End-to-end workflow
Manage partial or delayed parts supply
Use this workflow when a vendor shipment or inter-shop transfer supplies less than the quantity required for the approved appointment or work order.
Written by the VMOTEK Product Team · Updated August 14, 2026
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1. Confirm roles and prerequisites
Run this workflow with named users and representative test data before using it with a customer. An owner or manager configures the policy; operational staff execute only the actions their role and shop access permit. Confirm the active shop in the header before creating a transaction because appointments, work orders, inventory movements, purchasing and invoices retain that location.
- Purchaser: follows vendor commitment and expected remainder.
- Receiver: records only physically received quantities and exceptions.
- Advisor: communicates readiness accurately and reschedules when necessary.
- The PO or controlled transfer must identify item, destination and ordered/dispatched quantity.
- The linked customer demand must retain required quantity and performing shop.
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2. Execute the workflow from beginning to end
Follow the sequence below in order. Continue from the record already created instead of recreating the customer, vehicle, estimate, appointment or work order. At every handoff, reopen the destination record and confirm its source relationship, shop, status and amounts before proceeding.
- Open the PO or transfer and compare ordered/dispatched, previously received and outstanding quantities.
- Record the current physical receipt only. For transfer exceptions, separate received, damaged and short quantities.
- Reopen Inventory at the destination and verify only received usable quantity became available.
- Open the appointment/work order and review required, reserved/committed and shortage quantity; keep the job blocked or partially ready under shop policy.
- Record vendor follow-up or expected delivery and communicate the actual status to the customer.
- When the remainder arrives, receive it against the same PO/transfer, confirm availability and continue the connected job.
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3. Test the blocked and exception paths
A workflow is not ready merely because its normal path succeeds. Repeat the test using the conditions below. VMOTEK should explain why an action is unavailable, retain the existing record and prevent duplicate, stale, unauthorized or physically impossible activity. Do not bypass a business control by creating an unrelated replacement record.
- Do not mark the PO Received when an outstanding quantity remains.
- Do not adjust stock manually to hide a late receipt.
- Do not tell the customer all parts are ready when usable available quantity is insufficient.
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4. Verify records, inventory and financial effects
Open the related records after execution and reconcile them. The customer and vehicle remain company-wide identities, while the appointment, estimate, work order, inventory activity, purchase or transfer, invoice and payment retain the responsible shop. Status labels are operational evidence—not substitutes for checking quantities, totals and source links.
- PO/transfer history shows each receipt and remaining quantity.
- Inventory activity increases only by usable received quantity at the correct shop.
- Appointment/work-order readiness explains the remaining shortage.
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5. Confirm customer communication
Use the customer's permitted contact channel and preserve delivery status. A sent message does not equal approval, payment or receipt. Continue only from the authoritative decision or transaction status. Email and SMS availability depends on the shop's connected providers, customer contact data and consent settings.
- Send a delay/reschedule notice when the promised appointment cannot be supported.
- Send parts-ready communication only after the final required quantity is available.
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6. Completion checklist
The journey is complete only when the final business outcome and the expected audit trail agree. Record any failed check, correct configuration or source data, and rerun the scenario from a clean test record.
- Outstanding quantity is visible until resolved.
- Multiple receipts sum to the actual total without exceeding the source commitment.
- The job consumes only received available material.
Related product areas
Understand the capability behind the task
Continue to the applicable platform page for workflow behavior, role differences and connected operating consequences.
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Need help with your configuration?
Existing customers should use in-product support for account-aware assistance. Evaluation teams can contact us to discuss requirements.