MOM'S WHOLESALE CLOTHING BUSINESS OS — PROJECT CONTEXT

For AI assistants (Claude, Claude Code, etc.) picking up this project
Last updated: April 17, 2026
Owner: Sam (Zalman) Treitel — sam@hookstreetcapital.com
End user: Sam's mother — primary operator, NOT a power user

STATUS UPDATE - 2026-05-07

This document is the original broad architecture, not the current execution plan.

Current direction:

• Do not create a new mom-wholesale-os repo for execution.
• The active build is CM_Invoice_System.
• The current working Google Sheet is CM Invoice System_v2: 1nMTEl_eYpAsQ774Qe0MNEcbib8Qgj2X6_9PfeZk32iI.
• The current bound Apps Script is 106wdSg6lMTsqBaGBtH93j_D0AbSrjUtKuRM2WzdjKE7tq5Vqbe1ZQPAp.
• Live Apps Script source was cloned and confirmed to match local Phase 7.6 Code.js / appsscript.json.
• CM_Invoice_System_FINAL is now treated as a reference/template, not the active production target.
• The retired standalone clone lives in archive/graveyard/2026-04-28_mom-clone-redundant/.

Most important new finding from the local Excel files:

• CM_Invoice_System_FINAL.xlsx and INVOICE_SYSTEM_AUTOMATED_BASE.xlsx preserve a wide 277-column Invoice_Record model where one invoice is one row, including up to 15 item blocks and size quantities.
• Sam confirmed that wide model is required as the canonical invoice ledger.
• Local CM_Invoice_System/Code.js now patches Invoice_Record into the 277-column one-row invoice archive and can restore saved invoice rows back into Invoice_Entry.
• Optional normalized line-item/reporting tabs may be added later, but they should not replace the wide invoice archive as source of truth.

WHAT THIS IS

Google Sheets business OS for a women's wholesale clothing business.
Replacing: manual Excel, hand-written orders, Box folder chaos, copy-paste invoices.
Building: product data, orders, invoicing, AR tracking, vendor management, reporting.

End user is not a power user. All complexity must be hidden behind simple forms, dropdowns, buttons. Front-end dead simple. Back-end can be sophisticated.

BUSINESS CONTEXT

• Type: Women's wholesale clothing
• Manufacturing: Turkey + Hong Kong (international wires, multi-currency)
• Sales cycle: Two major show events per year (Spring/Summer + Fall/Winter)
• Buyers: Retail store buyers from multiple states
• Order flow: Buyers place orders at shows → goods manufactured → shipped months later → invoiced on shipment

CRITICAL WHOLESALE CONCEPTS

Orders ≠ Invoices

Order placed at show (Feb) → goods ship (Aug) → invoice created on shipment. Separate tabs, separate stages.
Pipeline: Order Placed → Confirmed → In Production → Shipped → Invoiced → Paid/Partial/Overdue

Chargebacks (biggest gap in original plan)

Buyers short-pay invoices, deduct without authorization.
Example: Invoice $4,200 → buyer pays $3,800 and deducts $400 for "late delivery."
MUST track: invoice amount, payment received, deduction amount, reason, disputed Y/N, credit memo.
Without this, AR numbers are always wrong.

Net Terms

Due date = ship date + terms days (Net 30 / Net 60 / 2/10 Net 30 — per customer).
AR aging calculated from DUE DATE, not invoice date.

Seasons

Every record (style, order, invoice) tagged SS or FW. Required for meaningful reporting.

Partial Shipments

One order → multiple shipments → multiple invoices.
Track: ordered qty vs. shipped qty vs. remaining vs. invoiced per order.

FULL TAB ARCHITECTURE

Source Tabs (manual entry)

Derived Tabs (formulas only)

• Invoice_Register — Open/Partial/Paid/Overdue auto-status
• AR_Aging — from due dates (Current/30/60/90/120+)
• Collections_Dashboard — who owes what, how late, next action

Output Tabs (print-ready)

• Print_Invoice — formatted invoice driven by invoice # input
• Order_Confirmation — printable order summary
• Price_List — current season line sheet from Styles_Master

Reporting Tabs

• Command_Center — monthly P&L
• Season_Report — season-level performance
• Sales_by_Style / Sales_by_Customer

APPS SCRIPT FUNCTIONS

CONFIG TAB (build first)

Business Name | Next Invoice # (1001, auto-increment) | Next Order # (5001, auto-increment) | Invoice Prefix (INV-) | Order Prefix (ORD-) | Business Address/Phone/Email | Bank Name/Routing/Account | Current Season (SS2026) | Invoice Drive Folder ID | Default Payment Terms (Net 30)

Rule: Use getConfigValue() pattern from BOS skill — NEVER hardcode row numbers.

DRIVE FOLDER STRUCTURE

Mom's Business OS/
├── Invoices/ (SS2026/ FW2026/ Archive/)
├── Orders/ (SS2026/ FW2026/)
├── Customers/Resale_Certificates/
├── Vendors/Wire_Confirmations/
├── Samples/
└── Reports/ (SS2026/ FW2026/)

BUILD PHASES

Phase 1 — Core Flow: Config → Styles_Master → Customers → Orders_Log → Invoices_Master → Print_Invoice → Apps Script (generateInvoice, exportPDF, sendInvoiceEmail) → Payments_Log → Invoice_Register → Drive folders

Phase 2 — AR & Collections: Chargebacks_Log → AR_Aging → Collections_Dashboard → flagOverdueInvoices daily trigger → Command_Center P&L

Phase 3 — Vendor & Reporting: Vendors → Vendor_Payments (multi-currency) → Samples_Tracker → Season_Report / Sales_by_Style / Sales_by_Customer → Price_List → Box → Drive migration

KEY BLIND SPOTS

1. Chargebacks — not in original doc, most critical missing piece
2. Orders ≠ Invoices — separate stages, separate tabs
3. Net Terms + Due Dates — AR aging from due date
4. Season tagging on everything
5. Partial shipments — one order, multiple invoices
6. Multi-currency vendor payments (TRY/EUR/HKD)
7. Resale certificates with expiry tracking
8. Show entry mode — simplified fast entry
9. Box → Drive migration — planned transition
10. Usability first — hide complexity for non-tech user
11. Price list generation from Styles_Master by season
12. Credit memo flow — accepted chargebacks reduce AR

NEXT SESSION PRIORITIES

1. Config tab
2. Styles_Master with dropdown validation
3. Customers tab with terms + resale cert
4. Orders_Log with season + status pipeline
5. Invoices_Master with ship/due date calculation
6. Print_Invoice output
7. Apps Script: generateInvoice, exportPDF, sendInvoiceEmail
8. Payments_Log + Invoice_Register
9. AR_Aging from due dates
10. Drive folder structure via Apps Script

Skill: /mnt/skills/user/business-os-spreadsheet/SKILL.md — Phase 1-7 exactly. Use getConfigValue(), SEQ column pattern, SUMIF with anchored ranges, IFERROR on FILTER, PDF export via UrlFetchApp with OAuth.

CURRENT STATUS (April 17, 2026)

2026-05-07 note: this status block is stale. Keep it as historical context only. See the status update at the top of this file and the current audit in CM_Invoice_System/CM_CURRENT_AUDIT_2026-05-06.md.

• Sheets OS: NOT BUILT
• Drive folders: NOT BUILT
• Apps Script: NOT BUILT
• Data migration from Excel/Box: NOT STARTED
• Context.md: DONE (this file + Gmail draft backup)