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Material Workflow

Every sample has three materials that need to be sourced: Leather, Accessories, and Lining. Each material moves through its own workflow independently.

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Status Flow

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Status Definitions

1

Not Ordered

Initial state. Material hasn’t been ordered from a supplier yet.
2

Ordered

Purchase order sent to supplier. Waiting for them to begin work.
3

Started

Supplier has begun preparing or manufacturing the material.
4

In Transit

Material shipped from supplier. On its way to the factory.
5

In House

Material arrived at the factory. Ready for quality inspection.
6

Approved

Quality check passed. Material is ready to use in production.

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Special Statuses

Use when a supplier has reported a delay. The material will return to its previous status once the delay is resolved.Common reasons: stock issues, production backlog, shipping delays.
Use when you’re pausing procurement. Perhaps waiting for customer confirmation or evaluating alternatives.Materials on hold won’t progress until you manually resume them.
Use when material failed quality check and needs to be returned to the supplier.After marking as Sent Back, the material returns to Ordered status when the replacement is dispatched.

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Updating Material Status

1

Open the sample

Go to Samples and click on the sample you want to update.
2

Find the Materials section

Scroll to the Materials card showing Leather, Accessories, and Lining.
3

Click the status badge

Click on the current status badge next to any material.
4

Select new status

Choose the new status from the dropdown. Add any notes if needed.

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Supplier Information

Each material can store supplier details:
FieldDescription
SupplierCompany providing the material
PO NumberPurchase order reference
Expected DateWhen you expect delivery
NotesAdditional details or instructions
Auto-Status UpdateWhen all three materials reach Approved status, the sample automatically moves to In House status. This triggers the next phase of sample development.

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Tips

Update material statuses as soon as you receive updates from suppliers. This keeps the whole team informed and helps identify bottlenecks early.
Don’t skip statuses. Moving directly from “Ordered” to “Approved” loses valuable tracking information and makes it harder to audit the procurement process.

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Troubleshooting

Cause: You may not have permission, or the transition isn’t allowed.Solution: Check the status flow diagram above. Some transitions require intermediate steps.
Cause: Not all materials are Approved yet.Solution: Check each material (Leather, Accessories, Lining). All three must be Approved.
Cause: Clicked wrong option.Solution: Change to correct status immediately. Add a note explaining the correction.
Cause: Field validation error.Solution: Ensure supplier name is entered. Check for special characters.