Parts List Not Completed Report

This report shows claims where upload completion was marked but the parts list was not completed. It serves as a follow-up queue for incomplete parts assessments.

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Report Location

• Dashboard: Parts Dashboard
• Panel: Parts List Not Completed

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Entry Criteria

Records appear in this report when ALL of the following conditions are met:

Form	Field	Condition
Claims Management	Parts Assessment Status	= New
Claims Management	Date Repair Completed	is null
Claims Management	Upload Completion	= true
Claims Management	Upload Completion Date and Time	> 29-Jun-2026
Claim	Claim Type	Does NOT contain Rental Only
Claim	Is customer vehicle being repaired or total loss	!= Total Loss AND != empty
Claims Management	Status	!= Cancel
Claims Management	Status	!= Declined
Claims Management	Status	!= Rejected

Key Difference from Parts Assessment

This report has two additional criteria:

• Upload Completion = true - User marked upload as complete
• Upload Completion Date > 29-Jun-2026 - Only recent records (after June 29th)

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Report Columns

Column	Source
File Number	Claims Management
Registration	Claims Management
Make	Claims Management
Model	Claims Management
Parts List not Completed Notes	Claim
...	(other standard columns)

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Available Actions

Update Button

Opens the Parts Assessment Form (identical to the Parts Assessment report):

┌─────────────────────────────────────────────────────────────┐
│                  PARTS ASSESSMENT FORM                       │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Parts to Order                            │    │
│  │  - List of parts that need to be ordered            │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Subform: Parts to Repair                           │    │
│  │  - List of parts that need repair                   │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ┌─────────────────────────────────────────────────────┐    │
│  │  Upload Parts to Order [File Upload Field]          │    │
│  └─────────────────────────────────────────────────────┘    │
│                                                              │
│  ☐ Check Status (Decision Box)                              │
│                                                              │
└─────────────────────────────────────────────────────────────┘

Update Notes Button

Opens the Update Parts List not Completed Notes form to add follow-up notes for claims with incomplete parts lists.

Form Fields

Field	Type	Description
File Number	Lookup (Claim)	Claim reference (pre-populated from report row)
Parts List not Completed Notes	Multi-line (Read-only)	Displays existing notes from the Claim record
Add Notes	Multi-line	New notes to append

Form Layout

┌─────────────────────────────────────────────────────────────┐
│       UPDATE PARTS LIST NOT COMPLETED NOTES                 │
├─────────────────────────────────────────────────────────────┤
│                                                             │
│  File Number: [CL-2026-001234]  (Lookup - Read Only)        │
│                                                             │
│  ┌─────────────────────────────────────────────────────┐   │
│  │ Parts List not Completed Notes (Previous)           │   │
│  │                                                     │   │
│  │ [23-Jul-2026] Called assessor, waiting callback    │   │
│  │ [22-Jul-2026] PDF upload failed, retrying          │   │
│  │                                                     │   │
│  └─────────────────────────────────────────────────────┘   │
│                                                             │
│  ┌─────────────────────────────────────────────────────┐   │
│  │ Add Notes                                           │   │
│  │                                                     │   │
│  │ [Enter new notes here...]                          │   │
│  │                                                     │   │
│  └─────────────────────────────────────────────────────┘   │
│                                                             │
│                              [Submit]                       │
└─────────────────────────────────────────────────────────────┘

On Success Behavior

When the form is submitted successfully, the system calls add_parts_list_not_completed_notes which:

1. Gets the user's display name (not email) from the system
2. Formats the current date with ordinal suffix (e.g., "14th July", "1st August", "23rd June")
3. Creates a formatted note entry:

   {User Name} {Date} - {Note Content}

4. Prepends the new note to existing notes with a separator line

Note Format Example

┌─────────────────────────────────────────────────────────────┐
│  Parts List Not Completed Notes                              │
├─────────────────────────────────────────────────────────────┤
│                                                              │
│  John Smith 24th July - Called assessor, received updated   │
│  parts list via email. Will upload tomorrow.                │
│  ------------------------------------                        │
│  Jane Doe 23rd July - PDF upload failed due to file size.   │
│  Requested smaller file from repairer.                      │
│  ------------------------------------                        │
│  John Smith 22nd July - Initial contact made with repairer. │
│  Waiting for parts list document.                           │
│                                                              │
└─────────────────────────────────────────────────────────────┘

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
Claim	Parts List Not Completed 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.

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Claude AI PDF Extraction

Upload Process

1. User uploads a PDF file using the Upload Parts to Order field
2. System sends the PDF to Claude AI for data extraction
3. Claude AI processes the document and extracts parts information

Check Status Flow

When clicking the Check Status decision box:

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

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On Success Behavior

When the form is successfully submitted:

Status Changes

Form	Field	New Value
Claims Management	Parts Assessment Status	Completed
Claims Management	Parts Tendered Status	Completed
Part Item Req	Status	Awaiting Approval

Special Flow: Skip Parts to Tender

This form skips the Parts to Tender flow and moves directly to the Parts Approval flow (same as Parts Assessment report).

Next Report

Record moves to Parts to Tender report with:

• Claims Management → Parts Assessment Status = Completed
• Claims Management → Parts Tendered Status = New

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Print Option

A Print option is available to print the parts details for the claim.

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Related Pages

• Parts Assessment - Main parts assessment report
• Parts to Tender - Next stage in workflow
• Overview - Full workflow diagram