Parts to Tender Report
The Parts to Tender report allows users to request parts for claims, fleet vehicles, or private jobs. This is where parts are officially entered into the ordering workflow.
Report Location
- Dashboard: Parts Dashboard
- Panel: Parts to Tender
Entry Criteria
Records appear in this report when EITHER of these condition groups are met:
Group A: Claim Parts
| Form | Field | Condition |
|---|---|---|
| Part Item Req | Tender Status | = Pending |
| Part Item Req | Is Deleted | = false |
| Part Item Req | Part to be Ordered For | = Claim |
| Claims Management | Status | != Cancel |
| Claims Management | Status | != Declined |
| Claim | Is customer vehicle being repaired or total loss | != Total Loss AND != empty |
Group B: Non-Claim Parts (Fleet/Private)
| Form | Field | Condition |
|---|---|---|
| Part Item Req | Tender Status | = Pending |
| Part Item Req | Is Deleted | = false |
| Part Item Req | Part to be Ordered For | != Claim |
Report Columns
| Column | Source Field | Description |
|---|---|---|
| Description | Part Item Req → Description | Part description |
| Registration | Part Item Req → Registration | Vehicle registration |
| Parts Notes | Part Item Req → Part Notes | Notes history for the part item |
| Tender Status | Part Item Req → Tender Status | Current tender status |
| ... | ... | (other standard columns) |
Available Actions
Update Notes Button
Opens the Update Parts Notes form to add follow-up notes for parts in the tender queue.
Form Fields
| Field | Type | Description |
|---|---|---|
| Description | Text (Read-only) | Part description (pre-populated from report row) |
| Registration | Text (Read-only) | Vehicle registration (pre-populated from report row) |
| Part Notes | Multi-line (Read-only) | Displays existing notes from the Part Item Request record |
| Add Notes | Multi-line | New notes to append |
Form Layout
┌─────────────────────────────────────────────────────────────┐
│ UPDATE PARTS NOTES │
├─────────────────────────────────────────────────────────────┤
│ │
│ Description: [test] (Read Only) │
│ │
│ Registration: [4324234234ss] (Read Only) │
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ Part Notes (Previous) │ │
│ │ │ │
│ │ ganesh kumar 24th July - ... │ │
│ │ ------------------------------------ │ │
│ │ ganesh.au.2024 24th July - ... │ │
│ │ │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ Add Notes │ │
│ │ │ │
│ │ [Enter new notes here...] │ │
│ │ │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ [Submit] │
└─────────────────────────────────────────────────────────────┘
On Success Behavior
When the form is submitted successfully, the system calls parts_item_request.update_parts_notes which:
- Gets the user's display name (not email) from the system
- Formats the current date with ordinal suffix (e.g., "14th July", "1st August", "23rd June")
- Creates a formatted note entry:
{User Name} {Date} - {Note Content}
- Prepends the new note to existing notes with a separator line
Note Format Example
┌─────────────────────────────────────────────────────────────┐
│ Part Notes │
├─────────────────────────────────────────────────────────────┤
│ │
│ John Smith 24th July - Contacted supplier, part is on │
│ backorder. Expected in 2 weeks. │
│ ------------------------------------ │
│ Jane Doe 23rd July - Requested quote from alternative │
│ supplier. │
│ ------------------------------------ │
│ John Smith 22nd July - Initial tender sent to 3 suppliers. │
│ │
└─────────────────────────────────────────────────────────────┘
Date Suffix Rules
| Day | Suffix | Example |
|---|---|---|
| 1, 21, 31 | st | 1st, 21st, 31st |
| 2, 22 | nd | 2nd, 22nd |
| 3, 23 | rd | 3rd, 23rd |
| All others | th | 4th, 5th, 11th, 12th, 14th, etc. |
Notes Storage
| Form | Field | Description |
|---|---|---|
| Part Item Request | Part_Notes | Stores the concatenated notes history (newest first) |
Note: New notes are always added at the top of the existing notes, separated by a line of dashes. This keeps the most recent updates visible first.
