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DOCUMENT 02

Dashboard and data model

How the dashboard is laid out and what the seven tables hold.

CARISAM Fast Quote Lane Dashboard and Data Model

Dashboard purpose

The dashboard should answer five questions quickly:

  1. What quote requests are open?
  2. Who is waiting on CARISAM?
  3. Which vendors have been asked?
  4. Which vendors have responded?
  5. What needs Lance's decision next?

Minimum viable dashboard views

1. Quote lane

Fields:

  1. Quote ID.
  2. Customer.
  3. Job or project name.
  4. Island or destination.
  5. Product category.
  6. Request source.
  7. Date received.
  8. Priority.
  9. Owner.
  10. Current stage.
  11. Next action.
  12. Due date.

Stages:

  1. New request.
  2. Needs clarification.
  3. Supplier RFQ needed.
  4. Waiting on vendor.
  5. Vendor response received.
  6. Lance review.
  7. Customer quote ready.
  8. Sent to customer.
  9. Won.
  10. Lost.
  11. On hold.

2. Supplier RFQ lane

Fields:

  1. RFQ ID.
  2. Quote ID.
  3. Vendor.
  4. Vendor contact.
  5. Date sent.
  6. Response deadline.
  7. Method sent.
  8. Response status.
  9. Follow-up needed.
  10. Notes.

3. Vendor response table

Fields:

  1. Response ID.
  2. RFQ ID.
  3. Vendor.
  4. Product line.
  5. Quantity.
  6. Unit.
  7. Unit price.
  8. Total price.
  9. Lead time.
  10. Availability.
  11. Freight assumption.
  12. Quote expiration.
  13. Confidence.
  14. Notes.
  15. Source document.

4. Decision brief

For each active quote, the dashboard should show:

  1. Lowest cost option.
  2. Fastest lead time option.
  3. Most trusted vendor option.
  4. Margin range.
  5. Risks.
  6. Missing information.
  7. Recommended next action for Lance to approve or edit.

5. Order conversion view

Once a quote is accepted, the dashboard should convert the record to an order tracker with:

  1. Customer order number.
  2. Vendor PO.
  3. Sell price.
  4. Cost.
  5. Margin.
  6. Deposit status.
  7. Balance due.
  8. Vendor payment status.
  9. Production status.
  10. Shipping provider.
  11. Booking number.
  12. Customer update status.

Suggested data tables

customers

  1. customer_id.
  2. company_name.
  3. contact_name.
  4. email.
  5. phone.
  6. island_or_market.
  7. customer_type.
  8. notes.

vendors

  1. vendor_id.
  2. company_name.
  3. contact_name.
  4. email.
  5. phone.
  6. product_categories.
  7. market_strengths.
  8. reliability_notes.
  9. payment_terms.
  10. freight_notes.

quotes

  1. quote_id.
  2. customer_id.
  3. project_name.
  4. destination.
  5. request_date.
  6. request_source.
  7. priority.
  8. status.
  9. owner.
  10. next_action.
  11. next_action_due.
  12. source_notes.

quote_items

  1. item_id.
  2. quote_id.
  3. product_description.
  4. quantity.
  5. unit.
  6. grade_or_spec.
  7. required_timing.
  8. notes.

rfqs

  1. rfq_id.
  2. quote_id.
  3. vendor_id.
  4. sent_date.
  5. sent_method.
  6. response_deadline.
  7. response_status.
  8. follow_up_date.

vendor_responses

  1. response_id.
  2. rfq_id.
  3. item_id.
  4. unit_price.
  5. total_price.
  6. lead_time.
  7. availability.
  8. freight_assumption.
  9. quote_expiration.
  10. confidence.
  11. source_file.
  12. notes.

orders

  1. order_id.
  2. quote_id.
  3. customer_po.
  4. vendor_po.
  5. sell_price.
  6. cost.
  7. margin.
  8. deposit_received.
  9. balance_due.
  10. vendor_payment_status.
  11. shipping_status.
  12. booking_number.
  13. closeout_status.

Steve Dakh technical note

This data model is implemented and live in the deployed Fast Quote Lane app (Python + SQLite, https://carisam-quote-lane.skippi.ai/). The app is lightweight by design: persistent storage, secure per-RFQ vendor response links, and CSV export back to the current CARISAM pro-forma format.

The app should not grow into a heavy CRM. Phase 2 should extend it on the same lightweight foundation — orders, payments, shipping, customer history, vendor memory — only as real CARISAM workload proves each layer is needed.