 001 on January 1st        |
| Immutable  | Cannot be changed after creation    |
| Unique     | No duplicates within same year      |

***

## PRD - Production Order Code

### Format

**`PRD-YYYY-XXX`**

| Part | Meaning           | Values              |
| ---- | ----------------- | ------------------- |
| PRD  | Production prefix | Fixed               |
| YYYY | Year created      | 2024, 2025, 2026... |
| XXX  | Sequential number | 001-999             |

### Examples

| Code         | Meaning                        |
| ------------ | ------------------------------ |
| PRD-2026-001 | First production order in 2026 |
| PRD-2026-015 | 15th production order in 2026  |
| PRD-2025-203 | 203rd production order in 2025 |

### Generation Rules

| Rule       | Description                                |
| ---------- | ------------------------------------------ |
| Automatic  | Generated when production order is created |
| Sequential | Increments by 1 for each new order         |
| Year Reset | Resets to 001 on January 1st               |
| Immutable  | Cannot be changed after creation           |
| Linked     | May reference source sample (SMP code)     |

***

## JC - Job Card Code

### Format

**`JC-YYYY-XXXXX`**

| Part  | Meaning           | Values              |
| ----- | ----------------- | ------------------- |
| JC    | Job Card prefix   | Fixed               |
| YYYY  | Year created      | 2024, 2025, 2026... |
| XXXXX | Sequential number | 00001-99999         |

### Examples

| Code          | Meaning                  |
| ------------- | ------------------------ |
| JC-2026-00001 | First job card in 2026   |
| JC-2026-00142 | 142nd job card in 2026   |
| JC-2025-05678 | 5,678th job card in 2025 |

### Generation Rules

| Rule        | Description                                    |
| ----------- | ---------------------------------------------- |
| Automatic   | Generated when job card is created             |
| Sequential  | Increments by 1 for each new job card          |
| 5-Digit     | Uses 5 digits (higher volume than other codes) |
| Year Reset  | Resets to 00001 on January 1st                 |
| Parent Link | Always linked to a production order (PRD)      |

### Why 5 Digits?

Job cards are created more frequently than other records. A single production order may generate multiple job cards (one per size, per batch, etc.), so the numbering supports up to 99,999 per year.

***

## PO - Purchase Order Code

### Format

**`PO-YYYY-XXX`**

| Part | Meaning               | Values              |
| ---- | --------------------- | ------------------- |
| PO   | Purchase Order prefix | Fixed               |
| YYYY | Year created          | 2024, 2025, 2026... |
| XXX  | Sequential number     | 001-999             |

### Examples

| Code        | Meaning                      |
| ----------- | ---------------------------- |
| PO-2026-001 | First purchase order in 2026 |
| PO-2026-088 | 88th purchase order in 2026  |
| PO-2025-142 | 142nd purchase order in 2025 |

### Generation Rules

| Rule          | Description                      |
| ------------- | -------------------------------- |
| Automatic     | Generated when PO is created     |
| Sequential    | Increments by 1 for each new PO  |
| Year Reset    | Resets to 001 on January 1st     |
| Immutable     | Cannot be changed after creation |
| Link Optional | May link to sample material      |

***

## SHP - Shipment Code

### Format

**`SHP-YYYY-XXX`**

| Part | Meaning           | Values              |
| ---- | ----------------- | ------------------- |
| SHP  | Shipment prefix   | Fixed               |
| YYYY | Year created      | 2024, 2025, 2026... |
| XXX  | Sequential number | 001-999             |

### Examples

| Code         | Meaning                |
| ------------ | ---------------------- |
| SHP-2026-001 | First shipment in 2026 |
| SHP-2026-007 | 7th shipment in 2026   |
| SHP-2025-089 | 89th shipment in 2025  |

### Generation Rules

| Rule       | Description                              |
| ---------- | ---------------------------------------- |
| Automatic  | Generated when shipment is created       |
| Sequential | Increments by 1 for each new shipment    |
| Year Reset | Resets to 001 on January 1st             |
| Immutable  | Cannot be changed after creation         |
| Contains   | Links to production orders being shipped |

***

## Code Relationships

```mermaid theme={null}
flowchart TD
    SMP[SMP-2026-042<br/>Sample] --> PRD[PRD-2026-015<br/>Production Order]
    SMP --> PO[PO-2026-088<br/>Purchase Order]
    PRD --> JC1[JC-2026-00142<br/>Job Card]
    PRD --> JC2[JC-2026-00143<br/>Job Card]
    PRD --> SHP[SHP-2026-007<br/>Shipment]
```

| From             | To               | Relationship                               |
| ---------------- | ---------------- | ------------------------------------------ |
| Sample           | Production Order | Sample approved → Production order created |
| Sample           | Purchase Order   | Material needed → PO created from sample   |
| Production Order | Job Card         | Order split into job cards for production  |
| Production Order | Shipment         | Completed orders grouped into shipment     |

***

## Quick Lookup

### By Prefix

| Prefix | Go To                  |
| ------ | ---------------------- |
| SMP    | Samples section        |
| PRD    | Production section     |
| JC     | Production → Job Cards |
| PO     | Procurement section    |
| SHP    | Exports section        |

### Finding a Record

1. Note the code prefix (SMP, PRD, JC, PO, SHP)
2. Go to the relevant section
3. Use search or filter by code
4. Or use global search (Ctrl/Cmd + K)

***

## Common Questions

| Question                   | Answer                                          |
| -------------------------- | ----------------------------------------------- |
| Can I change a code?       | No, codes are immutable after creation          |
| What if we exceed 999?     | System uses 4 digits (0001-9999) automatically  |
| Why do codes reset yearly? | Easier to track volume and find records by year |
| Can codes have gaps?       | Yes, if records are deleted (rare)              |
| Are codes globally unique? | Unique per year per type                        |