Supplier Portal Guide

Everything you need to know about running your work through the DC Apparel supplier portal — from the moment you sign in through submitting invoices for payment.

The short version Sign in with your email. See only your orders. Update status as you work through each order. Submit an invoice with a PDF when it ships. Get paid.

Signing In

You have a personal account tied to your email address. When you sign in at dashboard.doneciascrafts.com, you'll only ever see orders assigned to your vendor account — no one else's work is visible to you.

The portal lives at /supplier.html. After signing in you land straight on the Dashboard tab.

Tabs — What Each One Shows

🏠Dashboard

Your landing page. Four attention tiles across the top (Overdue, Due this week, Ready to ship, Awaiting payment) followed by your next 7 upcoming orders sorted by due date. Start here every day.

📅Schedule

All your open orders grouped by when they're due — Overdue, Today, This week, Next week, Later, No due date. This is your production calendar.

🎨Custom

Only custom orders (design + fulfillment), grouped by stage. Use this to focus specifically on custom work.

📦Inventory

Only inventory purchase orders (bulk restock), grouped by status. Focus on inventory-only work here.

🔍Quality

Quality issues tied to your orders — defects, shortages, wrong sizes. Tap any ticket to see photos and add your response.

⚠️Grief

Orders that are held up. Any order with a reported defect, shortage, or unresolved quality ticket shows here with context on what's blocking it. Fix these to unstick production.

🖼️Mock Ups ↗

Opens the Mock Up Catalog and Drive folders for each HBCU school. Reference designs for every order you're working on.

💰Payments

Invoice + payment ledger. See what's outstanding (unpaid), overdue, and paid to date. Every invoice you've submitted lives here with its payment status.

📋All Orders

Combined view of every order (custom + inventory). Use this when you want to search across everything at once.

Working an Order

Tap any order card from any tab to open the detail view. You'll see everything about that order:

Order ID, product name, due date, and current status
Sizes and quantities
Linked Mock Ups — designs Donecia has attached to this order
Mockups & design files — additional images or specs uploaded on the order
Invoice section (see below)
Status update buttons
Tracking number and ETA fields
Notes field for anything you want to communicate

Updating Status

Under Update status, tap the status button that reflects where the order is now. Common statuses:

Order Received — you've seen it, planning production
In Production — currently being made
Quality Check — done producing, running final checks
Packed — packed and ready for pickup
Ready to ship — ready to hand off to carrier
Shipped — in transit

When you tap Submit update, Donecia gets a push notification and email so she knows the order moved forward.

Ready to ship = payment cue Marking an order Ready to ship sends Donecia an alert. Combined with your submitted invoice, that's her cue to pay you and release the shipment.

Submitting an Invoice

On every order there's an Invoice section. Fill it in when you're ready to bill for the work.

1. Amount ($) — required

The total you're charging for this order. Must be greater than zero.

2. Invoice PDF (recommended)

Tap 📎 Choose PDF file and pick your invoice PDF from your device. Max 10 MB. Once picked, you'll see "✓ [filename] will upload on submit."

3. Payment link (optional)

If you have a hosted payment page — a Zelle QR code URL, PayPal invoice, Stripe link — paste it here. Donecia can tap it to pay you directly. Skip if you'd rather she wire the funds after checking with you.

4. Notes (optional)

Line item breakdown, terms, any context she should know before paying. Free-form.

5. Submit invoice

Tap the green Submit invoice button. Your PDF uploads to secure storage. Donecia gets an email with the invoice attached and links to the payment options.

Editing after submission As long as no payment has been logged yet, you can update the invoice (change amount, replace the PDF, add notes). Once Donecia logs any payment, the invoice becomes read-only. If something's wrong at that point, message her directly.

Payment Status Badges

Every invoice on the Payments tab has one of these three badges:

OUTSTANDING Invoice submitted, no payments logged yet. If the due date has passed, this becomes OVERDUE and appears in your Overdue summary tile.

PARTIAL Some payments have been logged but the invoice isn't fully covered yet. The remaining balance shows on the card.

PAID Total payments logged meet or exceed the invoice amount. You're paid in full for this order.

Due Date Colors

Across the Dashboard and Schedule tabs, cards have a colored bar on the left indicating urgency:

OVERDUE Red bar. Due date has passed. Prioritize immediately.

