State exactly what the work order needs
Physical shortage, an unknown location and pending purchase approval are different issues. Identify the part or specification, quantity and next action.
“Material missing” is insufficient if the next person must establish the requirement again, particularly where similar machines use different component variants.
Give the requirement an owner
Establish who checks stock, agrees the purchase and returns to the job once the part arrives. The expected timing should be visible to the person planning the repair.
When delivery changes, update both the work plan and production information. Sending a purchase order does not end responsibility for the job's continuation.
Separate delay causes from individual assessment
History should explain the process. Comparing repair duration without parts availability can produce conclusions that say little about the team's actual work.
For a maintenance manager, recurring waiting reasons are useful. CMMS retains job context, while WMS records stock and parts issue. Together they help establish whether the problem arose during planning, purchasing or collection rather than treating every open hour as repair effort.