How to Navigate the Repairer Dashboard

Contents

Learning how to navigate the repairer dashboard will help you quickly locate and act on your jobs. Whether you’re requesting quotes, reviewing and ordering parts, or reviewing confirmed orders, everything begins on your repairer dashboard.

To navigate the repairer dashboard, you’ll need to be familiar with the following 6 tabs and how to organize the information in each tab. The large number shown within each tab represent the total number of jobs or orders within it. Jobs exported into PartsTrader progress through the dashboard from left to right as you begin working on them.

Parts Required
Quote Request
Review & Order
Unsent Orders
Awaiting Response
Order Confirmed
Organizing the Dashboard

Parts Required

The Parts Required tab lists jobs which you have exported to PartsTrader. The primary purpose of this tab is to allow you to locate and start the quote request process on the job of your choice.

Locating Job

Any job exported to PartsTrader from your estimating system can be found in the Parts Required tab. You can differentiate between jobs in this tab based on their Insurer, RO Number, Claim Number, Vehicle Make & Model, or Customer Name.

Requesting Quotes

Once you have located your job, you can begin the process of requesting quotes by clicking on the Request Quotes button under the Action column. If the job is not eligible to request quotes on, you may need to click on Import Now button before you can request quotes on it.

TIP: Use the Search Box on the top of the PartsTrader website to quickly search for any job on the dashboard by the Vehicle Make & Model, VIN, Claim Number, Order Number, or Customer Name.

Quote Request

The Quote Request tab displays all quote requests that are currently open. The primary purpose of this screen is to check the status of your quote requests, cancel a quote request, or extend a quote request.

Checking Quote Status

The Status column indicates the current status of a quote request. Awaiting Quotes means the request was sent to suppliers and the quoting period is currently open. The Closing column displays what time a quote request will end and become available to close and review.

Cancel Request / Extend Quote Request

Click on the Three Dots button under the Action column to see additional options. Cancel Request will cancel the selected quote request and discard all quotes received. Extend Quote Request allows you to add additional quoting time to an active quote request.

Review & Order

The Review & Order tab displays jobs whose quoting period is ready to close. The primary purpose of this tab is to locate the specific job you want to review quotes and order parts on. Additionally, you can also withdraw a job if the job is determined to be a total loss.

Closing the Quoting Period

Locate the job you want to review quotes and order parts on within the Review & Order tab. Once located, click on the Review & Order button under the Action column. You will be presented an Activity Summary, click the Close Request & Review button to officially close the quoting period and proceed to reviewing all quotes. Alternatively, click on the Extend 30 minutes button to give suppliers an additional 30 minutes to provide quotes.

Withdraw Job

Once a job has been sent out for quotes and is Ready to Close, it is also eligible to be withdrawn. This option allows the body shop to withdraw a job deemed to be a total loss and repairs to the vehicle have been cancelled. Click the Three Dots button under the Action column to select the option to Withdraw Job.

Unsent Orders

The Unsent Orders tab lists orders that have been saved as a Draft Order. A draft order is an order to a specific supplier that has been prepared, but not submitted. Saving an order as a draft order, allows you to easily place the order at a later from the Unsent Orders tab. Saved draft orders can be cancelled from this tab if there is no longer a need to place the order.

Submitting an Order from Draft

To submit an order from a Draft Order, locate the specific draft order you would like to submit from the Unsent Orders tab. Once located, click on Review & Send under the Action column. On the next page, review all the order details and click on Send Order at the bottom of the page.

Cancel Draft Order

Locate the Draft Order you wish to cancel from the Unsent Orders tab and click on the Three Dots button under the Actions column. From the drop down, select the option to Cancel Draft Order. The parts from the cancelled draft order will be returned to the Review & Order tab.

Awaiting Response

The Awaiting Response tab displays orders that are pending confirmation from suppliers or have had Supplier Changes made to them. The primary purpose of this tab is to allow you to check an order’s status or view a submitted order’s details. If a supplier has made changes to your order, you may be required to Review the supplier changes for the order to procced.

Order Status

Locate the order you want to review in the awaiting response tab based on the purchase order number, claim number, or supplier name. Once located, check its status under the Status column. To review the order details, click on View Order under the Actions column.

· Requested – Means the order has been submitted to the supplier and you’re waiting for them to review and confirm the order request.
· No Response – Means the supplier has not yet confirmed the order and the date now is past the required delivery date.
· Supplier Changes – Means the supplier has reviewed your order request and made changes to it. You must review the supplier changes for the order to move forward.

To review the order details of any submitted order, click on the View Order button under the Actions column.

Supplier Changes

If a supplier makes changes to an order you have submitted to them, you may be asked to Review the changes. Click on the Review button under the Actions column to review the supplier changes.

For more information about reviewing Supplier Changes, please see the article: 
Reviewing Supplier Changes

Order Confirmed

The Order Confirmed tab displays all your confirmed orders with supplier within the past 21 days. The primary purpose of this tab is to help you keep track of yours orders by marking parts as Received or initiating a Return/Cancellation with the supplier.

Managing Confirmed Orders

Locate the order you want to mark parts as received for based on its Purchase Order Number, Vehicle Make and Model, or Supplier Name. Once located, you can mark parts as having been received by clicking on the Received button under the Actions column.

Returns and Cancellations

To begin a Return or Cancellation on an order, locate the order based on its Purchase Order Number, Vehicle Make and Model, or Supplier Name. Once located, click on Three Dots under the Actions column and select Returns/Cancellations from the drop-down menu.

For more information about how to process a return or a cancellation on an order, please see: Returns & Cancellations

Organizing the Dashboard

Keeping the PartsTrader dashboard organized and clean will allow you to access the jobs you want quicker, and more efficiently. Within each tab you can Filter, Sort, and in some tabs, Hide jobs from your dashboard.

Filtering Jobs

You can filter jobs in any tab by selecting a filter button in the area above the table column headers. Clicking a selection in this area will change the jobs that appear in the table below it. The options available to filter by vary depending on the tab you’re in.

Sorting Jobs

Click any column header in the light grey bar above the table to sort data by that column. For example, clicking on the Customer header in the Parts Required tab will sort the jobs based on customer name, alphabetically.

Hiding Jobs

Within some tabs, jobs can be hidden from your dashboard or everyone’s dashboard. Select one or more jobs that you wish to hide. Once selected, click on the Hide from me or Hide from company option in blue bar at the bottom of the table. Hide from me, hides the selected jobs from your dashboard. Hide from company, hides the selected job from every user’s dashboard.

Updated on March 23, 2023