Request Parts Button
Opens the Request Parts Form to order parts for:
┌─────────────────────────────────────────────────────────────┐
│ REQUEST PARTS FORM │
├─────────────────────────────────────────────────────────────┤
│ │
│ Parts to be Ordered For: [Dropdown] │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ ○ Claim │ │
│ │ ○ Fleet Vehicle │ │
│ │ ○ Private Job │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
Part Types
1. Claim-Based Parts
When Claim is selected:
┌─────────────────────────────────────────────────────────────┐
│ CLAIM SELECTED │
├─────────────────────────────────────────────────────────────┤
│ │
│ Auto-populated fields from Claim: │
│ • Rego (Registration Number) │
│ • Make │
│ • Model │
│ • Year │
│ • VIN Number │
│ • Repairer │
│ │
└─────────────────────────────────────────────────────────────┘
On Submit: Record moves to Parts to Tender report with:
- Claims Management → Parts Assessment Status =
Completed - Claims Management → Parts Tendered Status =
New
2. Fleet Vehicle Parts
When Fleet Vehicle is selected:
┌─────────────────────────────────────────────────────────────┐
│ FLEET VEHICLE SELECTED │
├─────────────────────────────────────────────────────────────┤
│ │
│ Car Rego: [Dropdown - from Add Car Rego] │
│ │
│ Auto-populated fields from Fleet: │
│ • Make │
│ • Model │
│ • Year │
│ • VIN Number │
│ │
│ * Description appears in BLUE in the report │
│ │
└─────────────────────────────────────────────────────────────┘
Field Updates on Submit:
| Field | New Value |
|---|---|
| Tendered Status | New |
| Parts Tendered Date | Current date/time |
Update Flow: When selecting this record and using Update Parts to Order Form:
- Moves to Awaiting Approval stage
- Status changes to
Completed
3. Private Job Parts
When Private Job is selected:
┌─────────────────────────────────────────────────────────────┐
│ PRIVATE JOB SELECTED │
├─────────────────────────────────────────────────────────────┤
│ │
│ Manual entry required for all fields: │
│ • Rego (Registration Number) │
│ • Make │
│ • Model │
│ • Year │
│ • VIN Number │
│ │
│ * Same flow as Fleet Vehicle after submission │
│ │
└─────────────────────────────────────────────────────────────┘
Update Parts to Order Form
After selecting a record, the Update Parts to Order Form opens to update the tender.
On Success
| Condition | Next Report |
|---|---|
Claims Management → Order Parts = Yes | Parts to Order report |
Claims Management → Order Parts = No or empty | Parts Awaiting Approval report |
Field Updates
| Form | Field | New Value |
|---|---|---|
| Claims Management | Parts Tendered Status | Completed |
| Part Item Req | Parts Tendered Date | Current date/time |
| Part Item Req | Date Approved to Order | Current date/time (only if Order Parts = Yes) |
Note: The Parts Tendered Date field (displayed as "Date Tendered" column in reports) is automatically populated with the submission timestamp. The Date Approved to Order field is set when the record moves to the Parts to Order report (i.e., when Order Parts = Yes).
Workflow Diagram
┌─────────────────┐
│ Parts to Tender │
└────────┬────────┘
│
▼
┌─────────────────────────────────────┐
│ Update Parts to Order Form │
└────────┬────────────────────────────┘
│
┌────┴────────────────┐
│ │
▼ ▼
┌─────────────────┐ ┌─────────────────┐
│ Order Parts=Yes │ │ Order Parts=No │
│ │ │ (or empty) │
└────────┬────────┘ └────────┬────────┘
│ │
▼ ▼
┌─────────────────┐ ┌─────────────────┐
│ Parts to Order │ │ Parts Awaiting │
│ Report │ │ Approval Report │
└─────────────────┘ └─────────────────┘
Visual Indicators
| Part Type | Description Color |
|---|---|
| Claim | Default |
| Fleet Vehicle | Blue |
| Private Job | Default (same as Fleet after submit) |
Related Pages
- Parts Assessment - Previous stage
- Parts Awaiting Approval - Next stage (if Order Parts = No)
- Parts to Order - Next stage (if Order Parts = Yes)
- Overview - Full workflow diagram