In what order we build it

Project Rule

Build one phase at a time. Do not start the next phase until the current phase passes its checks in TESTING.md. Before every deploy: back up stock.db, upload stock_control.php (+ includes/) only, never touch users or passwords.

Phase 0 — Hardening & structure

Tasks

• Add CSRF token to every POST form and API write.
• session_regenerate_id(true) on login.
• Create includes/ and move nothing existing yet — new code only goes there; stock_control.php requires it.
• Add events table and a logEvent() helper; call it from existing stock IN/OUT, set_stock and XLSM sync.
• Fix: allow catalog-only XLSM apply.
• Nightly stock.db backup (cron) to a folder outside public_html.
• Add indexes on transactions(product_code).

Deliverable: same app, safer, with an event stream. Verify: all existing pages work (regression list); a POST without a token is rejected; backup file appears.

Phase 1 — Customers & Orders (intake)

Depends on: Phase 0 Tasks

• Tables customers, orders, order_lines, order_attachments, order_events.
• Pages: Customers list/edit; Orders list; New/Edit order; Order detail with timeline.
• Units / cartons toggle; product search reuse; duplicate PO warning.
• Non-airline availability check + suggested date.
• Record Xero invoice no. (labels SkyCrest / Annie Makes Cakes).
• Print kitchen ticket; copy confirmation email text; mark confirmed.
• Hamburger menu: new Orders section (Orders, Customers).

Deliverable: office can enter airline and non-airline orders and move them to CONFIRMED_SENT. Verify: TESTING §4–5.

Phase 2 — Packing & allocation

Depends on: Phase 1 Tasks

• allocations table; available-to-promise function (aggregate query).
• Packing page (tablet layout); Allocate / partial / Mark short / Inform Alex.
• Add packing role and permission checks.
• Live stock displays on Stock and Products pages also show "allocated" and "available".

Deliverable: packing team can reserve stock for orders. Verify: TESTING §6.

Phase 3 — Production Planner link

Depends on: Phase 2 Tasks

• Airline order lines drive Production Planning cells (sum per product × port × date); linked cells shown locked with a link icon.
• Missing-items list for Alex (non-airline shorts).
• Tartlet page: show allocated vs ordered (no merge yet).

Deliverable: no double entry between Orders and the planner. Verify: TESTING §7.

Phase 4 — Delivery schedule & dispatch

Depends on: Phase 3 Tasks

• Dispatch Schedule page: three groups, port sub-groups, booking type/ref, print, .xlsx.
• Dispatch action: out transactions per allocated line (in one DB transaction), transactions.order_id link, status update, events.
• Partial dispatch (admin + reason); Undo dispatch (admin, in transactions).

Deliverable: full order lifecycle NEW → DISPATCHED with automatic stock removal. Verify: TESTING §8 + full critical journey.

Phase 4b — Dashboard & airline analytics

Depends on: Phase 4 Tasks

• Dashboard as the new home page: KPI tiles, role panels, activity feed (DASHBOARD.md §2).
• staff_profiles, dashboard_views; seen-tracking JS + ?api=dashboard_seen; Admin → Staff screen.
• One-off import of the 2025–26 Excel dispatch history; Analytics page (AIRLINE_ANALYSIS.md §7).
• Planner columns for PER, CBR, DRW.

Deliverable: everyone starts the day on one screen; admins see who has looked. Verify: TESTING §9a.

Phase 5 — Agent framework + rule-based bots

Depends on: Phase 4 Tasks

• Tables agent_settings, agent_proposals, agent_runs, agent_log.
• CLI entry --agent= (refuses web requests); one cron line → dispatcher.
• Bot inbox page, activity feed, Admin → Agents (kill switches, levels).
• Bots: Availability, Allocation, Production, Dispatch Scheduler, Stock Reconciler, Order Pattern, Confirmation (drafts).
• All bots start disabled; enable one at a time.

Deliverable: bots draft and remind; humans approve in one place. Verify: TESTING §9.

Phase 5b — Hermes Reminder Bot

Depends on: Phase 4b (seen tracking), a VPS or office PC, Twilio account Tasks

• Install Hermes Agent; messaging gateway (WhatsApp or Telegram) on a dedicated business number.
• Token-protected APIs agent_unseen, agent_reminder, agent_ack; reminder_log; heartbeat check.
• Hermes skill skycrest-reminder + cron (every 15 min 06:00–11:00 weekdays); telephony skill with Twilio AU number.
• Staff consent (messages / calls) captured; ladder and quiet hours configurable; kill switch.
• Pilot with 2 staff for 1 week before everyone.

Deliverable: nobody misses their morning dashboard without being chased. Verify: TESTING §9b.

Phase 6 — AI Order Intake Bot

Depends on: Phase 5, hosting checks (IMAP / outbound HTTPS) Tasks

• Orders mailbox connection; PDF/HTML/text extraction.
• Template parsers first for dnata (O1-…) and Gate Gourmet (5000…) PO emails; AI only for non-airline.
• Claude API call with strict JSON schema; confidence per field; product matching.
• Draft order proposal with original email attached; low-confidence fields highlighted.
• Config file outside web root for API key.

Deliverable: forwarded order emails become draft orders for review. Verify: TESTING §10 using 20 real past orders (≥ 90 % of lines correct before going live).

Phase 7 — Integrations (V2)

• Xero API (two organisations): create draft invoices, store invoice ID.
• SMTP send for confirmation emails (template, BCC office).
• Optional: merge Tartlet Orders into Orders.

Out of Scope for V1

• Pricing, payments and credit control (stay in Xero).
• Customer self-service portal.
• Automatic transport booking via Roadmaster API.
• Native mobile app.
• Replacing the XLSM file entirely (Sync stays manual).

Suggested order of releases