Structured Fabric
Sample Tracking
Not a spreadsheet with columns. Not a form that accepts any text. Every field in SampleLedger is typed, validated, and connected — so your sample library stays consistent at any scale.
The sample data model
Every sample record contains these fields, grouped by purpose.
Identity
Unique within your organisation. Auto-generated or manually entered. Cannot be duplicated.
Selected from your organisation's master table. Ensures consistent categorisation.
Defaults to today. Editable. Stored for filtering and audit.
Construction
The warp yarn specification — count and fibre type.
The weft yarn specification — count and fibre type.
Numeric. Defines warp density.
Numeric. Defines weft density.
Numeric. Primary weight measure.
Numeric. Derived from GSM and width.
58", 36", or custom value.
Composition
Structured object: each fibre type with its percentage. Percentages must sum to 100%. Examples: Cotton 100%, Polyester 65% + Cotton 35%, Wool 50% + Polyester 30% + Viscose 20%.
Classification
Selected from master table. Examples: plain, stripe, check, dobby.
Selected from master table. Examples: plain, twill, satin, jacquard.
Selected from master table.
Multi-select. Options: handloom, newInquiry, warpChange, weftChange, yarnDyed, topDyed, pieceDyed.
Variants
Selected from master table. Each colour variant is a child record of the sample.
Unique per variant. Auto-generated or manual.
Auto-calculated: the count of attached colour variants.
Pricing
Indicative price per metre at 58" width.
Indicative price per metre at 36" width.
Validation rules that matter
Blend must sum to 100%
If you enter 60% polyester and 35% cotton, SampleLedger will reject the record until the remaining 5% is accounted for. Blend composition is precise by requirement, not by convention.
Design numbers are unique per organisation
Two samples cannot share a design number within your organisation. This rule is enforced at the database level, not just the form level.
Variety stays in sync
The variety field reflects the actual count of colour variants. Adding or removing a colour variant updates the variety count automatically. It cannot be manually set to an incorrect value.
MPN uniqueness within a sample
No two colour variants of the same sample can share an MPN. Auto-generation guarantees uniqueness; manual overrides are validated.
Search and filter
Search across all samples by:
Filter by:
Results are real-time and cross-field: find all samples with cotton > 50% and GSM between 120–180.
Audit trail
Full snapshots on every action
Every create, update, and delete writes a full snapshot of the sample at that point in time.
Immutable audit records
Snapshots cannot be edited after they are written.
Soft delete
Deleting a sample marks it as deleted without removing the data. The record and its full history are preserved.
Restore
Any soft-deleted sample can be restored to active status with its full history intact.
If a buyer disputes a spec, you can show exactly what the record contained on any given date.
Frequently asked questions
What fibre types can I use in the blend?
Any fibre type. SampleLedger's blend model supports any number of fibre components as long as they sum to 100%. Common fibres: Cotton, Polyester, Viscose, Wool, Linen, Nylon, Acrylic, Silk. You can define your own fibre labels.
Can I import existing sample data from Excel?
Data migration is part of the onboarding setup. Contact us to discuss your existing data structure and we will help migrate your records.
Can I track the same design number from two different mills?
Design numbers are unique within your organisation. If you source the same design from two mills, best practice is to assign distinct design numbers with a suffix (e.g., 1234-A and 1234-B) to distinguish them.
How do type tags work?
Type tags are a multi-select array. A single sample can be tagged as both 'yarnDyed' and 'newInquiry'. You can filter your sample library by any combination of type tags.
Is there a limit on how many colour variants a sample can have?
No limit. A sample can have as many colour variants as needed. Each variant gets its own MPN, sticker, and public spec page.
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