Dashboard

A quick view of resources, themed boxes and things that need attention.

Alerts

Data backup

Save a backup of this prototype or export the catalogue for Excel.

Boxes Themes

Browse every theme and see the books, toys and other items that make up each box. All themes are shown by default.

Catalogue

Every book, toy and learning item in one list, with current stock shown clearly. IDs use the item type: B = book, T = toy, P = puzzle, F = flashcard, A = activity material, O = other. Themes use TH IDs so they are not confused with toys. Sample data is fictional.

Stock

Use this page to correct stock counts or record items received, used or damaged. “In stock” means the current recorded physical quantity.

Update stock

“Set current stock count” replaces the recorded count with the quantity you enter. Other actions add to or subtract from the current count.

Recent stock changes

Buying Plan

A simple estimate of what may need to be bought for selected boxes. Figures use the sample catalogue, stock counts, box contents and sample supplier prices; they are not actual YGG purchasing data.
The estimate is based on each item listed in the selected box theme, multiplied by the number of boxes, minus the current stock. It does not place orders automatically. Check the result before purchasing.

Previous orders

Keep a simple record of orders placed outside this prototype.

Suppliers

A simple list of suppliers and what they provide.

Reports

Simple summaries based on the records currently stored in this prototype.

Items running low or out of stock

Order history

Items used in box themes

Excel Integration

How this draft could work alongside YGG’s existing Excel files. This page describes a proposed workflow; it is not a live connection to Excel.
Important: this HTML prototype stores data in this browser only. It cannot safely share live updates across staff or directly synchronize an open Excel workbook. A real integration needs an agreed source of truth and a supported shared storage or automation setup.

Suggested workflow for a first pilot

  1. Choose the master Excel workbook.
    YGG identifies the existing workbook that should remain the official record for item names, theme names and current stock. Avoid maintaining two independent master lists.
  2. Standardize the columns.
    Use one row per item and a stable Item ID. Suggested columns: Item ID, Item Name, Type, Themes, In Stock, Low-Stock Reminder, Supplier, Unit Cost, Notes. Use a consistent delimiter for multiple themes.
  3. Export a copy as CSV.
    In Excel, choose Save As or Export and select CSV UTF-8. CSV is suitable for importing a table, but it does not preserve formulas, multiple worksheets, formatting or Excel relationships.
  4. Import the CSV into a future version.
    A future shared application can validate the columns and update the catalogue. This draft currently supports exporting a catalogue CSV and downloading a buying list; it does not yet import Excel/CSV into the catalogue.
  5. Decide how updates flow.
    For a pilot, choose either Excel as the master with periodic controlled imports/exports, or a shared database as the master with Excel used for reporting. Do not let staff independently edit both versions without a reconciliation process.
  6. Connect shared storage and permissions.
    After confirming YGG’s Microsoft 365 licence and where its workbook lives, a developer can assess whether SharePoint/OneDrive with Power Automate or another approved integration is suitable. Availability depends on the actual licences, permissions and workbook structure.
  7. Test with a small set of records.
    Compare item counts, stock counts, theme names and order history before using it for operational decisions. Keep a backup and define who can change stock.

What a developer needs to confirm with YGG

  • Where is the current Excel workbook stored: local computer, OneDrive, SharePoint or elsewhere?
  • How many workbooks and worksheets currently track books, toys, stock and purchases?
  • Which file should be the official source of truth?
  • Does every item already have a unique ID, and how are themes written?
  • Do multiple staff need to edit stock at the same time?
  • What Microsoft 365 licences, permissions and approved automation tools are available?
  • Who approves changes to a box theme or a replacement item?

Recommended next technical step

Do not connect this standalone HTML directly to a live workbook or put confidential files in browser storage. First map the existing Excel columns and clean duplicate item names. Then build a controlled import/export workflow or a shared database integration, depending on where the master workbook lives and what YGG is licensed to use.