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Guidance for every YowSpare workflow

Find practical procedures for configuring your organization, controlling access, managing inventory, completing procurement workflows, and resolving operational issues.

Common workflows

Start with the procedures most teams need during onboarding and daily stock operations.

Create an organization and first agencyEstablish the business workspace that owns users, permissions, and stock operations.Receive stock and allocate it to binsPost an accepted receipt to stock, then distribute quantities across warehouse bins.Process an internal stock requestConnect employee demand, administrator approval, and the final warehouse issue.

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15 articles

Getting startedCreate an organization and first agencyEstablish the business workspace that owns users, permissions, and stock operations.

Procedure

  1. 1.Create the owner account and complete the required identity or MFA verification when prompted.
  2. 2.Enter the organization's official name and operational information during onboarding.
  3. 3.Open Enterprise settings to verify the organization profile, logo, and global configuration.
  4. 4.Create the first agency before configuring departments, warehouses, or agency-specific stock.
  5. 5.Confirm that the organization and agency selectors show the expected active context.
Getting startedPrepare YowSpare for operational useA practical sequence for moving from an empty workspace to controlled inventory operations.

Procedure

  1. 1.Define agencies, departments, and organization settings.
  2. 2.Create roles using the minimum read and write permissions required for each job.
  3. 3.Invite users and verify their agency, department, role, and active status.
  4. 4.Create product categories, products, suppliers, warehouses, racks, and bins.
  5. 5.Test one complete flow from purchase or request through approval, receipt, and stock movement.
  6. 6.Verify reports and exports before relying on the workspace for production records.
People and accessInvite users and assign responsibilitiesAdd employees without exposing internal identifiers or granting excessive access.

Procedure

  1. 1.Create or select the department, agency, and role that the employee needs.
  2. 2.Open Users or the Admin console and start the invitation workflow.
  3. 3.Enter the employee's business identity and email, then select assignments by their display names.
  4. 4.Review read and write permissions before sending or saving the invitation.
  5. 5.Ask the employee to complete account activation and sign in with the invited email.
  6. 6.Verify the employee record shows user, role, agency, department, and join information after activation.
People and accessUnderstand read and write permissionsUse roles to control actions while preserving a coherent application workspace.

Procedure

  1. 1.Read permission allows the role to open and inspect the corresponding business area.
  2. 2.Write permission allows supported create, update, delete, approve, or operational actions in that area.
  3. 3.Organization ownership and administrator authority can grant broader management access when returned by the backend session.
  4. 4.After changing a role, ask the affected user to refresh the session or sign in again so updated authorities are loaded.
  5. 5.Test the role with a non-administrator account before assigning it broadly.
Inventory and warehouseBuild the product catalogCreate structured categories and products with usable stock parameters and images.

Procedure

  1. 1.Create product categories before adding products that depend on them.
  2. 2.Add a product with a clear name, reference, category, unit, and minimum or maximum thresholds when applicable.
  3. 3.Save the product before uploading its image so the file can be attached to a stable product identifier.
  4. 4.Confirm the category, thresholds, image, and update information appear in catalog and detail views.
  5. 5.Use edit or delete only when the signed-in role has the corresponding Products write authority.
Inventory and warehouseReceive stock and allocate it to binsPost an accepted receipt to stock, then distribute quantities across warehouse bins.

Procedure

  1. 1.Create the receipt from the relevant purchase order or approved incoming-stock record.
  2. 2.Enter accepted quantities and save the receipt before posting it to stock.
  3. 3.Post the receipt once; wait for a success confirmation before refreshing or retrying.
  4. 4.Open the received product's inventory details and choose the target warehouse bins.
  5. 5.Split the available quantity across multiple bins when needed, ensuring allocations do not exceed available stock.
  6. 6.Verify the total quantity and each bin position in the inventory detail and warehouse map.
Inventory and warehouseConfigure the warehouse layoutOrganize racks by category and use the map to locate stocked items.

Procedure

  1. 1.Select the active agency and warehouse before editing the layout.
  2. 2.Create or verify racks and bins using stable operational labels such as A, B2, or C3.
  3. 3.Assign a product category to each rack where category zoning is required.
  4. 4.Save the rack-category assignment so the shared backend layout is visible to other authorized users.
  5. 5.Select a bin on the warehouse map to inspect its exact rack, level, position, items, and quantities.
Procurement and workflowsMove from supplier quotation to receiptKeep supplier, quotation, purchase order, and receipt records connected.

