This option enables a maintenance booking record to be progressed. The Maintenance Booking form enables the basic details of a maintenance booking to be taken by prompting for the registration, period and location details. Once the appropriate information is entered and the OK command button is selected then a basic booking is generated with an agreement status of Booking. This booking may then be progressed into a fully developed maintenance agreement within this form by utilising the appropriate icon functions and tabs until the full maintenance agreement lifecycle is complete.
Tip: If the vehicle statistics and reports are to give an accurate representation of a vehicle's usage then it is important to make sure that the vehicles visits to the workshops for maintenance and repair are recorded in the correct manner. Vehicle statistics show the vehicle as being on hire, available for hire or not available for hire. It is the maintenance or repair of a vehicle which should show in the latter category. In order to record the statistics correctly the vehicle is booked in/hired to the workshop. This agreement (which generates no income) is quite simple to create and operate and is normally created in one of two distinct ways.
What do you want to do?
Using this form a maintenance/workshop agreement may be progressed from a booking through all the intermediate stages through to the ultimate closure of that agreement. A booking may be progressed by utilising the appropriate icon functions and tabs until the full maintenance agreement lifecycle is complete.
All maintenance agreements follow a logical pre-determined structure; however, in order to accommodate the work flow processes of individual rental companies the system also enables the input of mandatory / non-mandatory, free-format or table-derived information. The structured progress of a typical maintenance/workshop agreement is as follows:
Event Status Create a maintenance booking B Allocate a vehicle A (***) Start the maintenance agreement O Finish maintenance agreement R Close maintenance agreement C
***: Allocation stage is assumed within a workshop booking. A vehicle registration has already been selected (via the Maintenance Booking form) and as such the allocation process is not required. If this form is saved immediately without any amendments then the agreement is saved with a status of Allocated and as such the next logical process is simply to start the maintenance agreement.
To access a Maintenance Agreement:
From the Master Menu, select the Vehicle rentals option and Company required.
The VEHICLE RENTALS Menu is displayed.
Select the Reservations option.
The Reservations and Availability form is displayed.
Select the 
icon.
The Open Agreement form is displayed.
Locate the required agreement using the appropriate selection criteria and select the Open command button.
The Maintenance Agreement form is displayed.
This form is divided into five parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar displays the Agreement Number as well as a number of other useful identification criteria and buttons.
| Menu | Icon | Description |
|---|---|---|
| File > New |  |
Displays the Maintenance Booking form that enables a new maintenance booking to be created. |
| File > Open |  |
Displays the Open agreement form that enables an existing maintenance booking to be located and opened by entering one or more of the selection criteria fields. |
| File > Save |  |
Saves any amendments that have been made to the maintenance agreement in the current session. |
| File > Print |  |
This option is context-sensitive and is only enabled at the appropriate stage of the agreement. When enabled the system displays the Print Agreement form. This form is typically displayed when the OK command button is selected following entry of the appropriate details in the Start Rental form. However, an agreement can also be printed/reprinted at any time by selecting this menu option. |
| File > Exit |  |
Exits the current maintenance agreement to the Reservations form. If any amendments have been made to the agreement that have not yet been saved then the system prompts: Do you want to save changes to Agreement ????? (where ????? is the agreement number. |
| Agreement > Start Rental |  |
If the maintenance agreement status is currently set to Allocated then this menu option is available and enabled because this is the next logical process to be carried out in the agreement. If selected, the Start Rental form is displayed; this enables a number of details (some mandatory and some for memo purposes only) to be completed prior to starting the maintenance agreement. |
| Agreement > Finish Rental |  |
If the maintenance agreement status is currently set to On-hire then this option is available and enabled because this is the next logical process to be carried out in the maintenance agreement. If selected, the Finish Rental form is displayed; this enables a number of details (some mandatory and some for memo purposes only) to be completed prior to finishing the maintenance agreement. |
| Agreement > Close Agreement |  |
Once a maintenance agreement has finished it is no longer required except for analysis purposes. The Close Agreement function needs to be carried out and the status set to Closed. This enables the agreement to be archived, therefore keeping the size of the live agreement file as small as reasonably possible. |
| Utiliites > CRM |  |
Accesses the CRM module and its associated Company, Target and Vehicle records. |
| Utilities > Vehicle | |
Accesses the Vehicle record within the CRM module for the vehicle allocated to the currently selected agreement. |
| Utilities > Administrator | |
Accesses the Administrator mail and diary functions. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
Status Bar
The status bar contains quick-reference information with regard to maintenance agreement audit information and agreement status. The following information is displayed:
Created
Displays two fields of information: the userid/log-in of the person who initially created the maintenance agreement; and, the date on which the agreement is created.
