Order Parts Form (Order_Parts)

Field-by-field reference for the Order Parts form and its embedded Order Line Items subform — the structure that holds purchase-order line items. Includes a review of legacy/redundant fields (see Field Review).

• Display name: Order Parts
• Success message: "Data Added Successfully!"
• Last documented: 25 July 2026

Background

Historically, purchase orders did not have line items as separate records — part descriptions were maintained as free text in a single Description field. The Order_Line_Items grid on this form introduced line items as proper child records (one record per part, with quantity, part number, supplier, and pricing). The Purchase Order Form's Order_Line_Items grid references these same child records — this subform is where they are defined and populated.

Because the form evolved from the older free-text approach, it carries fields from earlier iterations that may no longer be needed — flagged in the review below.

---

Order Source — Form Entry Points

The form behaves differently based on how it was opened. The Order_Source field (hidden) determines which fields are visible and how data is populated.

Order Source	Entry Point	Description
Direct_Order	Manual entry	User creates order from scratch — must select Parts to be Ordered For first
Claim_Dhtml_Request	Claim DHTML button	Pre-populated from claim record, limited editing
From_Pending_Request	Parts to Order report	Pre-populated from selected Part_Item_Request records

Order Source Behavior Matrix

┌─────────────────────────────────────────────────────────────┐
│                    ORDER SOURCE LOGIC                        │
└──────────────────────────┬──────────────────────────────────┘
                           │
         ┌─────────────────┼─────────────────┐
         │                 │                 │
         ▼                 ▼                 ▼
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│  Direct Order   │ │ Claim DHTML     │ │ From Pending    │
│                 │ │ Request         │ │ Request         │
└────────┬────────┘ └────────┬────────┘ └────────┬────────┘
         │                   │                   │
         ▼                   ▼                   ▼
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ Show:           │ │ Show:           │ │ Iterates Parts  │
│ Parts_to_be_    │ │ File_Number     │ │ to Order recs   │
│ ordered_for     │ │ (disabled)      │ │                 │
│                 │ │                 │ │ Pre-populates   │
│ Hide:           │ │ Auto-populate   │ │ Order_Line_Items│
│ Everything else │ │ from Claim      │ │ from selected   │
│ initially       │ │                 │ │ records         │
└─────────────────┘ └─────────────────┘ └─────────────────┘

Direct Order — Parts to be Ordered For Selection

When Order_Source == Direct_Order, user must first select Parts to be Ordered For:

Selection	Fields Shown	Fields Hidden	Behavior
Claim	File_Number, Registration, VIN_No, Make, Model, Date_Ordered, Ordered_By, Purchase_Order_No_I_Body, Order_Line_Items, Upload_Parts_Ordered, Total_Calculation	Fleet_Vehicle_Rego, Supplier, Part_Type, Parts_Status	Registration/Make/Model disabled
Fleet Vehicle	Fleet_Vehicle_Rego, VIN_No, Make, Model, Date_Ordered, Ordered_By, Order_Line_Items, Upload_Parts_Ordered, Supplier, Part_Type, Parts_Status, Total_Calculation	Registration, File_Number, Purchase_Order_No_I_Body	Date_Ordered enabled
Private Job	Registration, VIN_No, Make, Model, Colour, Date_Ordered, Ordered_By, Order_Line_Items, Upload_Parts_Ordered, Supplier, Part_Type, Parts_Status, Total_Calculation	File_Number, Fleet_Vehicle_Rego, Purchase_Order_No_I_Body	All fields editable, Date_Ordered enabled

From Pending Request — Auto-Population

When opened from Parts to Order report with selected Part_Item_Request records:

1. Clears existing Order_Line_Items
2. Iterates through selected Parts_to_Order records
3. Creates Order_Line_Items rows with:
   • Description, Quantity, Notes, Suppliers, Part_Number, Parts_Type
   • Unit_List_Ex_GST, Unit_Net_Ex_GST, Due_In_date, Upload_Evidence
   • Status set to Ordered
   • Calculates line totals
4. Determines Parts_to_be_ordered_for from first record
5. Auto-populates header fields from claim/fleet/private job record
6. Calculates Total_Amount_Excl_GST, GST_Amount, Total_Amount_Incl_GST

