No @mention免 @mention
Group and DM direct trigger群聊 / 私聊直接触发
RestoSuite · Implementation · Inventory Purchase/Inbound/Outbound SOPRestoSuite · 实施 · 采购出入库管理 SOP
Inventory SOP采购出入库管理
v9.1 — 2026-04-16 · Lark Bot Ava Agent Workflow飞书机器人 Ava 智能体工作流
📦 Inventory SOP库存管理 SOP
Purchase · Inbound · Outbound · Swap · Warranty采购 · 入库 · 出库 · 换货 · 保修
✅ Live since 2026-04-162026-04-16 起上线
v9.1 — 2026-04-16 · Outbound requestor updated to "Any implementation team member"出库申请人更新为"实施团队任意人员"
System Architecture系统架构
4-Flow Trigger Words · Status Flow四大流程触发词 · 状态流转
01
Lark Group / DM → WebSocket → Ava (AI Agent) → sessions.json
↓
Lark Bitable (Main Database)
↓
Webhook :9988 (Approval Callbacks)
↓
Group Notifications
飞书群聊 / 私聊 → WebSocket → Ava（AI Agent）→ sessions.json 状态机
↓
Lark Bitable（主数据库）
↓
Webhook :9988（审批回调）
↓
群消息通知
✅ No @mention required (Live since 2026-04-16) — Send trigger word directly免 @mention（2026-04-16 起上线）— 直接发消息即可触发
4-Flow Trigger Words四大流程触发词
| Flow流程 | Trigger Words触发词 | Initiated By发起人 | Status写入状态 |
|---|---|---|---|
| Purchase采购 Purchase Entry采购录入 |
Purchase Entry采购录入Purchase采购purchase采购Log Purchase录入采购New Purchase新采购 | 许海燕 (primary)（主） · Hubert/Mia (backup)（备） | In Transit在途 |
| Inbound入库 Inbound Confirmation入库确认 |
Inbound Confirm入库确认Inbound入库Receive收货Arrival Confirm到货确认inbound入库 | Gladys · Mia · Vivian · Hubert (backup)（备用） | In Stock在库 |
| Outbound出库 Outbound Request出库申请 |
Outbound Request出库申请Outbound出库outbound出库Request Outbound申请出库 | Any implementation team member实施团队任意人员 Gladys · Mia · Chin Eng · Javier · Vivian · Vincent |
Pending → Deployed |
| Swap换货 Swap Request换货申请 |
Swap Request换货申请Swap换货swap换货Device Faulty设备损坏Repair/Swap维修换货 | Any implementation team member实施团队任意人员 | Faulty + Deployed |
Inventory Status Flow库存状态流转
Purchase → In Transit → Inbound → In Stock → Outbound → Deployed
↓ Fault
Faulty → Under Repair → Written Off
采购 → 在途 → 入库 → 在库 → 出库 → 已出库
↓ 故障
故障 → 维修中 → 报废
Purchase Entry采购录入
Conversation flow & rules采购录入流程 · 对话流程与规则
02
Trigger Words触发词
Purchase Entry采购录入Purchase采购purchase采购Log Purchase录入采购New Purchase新采购
Conversation Flow (DM)对话流程（私聊）
许海燕purchase采购录入
Ava📥 Starting purchase entry! Select product model:
📥 开始采购录入！请选择产品型号：
1. iPad Pro 11" 2. Sunmi T2s Mini 3. Sunmi V2 Pro ...
📥 开始采购录入！请选择产品型号：
1. iPad Pro 11" 2. Sunmi T2s Mini 3. Sunmi V2 Pro ...
