☀️ Morning Check (5 min)

1. Open TruSim Admin — check the stats row at the top. Any Pending Approval or Pending Review numbers?
2. Check Customer Onboarding — any new applications or form submissions since yesterday?
3. Check your email for overnight notifications — new orders, new applications, trade reference replies
4. Action anything that needs a response before the business day starts

📋 When a New TruSim Order Comes In

1. You receive an email notification with the order summary
2. Click the → Open Order link in the email, or go to TruSim Admin and find the order
3. If status is ⚠ Pending Verification — check Fishbowl, then verify or mark as new
4. If status is Submitted — review the spec, approve when ready for production

👥 When a New Customer Form Arrives

1. You receive a notification at accounting@canwiltextiles.com and jaya@canwiltextiles.com
2. Go to Customer Onboarding → find the record
3. Review: company info, payment method chosen, contacts, billing address
4. Send CC auth form or wire instructions if applicable (buttons are in the record)
5. Approve once payment is confirmed

📦 Import Manager — When a Shipment Arrives

1. Open Import Manager — find the container by BOL number or supplier name
2. Upload the supplier invoice PDF — AI extracts line items automatically
3. Review and confirm extracted items, update quantities if needed
4. Add landed costs (freight, drayage, broker fees)
5. Run Allocate to POs — system matches items to open Fishbowl POs using FIFO
6. Download the Receiving Worksheet and hand to warehouse

📊 Full Order Status Flow

🎛️ Action Buttons in the Order Drawer

Click any order row to open the drawer. Action buttons appear once an order is Submitted:

📄 What's in the Order Drawer

• Order number (TS-YYYYMMDD-XXXX) and submission timestamp
• Customer info — name, company, email, phone
• Configuration — product type, dimensions, fabric, attachment method, edge finishing
• Ship To (navy) — delivery address
• Ship Notes (orange) — any special instructions from the customer
• Signature — customer's digital signature confirming specs
• Technical drawing — live SVG spec sheet captured at order time
• Notes field — internal production notes (not visible to customer)

🔍 How to Verify

1. Find the order with ⚠ VERIFY badge in TruSim Admin
2. Click the row to open the order drawer
3. Look up the customer's company name and email in Fishbowl
4. Choose one of the two verification actions (see below)

✅ Found in Fishbowl — Existing Customer

1. Click "✓ Verified — Existing Customer" in the drawer
2. Order automatically moves to Submitted
3. Action buttons appear — you can now approve, move to production, ship
4. This customer is now flagged — all future orders skip verification

🆕 NOT Found — New Customer

1. Click "✕ Not Found — Treat as New"
2. System emails the customer a link to complete their new account form
3. Order status moves to Awaiting Form
4. Wait for the customer to submit the form
5. Review in Customer Onboarding → approve when payment is confirmed
6. Their pending order automatically moves to Submitted upon approval

📋 Reviewing an Application

1. Go to Customer Onboarding from the nav or dashboard
2. Click any customer row to open their record
3. Review: company name, billing address, payment method, contact info
4. Scroll down to see the Activity Log — full timeline of emails sent, status changes, notes
5. Check for any linked TruSim orders in the Linked Orders section

✅ Approving a Customer

1. Open the customer record
2. Change Status to Approved
3. Click Save
4. Customer receives an approval email automatically
5. Any pending TruSim orders automatically move to Submitted
6. Customer's yellow access banner disappears on their next login

✕ Denying a Customer

1. Change Status to Denied and click Save
2. System automatically cancels any pending TruSim orders
3. Customer receives a standard denial email
4. Contact the customer directly if you need to explain the decision

💳 Credit Card

1. Customer selects Credit Card on their application form
2. Open the record in Customer Onboarding
3. Click Send CC Auth Form — customer receives the authorization form by email
4. Customer completes and returns form to accounting@canwiltextiles.com
5. Once received and confirmed, approve the account

🏦 Wire / ACH

1. Customer selects Wire on their form
2. Click Send Wire Instructions in the record — customer receives banking details by email
3. Customer initiates payment
4. Accounting confirms receipt
5. Approve the account once wire is confirmed

📄 NET 30 (Trade Credit)

1. Customer fills out three trade references on their application
2. Reference request emails are sent automatically when they submit
3. References reply by email or via the online reference form
4. You receive a notification when each reference reply comes in
5. Once two or more satisfactory references are received, approve the account

