Purchase Order Form (Purchase_Order_Form)

Field-by-field reference for the Purchase Order form in Zoho Creator, extracted from the Deluge form definition. This form is the system of record for parts purchasing — every parts order raised against a repair job is captured here, and it is the reference data the Invoice Extraction module matches supplier invoices against.

• Display name: Purchase Order Form
• Success message: "Data Added Successfully!"
• Last documented: 12 June 2026

Form Layout

The form is organised into two sections plus two line-item grids:

1. Main section (row 1) — vehicle, claim, supplier, and ordering details
2. Line-item grids (rows 2–3) — the parts on the order
3. System section (row 4) — status tracking, PO numbering, and links into the parts workflow

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Main Section — Order Details

Field	Type	Source / Values	Notes
File_Number	Picklist (lookup)	Claim_Form.ID, displays [File_Number]	Links the PO to the claim. Sorted ascending.
Registration	Text	Free text	Vehicle rego. Key matching field for invoice extraction (see below).
VIN_No	Text	Free text	Vehicle identification number. APG invoices print VIN rather than rego.
Make	Text	Free text	Vehicle make.
Model	Text	Free text	Vehicle model.
Ordered_By	Picklist (lookup)	User.ID, displays full name (prefix + first + last + suffix)	Staff member who raised the order.
Date_Ordered	Date	All days allowed	Mandatory (must have).
Supplier_Name	Picklist (lookup)	Suppliers.ID, displays [Supplier_Name]	The canonical supplier list lives in the Suppliers form — this is the master data that invoice supplier-name matching resolves against.
Purchase_Order_No_I_Body	Text	Free text	"Purchase Order No. (I-Body)" — the iBody purchase number. This is the order reference suppliers print on their invoices, and the primary key for invoice-to-PO matching.

Line-Item Grids

The form carries two line-item grids, both bidirectional (child records link back to this PO):

Field	Type	Child Form	Notes
Order_Line_Items_Parts_Order	Grid (subform)	Parts_Order	Display name "Order Line Items".
Order_Line_Items	Grid (subform)	Order_Line_Items	Display name "Order Line Items" — same label as the grid above.

:::caution Two grids, one label Both grids display as "Order Line Items" in the UI. Order_Line_Items is the current structure — it is the subform embedded in the Order Parts form, introduced when line items became separate records (previously part descriptions lived in a single free-text Description field). Order_Line_Items_Parts_Order (backed by Parts_Order) is the pre-existing structure. Code that reads PO line items — including the invoice extraction matching logic — should query Order_Line_Items. :::

System Section

Field	Type	Source / Values	Notes
Total_Value	Decimal	—	Total value of the order. Comparison target for the extracted invoice total.
Auto_Number	Autonumber	Starts at 1	Internal sequence.
Order_Status	Picklist	Pending → Ordered → Arrived	Initial value Pending. Max 100 chars.
Parts_to_be_ordered_for	Picklist	Claim, Fleet Vehicle, Private Job	Job type — not all POs belong to an insurance claim.
Date_Arrived	Date	All days allowed	Set when parts are received.
PO_Number	Text	Free text	Internal PO number (distinct from the iBody number).
Rego_PO_Number	Text	Free text	Combined rego + PO reference.
Parts_Approved_to_Order	Picklist (lookup)	Parts_Approved_to_Order.ID, displays [ID]	Link into the parts approval workflow.
Order_Parts	Picklist (lookup)	Order_Parts.ID, displays [ID]	Link into the parts ordering workflow.
Request_Parts	Picklist (lookup)	Request_Parts.ID, displays [ID]	Link into the parts request workflow.

Actions

Event	Buttons
On add	Submit
On edit	Update, Cancel

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Three PO-Number Fields — Which Is Which

The form has three distinct purchase-order references. Don't conflate them:

Field	Meaning	Printed on supplier invoices?
Purchase_Order_No_I_Body	The iBody purchase number given to the supplier when ordering	Yes — this is the "Order No" / "P/O Number" / "Customer Po" that appears on invoices
PO_Number	Internal PO number	No
Rego_PO_Number	Combined rego + PO reference for internal lookup	No

Relevance to Invoice Extraction

The invoice extraction module (Claude Vision) extracts fields from scanned supplier invoices and matches them against this form. The mapping:

Extracted invoice field	PO form field	Match approach
po_number (e.g. APG "Order No")	Purchase_Order_No_I_Body	Exact / normalised string match — primary key
vehicle_id (Rego or VIN depending on supplier)	Registration or VIN_No	Exact match after normalisation (case, spaces). APG prints VIN; most others print rego.
supplier_name	Supplier_Name → Suppliers form	Fuzzy / alias matching — invoice letterheads vary from the canonical name in Suppliers
invoice_total / sub_total	Total_Value	Tolerance comparison (GST handling: Total_Value vs invoice ex-GST subtotal needs confirming)
line_items[] (description, qty, cost)	Order_Line_Items grid records	Count, description similarity, and unit-cost comparison per line

Open questions

• Which of the two line-item grids is authoritative for new POs (assumed: Order_Line_Items)?
• Is Total_Value inclusive or exclusive of GST?
• Is Purchase_Order_No_I_Body reliably populated on every PO, or only for iBody-sourced orders?