First-Time Login

1. Open the system URL in your browser.
2. Enter your Email and Password.
3. Click Sign In.
4. System redirects to the Dashboard.

What can go wrong

Forgot Password

1. Click "Forgot Password?" on the login page.
2. Enter your registered email address.
3. Click "Send Reset Link".
4. Check your email inbox for a reset link and follow the instructions.

Session Timeout

Navigation

The sidebar on the left contains all navigation links. What you see depends on your role:

Role	Sidebar Sections Visible
Admin	Everything, including Configuration.
Operator	Everything except Configuration.
Technician	Dashboard (view only), Watch List (view only), Repairs, and Logout.

• Sidebar toggle — Click the collapse/expand button. Your preference persists across sessions.
• Mobile — Tap the hamburger menu icon to open. Swipe left to close.
• Global search bar — At the top of the sidebar. Searches across watches, accessories, invoices, and QR codes.
• Alert bell (Admin/Operator only) — Shows overdue repairs and low-stock warnings with an unread badge count.

Step 1: Add Models

Configuration > Models & Variants tab.

1. Click "+ Add Model".
2. Enter Name (e.g., "Forrest Walnut Brown") and Code (short code used in QR codes, e.g., "FWB").
3. Click Save.

Step 2: Add Variants per Model

1. Open the Models & Variants tab. Each model is listed as its own card — there is no model dropdown.
2. On the card for the model you want, click its Variant button (the one with the + icon).
3. Enter Name (e.g., "Midnight Blue"), Code (e.g., "02"), and Default Price (MYR).
4. Click Save.

Step 3: Add Categories (for Accessories)

Configuration > Categories tab.

1. Click "+ Add Category".
2. Enter Name, Code.
3. Optionally select a Parent category to create a hierarchy (e.g., "Leather Strap" under "Straps").
4. Variant options are not part of this form. After saving, the category is listed with a "Variants: ON" / "Variants: OFF" button — click it to turn variants on for that category (e.g., straps come in different colours).
5. There is no Reorder Point on this form. You set it per item when receiving a bulk, quantity-tracked accessory (Section 5), and you can change it later from the Accessories page.
6. Click Save.

Step 4: Add Couriers

Configuration > Couriers tab.

1. Click "+ Add Courier".
2. Enter Name and Default Price (MYR).
3. Click Save.

Step 5: Add Payment Providers

Configuration > Providers tab.

1. Click "+ Add Provider".
2. Enter Name (e.g., "Stripe", "PayPal").
3. Click Save.

Step 6: Add Payment Methods

Configuration > Payment Methods tab.

1. Click "+ Add Payment Method".
2. Enter Name (e.g., "Credit Card", "Bank Transfer").
3. Select Fee Type:

4. Select Provider (from Step 5).
5. Click Save.

Step 7: Add Technicians

Configuration > Technicians tab.

1. Click "+ Add Technician".
2. Enter Name.
3. Choose type:

4. Click Save.

Step 8: Add Users

Configuration > Users tab.

1. Click "+ Add User".
2. Enter Name, Email, a Password (minimum 6 characters), and select Role (Admin / Operator / Technician).
3. Click Save — the system creates the sign-in account using the password you typed. Nothing is emailed. Hand the password to the person yourself and tell them to change it from Reset Password.

Reset password: Click Reset next to a user → confirmation dialog → system sends a password reset email to the user.

Audit Log Tab

View all system changes. Filter by Entity Type, Action, User, Date Range. Export to CSV. Click any row to see field-level changes (old → new values).

Adding a Subcategory

A category can be nested under another. You can do this in two ways:

• While creating a category, pick a Parent Category; or
• On an existing category's row, click Subcategory — the form opens titled "Add Subcategory to [parent name]" and the parent is already set.

On success you see "Subcategory added". Nesting is what lets Type and Category cascade when receiving an accessory (Section 5).