---

Main Section — Order Details

Field	Type	Source / Values	Notes
Parts_to_be_ordered_for	Picklist	Claim, Fleet Vehicle, Private Job	Determines which vehicle lookup applies.
File_Rego_Search	Picklist (lookup)	Claim_Form.ID, displays [File_Number] - [Registration] - [Date_Received]	New combined search field — replaces the old File_Number lookup. Shows File Number, Registration, and Date Received for easier claim identification.
Fleet_Vehicle_Rego	Picklist (lookup)	logistics_app.Add_Car.ID, displays [Registration]	Populated for Fleet Vehicle orders. Cross-app lookup into the logistics app.
Ordered_By	Picklist (lookup)	User.ID, displays full name	Staff member raising the order.
Registration	Text	Free text	Mandatory. Denormalised copy of vehicle rego.
VIN_No	Text	Free text	Denormalised copy of VIN.
Make	Text	Free text	Denormalised.
Model	Text	Free text	Denormalised.
Colour	Text	Free text	Denormalised. Not present on the PO form.
Date_Ordered	Date	Defaults to ${zoho.currentdate}	Mandatory (must have).
Purchase_Order_No_I_Body	Text	Free text	iBody purchase number — also exists on the PO form (see review).
Upload_Parts_Ordered	File upload	Local drive	PDF upload for Claude AI extraction. See Claude AI PDF Extraction.

Fleet Vehicle / Private Job Fields

These fields appear only when Parts_to_be_ordered_for is Fleet Vehicle or Private Job. They apply values to all line items in the subform.

Field	Type	Source / Values	Notes
Supplier	Picklist (lookup)	Suppliers.ID, displays [Supplier_Name]	When set, applies to all line items and locks the per-line Suppliers field.
Part_Type	Picklist	OEM, Parallel, Aftermatket, Used	When set, applies to all line items.
Parts_Status	Picklist	Ordered, Arrived	When set, applies to all line items. Also sets Due_In_date (see below).

Parts Status — Due In Date Logic

Parts Status	Due In Date Set To
Ordered	Next working day (skips weekends)
Arrived	Current date

Supplier Lock Behavior

┌─────────────────────────────────────────────────────────────┐
│  Main Form: Supplier = [Australian Automotive...]           │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼ (Auto-apply to all + Lock)
┌─────────────────────────────────────────────────────────────┐
│  Order Line Items Subform                                    │
│  ┌─────────────────────────────────────────────────────┐    │
│  │ Part 1: Supplier = Australian Automotive (LOCKED)   │    │
│  │ Part 2: Supplier = Australian Automotive (LOCKED)   │    │
│  │ Part 3: Supplier = Australian Automotive (LOCKED)   │    │
│  └─────────────────────────────────────────────────────┘    │
└─────────────────────────────────────────────────────────────┘

Order Line Items (embedded grid / subform)

One row per part. These are the records the invoice extraction module matches invoice lines against.

Field	Type	Source / Values	Notes
Mark_as_Deleted	Checkbox	—	Soft-delete flag for the line item. When checked, the line is excluded from processing.
Parts_to_Order	Picklist (lookup)	Parts_to_Order.ID, displays [ID]	Back-link to the originating parts request line.
Description	Text	Free text	Part description — comparison target for the extracted invoice line description.
Quantity1	Number (integer)	—	Display name "Quantity" — the authoritative quantity field (review item 1).
Quantity	Decimal	—	Duplicate, displays as "Quantity" — to be removed from the form (review item 1).
Part_Number	Text	Free text	Comparison target for the extracted invoice part_number.
Suppliers	Picklist (lookup)	Suppliers.ID, displays [Supplier_Name]	Not used — supplier is taken from the PO header Supplier_Name (review item 2).
Parts_Type	Picklist	OEM, Parallel, Aftermatket, Used	Note the typo in the stored value "Aftermatket" — see review.
Request_Status	Picklist	Part to Order, Part to Repair	Initial value Part to Order. Triage-stage status — see review.
Unit_List_Ex_GST	Decimal	—	List price ex GST — maps to extracted unit_list.
Unit_Net_Ex_GST	Decimal	—	Net (agreed) price ex GST — maps to extracted unit_net. This is the price the supplier should invoice.
Due_In_date	Date	All days allowed	Expected arrival.
Status	Picklist	Ordered, Arrived, Unavailable	Per-line fulfilment status.
Notes	Textarea	—	Free notes.
Upload_Evidence	File upload	Local drive	Supporting attachment per line.
Invoice_No	Text	Free text	Supplier invoice number. Conditionally visible — only shown when Parts_Status == Arrived. See Field Rule: Show Invoice_No.
GST	Decimal	Computed	10% of line Total. Auto-calculated, disabled.
Total	Decimal	Computed	Quantity1 × Unit_Net_Ex_GST. Auto-calculated, disabled.
Total_Inc_GST	Decimal	Computed	Total + GST. Auto-calculated, disabled.

