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Sample Workflow Guide

This guide covers how to use Mac Leather Dashboard to manage samples. It explains system codes, field definitions, status meanings, and step-by-step procedures.

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System Codes

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Sample Number Format

All samples are assigned an automatic number: SMP-YYYY-XXX
PartMeaningExample
SMPSample prefixSMP
YYYYYear created2026
XXXSequential number (resets each year)001, 002, 003…
Example: SMP-2026-042 = The 42nd sample created in 2026

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Other System Codes

CodeRecord TypeExample
SMPSampleSMP-2026-001
PRDProduction OrderPRD-2026-001
POPurchase OrderPO-2026-001
JCJob CardJC-2026-001
SHPShipmentSHP-2026-001

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Sample Statuses

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Status Reference

StatusMeaningHow It’s Set
New SampleSample created, no materials orderedAutomatic on creation
ProcurementAt least one material is being orderedAutomatic when any material → “Ordered”
In HouseAll materials received and approvedAutomatic when all 3 materials → “Approved”
ProductionSample is being manufacturedManual
InspectionSample complete, undergoing QCManual
Ready to ShipPassed QC, awaiting dispatchManual
ShippedSent to customerManual
On HoldPausedManual
DelayBehind scheduleManual, or automatic if past delivery date

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Automatic Status Changes

The system changes sample status automatically in these cases:
  1. When you change any material to “Ordered” → Sample becomes “Procurement”
  2. When all three materials are “Approved” → Sample becomes “In House”
You don’t need to manually update the sample status in these situations.

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Creating a Sample

Location: Sidebar → Samples → + New Sample button

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Form Fields

FieldRequiredWhat to Enter
CustomerYesSelect from dropdown
Style NameYesDescriptive name for this sample
Delivery DateYesTarget completion date
QuantityYesNumber of sample units
NotesNoAdditional information
Stitcher RateNoLabor rate for stitching (PKR)
Fuser RateNoLabor rate for fusing (PKR)
What the system does when you click Save:
  1. Generates sample number (SMP-YYYY-XXX)
  2. Creates 3 material records: Leather, Accessories, Lining
  3. Sets all material statuses to “Not Ordered”
  4. Sets sample status to “New Sample”
  5. Logs creation in Activity tab
  6. Redirects to Sample Detail page

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Sample Detail Page

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Page Layout

Header Section:
  • Sample number (e.g., SMP-2026-042)
  • Style name
  • Customer name
  • Status badge
  • Action buttons
Action Buttons:
ButtonWhat It Does
EditOpen edit form for sample details
Change StatusOpen status dropdown
ArchiveArchive this sample
Move to ProductionConvert to production order (only visible when all materials approved)
Tabs:
TabContents
OverviewBasic info, dates, notes, labor rates
MaterialsThe 3 material cards
FilesUploaded documents and images
ActivityHistory of all changes
Below Tabs: Landed Cost card

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Materials Section

Location: Sample Detail → Materials tab

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The Three Materials

Every sample has exactly 3 materials (created automatically):
MaterialPurpose
LeatherMain outer material
AccessoriesHardware, zips, buckles, trims
LiningInterior material

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Editing a Material

  1. Click on the material card
  2. Edit dialog opens
  3. Update fields
  4. Click Save

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Common Fields (All Materials)

FieldDescription
StatusCurrent status in workflow
SupplierSupplier name
Unit RateCost per unit (PKR)
QuantityAmount needed
Expected DeliveryWhen you expect it
Actual DeliveryWhen it arrived
NotesAdditional notes

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Leather-Specific Fields

FieldOptions/Format
Leather TypeFull Grain, Top Grain, Split, PU, Bonded
ColorText field
Pantone ShadePantone code (e.g., 19-4052)
ThicknessNumber in mm (e.g., 1.2)
FinishMatte, Glossy, Semi-Gloss, Embossed

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Accessories-Specific Fields

FieldOptions/Format
Accessory TypeZipper, Buckle, Snap, D-Ring, Rivet, Clasp, Other
BrandText field (e.g., YKK)
ModelText field (e.g., #5 Metal)
SpecificationsText field for details

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Lining-Specific Fields

FieldOptions/Format
Lining TypeCotton, Polyester, Suede, Satin, Canvas
WeightNumber in GSM
CompositionText field (e.g., 100% Cotton)

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Material Statuses

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Status Reference

StatusMeaningWhen to Use
Not OrderedDefault stateMaterial not yet ordered
OrderedPO sent to supplierAfter placing order
StartedSupplier is working on itWhen supplier confirms production started
In TransitShipped from supplierWhen tracking shows shipped
In HousePhysically received at factoryWhen material arrives
ApprovedPassed quality checkAfter inspecting and accepting
DelayRunning lateWhen behind expected delivery
On HoldPausedWhen waiting on something
Sent BackReturned to supplierIf material rejected

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Status Flow

Normal flow: Not Ordered → Ordered → Started → In Transit → In House → Approved Exception paths:
  • Delay: Can occur from Ordered, Started, or In Transit
  • Sent Back: From In House, returns to Ordered when replacement ships
  • On Hold: Can pause from Not Ordered or Ordered

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Changing Statuses

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To Change Sample Status

1

Open sample

Go to Samples → Click on the sample
2

Click status badge or Change Status button

Located in the header area
3

Select new status

Choose from dropdown
4

Add note (optional)

