Style Sample Requirements

The Sample Requirements section is located in the Samples tab of the Style 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 style, 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 Received remarks for internal tracking.
Save the requirement.

Keyboard Navigation

You can use Tab or Shift+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).
Create Sample Order	Create a sample order from the requirement. The order created here is linked to the Style.
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.
Size	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 depends in your selected colours and sizes in Style > 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 Style > Colours & Pricing. *Note: Deleting a colour in Style > 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	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.
Received	Displays the date when it was marked as completed. Click the check mark beside the Sample Type column to complete a 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.

Sample Requirements Fields

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

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 Manage a Sample Report.

Create Sample Order

Create a Sample Order directly from a sample requirement using the Create Sample Order action button. This streamlines the workflow from requirement to order creation by auto-populating the order with data from the requirement.

Functionality	Description
Auto-populated Order	The order is automatically populated with the colour, size, and quantity from the selected sample requirement.
Sample Cost to Buy Price	If Sample Cost has been entered for the requirement, it is automatically copied to the sample Order's Buy Price.
Style Link	The order is linked to the Style, maintaining the connection between the style and its sample orders.
Quantity Validation	The quantity must be evenly divisible by the number of active sizes for each colour. If it cannot be split evenly, an error is displayed and the order is not created.

The button is enabled when the requirement has a colour, size, and quantity specified, and the user has order creation permissions. It is disabled on new unsaved rows or when any of these fields are empty.

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.