How it all works

Find your job

You don't need to know the whole system — just the part that's yours. Everything else carries on in the background, and other people see what you've done automatically.

An order, start to finish

This is the whole business in seven steps. Most jobs touch all of them; a resale of something we already have on the shelf skips the middle.

1. Someone asks for a price Sales log who asked and what they want, then build a quote. Quotes can be revised as many times as you like — every version is kept, nothing is overwritten.
2. They say yes The won quote becomes a draft order in one click. The items, prices, customer and any agreed discount all come across, so nobody retypes them and nothing gets lost in the handover.
3. The order gets a job number Like G26-041 (Glasgow) or P26-019 (Plano). That number follows the job everywhere — on serials, labels, paperwork and parcels — and is never reused.
4. Ops plan it Job sheets say how it's made. The Purchase Control Sheet works out what needs buying. Anything we already hold can be pulled from stock instead of ordered.
5. The floor makes it Cutting, sewing, helmets, ballistics. Fabric booked out at the materials station shows up on the order automatically — no separate progress report to fill in.
6. Serials, labels, packing Every serialised item gets a number built from the job ref, labels print from those numbers, and the packing checklist is built from the order's own lines so nothing is packed from memory.
7. Out the door, then invoiced Dispatch records what physically left, drops it out of stock and marks the order shipped. Invoiced and Paid sit at the bottom of the order's progress in bold — they're the two everyone forgets once the goods are gone.

The Walkthrough — one page for the whole job

If you only learn one screen, learn this one. Order Walkthrough shows every stage of an order down one page, works out what's actually done, and gives you the button for whatever's next.

• It tells you the truth Nothing on it is typed in by hand. If it says the job sheet is made, a job sheet exists. If it says 12 of 40 serials, that's what's really there.
• Everything opens inside it Click a step and the real page opens in a panel on top. Do the work, close it, and the Walkthrough re-checks itself. You never lose your place.
• Pick an order by searching Type a job ref, a customer, or a status. Sort by newest, delivery date, customer or job number.
• Collapse what you've dealt with Click any stage heading to fold it away. It stays folded next time.
• There's a big button to it On any order page, top right — 🧭 Open the Walkthrough.

Ticking work off

Two places show progress, and they're for different jobs.

The order's own progress card

Open an order and scroll to Progress. Every stage of that one job, with a start and a finish date on each step.

• Rename a step to suit the job Double-click the words and type. "Collection booked" becomes "Collection booked EXW". Enter saves, Esc cancels.
• Some steps tick themselves Make a job sheet, draft the PCS, print labels, book a delivery in or out, log fabric — the matching step ticks on its own, with the date. Undo the thing and the tick comes off again. A tick you made by hand is never removed automatically.
• Job sheets handed over starts the floor Ticking it starts the Carriers / Helmets / Ballistics rows for you.
• Right-click for more Backdate a step, add a note, duplicate it, or delete it.

The task grid — every order at once

Order progress is the wall chart: one row per order, one column per task.

• Clicking a box cycles it 1 click ✓ done (stamps today) · 2 clicks N/A · 3 clicks FLAG · 4 clicks back to empty.
• FLAG is yours to define Hit ⚙ Settings to change its wording, its colour, and whether it shows a date. Everyone sees the same setting, so a flag means the same thing to the whole team.
• Right-click a box Add a note, or backdate a tick to when the work actually happened.
• Add your own columns "Ballistics delivered", "Carriers complete" — click + Add task, and drag columns into the order you want.

Stock — what the numbers mean

There are two numbers on every item and they are not the same thing.

• On hand What is physically in the building.
• Available What you can actually promise someone — on hand, minus anything already spoken for by an order or a tender. Always sell against Available.

Pulling stock for an order

When an order needs something we already hold, pull it from the order's page or the Walkthrough. The moment you do, it comes off the shelf figure so nobody else sells it. It sits on that order's held list until the goods go out.

• Changed your mind Put some or all of it back with the ± and ↩ buttons. The stock figure goes straight back up.
• Order cancelled or deleted Anything still held is returned to stock for you, automatically, with a note saying why.

Goods in and goods out

Book deliveries in as they arrive; book them out when they leave. If a delivery belongs to an order, say so — it then shows on that order's progress without anyone telling ops.

Talking to each other

One place: the 💬 icon in the header, which is Messages. The number on it counts everything waiting for you.

• Chats Group conversations, like WhatsApp. Add whoever needs to be in it. Mention a job ref like G26-041 and it becomes a link.
• Alerts The system telling you something — a delivery for you at reception, an approval waiting. Reading one marks it read; it doesn't vanish, so you can find it again.
• Start one from an order Any order page has a Discussion section. A thread started there keeps the order with it, so the conversation isn't stranded in someone's inbox.

Still doing part of it on paper?

That's fine — the system would rather know than pretend. In the Walkthrough:

• Upload what you already have A PCS kept in Excel, or a job sheet written in Word — upload the file and that step counts as done. The document lives on the order where anyone can find it.
• Or just tick it ✓ Done the old-school way records that it happened outside the system, with your name and the date on it. Untick it later if you need to.

Things worth knowing

• The order value looks after itself Price every line and the total adds itself up. If some lines have no price, the system keeps the figure you typed and tells you how many lines are missing a price — it won't quietly show you a smaller number.
• An order can't be shipped without its serials If serials are missing, marking it shipped is refused and it says how many are short. That's deliberate: once an order leaves the in-flight list, nobody looks again until a customer asks for a certificate.
• The status keeps up with you Start work and a draft becomes Open. Record the goods as collected or delivered and it becomes Shipped. You can still set it by hand.
• Re-ordering serials renumbers them Dragging serial groups around renumbers the whole job from 001. You'll be asked first, and told how many. If labels are already printed and sewn in, say no.
• Nothing is really deleted Deleted quotes, sheets and lists are marked cancelled and kept. If you remove something by accident, it can be brought back.
• Your view is yours Theme, which columns you show, which stages you've collapsed — that's per login and doesn't change anyone else's screen.