RestoSuite · Implementation · 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

📦 Inventory SOP Purchase · Inbound · Outbound · Swap · Warranty ✅ Live since 2026-04-16

v9.1 — 2026-04-16 · Outbound requestor updated to "Any implementation team member"

System Architecture

系统架构 · 4-Flow Trigger Words · Status Flow

Lark Group / DM → WebSocket → Ava (AI Agent) → sessions.json 飞书群聊 / 私聊 → WebSocket → Ava（AI Agent）→ 状态机 ↓ Lark Bitable (Main Database 主数据库) ↓ Webhook :9988 (Approval Callbacks 审批回调) ↓ Group Notifications 群消息通知

✅ No @mention required 免 @mention（Live since 2026-04-16）— Send trigger word directly / 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 采购录入	采购录入采购purchase录入采购新采购	许海燕（主）· Hubert/Mia（备）	In Transit 在途
Inbound 入库确认	入库确认入库收货到货确认inbound	Gladys · Mia · Vivian · Hubert（备用）	In Stock 在库
Outbound 出库申请	出库申请出库outbound申请出库	实施团队任意人员 Gladys · Mia · Chin Eng · Javier · Vivian · Vincent	Pending → Deployed
Swap 换货申请	换货申请换货swap设备损坏维修换货	实施团队任意人员	Faulty + Deployed

Inventory Status Flow 库存状态流转

Purchase 采购 → In Transit 在途 → Inbound 入库 → In Stock 在库 → Outbound 出库 → Deployed 已出库 ↓ Fault 故障 Faulty → Under Repair 维修中 → Written Off 报废

Purchase Entry

采购录入流程 · Conversation flow & rules

Trigger Words 触发词

采购录入采购purchase录入采购新采购

Conversation Flow 对话流程 (DM 私聊)

许海燕采购录入 / purchase

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 ...

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

Ava✅ 2 SNs recorded. Any other models? / 还有其他型号吗？

许海燕没有 / No

AvaPO / POF number? (Required 必填)

许海燕PO-2026-088

AvaUnit price? e.g. 620 USD or 850 SGD / 单价？

许海燕620 USD

Ava✅ Confirmation card sent / 确认卡片已发
→ Group receives purchase notification card 群收到采购通知卡片

Rules 规则

PO / 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 SGD / 自动换算
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 complete / 持续提醒
Approval 审批	Not required / 不需要

Inbound Confirmation

入库确认流程 · Verify & update location

Trigger Words 触发词

入库确认入库收货到货确认inbound

Conversation Flow 对话流程 (DM 私聊)

Vivian入库确认 / inbound

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？

Vivian确认 / Confirm

Ava✅ 3 units inbound — In Stock / 3 台已入库 → In Stock

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-Office / SN001 已更新

Same batch, different locations: confirm first, then send individual change messages / 先确认入库，再逐一修改

Authorised Users 权限

Gladys · Mia · Vivian · Hubert (backup 备用)

Outbound Request

出库申请流程 · Two-step approval & emergency

Trigger Words 触发词

出库申请出库outbound申请出库发货申请

Any implementation team member 实施团队任意人员
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 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 / 实时更新颜色

↓ 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

↓

④ Same requestor fills serial numbers 同一申请人补填序列号
Must be completed by same person / 有始有终，不可转他人 · 24h

↓

⑤ Status → Deployed ✅
Warranty expiry auto-written = outbound date + 1 year / 保修到期日 = 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 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

⚠️ Fill serial numbers within 24h / 24小时内补填序列号 · 📌 @Gladys

Timeout Reminders 超时提醒

审批通过 24h	Auto-remind requestor / 自动提醒申请人
审批通过 48h	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

换货申请流程 · Warranty check & device status

Trigger Words 触发词

换货申请换货swap设备损坏维修换货

Warranty Check Logic 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
New warranty = remaining period / 新保修 = 原剩余

⚠️ In warranty · Customer damage
在保 · 人为损坏
Paid swap · Invoice required / 付费换货
New warranty recalculated / 重新计算

