Part Item Request Form (Part_Item_Request)

Field-by-field reference for the Part Item Request subform in Zoho Creator. This form captures individual parts to be ordered against a claim and is embedded in the Claim Form as the Parts_to_Order subform.

• Display name: Part Item Request
• Parent form: Claim_Form (embedded via Parts_to_Order subform field, bidirectional link Claim_Form1)
• Last documented: 25 July 2026

Background

Each record represents a single part line item that needs to be sourced for a repair job. Parts flow through assessment, tendering, approval, and ordering stages — tracked via the Status and Tender_Status fields. Once approved, these records feed into the Order Parts and Purchase Order workflows.

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Main Section — Part Details

Field	Type	Source / Values	Notes
Description	Text	Free text	Part description.
Quantity	Number	—	Quantity required.
Part_Number	Text	Free text	Supplier/OEM part number.
Notes	Textarea	—	General notes.
Part_Notes	Textarea	—	Additional part-specific notes.
VIN_No	Text	Free text	Vehicle identification number — denormalised from claim.
Suppliers	Picklist (lookup)	Suppliers.ID, displays [Supplier_Name]	Preferred supplier for this part.
Parts_Type	Picklist	OEM, Parallel, Aftermatket, Used	Note: "Aftermatket" is a typo — see Field Review.
Unit_List_Ex_GST	Decimal	—	List price ex GST.
Unit_Net_Ex_GST	Decimal	—	Net (agreed) price ex GST.
Due_In_date	Date	All days allowed	Expected arrival date.
Upload_Evidence	File upload	Local drive	Supporting documentation (quote, screenshot, etc.).
Tender_Status	Picklist	Pending, Completed	Whether tendering is complete for this part.

System Section

Field	Type	Source / Values	Notes
Status	Picklist	Pending, Cancelled, Ordered, Arrived, Unavailable, Awaiting Approval	Part request lifecycle status.
Registration	Text	Free text	Vehicle rego — denormalised from claim.
Make	Text	Free text	Vehicle make — denormalised.
Model	Text	Free text	Vehicle model — denormalised.
Colour	Text	Free text	Vehicle colour — denormalised.
Purchase_Order_No_I_Body	Text	Free text	iBody PO number once ordered.
Parts_Tendered_Date	Date	—	Date tendering was completed.
Parts_Assessment_Date	Date	—	Date assessment was completed.
Date_Approved_to_Order	Date	—	Date the part was approved for ordering.
Is_Deleted	Checkbox	—	Soft-delete flag.
Parts_to_be_ordered_for	Picklist	Claim, Fleet Vehicle, Private Job	Job type — determines which vehicle lookup applies.
Add_Car	Picklist (lookup)	logistics_app.Add_Car.ID, displays [Registration]	Fleet vehicle lookup (cross-app into Fleet & Logistics Portal).
Claim_Form	Picklist (lookup)	Claim_Form.ID	Parent claim reference.
Claims_Management_Form	Picklist (lookup)	Claims_Management_Form.ID	Related claims management record.
Request_Parts	Picklist (lookup)	Request_Parts.ID	Link to parts request workflow.
Purchase_Order_Form	Picklist (lookup)	Purchase_Order_Form.ID	Link to PO once order is raised.
Workshop_Job	Picklist (lookup)	Workshop_Job.ID	Related workshop job.
Parts_Order	Picklist (lookup)	Parts_Order.ID	Link to parts order record.

Actions

Event	Buttons
On add	Submit
On edit	Update, Cancel

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Field Review

1. Parts_Type typo: "Aftermatket"

The picklist contains Aftermatket instead of Aftermarket. This is the same typo present in the Order Parts form. Any fix must migrate existing records and update Deluge workflows that filter on this value.

2. Denormalised vehicle fields

Registration, VIN_No, Make, Model, Colour are copied from the parent claim rather than looked up. Standard Creator practice, but they can drift from the source record. Treat the claim record as the source of truth.

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Workflow Context

This form sits at the start of the parts procurement pipeline:

Part_Item_Request → Request_Parts → Parts_Approved_to_Order → Order_Parts → Purchase_Order_Form
       ↓                                                            ↓
   (assessment)                                              (line items)

Status transitions:

1. Pending — initial state, awaiting assessment
2. Awaiting Approval — assessed, needs approval to order
3. Ordered — PO raised
4. Arrived — part received
5. Unavailable — part cannot be sourced
6. Cancelled — request cancelled

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Related Documentation

• Order Parts Form — where approved parts become PO line items
• Purchase Order Form — the PO header
• Parts Assessment Workflow — assessment process overview