Factory Orders (Supply Tab)

Sidebar > Supply & QR opens on the Supply tab. For each watch variant it shows how many pre-ordered watches customers are waiting for, how many are free in stock or awaiting QC, how many are on order from the factory and when the next batch is due, and whether there are enough unused QR labels to receive what is coming. The figures are the same as the dashboard's Pre-Orders vs Stock card.

1. When you order from the factory, click Add Factory Order Admin.
2. Select the Model and the Ordered On date, and add a Note such as the factory PO number.
3. Type a quantity for each variant ordered. If the factory ships in lots, click + Add batch and give each batch its own Due date (leave it blank if the factory has not given one).
4. Click Save. Each variant in each batch becomes its own line under Factory Orders.

Nothing is ticked off by hand: watches received on the Receive page on or after the ordered-on date count as arrived, filling each variant's earliest-due batch first. If a shipment comes short, edit the line and lower the quantity. Use Change date when the factory moves a whole batch, and delete a line only if it was entered by mistake.

For Watches

Sidebar > Supply & QR > Watch QR tab.

1. Select Model (required).
2. Select Variant (required) — options filter based on the selected model.
3. Model Code and Variant Code auto-fill (read-only). If these are blank, codes have not been set.
4. Enter Start Number and End Number for the range.
5. Format Preview shows the pattern (e.g., FWB_02_001).
6. Click Generate QR Codes.

Download PDF Labels

Click the download button on a batch to create a PDF with QR code labels (35 per page in a 5x7 grid). File: qr-labels-[batchid].pdf.

Editing a Batch

You can change the range of an existing batch, but you cannot remove codes that are already assigned to watches.

Deleting a Batch

For Accessories

Supply & QR > Accessory QR tab. Same flow: select Type > Category > optional Variant. Format uses 4-digit padding (e.g., TYPE_CATG_0001).

Printing the Labels

After a batch is generated, click Download Labels on that batch. The system builds an A4 PDF of the QR labels in your browser and downloads it — nothing is sent to a printer directly, so print the PDF yourself.

Deleting a Batch

A batch can be removed while its codes are still unused. Codes that have already been given to a watch or an accessory are protected: the system refuses with "Cannot remove codes that are already assigned to watches" (or "… to items"), and tells you how many are in use.

Changing a Batch's Range

Edit Batch Range lets you widen or narrow a batch after it was generated. The form shows the Current Range and how many Used Codes it already contains, then takes a New Start Number and New End Number. Extending a range mints the extra codes; narrowing it removes only codes that are still unused, and the same guard as deletion protects anything already assigned.

Sidebar > Receive > Watch tab.

Normal Flow (Single Watch)

1. Select Model (required).
2. Select Variant (required) — filters by the selected model.
3. Date Received (required) — defaults to today. Cannot be a future date.
4. Select QR Code (required) — dropdown shows available (unused) codes for this model/variant.
   • If the dropdown is empty, no QR codes exist. Go to Supply & QR first (Section 3).
   • Click the refresh button to reload the list. System shows: "QR code list refreshed".
5. Select QC Status: PENDING (default), PASS, or REJECT.
6. Enter Remarks (optional unless QC = REJECT).
7. Click Save Watch.

Bulk Receive (Multiple Watches)

1. Fill in Model, Variant, Date Received as above.
2. Check the Bulk Entry checkbox.
3. Range selectors appear: select From and To QR codes.
   • Preview shows count: "X items will be created (START to END)".
   • If Start > End, a red warning appears.
4. Select QC Status (applies to all items in the range).
5. Click Save Watch.

Quick Scan Mode (Rapid Intake)

1. Click the Quick Scan Mode button.
2. A modal opens with a camera feed and statistics (Success / Skipped / Failed counts).
3. Select QC Status (default PASS) — you can change this anytime during scanning.
4. Scan QR codes continuously:
   • Code found & available → auto-receives the watch. Green checkmark; success count increases.
   • Code already assigned → "Already received" (grey; skipped count increases).
   • Code not found → "Not found in system" (red; failed count increases).
5. Close the modal when done.