❌ Out of warranty 已过保 — Paid swap 付费 · Invoice required 需发票 · New warranty from outbound date 重新计算

↓ All 3 cases: Mia or Hubert approves / 三种情况均需审批

Requestor fills new device SN / 申请人补填新序列号

↓

Old device 旧设备

→ Faulty 故障 · Damage reason + linked SN / 记录原因 · 关联新SN

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

Warranty Fields 保修字段 (Added to Base 已新增)

Field 字段	Description 说明
Warranty Start Date 保修开始日期	= Outbound date, auto-filled / 出库日，自动填入
Warranty Period 保修年限	1 Year / 2 Years / 3 Years
Warranty Expiry 保修到期日	Auto-calculated / 自动计算
Extended Warranty Type 延保类型	Standard / Professional / Enterprise
Warranty Status 保修状态	In Warranty · Expiring Soon (30d) · Expired — Auto / 自动

Auto Reminders 自动提醒 (Cron live 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 Mia

Invoice Warranty Format 发票保修规范

Hardware 硬件：SUNMI D3Pro × 1 · SGD 499

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 profiles / CRM 完成后保修关联客户档案

Daily Summary

每日 09:00 汇总 · Follow-up & filter views

Outbound Follow-up 出库补填待办 — 2026-04-15

🔴 Missing Serial Numbers (Required) 待补序列号

REQ-134820 | Yuen Kee | D3Pro × 4
REQ-134821 | McDonald's | iPad × 2

🟡 Missing Invoice 待补 Invoice

REQ-134810 | RestoSG | Kiosk × 1

Base Filter Views 筛选视图 (Created 已建)

🔴 Pending Serial Numbers 待补序列号

Status = Pending · SN empty

🟡 Pending Invoice 待补发票

Invoice empty · Status Pending/Deployed

Invoice Fill-in Format 补填格式

Fill Invoice 补填：REQ-20260415-134820 INV-2026-088

Status & System Config

状态与系统配置 · Live features & pending items

Data Overview 数据概览

1,468

Total SNs 序列号

855

Deployed 已出库

613

In Stock 在库

173

⏳ Pending finance

Live Features 已上线功能

✅

No @mention 免@mention

Group and DM direct trigger / 群聊/私聊直接触发

✅

Webhook · Approval cards · Dual-update

46.225.123.230:9988

✅

Purchase entry 采购录入

Multi-model · In Transit · Group notification card

✅

Outbound approval 出库审批

Two-step · Pending buffer · Full group message template

✅

Swap / replacement flow 换货流程

3 warranty scenarios · Auto status update

✅

Warranty auto-write · Daily summary · Expiry reminders

✅

110 inbound dates backfilled

110 条入库日期回填

Pending 待处理

⏳

Lark Open Platform — Publish version 发版

All trigger words go live after publish

⏳

173 records missing inbound date

Pending Hubert's financial docs / 等 Hubert 财务资料

⏳

421 records missing serial numbers

Pending Xu Haiyan backfill / 等许海燕补录

🔮

Plan C — CRM Integration

Pending Sophia's 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 rate 汇率	Config table in Bitable · editable anytime
Webhook	46.225.123.230:9988 · Running 运行中

Team Roles

团队分工总览 · Responsibilities & warehouses

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
Gladys	Inbound Outbound	Inbound confirm · Raise outbound/swap · Fill SNs · Daily follow-up
Mia	Inbound Outbound Approver	Inbound confirm · Raise/approve outbound/swap · Warranty follow-up
Vivian	Inbound Outbound	Inbound confirm · Raise outbound/swap
Vincent	Outbound	Raise outbound/swap · Physical delivery · Warehouse transfer / 实物交付
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 · 财务资料
Sales Team 销售	—	Provide Invoice No. only — cannot initiate requests / 仅提供发票号
Sophia	🔮 CRM	Build CRM Base · Warranty linkage / CRM 完成后保修联动
Ava (AI Agent)	All 全程	Listen · Guide · Write to Base · Approval cards · Warranty · Daily summary

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