On Order Report

The On Order report tracks parts that have been ordered and are awaiting delivery. This is where users monitor incoming parts and update their status when received.

Report Location

Dashboard: Parts Dashboard
Panel: On Order

Entry Criteria

Records appear in this report when EITHER of these condition groups are met:

Group A: Ordered Parts

Form	Field	Condition
Parts Order	Status	`= Ordered`
Parts Order	Due In	`is not null`
Parts Order	Purchase Order Form ID	`is not null`

Group B: Back Ordered Parts

Form	Field	Condition
Parts Order	Status	`= Back Ordered`
Parts Order	Due In	`is not null`
Parts Order	Purchase Order Form ID	`is not null`

Available Actions

1. Update Parts Order Button (Multi-Select)

Opens the Update Purchase Order Form:

┌─────────────────────────────────────────────────────────────┐
│              UPDATE PURCHASE ORDER FORM                      │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  Have all parts arrived for this purchase? [Dropdown]       │
│  ┌──────────────────────────────────────────────────────┐   │
│  │  ○ Yes                                                │   │
│  │  ○ No                                                 │   │
│  └──────────────────────────────────────────────────────┘   │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Parts Status                              │    │
│  │  (Visibility depends on dropdown selection)         │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Option: "Yes" - All Parts Arrived

┌─────────────────────────────────────────────────────────────┐
│  Have all parts arrived? = YES                               │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  • Subform is HIDDEN                                        │
│  • All parts automatically marked as "Arrived"              │
│  • Date Received auto-populated with current date           │
│  • Records move to Parts at HQ report                       │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Option: "No" - Partial Arrival

┌─────────────────────────────────────────────────────────────┐
│  Have all parts arrived? = NO                                │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  • Subform is SHOWN for user to update individual parts     │
│  • Default status set to "Arrived" for all items            │
│  • User can change status per item                          │
│                                                              │
│  Status Options:                                            │
│  ┌──────────────────────────────────────────────────────┐   │
│  │  • Arrived       → Date Received auto-populated,     │   │
│  │                    moves to Parts at HQ              │   │
│  │  • Back Ordered  → Due In becomes mandatory          │   │
│  └──────────────────────────────────────────────────────┘   │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Back Ordered Status

When a part is marked as Back Ordered:

Field	Behavior
Due In	Cleared (set to empty)
Due In	Becomes mandatory to update

2. Parts Delayed / Cancelled Button (Multi-Select)

Opens the Parts Delayed Form which allows users to either delay or cancel parts orders.

Form Fields

Field	Type	Description
Parts Status	Dropdown	`Delayed` or `Cancelled`
Registration	Display	Vehicle registration (read-only)
VIN No	Display	Vehicle identification number (read-only)
Make	Display	Vehicle make (read-only)
Model	Display	Vehicle model (read-only)
Current Due In Date	Display	Current expected delivery date (read-only)
New Expected Due In Date	Date	New expected delivery date (editable)
Upload Supporting Evidence	File Upload	Supporting documentation
Part Delay Notes	Text	Notes about the delay
Cancelled By	Lookup	User who cancelled (auto-populated)
Cancelled Reason	Dropdown	Reason for cancellation
Upload Parts Ordered	File Upload	New PO PDF for extraction
Check Status	Checkbox	Check PO extraction status

Cancelled Reason Options:

Not In Stock
Found Cheaper
Part Being Repaired

Field Visibility Rules

Parts Status	Cancelled Reason	Visible Fields
Delayed	—	New Expected Due In Date, Upload Supporting Evidence, Part Delay Notes
Cancelled	Part Being Repaired	Cancelled By, Cancelled Reason only
Cancelled	Found Cheaper / Not In Stock	Cancelled By, Cancelled Reason, Upload Parts Ordered, Check Status, Order Line Items, Totals

Order Line Items Subform

Populated via PO PDF Extraction when Upload Parts Ordered is provided:

Field	Type	Description
Parts Order	Lookup	Link to original parts order (hidden)
Description	Text	Part description
Quantity	Number	Quantity ordered
Part Number	Text	Part number
Supplier	Lookup	Supplier (mandatory for Found Cheaper/Not In Stock)
Parts Type	Dropdown	Part type
Unit Net Ex GST	Currency	Cost price
Unit List Ex GST	Currency	Sell price
Due In Date	Date	Expected delivery date
Notes	Text	Line item notes
GST	Currency	Calculated (10%)
Total Ex GST	Currency	Quantity × Unit Net Ex GST
Total Inc GST	Currency	Total Ex GST + GST

Totals:

Total Amount (Excl GST)
GST
Total Amount (Incl GST)

PO PDF Extraction Flow

User uploads PDF to Upload Parts Ordered
System creates PO_PDF_Extraction record and triggers extraction
Message shown: "PDF is still processing... It will take 10 to 40 sec to complete"
User clicks Check Status checkbox to poll for completion
On completion, Order Line Items subform auto-populates with extracted data

Validation

Cancelled Reason	Validation
Found Cheaper	Supplier mandatory for all line items
Not In Stock	Supplier mandatory for all line items

System Fields (Auto-populated)

Field	Description
Cancelled By	Auto-set to logged-in user
Cancelled Date	Date when cancelled
Cancelled Time	Time when cancelled
Parts Order	Link to Parts Order
Parts to be ordered for?	Order destination (Claim/Fleet Vehicle/Private Job)
PO PDF Extraction	Link to extraction record
Purchase Order Form	Link to original PO form

Workflow Logic

If Parts Status = "Delayed"

Action	Result
Update Parts Order	Due In date updated to New Expected Due In Date
Upload Evidence	Stored on Parts Order record
Notes	Added to Parts Order, Claim, and Timeline
Email	Sent for parts delayed notification

If Parts Status = "Cancelled"

Cancelled Reason	Behavior
Part Being Repaired	Creates Parts to Repair record for each line item. Parts Order status → Cancelled.
Found Cheaper or Not In Stock	See below

For "Found Cheaper" / "Not In Stock":

Line Item Due In Date	Result
Has Date	New Purchase Order + Parts Order created → On Order report
No Date	Part Item Request created → Parts to Order report

Additional Actions:

Original PO updated with Replacement Purchase Order Number
New POs grouped by Supplier
Notes added for Claim and Fleet Vehicle records
Timeline record created
Parts Assessment status updated to Completed

