Follow-up queue
Clients who haven't fully paid yet - follow up today to close the balance.
Recent quotes & invoices
Production line - what's happening now
Live view of all active batches and their procedure progress.
QC queue
Batches awaiting QC inspection.
Rework center
Items flagged for rework after QC rejection.
Releasing queue
QC passed - ready for courier pickup.
Recent invoices
Out of Stock Ingredients
| Ingredient | Code | Current Stock | Status |
|---|
Production Queue
| Batch | Product | Stage | Status |
|---|
Rework Needed
| Batch | Product | Reason | Status |
|---|
Job order queue
Paid invoices waiting for batch creation - sorted by urgency. Check stock before creating a batch.
Active batches
Ready to release
Here's what's happening across Arkana today.
Here's what's happening across Arkana today.
Production Queue
Paid and owner-approved invoices automatically appear here. Production Manager reviews the order, then clicks Create Batch Order to generate separate production batches per product.
| Invoice | Client | Brand | Date Paid | Order Status | Total Products | Priority | Sales Rep | Estimated Load | Raw Materials | Action |
|---|
REWORK NEEDED
Invoices returned by QC for correction appear here. Open a rework item to view what must be fixed, who will do it, and update the assignment or status.
| Invoice | Client | Product | Issue | Rejected Qty | Status | Assigned To | Action |
|---|
Click Open Rework to view correction instructions and assignments.
Executive Assistant Summary
AI Performance Assistant
Smart assistant AI powered report today based on Arkana Production Department's Performance.
Department Performance Today
Suggested Improvements
Invoice Progress Summary
Every invoice is summarized here so all users can quickly see the current process, completion percentage, and next action.
| Invoice | Client / Brand | Items | Current Process | Progress | Next Action |
|---|
Inventory Alerts
| Ingredient | Stock | Level | Expiry | Suggested Action |
|---|
Today's Production
| Batch | Invoice | Client | Product | Formula | Options | Output / Reject | Good | Stage | Status | Action |
|---|
Sales
Create Quotation
Quotes made
| Quote | Client | Product | Total | Status | Actions |
|---|
Invoices
| Invoice | Client | Product | Total | Balance | Status | Actions |
|---|
Deleted Invoices
| Invoice | Client | Deleted | By | Contents | Action |
|---|
Awaiting Payment
Invoices with outstanding balances. Upload payment proof directly from here - no need to scroll through the invoice table.
Receivables
Clients with unpaid balances are shown here for easier collection follow-up.
| Receivable Detail | Status |
|---|
Payment records
All uploaded client payments grouped by date. Green border = confirmed. Amber = pending owner confirmation.
Payment confirmation
Owner-only. Review each payment proof and confirm before it becomes an official paid amount.
View Quote / Invoice
Click View in Quotes or Invoices to see a read-only copy here.
Paid Invoices
| Invoice | Brand / Customer | Product | Total | Invoice By | Mode | Production |
|---|
Clients' List
| Brand | Customer | Contact | Address | Orders | Total Sales |
|---|
Sales Target Settings
Owner/Admin sets the monthly sales quota here. Dashboards use the saved month and year target instead of any hardcoded quota.
Saved Monthly Targets
| Month / Year | Target | Current Sales | Progress | Remaining | Projected Month-End | Updated | Action |
|---|
Financial Stability
Owner-only view. This combines confirmed sales, receivables, recorded expenses, and product cost information to estimate company net income.
Sales Report
Price Management
Owner/Admin can update products and pricing by editing the table or uploading CSV. Sales staff can view the product and add-on list only.
Products
| Name | Category | Pack | SRP Price | Active | Action |
|---|
Add-On Services
FDA Registration Services
Selling prices are visible to all staff in the Price List. Costs are Owner-only and never shown to other roles.
Price List
Read-only price list for client quoting reference - Made to Order products, add-ons, and finished samples.
Client Label File Storage
Upload each client's label artwork here so the team can find and download it again before printing.
| Brand | Customer | File | Uploaded | Notes | Download |
|---|
Expense Management
Record company expenses here. Owner/Admin can approve and mark expenses as paid. Paid expenses are locked to protect records.
New Expense Entry
Expense Records
| Date | Expense | Vendor | Amount | Status | Action |
|---|
Approved
Owner-approved expenses appear here. Executive Assistant can mark them Paid only after approval is already confirmed.
Expenses By Category
| Category | Total | Pending | Approved / Paid |
|---|
Expense Report
Owner-only expense analytics with percentage breakdowns for faster financial review.
Category Percentage
| Category | Total | % of Expenses | Visual |
|---|
Status Percentage
| Status | Total | % of Expenses | Visual |
|---|
Monthly Expense Trend
| Month | Total Expense | % of Recorded Expenses | Top Category |
|---|
Sample Performance Report (Last 30 Days)
Shows which samples are being requested most, whether stock can keep up, and how often a sample turns into a real order.
| Sample Product | Times Ordered | Total Qty Given | Current Stock | Stock Status | Conversion Rate |
|---|
Made to Order
Owner-only formula-linked costing list for made-to-order products. This is separate from Products, Samples, and quotation creation for now.
| Formula | Pack Size | SRP | Cost Per Kg | Cost For This Size | Margin | Margin % | Active | Action |
|---|
Create New Batch
Formula ingredients stay hidden. Staff see formula code only.
