> ## 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

> Complete application guide for managing samples in Mac Leather Dashboard

# 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

### Sample Number Format

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... |

**Example:** `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

<Info>
  **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.
</Info>

***

## Creating a Sample

**Location:** Sidebar → Samples → **+ New Sample** button

### Form Fields

| 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)      |

<Info>
  **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
</Info>

***

## 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 card

***

## 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

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

```mermaid theme={null}
flowchart LR
    A[Not Ordered] --> B[Ordered]
    B --> C[Started]
    C --> D[In Transit]
    D --> E[In House]
    E --> F[Approved]

    B -.-> G[Delay]
    C -.-> G
    D -.-> G

    E -.-> H[Sent Back]
    H -.-> B

    A -.-> I[On Hold]
    B -.-> I
```

**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

<Steps>
  <Step title="Open sample">
    Go to Samples → Click on the sample
  </Step>

  <Step title="Click status badge or Change Status button">
    Located in the header area
  </Step>

  <Step title="Select new status">
    Choose from dropdown
  </Step>

  <Step title="Add note (optional)">
    Explain the change if needed
  </Step>
</Steps>

### To Change Material Status

<Steps>
  <Step title="Open sample">
    Go to Samples → Click on the sample
  </Step>

  <Step title="Go to Materials tab">
    Click Materials in the tab bar
  </Step>

  <Step title="Click on the material card">
    Leather, Accessories, or Lining
  </Step>

  <Step title="Change Status field">
    Select new status from dropdown
  </Step>

  <Step title="Update related fields">
    If changing to "Ordered": enter Supplier, Unit Rate, Expected Delivery
    If changing to "In House": enter Actual Delivery
  </Step>

  <Step title="Save">
    Click Save button
  </Step>
</Steps>

***

## 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

<Steps>
  <Step title="Go to Files tab">
    Sample Detail → Files
  </Step>

  <Step title="Click Upload or drag file">
    Upload button or drag-and-drop area
  </Step>

  <Step title="Select category">
    Choose: Worksheets, Images, Comments, or Purchase Orders
  </Step>

  <Step title="Add description (optional)">
    Brief description of the file
  </Step>

  <Step title="Click Upload">
    File uploads and appears in list
  </Step>
</Steps>

### Supported Formats

| 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:** 25MB

### 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**

<Warning>
  **Prerequisite:** All three materials must have status "Approved" before this button appears.
</Warning>

### Conversion Steps

<Steps>
  <Step title="Verify materials">
    Check all 3 materials show "Approved" status
  </Step>

  <Step title="Click Move to Production">
    Button in sample header
  </Step>

  <Step title="Enter production details">
    * Quantity (total units)
    * Size breakdown (if applicable)
    * Delivery date
    * Customer PO number
  </Step>

  <Step title="Confirm">
    Click Confirm to create production order
  </Step>
</Steps>

### What Gets Created

<Info>
  **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
</Info>

***

## 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

### Button Locations

| 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    |

***

## Related Guides

<CardGroup cols={2}>
  <Card title="Creating Samples" icon="plus" href="/samples/creating-samples">
    Detailed field reference
  </Card>

  <Card title="Material Workflow" icon="arrows-rotate" href="/samples/material-workflow">
    Material status details
  </Card>

  <Card title="Uploading Files" icon="upload" href="/samples/uploading-files">
    File management guide
  </Card>

  <Card title="Landed Costs" icon="calculator" href="/samples/landed-costs">
    Cost calculation details
  </Card>
</CardGroup>