Line Item Deletion Options

There are 3 deletion mechanisms for Order Line Items, controlled by Order Source:

Order Source	Mark_as_Deleted Checkbox	Subform Delete Button (Row Removal)
Direct_Order	✅ Available	✅ Available
Claim_Dhtml_Request	❌ Hidden	✅ Available
From_Pending_Request	✅ Available	❌ Hidden

Field Rule: Hide Subform Delete Entry

Execute only if:
  Order_Source != "Direct Order" && Order_Source != "Claim Dhtml Request"

Action:
  Hide subform delete entry [Order_Line_Items]

This means:

• Direct Order / Claim DHTML: Users can physically remove rows using the delete button
• From Pending Request: Users can only soft-delete using Mark_as_Deleted checkbox (original Part_Item_Request records need to be tracked)

Field Rule: Show Invoice_No

Execute only if:
  Parts_to_be_ordered_for is not null && Parts_Status == "Arrived"

Action:
  Show fields [Invoice_No]

This rule makes the Invoice_No field visible only when:

1. A job type has been selected (Parts_to_be_ordered_for is not null)
2. The parts have already arrived (Parts_Status == Arrived)

This allows users to record the supplier invoice number once the parts are received.

Mark as Deleted Behavior

When Mark_as_Deleted is checked on a line item:

1. Calculation skipped — Total, GST, Total_Inc_GST are set to 0
2. Excluded from totals — The line is excluded from main form total calculations
3. Row remains visible — The line is not physically deleted, only flagged

┌─────────────────────────────────────────────────────────────┐
│  Mark_as_Deleted = ☑ (checked)                              │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  • row.Total = 0                                            │
│  • row.GST = 0                                              │
│  • row.Total_Inc_GST = 0                                    │
│  • Excluded from Total_Amount_Excl_GST calculation          │
│  • Row remains visible (soft delete)                        │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Subform Workflow Events

The Order Line Items subform has 3 workflow triggers:

1. On Add Row — Update Line Item Values

When a new row is added and Parts_to_be_ordered_for is Fleet Vehicle or Private Job:

┌─────────────────────────────────────────────────────────────┐
│  ON ADD ROW (Fleet Vehicle / Private Job only)               │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Copy from Main Form:   │
              │                        │
              │ row.Suppliers =        │
              │   input.Supplier       │
              │                        │
              │ row.Parts_Type =       │
              │   input.Part_Type      │
              │                        │
              │ row.Status =           │
              │   input.Parts_Status   │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Parts_Status set?      │
              └────────────┬───────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Ordered         │       │ Arrived         │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Due_In_date =   │       │ Due_In_date =   │
    │ next working    │       │ current date    │
    │ day             │       │                 │
    └─────────────────┘       └─────────────────┘

2. On Add Row — GST Calculation

When a row is added, calculates line totals and updates main form totals:

Step	Calculation
1	row.Total = row.Quantity1 × row.Unit_Net_Ex_GST
2	row.GST = row.Total × 0.10
3	row.Total_Inc_GST = row.Total + row.GST
4	Sum all line item Totals → Total_Amount_Excl_GST
5	GST_Amount = Total_Amount_Excl_GST × 0.10
6	Total_Amount_Incl_GST = Total_Amount_Excl_GST + GST_Amount

3. On Delete Row — GST Calculation

When a row is deleted, recalculates totals excluding the deleted row:

Step	Calculation
1	Sum all remaining line item Totals
2	Deduct deleted row.Total from sum
3	Update Total_Amount_Excl_GST
4	GST_Amount = Total_Amount_Excl_GST × 0.10
5	Total_Amount_Incl_GST = Total_Amount_Excl_GST + GST_Amount

Line Item Calculation Logic

When Quantity1 or Unit_Net_Ex_GST changes:

