Common concepts - MUZE Uniform Portal — User Guide

These terms are used throughout the portal and this guide. Each concept has one authoritative explanation elsewhere in the guide; this page is the reference that ties the vocabulary together.

Organisational structure

Term	Definition
Client	A retail organisation (for example Boxer) that uses MUZE. Each client has its own stores, employees, products, and rules.
Region	A geographical grouping of stores within a client, for example “Gauteng” or “Western Cape”.
Store	An individual retail location. Each store belongs to a client and a region.
Department	An organisational unit within a client, for example “Floor Staff” or “Management”. Departments narrow which employees a rule set applies to.

People

Term	Definition
Employee	A retail staff member who receives uniforms. Employees do not have portal logins.
Staff account	A login account for the portal (Store Manager, HR, or Administrator).

Uniforms

Term	Definition
Uniform category	A group of employees who share the same entitlement rules (for example “Store Management” or “Store Casuals”). Each employee belongs to exactly one category.
Product	A uniform item available for ordering, with a type, colour, sizes, and price.
Product type	The garment type of a product (for example Golfer, Shirt, Trousers, Jacket, Safety Shoe).
Entitlement rule set	The configuration that defines which products, how many, and under what conditions an employee in a specific category receives them.
Entitlement balance	The remaining company-paid quantity for a product: allowed quantity minus consumed quantity.

Entitlements

Term	Definition
Initial phase	The period from an employee’s start date when they receive their first set of uniforms.
Replacement phase	The period after the initial allocation expires, when employees can receive replacement uniforms.
Company-paid	Uniform items covered by the employer’s allocation. Written as “company-paid” in text, “Company Paid” in the interface.
Employee-paid	Uniform items beyond the company-paid allocation, paid by the employee.
Allocation overflow	When an order exceeds the company-paid balance, the excess becomes employee-paid.

Orders

Term	Definition
Order	A request for uniform items placed on behalf of one employee.
Store order batch	A group of orders from the same store, identified by a number like `SO-00042`. Orders accumulate under the batch.
Order status	The current stage of an order in its lifecycle. See the table below.
Approval	The review step where an HR user or Administrator approves or rejects a pending order before production.

Order statuses

Status	Meaning
Pending Approval	Awaiting manager approval before proceeding
Submitted	Placed and entered into the queue (no approval required)
Approved	Approved and ready for production
Rejected	Rejected by an approver, with a reason
Processing	Being prepared for manufacturing
Manufacturing	Being manufactured
Embroidery	Being embroidered
Quality Check	Under quality inspection
Packed	Packed and ready for dispatch
Dispatched	Sent to the store
Delivered	Received at the store
Cancelled	Cancelled

The full transition rules are in the Order lifecycle.

Other terms

Term	Definition
Soft delete (deactivate)	Deactivating a record (setting Active to No) without permanently removing it. Historical data is preserved.
Permanent delete	Removing a record and its dependent data for good. This cannot be undone.
Bulk import	Uploading a CSV or Excel file to create or update many records at once.
Audit log	A record of every significant action in the system, including who performed it and when.