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.
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.
System Codes All samples are assigned an automatic number: SMP-YYYY-XXX
Part Meaning Example SMPSample prefix SMP YYYYYear created 2026 XXXSequential number (resets each year) 001, 002, 003…
Example: SMP-2026-042 = The 42nd sample created in 2026Other System Codes Code Record Type Example SMPSample SMP-2026-001 PRDProduction Order PRD-2026-001 POPurchase Order PO-2026-001 JCJob Card JC-2026-001 SHPShipment SHP-2026-001
Sample Statuses Status Reference Status Meaning How It’s Set New Sample Sample created, no materials ordered Automatic on creation Procurement At least one material is being ordered Automatic when any material → “Ordered” In House All materials received and approved Automatic when all 3 materials → “Approved” Production Sample is being manufactured Manual Inspection Sample complete, undergoing QC Manual Ready to Ship Passed QC, awaiting dispatch Manual Shipped Sent to customer Manual On Hold Paused Manual Delay Behind schedule Manual, or automatic if past delivery date
Automatic Status Changes The system changes sample status automatically in these cases:
When you change any material to “Ordered” → Sample becomes “Procurement”
When all three materials are “Approved” → Sample becomes “In House”
You don’t need to manually update the sample status in these situations. Creating a Sample Location: Sidebar → Samples → + New Sample buttonField Required What to Enter Customer Yes Select from dropdown Style Name Yes Descriptive name for this sample Delivery Date Yes Target completion date Quantity Yes Number of sample units Notes No Additional information Stitcher Rate No Labor rate for stitching (PKR) Fuser Rate No Labor rate for fusing (PKR)
What the system does when you click Save:
Generates sample number (SMP-YYYY-XXX)
Creates 3 material records: Leather, Accessories, Lining
Sets all material statuses to “Not Ordered”
Sets sample status to “New Sample”
Logs creation in Activity tab
Redirects to Sample Detail page
Sample Detail Page Page Layout Header Section:
Sample number (e.g., SMP-2026-042)
Style name
Customer name
Status badge
Action buttons
Action Buttons: Button What It Does Edit Open edit form for sample details Change Status Open status dropdown Archive Archive this sample Move to Production Convert to production order (only visible when all materials approved)
Tabs: Tab Contents Overview Basic info, dates, notes, labor rates Materials The 3 material cards Files Uploaded documents and images Activity History of all changes
Below Tabs: Landed Cost cardMaterials Section Location: Sample Detail → Materials tabThe Three Materials Every sample has exactly 3 materials (created automatically):
Material Purpose Leather Main outer material Accessories Hardware, zips, buckles, trims Lining Interior material
Editing a Material
Click on the material card
Edit dialog opens
Update fields
Click Save
Common Fields (All Materials) Field Description Status Current status in workflow Supplier Supplier name Unit Rate Cost per unit (PKR) Quantity Amount needed Expected Delivery When you expect it Actual Delivery When it arrived Notes Additional notes
Leather-Specific Fields Field Options/Format Leather Type Full Grain, Top Grain, Split, PU, Bonded Color Text field Pantone Shade Pantone code (e.g., 19-4052) Thickness Number in mm (e.g., 1.2) Finish Matte, Glossy, Semi-Gloss, Embossed
Accessories-Specific Fields Field Options/Format Accessory Type Zipper, Buckle, Snap, D-Ring, Rivet, Clasp, Other Brand Text field (e.g., YKK) Model Text field (e.g., #5 Metal) Specifications Text field for details
Lining-Specific Fields Field Options/Format Lining Type Cotton, Polyester, Suede, Satin, Canvas Weight Number in GSM Composition Text field (e.g., 100% Cotton)
Material Statuses Status Reference Status Meaning When to Use Not Ordered Default state Material not yet ordered Ordered PO sent to supplier After placing order Started Supplier is working on it When supplier confirms production started In Transit Shipped from supplier When tracking shows shipped In House Physically received at factory When material arrives Approved Passed quality check After inspecting and accepting Delay Running late When behind expected delivery On Hold Paused When waiting on something Sent Back Returned to supplier If material rejected
Status Flow Normal flow: Not Ordered → Ordered → Started → In Transit → In House → ApprovedException 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
Changing Statuses To Change Sample Status
Open sample
Go to Samples → Click on the sample
Click status badge or Change Status button
Located in the header area
Select new status
Choose from dropdown
Add note (optional)
Explain the change if needed
To Change Material Status
Open sample
Go to Samples → Click on the sample
Go to Materials tab