Status Flow Diagram

┌─────────────────────────────────────────────────────────────┐
│                       ON ORDER                               │
│              (Status: Ordered / Back Ordered)                │
└──────────────────────────┬──────────────────────────────────┘
                           │
         ┌─────────────────┼─────────────────┐
         │                 │                 │
         ▼                 ▼                 ▼
┌─────────────┐   ┌───────────────────┐   ┌─────────────┐
│ Update      │   │ Parts Delayed /   │   │ Due In <    │
│ Parts Order │   │ Cancelled         │   │ Today       │
└──────┬──────┘   └─────────┬─────────┘   └──────┬──────┘
       │                    │                    │
       ▼              ┌─────┴─────┐              ▼
┌─────────────┐       │           │       ┌─────────────┐
│ All parts   │       ▼           ▼       │ PARTS       │
│ arrived?    │   ┌───────┐   ┌───────┐   │ OVERDUE     │
└──────┬──────┘   │Delayed│   │Cancel │   │ Report      │
       │          └───┬───┘   └───┬───┘   └─────────────┘
  ┌────┴────┐         │           │
  │         │         ▼           ▼
  ▼         ▼    ┌────────┐  ┌──────────────────────────┐
┌─────┐  ┌──────────┐    │  │ Cancelled Reason?        │
│ Yes │  │ No       │    │  └────────────┬─────────────┘
└──┬──┘  └────┬─────┘    │          ┌────┴────┬────────────┐
   │          │          │          │         │            │
   │     ┌────┴────┐     │          ▼         ▼            ▼
   │     │         │     │   ┌──────────┐ ┌────────┐ ┌──────────┐
   │     ▼         ▼     │   │Part Being│ │Found   │ │Not In    │
   │  ┌───────┐  ┌────────────┐│Repaired │ │Cheaper │ │Stock     │
   │  │Arrived│  │Back Ordered│└────┬─────┘└────┬───┘ └────┬─────┘
   │  └───┬───┘  └─────┬──────┘     │           │          │
   │      │            │            ▼           └────┬─────┘
   │      │            ▼     ┌────────────┐          │
   │      │     ┌────────────┐│ PARTS TO  │          ▼
   │      │     │ Update     ││ REPAIR    │   ┌────────────────┐
   │      │     │ Due In     │└────────────┘  │ Upload PO +    │
   │      │     │ (Required) │                │ PO Extraction  │
   │      │     └─────┬──────┘                └───────┬────────┘
   │      │           │                         ┌─────┴─────┐
   ▼      ▼           │                         │           │
┌─────────────┐       │                         ▼           ▼
│ PARTS AT HQ │ ◀─────┘                  ┌──────────┐ ┌──────────┐
│ Report      │   (when parts arrive)    │Due In    │ │Due In    │
└─────────────┘                          │Updated   │ │NOT Updated│
                                         └────┬─────┘ └────┬─────┘
                                              │            │
                                              ▼            ▼
                                        ┌──────────┐ ┌──────────┐
                                        │ ON ORDER │ │ PARTS TO │
                                        │ Report   │ │ ORDER    │
                                        └──────────┘ └──────────┘

Status Transitions Summary

Current Status	Action	New Status	Next Report
Ordered	All Arrived = Yes	Arrived	Parts at HQ
Ordered	Partial Arrival	Mixed	Parts at HQ (Arrived items)
Ordered	Back Ordered	Back Ordered	Stays in On Order
Ordered/Back Ordered	Parts Status = Delayed	No change	Stays in On Order (new Due In)
Ordered/Back Ordered	Cancelled → Part Being Repaired	Cancelled	Parts to Repair
Ordered/Back Ordered	Cancelled → Found Cheaper/Not In Stock + Due In updated	Re-ordered	On Order
Ordered/Back Ordered	Cancelled → Found Cheaper/Not In Stock + No Due In	Re-ordered	Parts to Order
Back Ordered	Parts Arrive	Arrived	Parts at HQ
Ordered/Back Ordered	Due In < Today	No change	Parts Overdue

Auto-Populated Fields

Field	Trigger	Value
Date Received	Parts Order Status set to `Arrived`	Current date
Cancelled Date	Parts Status set to `Cancelled`	Current date
Cancelled Time	Parts Status set to `Cancelled`	Current time

Note: The Date Received field is automatically populated with the current date when the parts status is marked as "Arrived", either through the "All parts arrived = Yes" option or by individually marking parts as "Arrived" in the subform.

Parts to Order - Previous stage / If cancelled without new Due In
Parts Overdue - If parts become overdue
Parts at HQ - Next stage (when arrived)
Parts to Repair - If cancelled with reason "Part Being Repaired"
Overview - Full workflow diagram

Report Location​

Entry Criteria​

Group A: Ordered Parts​

Group B: Back Ordered Parts​

Available Actions​

1. Update Parts Order Button (Multi-Select)​

Option: "Yes" - All Parts Arrived​

Option: "No" - Partial Arrival​

Back Ordered Status​

2. Parts Delayed / Cancelled Button (Multi-Select)​

Form Fields​

Field Visibility Rules​

Order Line Items Subform​

PO PDF Extraction Flow​

Validation​

System Fields (Auto-populated)​

Workflow Logic​

If Parts Status = "Delayed"​

If Parts Status = "Cancelled"​

Status Flow Diagram​

Status Transitions Summary​

Auto-Populated Fields​

Related Pages​