Procedure

  1. 1.Create and verify the supplier's identity, email, address, and contact information.
  2. 2.Create the quotation with products, quantities, prices, currency, and applicable taxes such as AIR or IR when configured.
  3. 3.Validate the quotation and create or associate the resulting purchase order.
  4. 4.Use the purchase order to prepare the receipt, recording accepted and rejected quantities accurately.
  5. 5.Post the saved receipt to stock, then complete warehouse bin allocation from inventory details.
Procurement and workflowsProcess an internal stock requestConnect employee demand, administrator approval, and the final warehouse issue.

Procedure

  1. 1.The requesting employee signs in under the correct organization and agency context.
  2. 2.From Internal Requests, the employee selects the required product, quantity, reason, and destination information.
  3. 3.A user with approval authority reviews the pending request and approves or rejects it with an operational note.
  4. 4.After approval, an authorized warehouse user opens the request and verifies available stock and source bin.
  5. 5.Complete the issue or stock movement and confirm the request and inventory histories reflect the operation.
Offline and mobileWork safely with intermittent connectivityUnderstand which data is local and when a record becomes authoritative.

Procedure

  1. 1.Load the required workspace while connected before moving into an unreliable network area.
  2. 2.Treat offline views as potentially outdated because another user may change shared stock remotely.
  3. 3.Record only actions supported by the current offline workflow; unavailable actions must wait for connectivity.
  4. 4.After reconnecting, keep the application open until queued changes finish synchronizing.
  5. 5.Review conflicts, rejected operations, quantities, and timestamps before continuing dependent work.
Offline and mobileProtect data stored on a deviceReduce exposure from local sessions, drafts, and cached operational records.

Procedure

  1. 1.Use a managed device protected by a strong screen lock and current security updates.
  2. 2.Do not share browser profiles between employees who have different YowSpare permissions.
  3. 3.Sign out when work is complete, especially on a temporary or shared workstation.
  4. 4.Clear the site's application data before transferring, disposing of, or repurposing a device.
  5. 5.Report a lost device or exposed session to the organization administrator and support immediately.
TroubleshootingResolve sign-in and network errorsSeparate credential, authorization, routing, and connectivity failures before retrying.

Procedure

  1. 1.Confirm the account email, password, activation status, and MFA step are correct.
  2. 2.A 401 response means the request reached a service but valid authorization was not accepted.
  3. 3.A 404 response usually means the requested route is unavailable at the address being called.
  4. 4.A 502 response usually means the frontend proxy could not obtain a valid response from the upstream service.
  5. 5.For Network request failed, verify internet access, the deployed backend address, DNS, TLS, firewall, and VPN or proxy settings.
  6. 6.Record the failing URL, status, timestamp, and request ID before contacting support. Never send a password or API key.
TroubleshootingFix missing organization or agency contextRestore the business headers required by organization-scoped API operations.

Procedure

  1. 1.Check that the signed-in account belongs to the expected organization.
  2. 2.Select the organization and agency used by the record you want to open or modify.
  3. 3.Refresh the page after changing context so new requests include the selected identifiers.
  4. 4.If the selector is empty, ask an administrator to verify membership and agency assignment.
  5. 5.Sign out and sign in again if the session still carries an old organization context.
TroubleshootingVerify an uploaded imageCheck profile photos, organization logos, and product images from upload through display.

Procedure

  1. 1.Use a supported image file and wait until the upload operation reports completion.
  2. 2.Save the profile, organization, or product record after the file is uploaded when a separate save action is shown.
  3. 3.Refresh the page and inspect both the detail view and the related list or sidebar.
  4. 4.If an old image remains, sign out and back in or clear the site's cached files after confirming the server record was updated.
  5. 5.When reporting the issue, include the record type and ID, but do not include an authentication token.
TroubleshootingPrepare a useful support reportProvide enough diagnostic context for a reproducible and secure investigation.

Procedure

  1. 1.Describe the expected result and what actually happened.
  2. 2.List the exact steps that reproduce the issue and whether it happens consistently.
  3. 3.Include the page, failing API path, HTTP status, timestamp with timezone, and request ID.
  4. 4.Provide the organization and agency names, user role, browser or app version, and network type.
  5. 5.Attach a screenshot with sensitive information removed.
  6. 6.Never send passwords, MFA codes, access tokens, API keys, client secrets, or complete confidential records.

Need assistance from the YowSpare team?

Send a concise diagnostic report for technical or operational issues. Response targets depend on your subscription plan or Order Form.

Do not send passwords, MFA codes, access tokens, API keys, or client secrets.

Email supportContact the team

tdjotio@gmail.com