许海燕1,2
AvaiPad Pro 11" — Enter serial numbers, one per line:请输入序列号，每行一个：
许海燕SN001
SN002
SN002
Ava✅ 2 SNs recorded. Any other models?已记录 2 个序列号。还有其他型号吗？
许海燕No没有
AvaPO / POF number? (Required)PO / POF 单号？（必填）
许海燕PO-2026-088
AvaUnit price? e.g. 620 USD or 850 SGD单价？例如 620 USD 或 850 SGD
许海燕620 USD
Ava✅ Confirmation card sent
→ Group receives purchase notification card确认卡片已发
→ 群收到采购通知卡片
→ Group receives purchase notification card确认卡片已发
→ 群收到采购通知卡片
Rules规则
| PO / POF NumberPO / POF 采购单号 | Required必填 Cannot be delayed不可滞后 |
| Serial Numbers序列号 | Required必填 Known at payment付款时已知 |
| Unit Price单价 | Required必填 USD auto-converted to SGDUSD 自动换算为 SGD |
| Invoice No.发票号 | Optional选填 Finance can add later财务后补 |
| Default Warehouse默认库房 | SG-Warehouse |
| Status After写入状态 | In Transit在途 |
| Partial Entry部分填写 | Ava keeps reminding until completeAva 持续提醒直到填完 |
| Approval审批 | Not required不需要 |
Inbound Confirmation入库确认
Verify & update location入库确认流程 · 核验并更新库房
03
Trigger Words触发词
Inbound Confirm入库确认Inbound入库Receive收货Arrival Confirm到货确认inbound入库
Conversation Flow (DM)对话流程（私聊）
Vivianinbound入库确认
Ava Which shipment arrived? Enter POF number:哪批货到了？请输入 POF 号码：
VivianPOF-2026-001
AvaFound:找到：Sunmi T2s Mini × 3 (SN001, SN002, SN003) · SG-Warehouse
Confirm inbound?确认入库？
Confirm inbound?确认入库？
VivianConfirm确认
Ava✅ 3 units inbound — In Stock3 台已入库 → 在库
Change Individual Location修改单台库房
GladysChange SN001 location to SG-Office修改 SN001 为 SG-Office
Ava✅ SN001 updated to SG-OfficeSN001 已更新为 SG-Office
Same batch, different locations: confirm first, then send individual change messages同批货不同库房：先确认入库，再逐一发消息修改
Authorised Users权限
Gladys · Mia · Vivian · Hubert (backup)（备用）
Outbound Request出库申请
Two-step approval & emergency出库申请流程 · 两步式审批与紧急出库
04
Trigger Words触发词
Outbound Request出库申请Outbound出库outbound出库Request Outbound申请出库Shipment Request发货申请
Any implementation team member实施团队任意人员
Gladys · Mia · Chin Eng · Javier · Vivian · Vincent
Gladys · Mia · Chin Eng · Javier · Vivian · Vincent
Two-Step Approval Flow两步式审批流程
① Requestor submits申请人提交 — Fill: Merchant · Invoice No · Date · Warehouse · Model + Qty填写：商家 · 发票号 · 日期 · 库房 · 型号 + 数量
No serial numbers yet序列号此时不填 Invoice required发票必填
No serial numbers yet序列号此时不填 Invoice required发票必填
↓
② Approval card sent to group审批卡片发到群
@ Mia + Hubert — either one approves任意一人通过
Card updates real-time: green = approved, red = rejected卡片实时更新颜色：绿 = 通过，红 = 驳回
@ Mia + Hubert — either one approves任意一人通过
Card updates real-time: green = approved, red = rejected卡片实时更新颜色：绿 = 通过，红 = 驳回
↓ Approved批准
③ Base creates Pending record自动创建 Pending 记录
Stock count deducted · Physical delivery can proceed库存扣减 · 实物可出库
Stock count deducted · Physical delivery can proceed库存扣减 · 实物可出库
↓
④ Same requestor fills serial numbers同一申请人补填序列号
Must be completed by same person · 24h有始有终，不可转他人 · 24小时内
Must be completed by same person · 24h有始有终，不可转他人 · 24小时内
↓
⑤ Status → Deployed状态 → 已出库 ✅
Warranty expiry auto-written = outbound date + 1 year保修到期日自动写入 = 出库日 + 1 年
Warranty expiry auto-written = outbound date + 1 year保修到期日自动写入 = 出库日 + 1 年
Approval Notification Template审批通知模板
