Use this when: you are starting your day or need to see where work has stopped moving. The dashboard is the command view for what needs attention across buying, prep, inbound, finance and reconciliation.

1. Check the action queue

   Start with overdue and warning items. These have the greatest chance of blocking a purchase or shipment.

2. Review workflow health

   Compare counts across feeds, matching, buying, prep and inbound. A growing count at one stage usually identifies a bottleneck.

3. Open the recommended next step

   Select the relevant dashboard action to move directly to the record that needs work.

Before you start: have the supplier’s legal name, ordering contact, payment terms and default prep centre ready. Suppliers are master records: product feeds, purchase orders, prep routing and invoice matching all depend on them.

1. Open Suppliers and choose Add supplier

   Use one record per legal supplier. Avoid creating a second record for a different price list.

2. Enter ordering and invoice details

   Add the email addresses used for purchase orders and invoices, plus currency and payment terms.

3. Choose fulfilment defaults

   Select the prep centre and delivery instructions normally used for this supplier.

4. Save and check readiness

   Resolve any missing-detail warning before creating a feed or purchase order.

Before you start: create the supplier first and have a CSV file, feed URL, or API credentials available. Product Feeds turn supplier catalogues into structured rows the platform can match, analyse and reorder from.

1. Create the feed

   Choose the supplier and import method. Give the feed a name that identifies the catalogue or price list.

2. Load a sample

   Upload the CSV or run a connection check for URL/API feeds before saving the configuration.

3. Map required fields

   Map supplier SKU, product title, barcode, unit cost and stock. Confirm currency and whether prices include VAT.

4. Review validation results

   Fix missing identifiers, invalid prices and duplicate SKUs. Warnings can be reviewed; errors cannot be committed.

5. Commit valid rows

   Commit only after the valid and rejected row counts look reasonable. Valid products move to ASIN Matching and price changes can trigger buying review.

Use this when: a committed feed has created pending matches. ASIN Matching is the safety gate between supplier data and Amazon analysis.

1. Start with exact matches

   Filter to the highest-confidence results. Exact barcode matches are the safest candidates for bulk approval.

2. Compare the product identity

   Confirm brand, title, size, pack quantity and barcode—not just a similar product name.

3. Approve or reject

   Approve only when the physical supplier item matches the Amazon listing. Reject incorrect or ambiguous candidates.

4. Check the new product

   An approved match creates or updates the durable Products record and supplier offer.

Purpose: Products is the durable catalogue layer. It keeps the ASIN, supplier offers, category, lifecycle state and notes together even as feeds and orders change.

1. Find the ASIN or supplier SKU

   Open the product to see every linked supplier offer and its history.

2. Assign a category

   Categories can apply different buying-formula thresholds, so choose the most specific useful category.

3. Compare supplier offers

   Review price, availability, minimum order quantity and last update time before choosing the preferred offer.

4. Set the lifecycle

   Keep active products buyable; use Watchlist for monitoring and Paused when buying should stop.

Purpose: Deal Scanner is the buying decision engine. It combines supplier cost, Amazon economics, market signals, product history and workspace rules into a clear Buy, Review, Avoid or Not recommended outcome.

1. Filter to actionable deals

   Start with products that pass your Buying Formula, then sort by estimated profit or ROI.

2. Read the Buying Analysis Snapshot

   Use the risk score and confidence score as the quick “should I trust this?” check before looking deeper.

3. Check the market evidence

   Review monthly sales, Buy Box stability, price volatility, offer count, FBA competition and whether Amazon appears on the listing.

4. Confirm the economics

   Check buy cost, fees, VAT treatment, selling price, estimated profit and ROI against the workspace/category formula.

5. Set the purchase quantity

   Respect available stock, supplier minimums, cash limits and a realistic sales horizon.

6. Create the draft PO

   Select approved opportunities and hand them to Purchase Orders. Review totals before approval.

Before you start: the supplier and prep centre should both show as ready. Purchase Orders turn buying recommendations into auditable commitments with supplier terms, delivery routing and immutable revisions.

1. Review the draft lines

   Check SKUs, quantities, unit costs, VAT, currency and minimum-order requirements.

2. Confirm delivery and payment

   Verify prep-centre address, delivery instructions, payment terms and supplier contact.

