Parts to Order Report

The Parts to Order report shows parts that are ready to be ordered. This includes both approved parts and parts marked as unavailable that need re-ordering.

Report Location

Dashboard: Parts Dashboard
Panel: Parts to Order

Key Columns

Column Name	Source Field	Description
Date Assessed	Part Item Req → Parts Assessment Date	Date when the Parts Assessment Form was submitted
Date Tendered	Part Item Req → Parts Tendered Date	Date when the tender process was completed (via Update Parts to Order, Request Parts, or Parts Assessment form)
Date Approved to Order	Part Item Req → Date Approved to Order	Date when the record first appeared in Parts to Order report

Entry Criteria

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

Group A: Claim Parts - Pending

Form	Field	Condition
Claims Management	Order Parts	`= Yes`
Claims Management	Parts Assessment Status	`= Completed`
Claims Management	Parts Tendered Status	`= Completed`
Part Item Req	Status	`= Pending`
Part Item Req	Is Deleted	`= false`

Group B: Claim Parts - Unavailable

Form	Field	Condition
Claims Management	Order Parts	`= Yes`
Claims Management	Parts Assessment Status	`= Completed`
Claims Management	Parts Tendered Status	`= Completed`
Part Item Req	Status	`= Unavailable`
Part Item Req	Is Deleted	`= false`

Group C: Non-Claim Parts - Pending

Form	Field	Condition
Part Item Req	Tender Status	`= Completed`
Part Item Req	Status	`= Pending`
Part Item Req	Is Deleted	`= false`

Group D: Non-Claim Parts - Unavailable

Form	Field	Condition
Part Item Req	Tender Status	`= Completed`
Part Item Req	Status	`= Unavailable`
Part Item Req	Is Deleted	`= false`

Available Actions

Order Parts Button (Multi-Select)

Opens the Order Parts Form:

┌─────────────────────────────────────────────────────────────┐
│                    ORDER PARTS FORM                          │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  ** FLEET VEHICLE / PRIVATE JOB ONLY **             │    │
│  │                                                      │    │
│  │  Supplier:     [Lookup Field]     _______________   │    │
│  │  Part Type:    [Dropdown]         _______________   │    │
│  │  Part Status:  [Dropdown]         _______________   │    │
│  │                • Ordered                             │    │
│  │                • Arrived                             │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Order Line Items                          │    │
│  │  - Each part as a separate line item                │    │
│  │  - Requested Status dropdown for each item          │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Upload Parts Ordered [File Upload Field]           │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ☐ Check Status (Decision Box)                              │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Fleet Vehicle / Private Job Fields

The following fields appear only when ordering parts for Fleet Vehicle or Private Job (not for Claim parts):

Main Form Fields

Field	Type	Description
Supplier	Lookup	Select supplier - pre-populates all line items in subform
Part Type	Dropdown	Select part type - pre-populates all line items in subform
Part Status	Dropdown	`Ordered` or `Arrived` - pre-populates all line items in subform

Auto-Population Behavior

When a value is selected in the main form, it automatically populates all line items in the Order Line Items subform:

┌─────────────────────────────────────────────────────────────┐
│  Main Form                                                   │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Supplier: "ABC Parts Co"                            │    │
│  │  Part Type: "OEM"                                    │    │
│  │  Part Status: "Ordered"                              │    │
│  └─────────────────────────────────────────────────────┘    │
│                           │                                  │
│                           ▼ (Auto-populate)                  │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Order Line Items Subform                            │    │
│  │  ┌─────────────────────────────────────────────┐    │    │
│  │  │ Part 1: Supplier=ABC, Type=OEM, Status=Ordered│   │    │
│  │  │ Part 2: Supplier=ABC, Type=OEM, Status=Ordered│   │    │
│  │  │ Part 3: Supplier=ABC, Type=OEM, Status=Ordered│   │    │
│  │  └─────────────────────────────────────────────┘    │    │
│  └─────────────────────────────────────────────────────┘    │
└─────────────────────────────────────────────────────────────┘

Part Status Behavior

Part Status	Due In Date	Next Report
`Ordered`	Next business day (skips weekends)	On Order report
`Arrived`	Today	Parts at HQ report

┌─────────────────────────────────────────────────────────────┐
│  PART STATUS SELECTION (Fleet/Private Only)                  │
└──────────────────────────┬──────────────────────────────────┘
                           │
              ┌────────────┴────────────┐
              │                         │
              ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Status: Ordered │       │ Status: Arrived │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ Due In = Next   │       │ Due In = Today  │
    │ business day    │       │                 │
    │ (skips weekends)│       │                 │
    └────────┬────────┘       └────────┬────────┘
             │                         │
             ▼                         ▼
    ┌─────────────────┐       ┌─────────────────┐
    │ ON ORDER        │       │ PARTS AT HQ     │
    │ Report          │       │ Report          │
    └─────────────────┘       └─────────────────┘