┌─────────────────────────────────────────────────────────────┐
│  ON CHANGE: Quantity1 or Unit_Net_Ex_GST                     │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Mark_as_Deleted?       │
              └────────────┬───────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ YES (checked)   │       │ NO (unchecked)  │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Total = 0       │       │ Total =         │
    │ GST = 0         │       │ Qty × Unit_Net  │
    │ Total_Inc = 0   │       │                 │
    │                 │       │ GST = Total×0.10│
    │ RETURN (skip)   │       │                 │
    └─────────────────┘       │ Total_Inc =     │
                              │ Total + GST     │
                              └────────┬────────┘
                                       │
                                       ▼
                    ┌──────────────────────────────────┐
                    │ Recalculate Main Form Totals     │
                    │                                  │
                    │ Total_Amount_Excl_GST = sum of   │
                    │   all line item Totals           │
                    │                                  │
                    │ GST_Amount = Total × 0.10        │
                    │                                  │
                    │ Total_Amount_Incl_GST =          │
                    │   Total_Excl + GST_Amount        │
                    └──────────────────────────────────┘

Totals Section

Field	Type	Source / Values	Notes
Total_Amount_Excl_GST	Currency (AUD)	Computed	Sum of Unit_Net_Ex_GST × Quantity for all line items.
GST	Currency (AUD)	Computed	10% of Total Amount (Excl GST).
Total_Amount_Incl_GST	Currency (AUD)	Computed	Total Amount (Excl GST) + GST.

System Section

Field	Type	Source / Values	Notes
Parts_to_Order	List (multi-lookup)	Part_Item_Request.ID, displays [ID]	Order-level list of source request lines — used to pre-populate line items.
Order_Source	Picklist	Direct_Order, Claim_Dhtml_Request, From_Pending_Request	Hidden. Determines form behavior on load. See Order Source.
PO_PDF_Extraction	Picklist (lookup)	PO_PDF_Extraction.ID	Hidden. Reference to the Claude AI extraction job record.
Check_Status	Decision Box	—	Hidden until PDF uploaded. Click to check extraction status.
plain	Text (display only)	—	Hidden. Shows processing message with Job ID.
Total_Calculation	Section	—	Hidden until line items exist. Contains total fields.
Auto_Number	Autonumber	Starts at 1	Internal sequence.

Claude AI PDF Extraction

The Upload Parts Ordered field enables Claude AI-powered PDF extraction for order confirmations.

Upload Process

1. User uploads a PDF file (supplier order confirmation) using the Upload Parts Ordered field
2. System creates a PO_PDF_Extraction record with the uploaded PDF
3. System calls order_parts_pdf_extraction.extract_details_from_order_parts_pdf
4. Shows processing message with Job ID
5. Check Status checkbox appears

┌─────────────────────────────────────────────────────────────┐
│  ON UPLOAD: Upload_Parts_Ordered                             │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Insert into            │
              │ PO_PDF_Extraction      │
              │ [Uploaded_PDF = file]  │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Call Claude AI         │
              │ extraction API         │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Show message:          │
              │ "PDF is still          │
              │ processing. Job ID:    │
              │ {job_id}. Click        │
              │ checkbox to check."    │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Clear existing         │
              │ Order_Line_Items       │
              │ (ready for extraction) │
              └────────────────────────┘

Check Status Flow

┌─────────────────┐
│  Check Status   │
│  (Click)        │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│  API Call to    │
│  get_job_status │
└────────┬────────┘
         │
    ┌────┴────┐
    │         │
    ▼         ▼
┌────────┐  ┌────────────────┐
│Complete│  │ Not Completed  │
└───┬────┘  └───────┬────────┘
    │               │
    ▼               ▼
┌────────────┐  ┌────────────┐
│ Process    │  │ Reset      │
│ Response   │  │ Check_     │
│ JSON       │  │ Status     │
│            │  │            │
│ Validate   │  │ Show Alert │
│ Rego match │  │ "Still     │
│            │  │ processing"│
│ Populate   │  │            │
│ Line Items │  └────────────┘
└────────────┘

Registration Mismatch Validation

If the form already has a Registration value and the extracted registration differs:

┌─────────────────────────────────────────────────────────────┐
│  REGISTRATION MISMATCH ALERT                                 │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  "Registration mismatch! Existing Rego: {existing}          │
│   does not match Extracted Rego: {extracted}"               │
│                                                              │
│  • Alert shown to user                                      │
│  • Existing Registration is NOT overwritten                 │
│  • User must manually verify                                │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Extracted Fields Mapping