3. Approve the PO

   Approval locks the intended commercial terms. Revise the PO if a supplier later changes a quantity or price.

4. Preview and send

   Download the PDF if needed, then email it to the supplier from the PO record.

5. Record acknowledgement

   Track the supplier confirmation and expected delivery date. A sent PO starts the prep workflow.

Purpose: Prep Workflow tracks the physical stock handoff between supplier delivery and Amazon inbound preparation. It records what arrived, what was damaged or missing, and what is ready to ship.

1. Open the prep job for the PO

   Compare the expected cartons and units with the supplier delivery.

2. Record received quantities

   Enter the actual quantity for every line. You can double-click a quantity field to fill the expected amount.

3. Capture shortages or damage

   Record the affected quantity and add notes or evidence before continuing.

4. Complete prep

   Confirm labelling, packaging and prepared quantities. Never dispatch more units than were received and prepared.

5. Dispatch to Amazon

   Enter dispatch details and complete the handoff. This creates the inbound plan.

Purpose: FBA Inbound controls the shipment from prepared stock to Amazon. It validates box contents, label readiness, shipment references and Amazon receiving results.

1. Review the inbound plan

   Confirm that SKUs and planned quantities match the stock dispatched by the prep centre.

2. Check prep and label readiness

   Resolve missing FNSKU references and expiry values before the shipment is treated as ready for Amazon handoff.

3. Enter box contents

   Add every box and allocate units accurately. Box totals must equal shipment totals.

4. Generate working labels

   Use StapleFlow labels for internal product, FNSKU reference and box-content control. Final Amazon shipment or carrier labels still come from Seller Central or SP-API.

5. Submit and track

   Save the Amazon placement, shipment ID and carrier tracking, then update Amazon check-in when receiving completes.

Purpose: Shows what stock you own, where it is, what value is tied up, and whether a reorder needs action. It combines purchase orders, prep, inbound, Amazon received quantities and storage-fee readiness.

1. Start with inventory confidence

   Check whether the view is ledger-backed, workflow-derived, missing costs, waiting for Amazon check-in, or carrying exceptions.

2. Review stock quantity and value

   Toggle between units and £ value, then click a stock stage to see the product breakdown behind the total.

3. Use reorder review

   Open any action row to see Amazon stock, pipeline units, demand/cover, suggested quantity, expected spend and estimated profit.

4. Investigate blockers

   If a reorder PO cannot be drafted, resolve the listed blocker first: missing cost, unclear supplier, no approved ASIN, or a non-buy decision.

5. Understand storage fees

   Storage exposure is a placeholder until Amazon/SP-API or report data supplies monthly storage fee estimates.

Purpose: Prep Centres are reusable delivery and operational profiles. They feed purchase order delivery instructions, prep confirmations and future automation handoffs.

1. Create the prep-centre record

   Enter its trading name, contact details and full delivery address.

2. Add receiving instructions

   Record booking rules, carton labels, opening hours and any reference the supplier must include.

3. Check document details

   Confirm the address and instructions appear correctly before assigning the centre to a supplier.

4. Set supplier defaults

   Use this centre as the default only for suppliers that normally deliver there.

Before you start: use an Amazon account authorised to grant Selling Partner API access for the intended seller and marketplace. The Amazon connection will provide live marketplace, inventory, fees and inbound data as SP-API features are enabled.

1. Choose Add Amazon connection

   Select the correct region and marketplace before starting authorisation.

2. Complete Amazon authorisation

   Sign in to the matching Seller Central account and approve the requested access.

3. Return and run the connection check

   Confirm the seller identity, marketplace and connection status are correct.

4. Run the first sync

   Review the sync result and resolve permissions or marketplace errors before relying on Amazon-derived data.

Purpose: Invoice Inbox captures supplier invoices from upload or email, extracts invoice hints, matches them to POs and highlights differences before payment approval.

1. Capture the invoice

   Forward it to the workspace invoice address or upload the PDF directly.

2. Review extracted details

   Check supplier, invoice number, date, currency, totals and PO reference. Run OCR when extraction confidence is low.

3. Match invoice lines

   Confirm each invoice line against its PO item. Resolve unmatched SKUs and pack-size differences manually.