DUE THIS WEEK Amber bar. Due in the next 7 days. Schedule production this week.

LATER Grey / no bar. More than a week out. Plan around it.

Quality Tickets

If Donecia reports a defect, shortage, or wrong-sized item, a Quality ticket is created and linked to the affected order. You'll see it in:

Quality tab — dedicated list of all your tickets
Grief tab — the affected order shows up there with ticket details
Order detail — the ticket count appears at the top when you open the order

Tap any ticket to see photos, quantity affected, and the requested resolution. Resolve it by responding through the ticket (make it right, credit the invoice, replace the piece — whatever the two of you agree on).

Notifications

Look for the 🔔 bell in the header. It shows unread alerts when:

A new order is assigned to you
Donecia updates something on one of your orders
A quality issue is opened on one of your orders
A payment is logged against one of your invoices

Tap the bell to see the list. Tap any item to jump straight to the relevant order.

Emails You'll Receive

You'll receive automated emails from vendors@doneciascrafts.com for a few specific events. Here's what to expect:

📥 New order assigned

Fires when Donecia creates a new order (custom or inventory) and assigns it to your vendor account. Includes the order name, quantity, due date, and a link to open it in the portal.

What to do: Open the order, review the mockup and sizes, update status to "Order Received" so Donecia knows you've got it.

💰 Payment received

Fires when Donecia logs a payment against one of your invoices. You'll see the payment amount, method (wire / credit card), reference number, and remaining balance.

What to do: Confirm receipt on your end. If it's paid in full, ship the order.

🔍 Quality issue reported

Fires when Donecia opens a defect, shortage, or wrong-size ticket on one of your orders. Includes ticket details, photos when available, and a link to respond.

What to do: Open the ticket in the Quality tab, view the photos, and respond with your resolution.

📅 Monday weekly check-in

Fires every Monday morning at 8am Central, only if you have open orders with us. It's a friendly recap listing every open PO, flagging any without an ETA, and asking for a quick status update on each.

What to do: Reply to the email with a one-line status per order, or update statuses in the portal. If everything is already on track and reflected in the portal, no reply needed.

⚠️ Overdue — no ETA (urgent)

Fires once per order when the due date has passed and there is no ETA on file. Amber urgency header. Includes the order info and how many days overdue.

What to do: Reply the same day with a firm ETA, a status update, or let us know if there's a blocker on your end. This alert only fires ONE time per order — no daily nagging.

🚨 A week overdue — no tracking (critical)

Fires once per order when it's 7+ days past due AND there is no tracking number on file. Red critical header. Directly asks for tracking, a firm ship date, or a refund/replacement plan.

What to do: Respond the same day. This is the most serious tier — customers are actively waiting on their orders. If you don't respond, Donecia will follow up directly by phone or text.

🔐 Sign-in security

You may receive password reset or account verification emails from noreply@supabase.co. These come from the login system and are only sent when you request them — never unsolicited.

What to do: Follow the link in the email to reset your password. If you didn't request it, ignore it.

How often will I hear from the system? The proportionate ladder is: routine Monday recap → one-time urgent alert if an order goes overdue without an ETA → one-time critical alert if it hits a week late with no tracking. No daily spam. Each escalation fires ONCE per order per condition — if you update the info, the alert stops.

Not seeing emails? Check your spam / promotions folder for messages from vendors@doneciascrafts.com. Add that address to your contacts so future notifications land in your inbox. You can also opt out of specific categories using the ⚙️ Preferences button in the portal's notification bell.

Notification Preferences

Not every notification is equally important. You can choose which types to receive by tapping the 🔔 bell in the portal, then the ⚙️ gear icon in the dropdown header.

Recommended (on by default):

New orders assigned to you
Payment received (invoice paid in full)
Quality issues on your orders

Optional (off by default):

Order edits by owner (informational)
Partial payments (you'll still get the final "paid in full" alert)
Urgency reminders (already visible on your Dashboard tab)

Your preferences save per-account and sync across your devices.

Support

Something not working? Have a question that's not answered here?

Email donecia@doneciascrafts.com directly. Include a screenshot if it's a bug — that's the fastest way to get it fixed.