Job Order Queue
All paid invoices awaiting batch creation. Sorted by urgency - oldest orders first. Check stock status before creating a batch.
Pending batch creation
Sorted by urgency - oldest order first. Red = 3+ days waiting. Amber = 1-2 days.
Production
Quality Control Center
Only invoices with completed compounding/production and pending Quality Control checking are listed here. Click Open QC to see the items and quantity boxes.
In Queue For Quality Control
| Invoice | Client | Date Completed | Items Ready | Action |
|---|
Open a completed production batch to start final QC and dispatch verification.
Finished QC
Finished Samples
| Invoice | Client | Sample Items | Payment | Sample Status | Remarks | Action |
|---|
Finished Bulk Orders
| Invoice | Client | Product | QC Status | Dispatch Status | Final Qty |
|---|
Load a finished invoice or batch to review the selected finished QC record.
Rework History
Only invoices with rejected products, failed QC, missing items, incomplete packaging, or rework requirements appear here.
Current Ongoing Rework
| Invoice | Client | Product | Issue | Rejected Qty | Status |
|---|
Rework Invoice History
| Invoice | Batch | Product | Time | User | Action | Notes |
|---|
Load a rework invoice to review rejected quantity and issue details.
Rework Center
QC sends failed but correctable products here. Production handles correction, then QC reviews again before the batch becomes saleable, rejected again, or scrapped.
Releasing Dashboard
Orders marked Ready for Courier Pickup automatically appear here. This area is for arranging shipment, courier proof, and release records.
| Invoice | Client | Prepared Date | Working Progress | Lead Time | Likely Slow Part |
|---|
Ready For Release
| Invoice | Client | Type | Items | Status | Courier | Shipment Amount | Receipt | Courier Proof 1 | Courier Proof 2 | Action |
|---|
Formula Management
Owner can add and edit formulas here. Staff will still see code names only.
Unsaved changes - click Save Formulas to keep them.
Formula Guide
Choose a formula from the dropdown above, then click Search to view its required ingredients and compounding procedure.
Ingredient Inventory
Owner sees complete raw material details. Other staff see safe coded material details only.
Quote Inventory Check
Choose a paid invoice, then click CHECK INGREDIENTS to compare that order against formula requirements and ingredient stock.
Ingredients Report
Read-only ingredient intelligence report. This does not change inventory, formulas, batch creation, or QC records.
Stock Status Overview
| Ingredient | Code | Supplier | Lot | Expiry | Current Stock | Status |
|---|
Supplier Cost Comparison
Grouped by INCI name when more than one supplier or lot is encoded. Lowest visible cost is marked as cheapest.
| INCI Name | Supplier | Raw Material | Code | Unit Cost | Stock | Status |
|---|
Most-Used Ingredients
Calculated from all saved batch records, using batch bulk size and the encoded formula amount per kg.
| Rank | Ingredient | Code | Total Kg Consumed | Unit Cost | Estimated Total Cost Consumed |
|---|
Productivity
Operational KPIs
Staff Productivity Report
Performance Analysis
| Staff | Performance | Speed | Quality | Workload | Best Role | Recommendation |
|---|
Detailed Staff Output
| Staff | Role | Stages | Hours | Output | Rejected | Output / Hour |
|---|
Production Trace / Complaint Investigation
Audit Log
Choose a user to review their logins, logouts, and system activity.
| Time | User | Role | Action | Details |
|---|
Payroll Management
Manage staff attendance, compute payroll, and release salary expenses automatically on the 15th and 30th of each month.
Staff Rates
Set the daily rate for each staff member. Click Save after editing.
| Name | Position | Type | Daily rate | Pay basis | CA installment / cutoff | Status badge | Edit status | Action |
|---|
Attendance Log
| Staff | Status | AM (in–out) | PM (in–out) | OT | Notes | Actions |
|---|
Payroll Summary
Cash Advance & Penalties
Track staff cash advances, salary deductions, and penalties. Deductions and penalties dated inside a payroll period reduce net pay automatically.
Staff Performance
Payroll Release Report
Released payroll periods only. Older releases may show "--" for payment method if they were released before method capture.
Payroll Audit Log
| Date/Time | Action | By |
|---|
Incident Reports
All generated incident reports. Track written explanation responses and upload photo proof of submission.
Supplier Audit - Outsourced Items
Shows what Arkana actually paid to suppliers vs what was charged to clients for containers, sticker prints, box packaging, and other sourced-out items. Only owner-confirmed invoices are counted.
Supplier Rating - Order Volume
Ranked by total amount spent. Shows which suppliers Arkana relies on most.
Security & Backup Center
Owner-only safety area for account access, password protection, and backups before upgrades.
Change My Password
Users & Access
Only Owner/Admin can save users. Usernames must use small letters and numbers only, with no spaces. Example: execassistant. Passwords also use small letters and numbers only.
| Username | Name | Role | Access Template | New Password | Status | Last Login | Action |
|---|
Production Staff Management
Owner/Admin can manage the active production staff names used in assignment dropdowns.
| Name | Linked payroll rate | Action |
|---|
Backup Center
Download a backup before uploading a new version to GitHub or Render. Keep it somewhere safe.
Email Alert Log
Email sending is checked from server settings.
| Time | Type | Subject | Status | Details |
|---|