Editing an Existing Watch

Scan or search a QR code that is already assigned → opens in edit mode.

• Title changes to "Edit Watch".
• Locked fields (read-only): Model, Variant, QR Code, Date Received.
• Editable fields: QC Status, Remarks.
• A Repair & Return History card appears below with:
  • "+ Send to Repair" — opens a repair form (Technician required, Start Date defaults to today, Target End Date auto-calculates 14 working days, Problem optional).
  • "Process Customer Return" — switches to Return tab with QR pre-filled.

Tab Switch Warning

Sidebar > Receive > Accessory tab.

Single Item (QR-Tracked)

1. Select Type (required) — top-level category.
2. Select Category (required) — filters by Type.
3. Select Variant — only appears if the category supports variants.
4. Date Received (required).
5. Select QR Code (required) — from available codes for this category.
6. Optional fields: Name, SKU, Location, Selling Price, Description.
7. "Item arrived broken/damaged" checkbox — auto-sets QC to REJECT and status to Broken.
8. Click Receive Item.

What can go wrong

Range Entry (Multiple QR-Tracked Items)

1. Select the "Add multiple items using range (QR tracked)" radio button.
2. Fill Type, Category, Variant, Date Received as above.
3. Select From and To QR codes from the dropdowns.
4. Fill optional fields (Name, SKU, Location, Selling Price) — these apply to all items in the range.
5. Click Receive Item.

Bulk Quantity Entry

1. Select the "Add bulk item (quantity tracked)" radio button.
2. Fill Type, Category.
3. Enter Quantity Received and Unit (default "pcs").
4. Optionally set a Reorder Point — the system triggers low-stock alerts when stock falls to this level.
5. Fill Name, SKU, Location.
6. Click Receive Item.

Quick Search

Scan or enter a QR code in the search bar at the top of the tab:

QC Status Rules

Status	Meaning	Rules
PENDING	Awaiting inspection	Default for newly received items.
PASS	Approved for sale/dispatch	Required before dispatching.
REJECT	Failed inspection	Remarks are required. Cannot dispatch.

Where to Perform QC

During Stock-In (Receive page)

Set QC Status when receiving a watch or accessory. Choose PENDING (default), PASS, or REJECT.

From Watch List (Bulk QC)

1. Sidebar > Watch List > All Items tab.
2. Select items via checkboxes.
3. Click the bulk action dropdown > Bulk Edit QC Status.
4. Select new QC Status (PASS or REJECT).
5. If REJECT: enter Remarks (required).
6. Confirm.

From Item Profile

1. Open any item's profile (click on a QR code in any list).
2. Click the Update QC button.
3. Select PASS or REJECT, add Remarks if REJECT.
4. Save.

Sidebar > Dispatch.

Step 1: Find Item

Select an item from the dropdown or scan its QR code. The system validates the item immediately:

Step 2: Add More Items (Optional)

Click "+ Add Another Item" to add additional watches/accessories to the same dispatch. A running Order Total (MYR) is shown.

Step 3: Select Dispatch Reason

The Dispatch Details form appears. Select Dispatch Reason: "Customer Delivery / Sale".

Step 4: Date and Time

Auto-filled with today's date and current time. Adjust if dispatching for a different date/time.

Step 5: Order Information

Enter the Invoice Number manually, or type a WooCommerce invoice (FW + digits) and click Fetch Order.

Step 6: Customer Details

Fill in: Name (required), Phone, Email, Billing Address, Shipping Address.

Step 7: Payments

Click "+ Add Payment" for each payment tranche.

• Fill: Remark, Amount (MYR), Shipping, Provider, Method. Mark one row as Primary.
• "Auto-balance last row" — fills the remaining amount automatically.

