Parts at HQ Report

The Parts at HQ report shows parts that have arrived at headquarters and are ready for distribution or processing. From here, parts can be delivered to repair shops or processed for returns.

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Report Location

• Dashboard: Parts Dashboard
• Panel: Parts at HQ

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Entry Criteria

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

Group A: Arrived Parts

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

Group B: Delivered Back to HQ

Form	Field	Condition
Parts Order	Status	= Delivered Back to HQ
Parts Order	Due In	is not null
Parts Order	Purchase Order Form ID	is not null

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Available Actions

Update Parts at HQ Button (Multi-Select)

Opens the Update Parts at HQ Form:

┌─────────────────────────────────────────────────────────────┐
│               UPDATE PARTS AT HQ FORM                        │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  Invoice No: [Editable]          _______________            │
│                                                              │
│  Status: [Dropdown - Editable]   _______________            │
│  ┌──────────────────────────────────────────────────────┐   │
│  │  • Pending Supplier Collection                        │   │
│  │  • Collected Pending Refund                          │   │
│  │  • Refunded - Credit                                  │   │
│  │  • Delivered to Repair Shop                          │   │
│  │  • Pending Repair Shop Pick Up                       │   │
│  └──────────────────────────────────────────────────────┘   │
│                                                              │
│  [All other fields are DISABLED / Read-only]                │
│                                                              │
└─────────────────────────────────────────────────────────────┘

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Status Options and Destinations

When updating status, parts move to different reports:

Status Selected	Next Report	Description
Pending Supplier Collection	Pending Supplier Collection	Waiting for supplier to collect returns
Collected Pending Refund	Collected Pending Refund	Supplier collected, awaiting refund
Refunded - Credit	Refunded / Credited	Refund or credit received
Delivered to Repair Shop	Delivered to Repair Shop	Parts sent to repairer
Pending Repair Shop Pick Up	Pending Repair Shop Pick Up	Waiting for repairer to collect

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Workflow Diagram

┌─────────────────────────────────────────────────────────────┐
│                      PARTS AT HQ                             │
│              (Status: Arrived / Delivered Back to HQ)        │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │  Update Parts at HQ    │
              │  Form                  │
              └────────────┬───────────┘
                           │
    ┌──────────────────────┼──────────────────────┐
    │          │           │           │          │
    ▼          ▼           ▼           ▼          ▼
┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐ ┌────────┐
│Pending │ │Collected│ │Refunded│ │Delivered│ │Pending │
│Supplier│ │Pending │ │Credit  │ │to Repair│ │Repair  │
│Collect │ │Refund  │ │        │ │Shop    │ │Shop    │
│        │ │        │ │        │ │        │ │Pick Up │
└────┬───┘ └────┬───┘ └────┬───┘ └────────┘ └────────┘
     │          │          │
     │          │          │
     └──────────┴──────────┘
                │
                ▼
     ┌─────────────────────┐
     │    RETURNS FLOW     │
     │    (See Returns     │
     │    Flow page)       │
     └─────────────────────┘

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Returns Flow Entry Points

From Parts at HQ, the three main returns statuses lead to the Returns Flow:

┌─────────────────────────────────────────────────────────────┐
│                     RETURNS FLOW                             │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  ┌─────────────────────┐                                    │
│  │ Pending Supplier    │ ──▶ Supplier needs to collect      │
│  │ Collection          │     the parts                      │
│  └─────────────────────┘                                    │
│            │                                                 │
│            ▼                                                 │
│  ┌─────────────────────┐                                    │
│  │ Collected Pending   │ ──▶ Supplier collected,           │
│  │ Refund              │     waiting for money back        │
│  └─────────────────────┘                                    │
│            │                                                 │
│            ▼                                                 │
│  ┌─────────────────────┐                                    │
│  │ Refunded - Credit   │ ──▶ Process complete,             │
│  │                     │     refund/credit received        │
│  └─────────────────────┘                                    │
│                                                              │
└─────────────────────────────────────────────────────────────┘

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Editable vs Read-Only Fields

Field	Editable
Invoice No	Yes
Status	Yes
All other fields	No (Disabled)

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Status Transitions

Current Status	New Status	Next Report
Arrived	Pending Supplier Collection	Pending Supplier Collection
Arrived	Collected Pending Refund	Collected Pending Refund
Arrived	Refunded - Credit	Refunded / Credited
Arrived	Delivered to Repair Shop	Delivered to Repair Shop
Arrived	Pending Repair Shop Pick Up	Pending Repair Shop Pick Up
Delivered Back to HQ	(Same options as above)	(Same destinations)

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Related Pages

• On Order - Previous stage
• Parts Overdue - Alternative previous stage
• Returns Flow - Returns processing stages
• Overview - Full workflow diagram