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
Container Releases to Acknowledge
Awaiting QC
Incoming inspection
Rework
Out of Stock Ingredients
Production Queue
Rework Needed
Container Releases to Acknowledge
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.
Down Payment Exceptions
A client has not paid the required down payment. Approving lets that order go into production anyway.
No down payment exceptions waiting.
| Client / Order | Down Payment | Short By | Requester | Reason | Balance Expected | Age | Decision |
|---|
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.
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 |
|---|
Floor View
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 |
|---|
PO to Suppliers
Container requirements grouped by supplier from saved invoices. Use the summary cards to filter by PO 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
Sales Audit Trail
Read-only timeline of quote, invoice, pricing, label and supplier payable changes.
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 |
|---|
Staff Tasks
The app records checklist progress and remarks here. It cannot verify WhatsApp, Viber, Facebook, or outside work automatically.
Expense Management
Record company expenses here. Owner/Admin can approve expenses and mark them Paid. Paid expenses are locked to protect records.
New Expense Entry
Expense Records
Expense Report Summary Active Records filter
Expense Report by Category
For Approval
Pending expenses appear here for owner approval.
For Payment
Owner-approved expenses waiting to be paid appear here. Pending payment confirmations are reviewed at the top of this tab.
Paid Expenses
Fully settled expenses for reference, export, and proof downloads. No payment actions are shown here.
Supplier Balances
Accounts payable by supplier. Pending expenses are shown in the summary and can be included in the view.
Overpaid Expenses
Payments exceeding the supplier obligation. Correct recording errors, or mark real overpayments resolved without changing the payment rows.
Expenses By Category
| Category | Total | Pending | Approved / Paid |
|---|
Loan Schedule
Admin-only loan repayment schedules. Installments are released manually to Expenses on or after their due date.
Loan Records
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.
Custom Development
Client formulation projects and their revision history.
Production
Five production slots can run at the same time. Load a paid batch into an empty slot, then open that slot to work on its procedure.
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 |
|---|
Formulas
Owner can add and edit formulas here. Staff will still see code names only.
Formula Management
Unsaved manual changes - click Save Formulas.
Formula Guide
Choose a formula from the dropdown above, then click Search to view its required ingredients and compounding procedure.
Unsaved changes - this preview includes current in-screen edits and may not match the stored formula until Save Formulas is clicked.
History
Append-only formula versions. Choose a formula above, then open History.
Containers
Manage the container catalogue, stock counts, and Container-category suppliers in one workflow.
Container Inventory
Container catalogue and stock. Photos are stored outside JSON; the catalogue keeps only a photo ID.
Container History
| Date | Container | Action | Quantity | By | Description |
|---|
Container Releases to Acknowledge
No container decisions require your action.
Container Suppliers
These records come from the shared supplier directory and are fixed to category Container.
Ingredient Inventory
Inventory details are owner/inventory-manager only. Sales users can run a safe quote stock check without seeing formulas, ingredients, lots, expiry dates, suppliers, or costs.
Quote Inventory Check
Choose a paid invoice, then click CHECK INGREDIENTS to compare that order against formula requirements and ingredient stock.
Receive Delivery
Record raw material deliveries here. Stock does not become available until QC releases the lot.
| Material | Lot No. | Mfg Date | Exp Date | Qty | Unit Cost | Action |
|---|
Add one line per supplier lot. Lot number is required.
Incoming Inspection
Record the actual scale weight before Material QC. Stock remains unavailable until inspection and QC release are complete.
| Material | Code | Supplier | Declared | Actual weight | Variance | Lot No. | Mfg | Exp | Action |
|---|
Material QC
Review received lots before they become available for production. Unit cost is not shown here. To reject a lot, write the rejection reason when prompted; rejection notes are required.
| Material | Code | Lot No. | Supplier | Qty | Mfg | Exp | Received | Received By | Action |
|---|
Delivery Report
Measured delivery variances from incoming inspection. Peso values are informational and do not create expense records.
| Date | Supplier | PO | Material | Declared | Actual | Variance kg | Variance % | Variance value PHP | Inspected by |
|---|
Purchase Orders
Create raw material purchase orders here. Import suppliers use one USD to PHP FX rate per PO.
| PO No. | Supplier | Order Date | Currency | Total PHP | Status | Paid | Action |
|---|
New Purchase Order
Ingredients Clerk
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 |
|---|
Inventory History
Read-only audit trail for ingredient additions, deletions, field changes, price changes, CSV uploads and CSV downloads.
| Date | Actor | Action | Ingredient | Detail |
|---|
Productivity
Operational KPIs
Staff Productivity Report
Paused Time by Reason
| Staff | Total Paused | Toilet break | Emergency / need to leave | Coffee break | Excused by an admin |
|---|
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 |
|---|
Audit Center
Report Summary
Full findings table
| Severity | Rule | Category | Finding | Exposure | Age | Status | Action |
|---|
Minor / informational
| Severity | Rule | Category | Finding | Exposure | Age | Status | Action |
|---|
ArkaXbrain
ArkaXbrain
Arkana Cosmetics Manufacturing · reporting core
Reporting units
Drag to turn · click a node
Selected
Axel
Financial Controls
Plant Analyst
Report Summary
Payroll Management
Manage staff attendance, compute payroll, and release salary expenses automatically on the 15th and 30th of each month.
Staff Rates
Set daily or fixed per-cutoff pay for each staff member. Click Save after editing.
| Name | Position | Type | Pay Type | Rate | CA installment / cutoff | Status badge | Edit status | Action |
|---|
Attendance
Attendance is encoded in the Attendance Log.
Morning
Afternoon
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 |
|---|