Extracted JSON Field	Maps To	Notes
vin	VIN_No	Vehicle identification number
quote_no	Purchase_Order_No_I_Body	Supplier quote/order reference
registration_no	Registration	Validated against existing value
line_items[]	Order_Line_Items	Array of parts

Per Line Item:

JSON Field	Maps To	Notes
part_description	Description
part_number	Part_Number
qty	Quantity1
supplier	Suppliers	Looks up Supplier by name
part_type	Parts_Type	OEM/Parallel/Aftermarket/Used
cost_price	Unit_Net_Ex_GST	Net price
sell_price	Unit_List_Ex_GST	List price
comment	Notes

Auto-Calculated on Extraction:

Field	Value
Due_In_date	Current date + 1 day
GST	Total × 0.10
Total	Qty × Unit_Net_Ex_GST
Total_Inc_GST	Total + GST

Fleet Vehicle Auto-Lookup

If a registration is extracted, the system attempts to find a matching Fleet Vehicle:

vehicle_id = logistics_app.add_car.get_vehicle_id(Registration)
if vehicle_id exists:
    Fleet_Vehicle_Rego = vehicle_id

Form Submission Validations

Claim Validation

When Parts_to_be_ordered_for == Claim:

Field	Validation	Error Message
File_Number	Required	"File / Rego Search' is mandatory field."

Fleet and Private Job Validation

When Parts_to_be_ordered_for == Fleet Vehicle OR Private Job:

Main Form Required Fields

Field	Validation	Error Message
Supplier	Required	"Supplier is required field"
Part_Type	Required	"Part Type is required field"
Parts_Status	Required	"Parts status is required field"

Line Item Consistency Validation

Each line item must match the main form values:

Line Item Field	Must Match	Error Message
Suppliers	input.Supplier	"Line Item's supplier is not matching with selected supplier"
Parts_Type	input.Part_Type	"Line Item's Part Type is not matching with the selected Part Type"
Status	input.Parts_Status	"Line Item's Status is not matching with selected Parts status"

┌─────────────────────────────────────────────────────────────┐
│  ON SUBMIT: Fleet Vehicle / Private Job                      │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Validate Main Form:    │
              │ • Supplier required    │
              │ • Part_Type required   │
              │ • Parts_Status req'd   │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ For Each Line Item:    │
              │                        │
              │ • Suppliers must match │
              │   main form Supplier   │
              │                        │
              │ • Parts_Type must      │
              │   match main Part_Type │
              │                        │
              │ • Status must match    │
              │   main Parts_Status    │
              └────────────┬───────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ All Match       │       │ Mismatch Found  │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Submit proceeds │       │ Alert + Cancel  │
    │                 │       │ Submit          │
    └─────────────────┘       └─────────────────┘

Note: This validation ensures that when a main form Supplier/Part_Type/Parts_Status is set, ALL line items must have matching values. This enforces the "apply to all" behavior documented in the Fleet Vehicle / Private Job Fields section.

Actions

Event	Buttons
On add	Submit
On edit	Update, Cancel

---

On Success Behavior

When the form is submitted successfully, the system calls parts_assessment.handle_Order_Parts_Form_Submission.

Post-Submission Actions

┌─────────────────────────────────────────────────────────────┐
│  ON SUCCESS                                                  │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Call handle_Order_     │
              │ Parts_Form_Submission  │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Check_Status == true?  │
              │ (PDF extraction used)  │
              └────────────┬───────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ YES             │       │ NO              │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         │
    ┌─────────────────┐                │
    │ Mark original   │                │
    │ Part_Item_Req   │                │
    │ as Is_Deleted   │                │
    └────────┬────────┘                │
             │                         │
             └────────────┬────────────┘
                          │
                          ▼
              ┌────────────────────────┐
              │ Order_Source?          │
              └────────────┬───────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Claim_Dhtml_    │       │ Other           │
    │ Request         │       │                 │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Open Claim DHTML│       │ Refresh Parent  │
    │ with Parts tab  │       │                 │
    └─────────────────┘       └─────────────────┘

handle_Order_Parts_Form_Submission — Processing Flow

┌─────────────────────────────────────────────────────────────┐
│            SUBMISSION PROCESSING                             │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 1. Collect Unique      │
              │    Suppliers           │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 2. Process Line Items  │
              │    with NULL Due_In    │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 3. Create Purchase     │
              │    Orders (per supplier│
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 4. Process Line Items  │
              │    → Create Parts_Order│
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 5. Update Claims Mgmt  │
              │    Counts (Claim only) │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ 6. Build Notes &       │
              │    Add Timeline        │
              └────────────────────────┘