Click Materials in the tab bar
Click on the material card
Leather, Accessories, or Lining
Change Status field
Select new status from dropdown
Update related fields
If changing to “Ordered”: enter Supplier, Unit Rate, Expected Delivery
If changing to “In House”: enter Actual Delivery
Files Section Location: Sample Detail → Files tabFile Categories Category Use For Worksheets Tech packs, specifications, patterns Images Product photos, reference images, swatches Comments Customer feedback, notes, markups Purchase Orders Supplier PO documents
Uploading Files
Go to Files tab
Sample Detail → Files
Click Upload or drag file
Upload button or drag-and-drop area
Select category
Choose: Worksheets, Images, Comments, or Purchase Orders
Add description (optional)
Brief description of the file
Click Upload
File uploads and appears in list
Category Formats Worksheets PDF, XLSX, XLS, DOCX, DOC Images PNG, JPG, JPEG, WEBP, GIF Comments PDF, DOCX, TXT Purchase Orders PDF, XLSX
Maximum file size: 25MBFile 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
Landed Cost Section Location: Sample Detail page → Landed Cost card (below tabs)Fields Field Description Editable Materials Cost Sum of all 3 material costs Auto-calculated Stitcher Rate Rate per unit for stitching Yes Fuser Rate Rate per unit for fusing Yes Labor Cost (Stitcher + Fuser) × Quantity Auto-calculated Additional Costs Other costs you add Yes Total Cost Materials + Labor + Additional Auto-calculated Per Unit Cost Total ÷ Quantity Auto-calculated
Currency Display Costs display in both:
PKR (Pakistani Rupee) - primaryGBP (British Pound) - converted
Exchange rate shown at top of card and updates automatically.
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
Converting to Production Button Location: Sample Detail → Header → Move to Production Prerequisite: All three materials must have status “Approved” before this button appears.
Conversion Steps
Verify materials
Check all 3 materials show “Approved” status
Click Move to Production
Button in sample header
Enter production details
Quantity (total units)
Size breakdown (if applicable)
Delivery date
Customer PO number
Confirm
Click Confirm to create production order
What Gets Created The system automatically:
Creates new production order (PRD-YYYY-XXX)
Copies sample details, material specs, labor rates
Links production order to this sample
Sample remains viewable as reference
Common Scenarios Situation Action in App Material arrived at factory Materials tab → Click material → Status = “In House” → Save Material passed inspection Materials tab → Click material → Status = “Approved” → Save Supplier reports delay Materials tab → Click material → Status = “Delay” → Update Expected Delivery → Save Material failed QC Materials tab → Click material → Status = “Sent Back” → Add note → Save Need to pause sample Header → Change Status → “On Hold” → Add note Sample manufacturing started Header → Change Status → “Production” Sample finished, needs QC Header → Change Status → “Inspection” Sample passed QC Header → Change Status → “Ready to Ship” Sample dispatched Header → Change Status → “Shipped” → Add tracking to notes Customer approved, ready for bulk Header → Move to Production → Enter details → Confirm Customer wants changes Add note with changes → Status = “On Hold” if pausing Sample cancelled Header → Archive → Select reason
Troubleshooting Problem Cause Solution ”Move to Production” button not visible Not all materials are “Approved” Change all 3 materials to “Approved” status Sample stuck on “New Sample” No materials have been ordered Change at least one material to “Ordered” Sample stuck on “Procurement” Materials not all approved Approve remaining materials Can’t change material status Dialog not saving Check required fields are filled File won’t upload File too large Reduce file size to under 25MB File won’t upload Unsupported format Convert to supported format Landed cost showing wrong Material costs not entered Enter Unit Rate and Quantity for each material Customer not in dropdown Customer not added to system Contact admin to add customer
Quick Reference Action Location Create new sample Sidebar → Samples → + New Sample Edit sample details Sample Detail → Edit button Change sample status Sample Detail → Status badge or Change Status button Edit material Sample Detail → Materials tab → Click card Upload file Sample Detail → Files tab → Upload View activity log Sample Detail → Activity tab Convert to production Sample Detail → Move to Production button Archive sample Sample Detail → Archive button
Status Colors Status Color New Sample Gray Procurement Blue In House Purple Production Orange Inspection Yellow Ready to Ship Teal Shipped Green On Hold Gray Delay Red
Creating Samples Detailed field reference
Material Workflow Material status details
Uploading Files File management guide
Landed Costs Cost calculation details