Explain the change if needed

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To Change Material Status

1

Open sample

Go to Samples → Click on the sample
2

Go to Materials tab

Click Materials in the tab bar
3

Click on the material card

Leather, Accessories, or Lining
4

Change Status field

Select new status from dropdown
5

Update related fields

If changing to “Ordered”: enter Supplier, Unit Rate, Expected Delivery If changing to “In House”: enter Actual Delivery
6

Save

Click Save button

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Files Section

Location: Sample Detail → Files tab

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File Categories

CategoryUse For
WorksheetsTech packs, specifications, patterns
ImagesProduct photos, reference images, swatches
CommentsCustomer feedback, notes, markups
Purchase OrdersSupplier PO documents

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Uploading Files

1

Go to Files tab

Sample Detail → Files
2

Click Upload or drag file

Upload button or drag-and-drop area
3

Select category

Choose: Worksheets, Images, Comments, or Purchase Orders
4

Add description (optional)

Brief description of the file
5

Click Upload

File uploads and appears in list

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Supported Formats

CategoryFormats
WorksheetsPDF, XLSX, XLS, DOCX, DOC
ImagesPNG, JPG, JPEG, WEBP, GIF
CommentsPDF, DOCX, TXT
Purchase OrdersPDF, XLSX
Maximum file size: 25MB

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File Versioning

When you upload a new version of a file:
  • New file is marked as Latest
  • Previous file is marked as Previous
  • Both versions are kept
To upload a new version: Click on existing file → Upload New Version

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Landed Cost Section

Location: Sample Detail page → Landed Cost card (below tabs)

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Fields

FieldDescriptionEditable
Materials CostSum of all 3 material costsAuto-calculated
Stitcher RateRate per unit for stitchingYes
Fuser RateRate per unit for fusingYes
Labor Cost(Stitcher + Fuser) × QuantityAuto-calculated
Additional CostsOther costs you addYes
Total CostMaterials + Labor + AdditionalAuto-calculated
Per Unit CostTotal ÷ QuantityAuto-calculated

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Currency Display

Costs display in both:
  • PKR (Pakistani Rupee) - primary
  • GBP (British Pound) - converted
Exchange rate shown at top of card and updates automatically.

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Calculation

Materials Cost = Leather cost + Accessories cost + Lining cost
Labor Cost = (Stitcher Rate × Qty) + (Fuser Rate × Qty)
Total Cost = Materials + Labor + Additional
Per Unit = Total ÷ Quantity

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Converting to Production

Button Location: Sample Detail → Header → Move to Production
Prerequisite: All three materials must have status “Approved” before this button appears.

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Conversion Steps

1

Verify materials

Check all 3 materials show “Approved” status
2

Click Move to Production

Button in sample header
3

Enter production details

  • Quantity (total units)
  • Size breakdown (if applicable)
  • Delivery date
  • Customer PO number
4

Confirm

Click Confirm to create production order

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What Gets Created

The system automatically:
  1. Creates new production order (PRD-YYYY-XXX)
  2. Copies sample details, material specs, labor rates
  3. Links production order to this sample
  4. Sample remains viewable as reference

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Common Scenarios

SituationAction in App
Material arrived at factoryMaterials tab → Click material → Status = “In House” → Save
Material passed inspectionMaterials tab → Click material → Status = “Approved” → Save
Supplier reports delayMaterials tab → Click material → Status = “Delay” → Update Expected Delivery → Save
Material failed QCMaterials tab → Click material → Status = “Sent Back” → Add note → Save
Need to pause sampleHeader → Change Status → “On Hold” → Add note
Sample manufacturing startedHeader → Change Status → “Production”
Sample finished, needs QCHeader → Change Status → “Inspection”
Sample passed QCHeader → Change Status → “Ready to Ship”
Sample dispatchedHeader → Change Status → “Shipped” → Add tracking to notes
Customer approved, ready for bulkHeader → Move to Production → Enter details → Confirm
Customer wants changesAdd note with changes → Status = “On Hold” if pausing
Sample cancelledHeader → Archive → Select reason

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Troubleshooting

ProblemCauseSolution
”Move to Production” button not visibleNot all materials are “Approved”Change all 3 materials to “Approved” status
Sample stuck on “New Sample”No materials have been orderedChange at least one material to “Ordered”
Sample stuck on “Procurement”Materials not all approvedApprove remaining materials
Can’t change material statusDialog not savingCheck required fields are filled
File won’t uploadFile too largeReduce file size to under 25MB
File won’t uploadUnsupported formatConvert to supported format
Landed cost showing wrongMaterial costs not enteredEnter Unit Rate and Quantity for each material
Customer not in dropdownCustomer not added to systemContact admin to add customer

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Quick Reference

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Button Locations

ActionLocation
Create new sampleSidebar → Samples → + New Sample
Edit sample detailsSample Detail → Edit button
Change sample statusSample Detail → Status badge or Change Status button
Edit materialSample Detail → Materials tab → Click card
Upload fileSample Detail → Files tab → Upload
View activity logSample Detail → Activity tab
Convert to productionSample Detail → Move to Production button
Archive sampleSample Detail → Archive button

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Status Colors

StatusColor
New SampleGray
ProcurementBlue
In HousePurple
ProductionOrange
InspectionYellow
Ready to ShipTeal
ShippedGreen
On HoldGray
DelayRed

Creating Samples

Detailed field reference

Material Workflow

Material status details

Uploading Files

File management guide

Landed Costs

Cost calculation details