Step 2: Line Items with NULL Due_In_date

Condition	Action
Parts_to_Order == null	Create new Part_Item_Request with Status = Pending, Tender_Status = Completed
Parts_to_Order != null	Update existing Part_Item_Request to Status = Unavailable

Step 3: Create Purchase Order (per supplier)

Field	Source
File_Number	From order record
Ordered_By	Login user
Date_Ordered	Order record's Added_Time
Supplier_Name	Current supplier
Registration, Make, Model, VIN_No	From order record
Purchase_Order_No_I_Body	Auto-generated iBody sequence (Claim) OR {Rego}-{sequence} (Fleet/Private)
Rego_PO_Number	{Registration} - {iBody} (Claim) OR just iBody (Fleet/Private)
Total_Amount_Excl_GST, GST, Total_Amount_Incl_GST	From order record

Step 4: Process Line Items

For each line item per supplier:

┌─────────────────────────────────────────────────────────────┐
│  FOR EACH LINE ITEM (per supplier)                           │
└──────────────────────────┬──────────────────────────────────┘
                           │
         ┌─────────────────┼─────────────────┬─────────────────┐
         │                 │                 │                 │
         ▼                 ▼                 ▼                 ▼
┌─────────────┐   ┌─────────────┐   ┌─────────────┐   ┌─────────────┐
│Mark_as_     │   │Request_     │   │Due_In_date  │   │Normal       │
│Deleted=true │   │Status=      │   │== null      │   │Processing   │
│             │   │Part to      │   │             │   │             │
│             │   │Repair       │   │             │   │             │
└──────┬──────┘   └──────┬──────┘   └──────┬──────┘   └──────┬──────┘
       │                 │                 │                 │
       ▼                 ▼                 ▼                 ▼
┌─────────────┐   ┌─────────────┐   ┌─────────────┐   ┌─────────────┐
│Part_Item_Req│   │Create Parts │   │SKIP         │   │Create       │
│.Is_Deleted  │   │_to_Repair   │   │(already     │   │Parts_Order  │
│= true       │   │record       │   │handled in   │   │record       │
│             │   │             │   │Step 2)      │   │             │
│CONTINUE     │   │Part_Item_Req│   │             │   │Update       │
│(skip)       │   │.Is_Deleted  │   │             │   │Part_Item_Req│
│             │   │= true       │   │             │   │             │
│             │   │             │   │             │   │Add to notes │
│             │   │CONTINUE     │   │             │   │             │
└─────────────┘   └─────────────┘   └─────────────┘   └─────────────┘

Parts_Order Record Created

Field	Source
Purchase_Order_Form	New PO ID
Date_Ordered	From order record
Job_Type	Claim / Loan Car / Private Job
Supplier	Current supplier
Description, Part_Number	From line item
Ordered	Quantity1
Part_Type	From line item
Unit_List_Ex_GST, Unit_Net_Ex_GST	From line item
Due_In	From line item
Status	Arrived (if Parts_Status=Arrived) or Ordered
Upload_Evidence	From line item
Claim_Form, Claims_Management_Form	From order record
Loan_Vehicle	Fleet vehicle ID (if Fleet Vehicle)
Total_Amount, Total_Amount_Inc_GST	From line item

Step 5: Update Claims Management Counts (Claim only)

Field	Count Logic
Parts_Needed	Part_Item_Request where Tender_Status=Pending OR Status=Pending/Awaiting Approval
Parts_Ordered	Parts_Order where Status = Ordered/Back Ordered
Parts_at_Crash_Claim	Parts_Order where Status = Arrived/Delivered Back to HQ
Parts_at_Repairer	Parts_Order where Status = Delivered to Repair Shop

Also updates:

• Parts_Assessment_Status → Completed
• Parts_Tendered_Status → Completed
• Order_Parts → Yes

Step 6: Build Notes & Add Timeline

Notes Format (Ordered):

Parts Ordered - {date}
1. {Description} - {Supplier Name} - {Due In Date}
2. {Description} - {Supplier Name} - {Due In Date}
...

Notes Format (Unavailable):

Parts Unavailable - {date}
1. {Description} - {Quantity} - {Notes}
...

