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Documents

The Documents section in the Order application displays all files that have been uploaded and linked to a specific order item. These documents act as supporting material for the end‑to‑end workflow, and commonly include specifications, approvals, artwork, and other relevant forms. Typical order outputs here include purchase orders, commercial invoices, packing lists, and specification packs tied to the selected order line. They are the formal documents suppliers and finance teams expect alongside informal attachments stored under Files.

Quick Check - Before You Start
  • Select the correct order item row before downloading; the list is per line.
  • If Generate Purchase Order is disabled, review component compliance and bulk licence rules described in the warnings on this page.

Document Types

The Documents section includes the following document types that can be generated or downloaded for an order:

Purchase Order

The Purchase Order document is a formal order form sent to suppliers to confirm production requirements. It provides a complete record of the order details, including styles, colours, quantities, pricing, and delivery information.

Typical contents:

When Market Pricing Layout is enabled for your site (Site Settings > Style > General Settings, Use market pricing layout), the Purchase Order Form shows Retail prices for the Primary Market and each additional market you trade in. Each value appears on its own row, with the Primary Market on the first row, matching the structure in Order > Colour Quantity & Pricing > Market Pricing.

You can download either the Supplier or Internal copy of the Purchase Order from the dropdown menu next to the download icon. The Supplier version excludes private notes and is suitable for sharing with factories and agents.

Specification

The Specification document provides a detailed export of the style specification data associated with the order. It reflects the technical and visual details from Style › Specification, including sketches, images, measurements, and construction notes.

Typical contents:

  • Sketches and technical drawings
  • Reference or product images
  • Measurement specifications by size and colour
  • Construction notes and fit comments

Use this document when you need a production-ready specification sheet for the factory or for quality assurance handoffs. For more on the source data, see Order › Specification.

Ticket Codes

The Ticket Codes document is an Excel file that consolidates ticket and code information for the order. It supports price stickers, branding tickets, and development codes used for labelling and identification during production and retail.

Typical contents:

  • SKU codes
  • Ticket order numbers and quantities
  • Colourway and description details
  • Notes (included only when notes have been added under Order › Codes)
  • Retail prices for the Primary Market and each additional market when Market Pricing Layout is in use, so ticket and labelling data matches the market-based retail on the Purchase Order Form and Order > Colour Quantity & Pricing > Market Pricing

The document is generated per order item. When enabled in Order Settings, the file name follows a format such as TicketCodes_PO08781_1.2.xlsx. For more on configuring tickets, see Order › Tickets.

Test Summary

The Test Summary document provides a consolidated report of quality assurance tests and their completion status for the order.

Typical contents:

  • Component-level test information
  • Test descriptions and report numbers
  • Completion status and dates
  • Test results and approvals

Testing Required

The Test Summary can only be downloaded if testing has been created for the order. Add tests in Order › Testing before generating this document.

Sample Request

The Sample Request document captures sample requirement details for the order, including types, sizes, colours, quantities, and deadlines. Use this document to share sample expectations with suppliers or to document sample requests for internal tracking.

Typical contents:

  • Sample type and quantity
  • Requested sizes and colours
  • Due dates and completion status
  • Notes and descriptions

For more on defining sample requirements, see Order › Samples › Sample Requirements.

View and Download

This is a read‑only section where you can see a list of documents associated with the selected order item. Each document appears as a row showing the file name and a corresponding download icon.

Download Icon

To download an attached document:

  • Select the order item.
  • Click the download icon next to the file you want to save.
  • A dropdown menu will appear, allowing you to download either the Supplier or Internal copy of the document.

You can right-click on any document's download icon and select Save Link As to save the document directly to your preferred location on your computer without having to download it first.

Documents List

View‑only access

You cannot upload, rename, or delete documents from this screen — it is view-only. To change documents, use the appropriate step in the order workflow or contact your system administrator.

Component Compliance Restrictions

When Enforce Component Compliance is enabled in Site Settings > Order > General Settings, and a valid component compliance is not found for the selected component supplier/customer combination, the Generate Purchase Order function is disabled until compliance requirements are met. A warning message will be displayed to alert you when compliance is missing or not valid.

License Enforcement for Bulk Style Orders

When generating the Purchase Order Form for Bulk Style Orders, the system validates that all Licenses in the Styles are correctly associated with the Factory. A warning message will only be displayed if:

If all Licenses are correctly associated with the Factory, no warning will be displayed, and the Purchase Order Form can be generated successfully.

Tip

  • Check all key documents early: Before progressing an order, quickly scan the list of documents (for example, specifications, approvals, and artwork) to confirm everything required is attached.
  • Use clear file naming conventions: Ask your team to use consistent, descriptive file names (such as style code, version, and date) so documents are easier to recognise and compare.
  • Follow up on gaps straight away: If a document is missing, out‑of‑date, or incorrect, contact your administrator or the order owner immediately to avoid delays later in the critical path.

Troubleshooting

Why is Test Summary missing from the download list?

Test Summary is generated only when testing data exists on the order.

What to do: Add tests under Order > Testing, then return to Documents.

Why is Generate Purchase Order disabled?

With Enforce Component Compliance enabled, a valid component compliance record must exist for the supplier and customer combination. The page shows a warning when compliance is missing.

Why can I not upload a new file from Documents?

This screen is view-only. Upload or change files through the appropriate order workflow areas (for example Files) or ask an administrator for the correct process.