Step 8: Shipping

Select Delivery Method (required).

Step 9: Additional Charges (Optional)

Click "+ Add Charge" for extras (e.g., engraving, gift wrapping). Enter description and amount.

Step 10: Process Dispatch

1. Click Process Dispatch.
2. Confirmation modal shows a summary: items, customer, payments, courier. Review carefully.
3. Click Confirm.

What happens behind the scenes

• Watch status changes to "Shipped".
• Linked accessories are automatically dispatched with the watch (cascade).
• Order record created with all payment/charge/shipping details.
• Ownership history record created for the customer.
• All changes are audit-logged.

Orders with Pre-Order Items

An order can be built with pre-order placeholders for watches that have not arrived yet. Such an order cannot be shipped in stages — every placeholder must be swapped for a real, QR-coded watch before any of it can be dispatched.

1. Load the draft order on the Dispatch page. A yellow banner lists what is still a placeholder: "Pre-Order Items (N): [model] [variant]. Replace with real items in the order before dispatch."
2. In Items in this Dispatch, click Replace on each pre-order row and pick the real watch that arrived. The banner updates as you go and disappears with the last one.
3. Fill in shipping details and click Process Dispatch. The order status becomes "Shipped" (displayed as "Completed").

Return Shipment Detection

Concurrency Protection

Follow the same dispatch flow as Section 7, but in Step 3, select a different Dispatch Reason:

Reason	Item Status Becomes
Photoshoot	Out - Photoshoot
Marketing / Promotion	Out - Marketing
Exhibition / Display	Out - Exhibition
Loan / Borrowing	Out - Loan
Gift	Out - Gift
Other	Out - Other

Gift Dispatch

Choosing Gift replaces the customer fields with a short gift form:

• Recipient Name — required. Leaving it blank stops the dispatch with "Recipient Name is required".
• Relationship — optional: Staff, Influencer, Business Partner, VIP Customer, Other.
• Contact Number — optional.
• Occasion — optional free text, e.g. Birthday, Appreciation, Collaboration.

The watch's status becomes Out - Gift. No customer record is created and no order is raised — a gift is not a sale, so it never appears in Sales Analytics.

Instead of customer and payment fields, the form shows:

• Assigned To (Staff Name, required).
• Department/Team.
• Contact Number.
• Location/Venue.
• Purpose/Event Name.
• Expected Return Date — important for tracking when items should come back.

Click Process Dispatch → confirmation → success.

Bringing an Internally Dispatched Item Back

A watch sent out for a photoshoot, exhibition, loan, gift or marketing use comes back through the Watch List, not the Receive page:

1. Sidebar > Watch List > Dispatches tab.
2. Find the dispatch and open it.
3. Enter the Return Date and any Return Remarks.
4. Click Confirm Return.

The dispatch is marked returned and the watch goes back to In Warehouse, ready to sell or dispatch again.

Sidebar > Orders.

Viewing Orders

1. Filter by Status (All / Pending / Completed / Returned), Date Range.
2. Click Apply. Click Clear to reset.
3. Click any order row → Order Details modal with full information.

Creating a Draft Order

1. Click "+ Create Order".
2. Add items (watches, accessories, or pre-order placeholders).
   • Each added item is immediately Reserved in the system.
3. Fill customer details, payments, charges.
4. Click Save → draft created in "Pending" status.

Editing an Order

• Click Edit on any Pending or Completed order.
• You can modify customer, payments, charges, add or remove items.
• Removing an item releases it back to available stock (confirmation required).

Completing a Draft (Dispatching)

From the Orders page or via the Dispatch page with a draft order ID.

Fill shipping details, finalize payments, and confirm to dispatch.