✅ [Approved审批通过] Outbound Request出库申请 #OUT-2026-001
Request date · ⏰ Approval time · 👤 Approver申请日期 · ⏰ 审批时间 · 👤 审批人
🏪 Merchant:商家：Happy Lamb Hot Pot
👤 Requestor:申请人：Gladys
📄 Invoice No.:发票号：INV-2026-0315
📍 Warehouse:库房：SG-Office
Devices:设备：iPad × 2 · Sunmi T2s × 1
Warranty:保修：Auto 1 year from outbound · Extended — contact Mia出库起自动 1 年 · 延保 — 联系 Mia
⚠️ Fill serial numbers within 24h24 小时内补填序列号 · 📌 @Gladys
Timeout Reminders超时提醒
| 24h after approval审批通过 24 小时 | Auto-remind requestor自动提醒申请人 |
| 48h after approval审批通过 48 小时 | Escalate to Mia升级通知 Mia |
Emergency Outbound紧急出库
Physical delivery first, submit retrospective within 24h先出库，24 小时内补单
Type:类型：Emergency Retrospective紧急补单
Sales Person:销售：Kenneth Tan Required必填
Note:备注：Retrospective — delivered 2026-04-14补单，已于 2026-04-14 紧急出库
Swap / Replacement换货 / 替换
Warranty check & device status换货申请流程 · 保修判断与设备状态
05
Trigger Words触发词
Swap Request换货申请Swap换货swap换货Device Faulty设备损坏Repair/Swap维修换货
Warranty Check Logic (Ava auto-query)保修判断（Ava 自动查询）
✅ In warranty · Natural fault在保 · 自然故障
Free swap · No invoice免费换货 · 无需发票
New warranty = remaining period新保修 = 原剩余期限
Free swap · No invoice免费换货 · 无需发票
New warranty = remaining period新保修 = 原剩余期限
⚠️ In warranty · Customer damage在保 · 人为损坏
Paid swap · Invoice required付费换货 · 需发票
New warranty recalculated保修期重新计算
Paid swap · Invoice required付费换货 · 需发票
New warranty recalculated保修期重新计算
❌ Out of warranty已过保 — Paid swap · Invoice required · New warranty from outbound date付费换货 · 需发票 · 保修期自出库日重新计算
↓ All 3 cases: Mia or Hubert approves三种情况均需 Mia 或 Hubert 审批
Requestor fills new device SN申请人补填新设备序列号
↓
Old device旧设备
→ Faulty故障 · Damage reason + linked new SN记录损坏原因 · 关联新序列号
New device新设备
→ Deployed已出库 · Warranty auto-written保修自动写入
Device Status Flow维修状态
In Stock / Deployed在库 / 出库
In Stock Deployed
Faulty故障
Faulty
Under Repair维修中
Under Repair
Written Off报废
Written Off
Warranty Management保修管理
Auto reminders & invoice format自动提醒与发票规范
06
Warranty Fields (Added to Base)保修字段（已新增至 Base）
| Field字段 | Description说明 |
|---|---|
| Warranty Start Date Warranty Start Date保修开始日期 | = Outbound date, auto-filled= 出库日，自动填入 |
| Warranty Period Warranty Period保修年限 | 1 Year / 2 Years / 3 Years |
| Warranty Expiry Warranty Expiry保修到期日 | Auto-calculated自动计算 |
| Extended Warranty Type Extended Warranty Type延保类型 | Standard / Professional / Enterprise |
| Warranty Status Warranty Status保修状态 | In Warranty · Expiring Soon (30d) · Expired — Auto在保 · 即将到期（30天）· 已过期 — 自动 |
Auto Reminders (Cron live)自动提醒（Cron 已上线）
30 days before expiry到期前 30 天
Notify Mia · CC sales通知 Mia · 抄送销售
On outbound出库时
1-year warranty until YYYY-MM-DD. Extended — contact Mia1 年保修至 YYYY-MM-DD。延保请联系 Mia
Invoice Warranty Format发票保修规范
Hardware:硬件：SUNMI D3Pro × 1 · SGD 499.00
Warranty:保修：Standard 1 Year (expires 2027-04-14)
If extended:如有延保：
Extended:延保：Professional +2 Years · SGD 59.88
Total:总保修：3 Years (expires 2029-04-14)
🔮 Sophia completes CRM → warranty links to customer profilesSophia 完成 CRM 后，保修关联客户档案
Daily Summary每日汇总
Daily 09:00 summary · Follow-up & filter views每日 09:00 汇总 · 待办与筛选视图
07
Outbound Follow-up出库补填待办 — 2026-04-15
