Sample Inventory

Summary

Sample Inventory lets vendor guests record sample handovers (sender locked to your factory), print DYMO sample cards for your styles, and review send/receive history.

How to

Open the app

1. Sign in to Spring Hub as a guest.
2. Click Sample Inventory.
3. Use the top navigation (on a phone, open Menu) to move between the areas below.

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Sample Inventory

Record a transfer when samples leave your factory (or move onward).

1. Under Scan QR Codes, choose Camera or Upload image.
2. Camera: tap Start camera, allow access if asked, and point at each sample QR. Codes are added to the list.
3. Upload image: tap Select image(s) and pick one or more photos that contain QR codes.
4. Check Scanned: N. Remove a single code with ×, or tap Clear all to start over.
5. Under Inventory Details:
   • Sender is fixed to your vendor name (for example Akademi (Vendor)) — you cannot change it
   • Choose Receiver (search with Search receivers...)
   • Choose Shipment Type — Face to Face, Cargo, or Other
6. Tap Submit (N item(s)) (enabled only when at least one scan plus receiver and shipment type are set). The button may briefly show Checking… while duplicate-trip and holder checks run. When checks pass, the scan list clears straight away and the transfer saves in the background.
7. If the transfer is rejected, scanned codes return to the list.
8. Read any dialog, then continue:

Dialog	What it means	What to do
Records created	Transfer saved	Tap OK, then clear the list if you are finished
Sample not found	GUID is not in CRM	Check the QR / sample, then rescan
Sample already sent	This trip was already recorded	Confirm whether you meant a new transfer
Sender does not match current holder	Sample is expected with someone else	Cancel, or Confirm and submit if you intend to override
Some records could not be created	One or more rows failed after others succeeded	Review Failed records, fix, and retry the failed samples

Expected result: Tracking records are created for the scanned samples. After a full success, receiver and shipment type reset so you can start the next batch. Use Clear all if you need to discard scans before submitting.

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Create Sample Card

Select your sample rows and download a DYMO label file.

1. Open Create Sample Card. The list loads automatically (Loading sample records...).
2. Optionally use Advanced search: enter at least 4 characters, then tap Search.
3. Optionally tap Refresh to reload the default list.
4. In Records, you can:
   • Sort a column (▲ / ▼)
   • Narrow rows with Filter... under each column
   • Select individual rows, or use the select-all checkbox
5. To change material on a row, tap the pencil on Material → Edit material → update the Material field (optionally Search components) → Save. The table updates at once and saves in the background.
6. To change sample count on a row, tap the pencil on No of samples → Edit no of samples → enter the value → Save. The table updates at once and saves in the background. This updates the linked CP submission in CRM. Editing is blocked if any sample tracking records already exist for sample inventory linked to that CP submission.
7. Tap Print (N) (shows Generating...). If a selected customer account has no Spring Code, Missing Spring Code lists the Cust style no values — tap Print anyway to download, or Cancel. Otherwise your browser downloads a .dymo label file. Printed cards show Spring Code (from the customer account) instead of the customer name.

Columns include Cust style no, Spring Code, Vendor, No of samples, Material, Description, and Created on (newest first by default).

Each row is one CP submission. A style sent by more than one vendor shows one row per vendor, each with its own No of samples. Printing a row creates a label for each of that row's samples only.

Empty states include No eligible sample records found., No sample records found for "…"., or No records match your column filters.

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Transfer History

Browse a read-only history of transfers where your vendor is the sender or receiver.

1. Open Transfer History. The list loads automatically (Loading transfer history...).
2. Read the legend under Records (for example active statuses such as In Transfer, Received, Active, versus Inactive).
3. Sort columns and type in Filter... fields to narrow the list.
4. Review each row:

Column	Meaning
Cust style no	Customer style
Sample name	Sample identifier
Sender	Who sent
Receiver	Who received
Status reason	Current / recorded status
Created on	When the transfer was recorded

Row styling may highlight active statuses and mute inactive ones.

• Empty list: No transfer records found for your vendor.
• After filters: No records match your column filters.
• Session error: Vendor session is missing. Please sign in again.

Exceptions and Escalation

• QR will not scan or is not a GUID — try better lighting, another image, or confirm the label.
• Receiver list will not load — refresh and escalate to Merchandising / IT if it continues.
• Missing Spring Code when printing — the customer account has no Spring Code. Print anyway leaves Spring Code blank on the label; or cancel and ask merchandising to set the code in CRM.
• Submit or history load keeps failing — escalate to Merchandising or IT with the sample GUID and a screenshot.

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