Deleting a Draft

Order Statuses

DB Status	Displayed As	Meaning
Pending	Draft (Pending)	Draft order created but not yet dispatched. Items are reserved.
Partially Shipped	Partially Shipped	Not a real status. The database permits only Pending, Shipped and Returned, so no order has ever held this value. The filter option and the "Ship Remaining" button are leftovers of a dropped design and match nothing.
Shipped	Completed	All items dispatched to customer. The UI displays both "Shipped" and "Completed" as "Completed".
Returned	Returned	All items returned. Order is locked and cannot be edited.

Deleting a Draft Order

Open a Pending order and click Delete Draft. You are asked to confirm, because the items on the draft are currently Reserved and deleting it releases them: each watch returns to In Warehouse and each accessory to In Stock, free to sell to somebody else.

Sidebar > Receive > Return tab.

Step 1: Select Return Type

Step 2: Scan QR Code

Scan or enter the watch QR code. System shows an item summary: Model, Variant, QR Code, Status, QC Status, Customer, Order/Invoice.

Step 3: Choose Return Action

Option A: Send to Repair

1. Select Technician (required).
2. Start Date defaults to today.
3. Target End Date auto-calculates (start + 14 working days).
4. Enter Problem Description (required).
5. Click Process Return.

Option B: Return to Warehouse

Simple return, no repair needed. Click Process Return.

Option C: Replace Watch

1. Select Replacement Watch from the dropdown (required). Only watches of the same model AND the same variant, with QC PASS and In Warehouse status, are shown (the watch being replaced is itself excluded). If the dropdown looks empty, a different variant of the same model will not appear — that is the variant filter, not a missing watch.
2. Choose condition of the returned watch:

3. Click Process Return.

Optional: Return Reason

Describe why the customer returned the item. This is recorded for reporting purposes.

Sidebar > Repairs.

Active Repairs Tab

Shows all current repairs as cards. Each card displays: item info, technician, dates, problem, status badge. Overdue repairs show a red "OVERDUE 3d"-style badge (the number is days past the target end date). Filter by Technician.

Starting a Repair

Repairs can be started from the Receive page (during a return) or from an Item Profile. The form requires:

• Technician (required).
• Start Date (defaults to today).
• Target End Date (auto-calculates: start + 14 working days).
• Problem Description.

Updating a Repair

Click Update on a repair card. Change technician, target date, problem, or remarks.

Completing a Repair

1. Click "Complete Repair" on a card.
2. Modal shows repair information.
3. Enter Fix Description (required).
4. Enter End Date (required, defaults to today).
5. Select QC Status: PASS or REJECT.

Requesting Accessories for Repair

1. On a repair card, click "Request Accessory".
2. Select Type → Category → Variant → Item from cascading dropdowns.
3. Enter Quantity (min 1; for individual items, locked to 1).
4. Optional Remarks.
5. Click Submit.

Fulfilling Requests Admin Operator

Pending Requests tab shows all accessory requests from technicians.

Unlinking a Fulfilled Item

If the wrong item was linked, click Unlink on the request.

1. Select reason: "Wrong Item - Return to Stock", "Not Needed - Return to Stock", or "Broken/Damaged - Remove from Stock".
2. Enter optional notes.
3. Confirm.

Completed Tab

Every completed repair. The default is All Time, so nothing is hidden from you. Narrow it with the preset buttons — Today, Last 7 Days, Last 30 Days, This Month, This Year, All Time — or type an exact Completed From / Completed To range. Filter further by Technician and QC Status (PASS, REJECT, PENDING). Reset puts everything back to All Time. Export to CSV/Excel/PDF; the export follows whatever you have filtered.

Report Tab

Two tables. Summary by Model gives total repairs, QC rejected, completed and in progress per model. Breakdown by Variant gives repairs and QC rejected per model and variant. Export to CSV.

Filter with the same preset buttons plus Started From / Started To, Technician and Status. A line under the filters reads "N of M repairs match these filters", so a partial figure is never silent.

Status Board

Visual overview: technician cards showing current workload. Overdue items are highlighted for quick identification.