4. Review variances

   Investigate quantity, price, VAT or total differences. Add evidence where a supplier correction is required.

5. Approve the invoice

   Approve only when matching and variances are understood. Exceptions move to Reconciliation.

Purpose: Reconciliation turns operational differences into controlled cases. It protects margin by tracking shortages, damages, invoice variances, Amazon receiving differences and recovery outcomes.

1. Start with the command panel

   Use the open exposure, source split and urgent action to decide whether invoice, prep or Amazon cases need attention first.

2. Prioritise by exposure

   Open the highest-value exception or any overdue recovery item before working lower-risk cases.

3. Compare expected vs actual

   Check the case summary, linked PO, prep, inbound and invoice evidence to confirm where the difference began.

4. Choose the recovery path

   Select corrected invoice, credit note, replacement, carrier claim, Amazon claim, data correction or accepted loss.

5. Track recovery separately from resolution

   Record owner, evidence, reference, expected recovery date and recovered amount. Do not mark money as recovered until it has actually arrived.

Purpose: Business Analytics converts operational records into owner-level financial insight: committed spend, stock value, expected profit, margin leakage, supplier performance and category trends.

1. Choose the reporting period

   Use a consistent period when comparing suppliers, categories or previous performance.

2. Review cash through the workflow

   Separate potential profit from committed spend and stock still tied up before sale.

3. Compare performance segments

   Look for suppliers or categories with weak margin, slow movement or repeated exceptions.

4. Review leakage

   Use unrecovered differences and operating costs to find where expected margin is being lost.

5. Turn the finding into an action

   Adjust buying rules, supplier terms, category strategy or exception follow-up.

Purpose: Costs captures expenditure that is not already part of supplier POs or matched invoices, so financial reporting reflects real business margin.

1. Check that the cost is not already captured

   Avoid duplicating charges already present on a PO or supplier invoice.

2. Choose the category and date

   Use consistent categories for prep, shipping, storage, software, returns and other overheads.

3. Enter amount and tax treatment

   Record the correct currency, VAT treatment, supplier and useful reference.

4. Set recurrence if needed

   Use recurring frequency for predictable monthly or annual costs, and review these entries when prices change.

Purpose: Reports give users repeatable exports for operational review, finance checks, supplier performance and exception follow-up.

1. Choose the report for your question

   Use operational reports for workflow progress and finance reports for value, margin or recovery.

2. Set the date range

   Check whether the report uses order, invoice, dispatch or resolution date so comparisons stay consistent.

3. Apply focused filters

   Filter by supplier, category, status or exception type, then check the result count before exporting.

4. Review totals and export

   Spot-check several source records, then download the CSV for further analysis or sharing.

Purpose: Automation Centre lets owners build safe trigger-condition-action workflows across feeds, matching, deals, POs, inventory, prep, finance and notifications.

1. Define one outcome

   Start with a specific trigger and one measurable result. Keep the first version small.

2. Add trigger, conditions and actions

   Connect blocks in order and configure every required field. Use conditions to narrow the records that can continue.

3. Add approvals for consequential actions

   Require review before supplier emails, purchase commitments or other actions that are difficult to reverse.

4. Validate the workflow

   Resolve broken paths, missing configuration and unreachable blocks.

5. Run in testing mode

   Use representative data and inspect the run path, skipped branches and diagnostics.

6. Activate and monitor

   Switch to live only after successful tests. Review early runs and pause immediately if results differ from expectations.

Purpose: Settings contains the workspace rules and shared configuration that every operational page depends on: plan limits, team access, market intelligence, buying formula, inventory rules, templates, invoice inbox and Amazon connection.

1. Complete workspace and profile details

   These details appear in team context, emails and generated documents.

2. Invite the team with least-privilege access

   Give each person only the permissions required for their role; keep owner controls limited.

3. Configure the Buying Formula

   Set base ROI, profit and risk thresholds, then add category overrides only where buying behaviour truly differs.

4. Review templates

   Preview supplier emails and PO/prep PDFs before using them with live records.

5. Connect Amazon and market data

   Run connection checks and confirm the expected marketplace and refresh behaviour.

6. Review plan and billing limits

   Ensure usage allowances support the team, feeds and automations you intend to run.