Sample requests
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      Understanding the different Sample request states

      A Sample Request will go through different states from start to finish. From requested to received and commented. In this article you will learn more about each state.

      Introduction & Best Practice:

      Working with sample requests is a collaboration with your supplier. Each sample request is going through a process and workflow, starting as a request to your supplier and ending with a physical sample that you can comment on. But in the process the sample goes through different states, which can be registered in Delogue, to keep track of the process. 

      NOTE: Remember that this is meant to be a collaboration tool between your company and the supplier.

      Table of Contents:

      1. Sample Request states

      2. How to change state from Planned to Requested

      3. How the Supplier Confirms a Sample Request

      4. How the Supplier marks a Sample Request as Sent

      5. How to receive a sample request

      Sample Request states in Delogue PLM


      Listed are all the different sample request states in Delogue PLM described:

      Icon State Description Action made by
      Skærmbillede 2024-12-04 kl. 20.23.39

       

      		 Planned Sample is not requested yet.
      Planned is used to inform supplier and book capacity.      		 Company
      Skærmbillede 2024-12-04 kl. 20.24.39

       

      		 Requested Sample is requested to be made. Company
      Skærmbillede 2024-12-04 kl. 20.23.49

       

      		 Confirmed Supplier has confirmed the request.
      He can also fill in the expected delivery date.      		 Supplier
      Skærmbillede 2024-12-04 kl. 20.24.09

       

      		 Sent Sample has been sent by the supplier. Supplier
      Skærmbillede 2024-12-04 kl. 20.23.58

       

      		 Received Sample has been received by brand. Company
      Skærmbillede 2024-12-04 kl. 20.24.25

       

      		 Commented Sample has been commented by brand. Company
      Skærmbillede 2024-12-04 kl. 20.31.14

       

      		 Cancelled Sample is no longer requested.
      You can reactivate a canceled request.      		 Company
       

      How to change state from Planned to Requested

      A planned sample request can be changed to 'Requested' when you're ready to order the sample. Your supplier will then know when to make the sample.

      Step-by-step:

      1. Double click on the sample request to open it, or click on the edit icon.

      2. In the left side of the pop-up window, click the 'Status' option and choose 'Requested' from the drop-down menu.

      3. Click on the 'Send sample request' button. 

      4. Select if you want to notify someone about this change by email. The supplier contact person is selected by default but can be removed. 

      How the Supplier Confirms a Sample Request


      Once a sample has been requested, your supplier is able to confirm it by changing the state from 'Requested' to 'Confirmed'. The supplier can also fill in an ETD of when he expects to send the sample.

      Step-by-step:

      1. Go to the Styles section and click the 'Sample request' sub-tab:

      2. Double click on the sample request to open it, or click on the edit icon.

      3. In the pop-window, choose 'Sample status' from the left side menu


      4. Find the 'Select Status' field and choose 'Confirmed' from the drop-down menu.


      5. Fill in ETD (this is optional) using the calendar icon and click 'Update' to save.

       
      6. Select if you want to notify someone about this change by email. The brand contact person is selected by default but can be removed. 
       

      How the Supplier marks a Sample Request as Sent

      Once the sample is ready to be sent out, your supplier can mark it as 'Sent'. The supplier can also add comments to the sample for each of the Sample Comment fields.

      NOTE: The comment fields can be defined in Admin > Sample types > Comment fields. 
      Learn more about it here.

      Step-by-step: 

      1. Double click on the sample request to open it, or click on the edit icon. 

      2. In the pop-up window, start by adding Sample measures in the column 'Supp. meas.'

      3. Add relevant comments and visual comments for each of the comment fields in the sample request. For 'Item placement', your supplier can also mark if the item is available or missing.

      4. Change the Sample Status to 'Send' and click 'Update' to save.

      5. Select if you want to notify someone about this change by email. The brand contact person is selected by default but can be removed.

      How to receive a sample request

      When you receive the sample, you need to mark it as received in Delogue. This action can be done from all previous states like 'Requested', 'Confirmed' and 'Sent' - except from the state 'Planned'. 

      Step-by-step:

      1. Double click on the sample request to open it. 
      2. A message window will pop-up - simply click 'Yes' to continue.
      3. Select if you want to notify someone by email that you received the sample. The supplier contact person is selected per default, but it can be removed.

      4. You are now able to start commenting on your sample directly or click 'Update' to close the pop-up window. 

       

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