Linking an Accessory to a Watch

From the Accessories page (Linked or Not Linked tab), or from a watch's Item Profile.

1. Click "Link to Watch" on an accessory.
2. Search/select a watch — only watches with QC PASS, In Warehouse or Ready for Delivery, and compatible model are shown.
3. Confirm.

Unlinking an Accessory

1. Click Unlink on a linked accessory.
2. Select reason:

3. Confirm.

Automatic Cascade Behaviour

Linking One Accessory to a Range of Watches

A bulk (quantity-tracked) accessory can be attached to many watches in one pass — useful when a whole intake needs the same strap or box.

1. Start the link as above, then set Link Mode to Range of Watches instead of Single Watch.
2. Choose From Watch and To Watch. Every watch between them, in QR-code order, is included.
3. Set Quantity per Watch. The form shows how many units are available, and the total taken is quantity multiplied by the number of watches in the range.
4. Confirm.

Sidebar > Watch List.

All Items Tab

Filters: Model, Variant, Status, QC Status, Date Range, Search (QR/Phone/Invoice). Click Apply to filter, Clear to reset.

Bulk Actions

Select items via checkboxes, then use the bulk action dropdown:

Action	What It Does	Confirmation
Bulk Reset to Warehouse	Resets selected items to "In Warehouse" status.	"Reset X watch(es) to 'In Warehouse'?" Auto-returns active stockout records.
Bulk Edit QC	Changes QC status for all selected items.	Select PASS/REJECT. Remarks required if REJECT.
Bulk Delete	Permanently deletes selected watches.	Warning shown. Blocked if item has active relationships, stockouts, pending orders, or repairs. Frees QR codes for reuse. Irreversible.
Bulk Set Location	Sets storage location for all selected items.	"Set location to '[location]' for X watch(es)?"

Individual Actions

• Mark Broken — Click on any item → "Mark this watch as Broken?" → status changes, removed from available stock.
• View Profile — Opens the Item Profile page (Section 15).

Export

CSV and Excel buttons export data with current filters applied.

Other Tabs

Tab	Shows
Received	Recently stocked-in watches by date range.
Dispatches	Items sent out with dispatch reason, status (Out/Returned), expected return date. Badge shows active count.
Returned	Items received back with return details.

Sidebar > Accessories.

All Items Tab

Filters: Type, Category, Variant, Status, Tracking Type (Individual/Quantity), Search, Date Range.

Tabs

Tab	Shows
Received	Recently received accessories.
Dispatches	Dispatched accessories.
Linked	Accessories currently linked to watches. Shows which watch each is attached to.
Not Linked	Available accessories not attached to any watch. Can be linked from here.

Bulk actions and export work the same as Watch List (Section 13).

Send to Repair from List

Select an accessory and use the "Send to Repair" action. Technician (required) and Problem (required) must be provided.

Click any QR code or item name in any list → opens the Item Profile page.

Watch Profile Tabs

Tab	Content
Overview	Model, Variant, Status, QC Status, Date Received, Location, Customer, QR Code.
Timeline	Chronological history of all events (stock-in, QC, dispatch, repair, return). Empty → "No timeline entries."
Repairs	All repair records for this watch. Empty → "No repairs." A repair still In Progress carries an Open in Repairs button that takes you straight to it on the Repairs page (Section 11), already filtered to that one repair.
Linked Items	Accessories attached to this watch. Can link/unlink from here.
Orders & Dispatches	Every order this watch has been part of.

Accessory Profile Tabs

Tab	Content
Overview	Name, SKU, Category, Type, Status, Tracking Type, Quantity, Location.
Timeline	All events for this item.
Linked Watches	Watches this accessory is linked to.
Transaction History	Stock in/out, adjustments, returns, transfers.

Quick Actions from Profile

Depending on the item's current state, the following actions are available:

• Edit Item — Modify editable fields.
• Send to Repair — Opens repair form.
• Mark as Broken — Changes status to Broken.
• Change Status — Update item status.
• Update QC — Change QC status.

