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 |
|---|
SMP | Sample prefix | SMP |
YYYY | Year created | 2026 |
XXX | Sequential number (resets each year) | 001, 002, 003… |
SMP-2026-042 = The 42nd sample created in 2026
Other System Codes
| Code | Record Type | Example |
|---|
SMP | Sample | SMP-2026-001 |
PRD | Production Order | PRD-2026-001 |
PO | Purchase Order | PO-2026-001 |
JC | Job Card | JC-2026-001 |
SHP | Shipment | 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 button
| Field | 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) |
| Tab | Contents |
|---|
| Overview | Basic info, dates, notes, labor rates |
| Materials | The 3 material cards |
| Files | Uploaded documents and images |
| Activity | History of all changes |
Materials Section
Location: Sample Detail → Materials tab
The 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 → 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
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 tab
File 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 |
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
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) - primary
- GBP (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 |