📋 What You Can See

• Quote name — customer's label for the configuration
• Customer email — who saved it
• Tab — which configurator tab (Impact Screen, Sidewall Drape, Gap Filler)
• Dimensions — width × height
• Date saved

🔍 Searching & Filtering

• Use the search bar to filter by customer email or quote name
• Use the tab filter (All / Impact Screen / Sidewall Drape / Gap Filler) to narrow by product type

📧 Three Notification Lists

➕ Adding or Removing Emails

• Type an email address in the field and press Enter or click Add
• Click × next to any address to remove it
• Click Save Settings — takes effect immediately

🗂️ Container Lifecycle

🛠️ Toolbar Buttons

🔍 Search & Filter

• Search by container number, BOL number, or supplier name
• Filter by Status dropdown to see only active, in-transit, or closed containers
• Parts data (fabric codes, costs, roll widths) syncs nightly from Fishbowl at 6am

⚡ AI Invoice Extraction

1. Open the container record or click 📎 Import Invoice from the toolbar
2. Upload the supplier invoice PDF
3. AI reads the PDF and extracts: part numbers, descriptions, quantities, unit prices, total amounts
4. Review the extracted items — they pre-fill the container line items
5. Correct any misread values (fabric codes are the most common mismatch)
6. Click Save to confirm the items

📋 After Extracting

• Verify quantities match the packing list
• Check that HTS codes are assigned (used for landed cost calculation)
• Add any line items the AI missed (handling charges, certificates, etc.)
• Proceed to add landed costs once line items are confirmed

📦 Running an Allocation

1. Open the container record — confirm all line items are entered and quantities are correct
2. Add all landed costs (ocean freight, drayage, broker fees, insurance) — these get prorated by weight
3. Click Allocate to POs
4. System matches each fabric part to open Fishbowl POs using oldest-PO-first (FIFO)
5. Review the allocation — each PO shows quantity assigned and landed cost per yard
6. Adjust if any PO assignments need to be split or reassigned
7. Click Download Receiving Worksheet — hand to warehouse for Fishbowl entry

💰 Landed Cost Breakdown

• Ocean Freight — prorated across all parts by gross weight
• Drayage — trucking from port to warehouse, prorated by weight
• Broker Fees — customs broker charges, prorated by declared value
• Insurance — cargo insurance, prorated by value

➕ Adding a New Staff Member

1. Dashboard → click 🔑 User Management card (superadmin only)
2. Fill in: Name, Email, Department, Role
3. Check which cards they should see: Import Onboarding TruSim
4. Click Save — user is created immediately
5. They sign in via Google (same email) or set a password via the login page

✏️ Editing Access

1. Find the staff member in the user list
2. Click Edit
3. Check or uncheck card access as needed
4. Click Save — takes effect on their next page load

🗑️ Removing a Staff Member

1. Find them in the user list
2. Click Remove
3. They lose access immediately on their next page load

📥 Emails You Receive

📤 Emails the System Sends to Customers

Order Stuck at Pending Verification

Check that the customer's email on the order exactly matches Fishbowl. If they are a real Canwil customer, click Verified — Existing Customer. If you're unsure, check with Chase or Jaya before clicking.

Customer Didn't Get Their Email

Ask the customer to check spam. Emails come from accounting@canwiltextiles.com. If it's not in spam, contact Nik — the Resend logs will show whether it was delivered.

Customer's Yellow Warning Banner Won't Go Away

They have a pending order or account status issue. Check TruSim Admin for their orders — the order needs to reach Submitted status. If their onboarding was just approved, the banner disappears on their next login/refresh.

Staff Member Can't See a Card

Go to User Management → Edit their account → check the correct cards are enabled → Save. Takes effect on their next page load.

Invoice AI Didn't Extract Correctly

Edit the line items manually after extraction — change part numbers, quantities, and prices as needed. If the AI consistently misreads a supplier's invoice format, let Nik know so the prompt can be updated.

Parts Not Showing in Import Manager

Parts sync from Fishbowl nightly at 6am via CSV export. If you're seeing missing or outdated parts, check with Nik — it's likely a Fishbowl export issue. Do not re-enter parts manually.

🆘 Escalation Contacts