Sidebar > Customers.

Adding a Customer

1. Click "+ Add Customer".
2. Enter Name (required), Phone, Email (validated format), Address.
3. Click Save.

Editing a Customer

Click the edit action on a customer row → modify fields → Save.

Deleting a Customer

Click the delete action → a confirmation naming what you are deleting, e.g. "Are you sure you want to delete this category?"

Invoice Badges

Each customer row shows invoice badges for their orders. Click a badge → navigates to the order details for that invoice.

Sales Analytics

Sidebar > Sales Analytics.

Filters: Date range presets (All Time, This Month, Last 7/30 Days, This Year, Custom), Item Type, Model, Variant, Group By (Day/Week/Month/Year).

Charts:

• Model Breakdown (donut)
• Variant Breakdown (donut)
• Period Sales (bar/line)
• Payment Method (donut)
• Net Received vs Fees (bar)

Delivery Report

Sidebar > Delivery Report.

Filters: Date presets, Item Type, Model, Courier, Status.

Charts: Delivery Method split, Courier Performance, Delivery Cost ranges, Cost vs Fees.

Monthly table: Click "Details" for item-level breakdown. Download CSV per month.

Movements table: All dispatched items with status, tracking, replacements. Broken items highlighted in red. Returned items show return badge and reason.

Ownership History

Sidebar > Ownership History.

Filters: Date range, Customer, Acquisition Method, Model, "Show current owners only" checkbox.

Table columns: QR Code (linked to profile), Model, Variant, Customer, Date From/To, Acquisition Method, Status (Current/Previous Owner).

Export to CSV.

Sidebar > Dashboard (landing page after login).

Always-Live KPI Cards

Four cards at the top, updated in real time:

Card	Shows	Note
Total Stock	Watches + Accessories count	Admin/Operator only
On-Hand	In Warehouse + Reserved	All roles
Pending QC	Items awaiting QC	Yellow highlight if > 10
In Repair	Items being serviced	All roles

Inventory Health (Live — Not Date-Filtered)

• Watch Status Breakdown — Stacked bar chart.
• Inline KPIs — In Warehouse, Reserved, Watches Broken, Accessories Broken.
• QC Readiness — Donut chart (Pending/Pass/Reject).
• Accessories by Category — Bar chart.

Period Activity (Date-Filtered)

Date filter presets: All Time, Today, This Week, This Month, Last 30 Days, This Year, Custom. All sections below update when you change the filter.

Pipeline Funnel

Received → QC Passed → Dispatched → Returned with counts and conversion percentages.

Stock-In

• Items Received by Model (bar)
• Received Over Time (line)
• QC Outcome (donut)

Dispatch

• Delivery Method split (Courier vs Self-Collect)
• By Courier (bar)
• Pending Orders count (highlighted if > 0)

Repair (Live)

• Status bar (Completed / In Progress / Overdue)
• By Technician (bar)
• Top 5 Overdue Repairs with days overdue

Returns

• Return Rate %
• QC Status bar (Pending / Passed / Rejected)
• By Model (bar)
• Return Rate Trend (weekly)

Recent Activity

Last 10 audit log entries showing user, action, entity, and timestamp.

Global Search

1. Type a search term and press Enter.
2. The system searches across: watches (QR, model, variant, remarks), accessories (name, SKU, QR), invoices (invoice#, tracking#, WooCommerce ID), QR codes.
3. Flexible matching: "FWB01001" matches "FWB_01_001".
4. Results appear in a modal grouped by type.
5. Click a result → navigates to item profile or order.

Keyboard Navigation

Key	Action
Arrow Up / Down	Navigate through results
Enter	Open selected result
Esc	Close the search modal

Alert Centre Admin Operator

Bell icon in the sidebar header. Badge shows unread count.

