Sample Requirements
The Sample Requirements section is located in the Samples tab of the Order module. It enables you to define precise sample needs such as types, sizes, colours, and deadlines, supporting effective planning and execution of the sampling process. This section provides a structured, actionable view where you can manage sample expectations per order, track completion status, and ensure alignment across team members and suppliers on both requirements and timelines.
Each entry represents a specific sample requirement with detailed attributes, allowing for comprehensive tracking from initial request through to completion. The section supports efficient data entry with keyboard navigation, visual status indicators, and streamlined workflows for managing multiple sample requirements simultaneously.
How to Add a Sample Requirement
- Click the plus (+) icon or Add Sample Requirement button to create a new sample requirement entry.
- Select the Sample Type from the dropdown, options configured in Site Settings > Company > Sample Category.
- Choose the required Size(s) for the sample. The size selection is preserved when adding a requirement, allowing you to select multiple sizes in a single streamlined function without the selection disappearing.
- Enter the Quantity of units required.
- Select the Colour for the sample from the available colourways.
- Optionally add a Description with additional notes or context.
- Set the Due Date for the expected completion.
- Optionally add Note remarks for internal tracking.
- Save the requirement.
Keyboard Navigation
You can use Tab to move through all editable fields in the row, making it easier to complete multiple sample requirements quickly.
How to Edit a Sample Requirement
Once a sample requirement is added, you can perform the following actions:
| Action | Description |
|---|---|
| Edit Fields | Modify any field directly inline. You can use Tab or Shift+Tab to navigate through editable fields efficiently. |
| Mark as Complete | Click the circle check icon to mark the requirement as complete. The Completed Date will be auto-filled with visual status indicators. |
| Share | Send the sample requirement details to the supplier via email or sharing functionality. |
| Create Sample Report | Generate a sample report (enabled only when sizes and colours are specified). |
| Delete | Remove the current sample requirement from the list. |
Sample Requirement Fields
| Field | Description |
|---|---|
| Sample Type | The category of sample requested (e.g., Fit, Salesman, Pre-Production). This field is required and determines the purpose of the sample. Options are maintained in Site Settings > Company > Sample Category. |
| Sizes | The size(s) requested for the sample item. You can select multiple sizes. The size selection is preserved when adding a requirement, allowing you to tick all boxes in a single streamlined function without the selection disappearing. The sizes available here depend on your selected colours and sizes in Order > Colours & Pricing. |
| Quantity | The number of units required for the sample. Enter a numerical value here. |
| Colour | The selected colourway for the sample. This is selected from the available colours configured in Order > Colours & Pricing. Note: Deleting a colour in Order > Colours & Pricing does not affect existing Sample Requirements. Any Sample Requirement previously saved with a now-deleted colour will continue to display that colour. |
| Description | Additional notes or context for the requirement. This is a free-text field where you can add any relevant information about the sample request. |
| Due Date | The expected completion date for the sample. You can select a date from the date picker. This is used to track deadlines and determine completion status indicators. |
| Note | Optional remarks for internal tracking. This field allows you to add any additional notes or comments related to the sample requirement. |
| Completed Date | Auto-filled when marked complete using the circle check icon. This field displays the date the sample requirement was completed and includes visual status indicators: • 🟢 Green: Completed on or before due date • 🔴 Red: Overdue (not completed by due date) • 🟠 Orange: Completed after due date |
| Sample Cost | Enter the cost of the sample. Sample cost is tracked across Style, Order, and the Supplier Portal. Suppliers can enter the sample cost through the portal. |
| Currency | Select the currency for the sample cost. Options are configured in Site Settings › Company › Currency. Suppliers can select the currency when entering sample costs in the portal. |
Status Indicators
The Completed Date field uses colour-coded indicators to provide immediate visual feedback on sample requirement status:
| Indicator | Meaning | Description |
|---|---|---|
| 🟢 Green | On Time | Sample requirement was completed on or before the due date. |
| 🔴 Red | Overdue | Sample requirement has not been completed and the due date has passed. |
| 🟠 Orange | Late | Sample requirement was completed after the due date. |
These visual indicators help you quickly identify which samples need attention and track performance against deadlines.
Actions
Share Sample Requirement
Send the sample requirement details to suppliers or team members. This action opens a sharing interface where you can select recipients and include relevant details about the sample request.
| Functionality | Description |
|---|---|
| Direct Sharing | Send sample requirement details directly from the interface without navigating away. |
| Supplier Communication | Streamline communication with suppliers by sharing precise requirements and deadlines. |
Create Sample Report
Generate a comprehensive sample report based on the sample requirements. This action is only enabled when sizes and colours are specified for the requirement.
| Functionality | Description |
|---|---|
| Report Generation | Create detailed reports that include all specified sample requirement details. |
| Size and Colour Requirements | Reports include the selected sizes and colours for comprehensive documentation. |
For more information on managing sample reports, see Edit a Sample Report.
Delete Sample Requirement
Remove a sample requirement from the list. This action permanently deletes the requirement entry.
Deleting Sample Requirements
Deleting a sample requirement is permanent and cannot be undone. Ensure you have saved any necessary information before deleting.
Helpful Tips
- Ensure Sample Types are configured in Site Settings > Company > Sample Category before data entry begins to enable correct categorisation.
- Use keyboard navigation (Tab or Shift+Tab) to efficiently move through multiple sample requirements.
- Monitor status indicators to quickly identify samples that need attention or follow-up.
- When sharing with suppliers, include clear descriptions to avoid miscommunication.
- Create sample reports regularly to maintain documentation of sample requirements and status.
- Specify sizes and colours early: To enable the Create Sample Report action, make sure to specify both Sizes and Colour fields when creating your requirement.