Claude AI PDF Extraction

Upload Process

User uploads a PDF file using the Upload Parts Ordered field
System sends the PDF to Claude AI for data extraction
Claude AI processes the document and extracts order information

Check Status Flow

┌─────────────────┐
│  Check Status   │
│  (Click)        │
└────────┬────────┘
         │
         ▼
┌─────────────────┐
│  API Call to    │
│  Check Job      │
│  Status         │
└────────┬────────┘
         │
    ┌────┴────┐
    │         │
    ▼         ▼
┌────────┐  ┌────────────────┐
│Complete│  │ Not Completed  │
└───┬────┘  └───────┬────────┘
    │               │
    ▼               ▼
┌────────────┐  ┌────────────┐
│ Insert     │  │ Show Alert │
│ values     │  │ "Still     │
│ into Order │  │ processing"│
│ Line Items │  │            │
│ subform    │  │            │
└────────────┘  └────────────┘

On Success Behavior

Order Line Items Creation

Each part in the subform creates an individual Parts Order record.

Condition: Due In Date Filled

When Due In date is provided:

Action	Result
Create Purchase Order	New record in Purchase Order Form
Create Order Line Items	One Parts Order record per line item
Parts Order Status	`Ordered`
Part Item Req Status	`Ordered`
Next Report	On Order report

Condition: Due In Date Empty

When Due In date is null:

Action	Result
No Purchase Order	Purchase Order NOT created
Part Item Req Status	`Unavailable`
Next Report	Stays in Parts to Order report

In the Order Line Items subform, each item has a Requested Status dropdown:

Status Value	Result
`Parts to Order`	Standard ordering flow (as described above)
`Parts to Repair`	Creates record in Parts to Repair report

Flow for Parts to Repair

┌─────────────────────────────────────────────────────────────┐
│  Requested Status = "Parts to Repair"                        │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Create record in       │
              │ Parts to Repair Report │
              └────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ If Status = Ordered,   │
              │ Move to On Order       │
              └────────────────────────┘

Complete Workflow Diagram

┌─────────────────────────────────────────────────────────────┐
│                    PARTS TO ORDER                            │
└──────────────────────────┬──────────────────────────────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Order Parts Form       │
              │ (Multi-select)         │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Upload PDF             │
              │ Claude AI Extraction   │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Check Status           │
              │ Insert into subform    │
              └────────────┬───────────┘
                           │
                           ▼
              ┌────────────────────────┐
              │ Submit Form            │
              └────────────┬───────────┘
                           │
         ┌─────────────────┴─────────────────┐
         │                                   │
         ▼                                   ▼
┌─────────────────┐               ┌─────────────────┐
│ Due In Filled   │               │ Due In Null     │
└────────┬────────┘               └────────┬────────┘
         │                                 │
         ▼                                 ▼
┌─────────────────┐               ┌─────────────────┐
│ • Purchase      │               │ • No Purchase   │
│   Order Created │               │   Order         │
│ • Parts Order   │               │ • Status:       │
│   Status=Ordered│               │   Unavailable   │
│ • Part Item Req │               │ • Stay in Parts │
│   Status=Ordered│               │   to Order      │
└────────┬────────┘               └─────────────────┘
         │
         ▼
┌─────────────────┐
│  ON ORDER       │
│  Report         │
└─────────────────┘

Key Differences from Parts Awaiting Approval

Aspect	Parts Awaiting Approval	Parts to Order
Entry Condition	Order Parts = No/empty	Order Parts = Yes
Status on Entry	Awaiting Approval	Pending or Unavailable
Primary Use	Parts needing approval	Parts ready to order

Parts Awaiting Approval - Alternative flow
On Order - Next stage (if Due In filled)
Parts Overdue - If parts become overdue
Overview - Full workflow diagram

Report Location​

Key Columns​

Entry Criteria​

Group A: Claim Parts - Pending​

Group B: Claim Parts - Unavailable​

Group C: Non-Claim Parts - Pending​

Group D: Non-Claim Parts - Unavailable​

Available Actions​

Order Parts Button (Multi-Select)​

Fleet Vehicle / Private Job Fields​

Main Form Fields​

Auto-Population Behavior​

Part Status Behavior​

Claude AI PDF Extraction​

Upload Process​

Check Status Flow​

On Success Behavior​

Order Line Items Creation​

Condition: Due In Date Filled​

Condition: Due In Date Empty​

Requested Status Dropdown​

Flow for Parts to Repair​

Complete Workflow Diagram​

Key Differences from Parts Awaiting Approval​

Related Pages​