Alert Types

Alert	Severity	Condition
Overdue Repairs	Critical	More than 7 days overdue
Overdue Repairs	Warning	3–7 days overdue
Overdue Repairs	Info	Less than 3 days overdue
Out of Stock	Critical	Quantity-tracked item has 0 stock
Low Stock	Warning	Quantity at or below reorder point

Managing Alerts

• Click an alert to mark it as read.
• Dismiss individual alerts or use "Mark all read".
• Alerts auto-resolve when the underlying issue is fixed (repair completed, stock replenished).

Toast Notifications

Brief messages in the bottom-right corner of the screen:

Type	Colour	Duration	Usage
Success	Green	5s	Operation completed successfully
Error	Red	8s	Operation failed — longer display for reading
Warning	Orange	5s	Potential issue or caution
Info	Blue	5s	General information

Term	Definition
QR Code	Unique identifier assigned to each watch or individual accessory, in the format MODEL_VARIANT_NUMBER (e.g., FWB_02_001).
QC Status	Quality Control status: PENDING (awaiting inspection), PASS (approved for dispatch), REJECT (failed — requires remarks, cannot dispatch).
In Warehouse	Watch status. Watch is in stock and available for dispatch or linking. (Note: accessories use "In Stock" instead of "In Warehouse".)
In Stock	Accessory status. Accessory is in stock and available for dispatch or linking. Equivalent of "In Warehouse" for watches.
Reserved	Item is set aside — linked to an order or attached to a watch — but not yet dispatched.
Ready for Delivery	Item has been prepared for shipment but not yet dispatched.
Shipped	Item has been dispatched to a customer or external location.
Dispatched	Same as Shipped — item sent out of the warehouse.
In Repair	Item is currently being serviced by a technician.
Broken	Item is damaged or defective. Removed from available stock.
Out - [Reason]	Item dispatched for internal use: Out - Photoshoot, Out - Marketing, Out - Exhibition, Out - Loan, Out - Gift, Out - Other.
Overdue	A repair that has passed its target end date without being completed.
Invoice Number	Order reference number. WooCommerce invoices use the format FW + digits (e.g., FW383908).
MDR	Merchant Discount Rate — percentage fee charged by the payment provider for processing a transaction.
Delivery Cost	The actual cost paid to the courier (internal cost, not customer-facing).
Shipping Price	The shipping amount charged to the customer.
Gateway Fee	Fee charged by the payment gateway/provider for processing the payment. Calculated automatically based on MDR or flat rate.
Reorder Point	Quantity threshold below which a low-stock alert is triggered for quantity-tracked accessories.
Tracking Type	How an inventory item is tracked: "Individual" (each has a QR code) or "Quantity" (tracked by count, no QR codes).
Provider	Payment service provider (e.g., Stripe, PayPal, bank).
Linked Items	Accessories attached to or included with a watch. They dispatch and return together automatically.
Ownership History	Chain-of-custody record showing every customer who owned a watch, with dates and acquisition method.
Return Shipment	Dispatching a watch that was previously returned. The system detects it and shows a blue banner with the previous customer's details. It goes back on the same order — the return leg is recorded on that watch's own order line and the original order is left untouched. No second order is created.
Cascade	Automatic propagation of status changes. For example, dispatching a watch automatically dispatches its linked accessories.
Pre-order	A placeholder item in a draft order, representing a watch or accessory that has not yet been assigned a specific QR code. Every pre-order line must be replaced with a real, QR-coded item before the order can be dispatched.
Split Shipment	Dispatching an order in stages. Not supported: an order ships once, in full, and every pre-order line must be replaced with a real item first (Section 7).
Partially Shipped	A status the system cannot write — the database permits only Pending, Shipped and Returned. Filters and buttons that still mention it are leftovers and match nothing.
Working Days	Business days (excluding weekends). Used for calculating repair target end dates (default: 14 working days from start).