Damage Reports

The Damage Reports feature in Cine Power Planner allows you to track, document, and manage equipment malfunctions or physical damage that occurs during a project lifecycle. It is deeply integrated with the Project workspace, Owned Gear inventory, and the Gear History timeline.

📋 Overview

When equipment is broken, lost, or requires maintenance, a Damage Report serves as the canonical record. It provides a structured way to:

Identify the specific gear item (via ID, Serial Number, or custom description).
Document the circumstances of the damage.
Attach photographic evidence — up to 10 photos per report, stored in OPFS and synced to Supabase Storage. They are embedded in the exported PDF.
Track the repair status and financial resolution.

🔥 Key Workflows

1. Creating a Damage Report

You can create a damage report from multiple contexts within the application:

From a Project Workspace: Navigate to the "Damage Reports" tab within an active project. Any report created here is automatically linked to the project context, helping track which production was responsible for the incident.
From the Global Menu: Navigate to Main Menu > Damage Reports to view fleet-wide issues and log generic damage not tied to a specific project.
From Owned Gear: Inside the detail panel of an owned gear item, click the "Report Damage" button to quickly bind a report to that specific serial number.

2. Status Tracking

A Damage Report moves through several logical states to help you manage repairs and liability:

Draft: Initial state when the damage is logged. This is the only state in which the report's fields, affected items and photos can be edited.
Submitted: Filed for review. Can be sent back to Draft.
In Review: Being assessed. Can move to Resolved or Rejected.
Resolved: Settled — repaired, replaced, or paid out.
Rejected: Not accepted; can be reopened to In Review or returned to Draft.
Voided: Terminal. Used when a missing item is recovered after a report was auto-filed, so the claim is withdrawn rather than deleted. Voiding stamps the date it happened, whichever route you take — the status dropdown or the missing-item recovery flow — and the exported PDF prints it (see § 4).

The status names above are the ones the app actually uses. This section listed Reported / In Repair / Write-Off until 2026-08-30; none of those three ever existed in REPORT_STATUSES.

3. Recording Witnesses and the Responsible Party

People can be recorded two ways, and the two are complements rather than alternatives — a report may use either, both, or neither.

Free text is unchanged. Type anyone: a witness who will never be in your contact book, a role, a phone number. This is still the field for whatever was written down at the scene.
Linked contacts point at real records. Add from contacts links a witness (up to 20); Choose from contacts links the responsible party. Linked people appear as removable chips.

Both halves print on the claim PDF, under the same heading: linked names first, one per line, then your free text below them. A heading is omitted only when both halves are empty.

Only the display name is copied onto the report — never the contact's address, phone or email. Linking records who someone was, it does not quietly widen what the insurer sees.

A filed report's names are frozen. The name is snapshotted when you link it, and once the report leaves Draft it stops moving — renaming, merging or deleting that contact afterwards does not rewrite a claim you already sent. If two duplicate contacts are merged, the link follows the surviving record so the person stays reachable, while the printed name stays as filed. While the report is still a draft the name does track the contact book, so a typo you fix under Contacts flows in on the next save.

Deleting a contact that a damage report names is caught by the same safety net that protects projects and sub-rentals, so a filed claim cannot silently lose the person it identified.

4. Financial Integration

Damage reports can track the estimated or actual repair costs. If the damage occurred on a project, these costs can optionally be flagged for inclusion in the project's final invoice under "Loss & Damage."

5. Exporting the PDF

A report exports as a formal claims document: incident details, affected items with serial numbers and replacement values, financial details, witnesses (linked contacts and free text both), photo evidence and a signature block. Photo evidence prints three per row and wraps onto further rows (and further pages) as needed, so all ten photos appear.

A voided report prints a Void Details block directly under the status line, carrying the date it was voided and, when one was recorded, the reason. This matters because the document otherwise said only "Voided" in the status corner, which does not tell an insurer whether the claim was deliberately withdrawn or filed by mistake. Voiding from the status dropdown records the date only; the reason is set automatically when the void comes from recovering a missing item ("Missing item recovered"). Machine tokens are never printed — an unrecognised reason falls back to its own text. A report voided before this shipped has no stored metadata, so the block is omitted entirely rather than printed empty.

⚙️ How It Relates to Other Modules

Project Workspace: Reports are linked to the active project for accountability.
Gear Timeline: A "Damage" or "Repair" event is automatically injected into the item's historical timeline.
Checklists & Returns: If a return checklist flags an item as "Broken," you are prompted to generate a formal Damage Report.

🛠️ Data Synchronization & Offline Support

Like all core entities in Cine Power Planner, Damage Reports are entirely local-first. You can log detailed damage reports in the field without an internet connection. Once your device reconnects, the Sync Engine will upload the report (and any pending image attachments) to the shared cloud workspace, making it visible to your rental manager or production coordinator in real-time.

Last Updated: 2026-09-02 Version: 0.790.2