🔴 Missing Serial Numbers (Required)待补序列号（必填）
REQ-134820 | Yuen Kee | D3Pro × 4
REQ-134821 | McDonald's | iPad × 2
REQ-134821 | McDonald's | iPad × 2
🟡 Missing Invoice待补发票
REQ-134810 | RestoSG | Kiosk × 1
Base Filter Views (Created)筛选视图（已建）
🔴 Pending Serial Numbers待补序列号
Status = Pending · SN empty状态 = Pending · 序列号为空
🟡 Pending Invoice待补发票
Invoice empty · Status Pending/Deployed发票为空 · 状态 Pending/Deployed
Invoice Fill-in Format发票补填格式
Fill Invoice:补填发票：REQ-20260415-134820 INV-2026-088
Status & System Config状态与系统配置
Live features & pending items已上线功能与待处理项
08
Data Overview数据概览
1,468
Total SNs序列号总数
855
Deployed已出库
613
In Stock在库
173
⏳ Pending finance待财务处理
Live Features已上线功能
✅
✅
Webhook · Approval cards · Dual-updateWebhook · 审批卡片 · 双向更新
46.225.123.230:9988
✅
Purchase entry采购录入
Multi-model · In Transit · Group notification card多型号 · 在途 · 群通知卡片
✅
Outbound approval出库审批
Two-step · Pending buffer · Full group message template两步审批 · Pending 缓冲 · 完整群消息模板
✅
Swap / replacement flow换货流程
3 warranty scenarios · Auto status update3 种保修场景 · 自动状态更新
✅
Warranty auto-write · Daily summary · Expiry reminders保修自动写入 · 每日汇总 · 到期提醒
✅
110 inbound dates backfilled110 条入库日期回填
Pending待处理
⏳
Lark Open Platform — Publish version飞书开放平台 — 发版
All trigger words go live after publish发版后所有触发词生效
⏳
173 records missing inbound date173 条缺入库日期
Pending Hubert's financial docs等 Hubert 财务资料
⏳
421 records missing serial numbers421 条缺序列号
Pending 许海燕 backfill等许海燕补录
🔮
Plan C — CRM IntegrationPlan C — CRM 集成
Pending Sophia's CRM Base等 Sophia 的 CRM Base
System Config底层配置
| No @mention免 @mention | require_mention: false |
| Group open policy群聊开放 | FEISHU_GROUP_POLICY=open |
| USD/SGD rateUSD/SGD 汇率 | Config table in Bitable · editable anytimeBitable 配置表 · 随时可改 |
| Webhook | 46.225.123.230:9988 · Running运行中 |
Team Roles团队分工
Responsibilities & warehouses职责与库房总览
09
| Person人员 | Flow流程 | Responsibilities职责 |
|---|---|---|
| 许海燕 Procurement采购 | Purchase | Trigger purchase entry · Model/SN/POF/price发触发词录入采购 · 型号/序列号/POF/价格 |
| Gladys | Inbound Outbound | Inbound confirm · Raise outbound/swap · Fill SNs · Daily follow-up入库确认 · 发起出库/换货 · 补填序列号 · 每日跟进 |
| Mia | Inbound Outbound Approver | Inbound confirm · Raise/approve outbound/swap · Warranty follow-up入库确认 · 发起/审批出库/换货 · 保修跟进 |
| Vivian | Inbound Outbound | Inbound confirm · Raise outbound/swap入库确认 · 发起出库/换货 |
| Vincent | Outbound | Raise outbound/swap · Physical delivery · Warehouse transfer发起出库/换货 · 实物交付 · 仓库调拨 |
| Chin Eng / Javier | Outbound | Raise outbound/swap requests发起出库/换货申请 |
| Hubert | Approver审批 | Approve outbound/swap · Provide financial docs审批出库/换货 · 提供财务资料 |
| Sales Team销售 | — | Provide Invoice No. only — cannot initiate requests仅提供发票号 — 不可发起申请 |
| Sophia | 🔮 CRM | Build CRM Base · Warranty linkage搭建 CRM Base · 保修联动 |
| Ava (AI Agent) | All全程 | Listen · Guide · Write to Base · Approval cards · Warranty · Daily summary监听 · 引导 · 写入 Base · 审批卡片 · 保修 · 每日汇总 |
Warehouses库房
SG-Warehouse 新加坡仓库
Default for purchase & inbound采购入库默认 · ↔ SG-Office
SG-Office 新加坡办公室
Default for historical records历史记录默认 · ↔ SG-Warehouse