Actions by Job Type:

Job Type	Actions
Claim	Add claim note, Create timeline record (Parts_Ordered_date), Update Claim VIN
Fleet Vehicle	Add notes via logistics_app.notes.add_notes_by_logged_in_user
Private Job	No notes logic

---

Field Review — Legacy and Redundant Fields

Fields flagged during the 12 June 2026 review, with decisions recorded. Do not delete any field without first auditing data and Deluge workflow references — removing a field that scripts read/write will break the parts flow silently.

#	Finding	Decision (12 Jun 2026)
1	Duplicate quantity fields	✅ Decided — remove Quantity (decimal); Quantity1 is authoritative
2	Per-line Suppliers lookup	✅ Decided — not needed; supplier comes from the PO header
3	Purchase_Order_No_I_Body on both forms	✅ Decided — PO form's value is authoritative
4	Request_Status looks vestigial	✅ Keep — used elsewhere in the app
5	Parts_to_Order linked twice	🟡 Pending verification against the live form
6	Denormalised vehicle fields	📋 Noted — revisit later
7	Parts_Type typo "Aftermatket"	📋 Noted — fix later (with record migration, see below)
8	No line-total field	📋 Noted — matcher computes it

1. Duplicate quantity fields — Quantity1 vs Quantity — RESOLVED

The grid has two quantity fields, both displaying as "Quantity" in the UI: Quantity1 (integer) and Quantity (decimal).

Decision: the decimal Quantity field will be removed from the form. Quantity1 (integer) is the live field — all code, including invoice line matching, reads Quantity1.

2. Per-line Suppliers vs PO-header Supplier_Name — RESOLVED

The PO form has a single supplier at header level; the line items each carry their own supplier lookup.

Decision: the per-line Suppliers field is not needed. The supplier is taken from the Purchase Order header (Supplier_Name) — that is what invoice supplier matching resolves against.

3. Purchase_Order_No_I_Body exists on both forms — RESOLVED

Both Order_Parts and Purchase_Order_Form carry the iBody number.

Decision: the Purchase Order form's value is authoritative — same principle as the supplier field. Invoice-to-PO matching reads Purchase_Order_No_I_Body from the PO form.

4. Request_Status (Part to Order / Part to Repair) — KEEP

Initially flagged as vestigial (a triage-stage decision). Decision: the field is used elsewhere in the app — keep as-is.

5. Parts_to_Order duplicated (per-line lookup + order-level list) — PENDING VERIFICATION

The exported form definition contains the link twice: a per-line picklist inside the Order_Line_Items grid (first grid field), and an order-level list field in the System section (row = 3, height = 60px). The team did not find the second field when reviewing — possibly hidden in the form builder's System section, or the export predates a removal. Action: check the live form builder's System section; if the list field is genuinely gone, update this page and the export.

6. Denormalised vehicle fields (Registration, VIN_No, Make, Model, Colour) — NOTED

Copied from the claim/fleet record rather than looked up. Standard Creator practice, but they can drift from the source record. Colour exists here but not on the PO form. To be revisited later; treat the claim record as the source of truth.

7. Typo in Parts_Type picklist: "Aftermatket" — NOTED, FIX LATER

Should be "Aftermarket". Caution for whoever fixes it: picklist values are stored as literal strings — fixing the option without migrating existing records leaves old rows holding the misspelled value, and any Deluge/report filters on "Aftermatket" will silently stop matching. Fix the value, update records, and grep workflows for the misspelling in one pass.

8. No line-total field — NOTED

Lines carry unit prices but no extended total (qty × unit_net); the PO form's Total_Value is presumably computed by workflow. Fine as-is — the invoice matcher computes line totals itself.

---

Relevance to Invoice Extraction

Line-item matching compares extracted invoice lines against Order_Line_Items records:

Extracted invoice field	Line item field	Match approach
description	Description	Normalised text similarity (supplier wording differs from internal wording)
part_number	Part_Number	Exact match after normalisation — strongest signal when both sides have it
quantity	Quantity1	Numeric exact match (Quantity decimal field is being removed)
unit_list	Unit_List_Ex_GST	Tolerance comparison
unit_net / unit_price	Unit_Net_Ex_GST	Tolerance comparison — the price-discrepancy check that catches list-vs-net overbilling
total (per line)	computed qty × Unit_Net_Ex_GST	Computed, no stored field

Both sides are ex-GST at line level, so no GST conversion is needed for line matching (header totals still need the GST basis of Total_Value confirmed).