Modified
Displays two fields of information: the userid/log-in of the person who last modified the maintenance agreement; and, the date on which the agreement was last modified.
Vehicle
The registration number of the vehicle allocated to the maintenance agreement. The system displays N/A when the vehicle is at a booking stage.
Status
Displays the current maintenance agreement status for example, On-Hire.
Maintenance Agreement Dialogue Box
The Maintenance Agreement dialogue box consists of a number of basic fields that were initially populated via the Maintenance Booking form as well as a series of tabs which are used to progress the agreement.
Registration: Vehicle registration selected within the Maintenance Booking form. This field cannot be edited.
Vehicle group: Vehicle hire group code. This can be up to four characters in length. This field cannot be edited.
From: Consists of two distinct fields. This is the start date and time for the maintenance booking period. The system defaults today's date within the date field; however, the
button may be used to invoke a monthly diary form in order to assist in establishing alternative date criteria. Selection of the < button moves to the previous month and the > button moves to the next month. Selection of Exit exits the diary form. A double-click on the appropriate day of the month enters this date into the appropriate date field. Tab or click with the mouse to move to the time field.
The second From field displays the start time for the maintenance booking period. The system defaults whatever value is held within the default agreement record (typically 8.00). However, the system may be set up to automatically enter the current date/time if the Use current date/time field is selected in the General 4 Tab within System Parameters.
To: Consists of two distinct fields. This is the end date and time for the maintenance booking period.
The system defaults today's date within the date field; however, the
The second To field displays the end time for the maintenance booking period. The system defaults whatever value is held within the default agreement record (typically 8.00 (the following morning)). However, the system may be set up to automatically enter the current date/time if the Use current date/time field is selected in the General 4 Tab within System Parameters.
Tariff: Tariff code. This can be up to two characters in length. The Workshop Tariff Type is typically defaulted-in to this field by entering the required tariff code within the Workshop Tariff Type field in the General 3 Tab within System Parameters. Alternatively. selection of the appropriate tariff is made via the
Out location: Location from which the vehicle is to start the maintenance period. The drop-down-arrow button to the right of this field may be used to select an alternative valid location for the vehicle rental company.
Tip: Location code (for example, LIV - Liverpool) defaults-in from the user login id. The user id is set-up within System Utilities / Management Menu / User Details and the location code is selected in the Personal Tab of this form.
Note: Location code (for example, LIV - Liverpool) must first be set-up within System Utilities / Management Menu / Locations and then must also be defined within VEHICLE Rentals / Miscellaneous Options / Locations Link as a valid location for the current daily rental company.
Return location: Location to which the hired vehicle is to be returned after the maintenance is carried out. The drop-down-arrow button to the right of this field may be used to select an alternative valid location for the vehicle rental company.
Tip: Location code (for example, LIV - Liverpool) defaults-in from the user login id. The user id is set-up within System Utilities / Management Menu / User Details and the location code is selected in the Personal Tab of this form.
Note: Location code (for example, LIV - Liverpool) must first be set-up within System Utilities / Management Menu / Locations and then must also be defined within Vehicle Rentals / Miscellaneous Options / Locations Link as a valid location for the current daily rental company.
The remainder of the Maintenance Agreement dialogue box consists of a series of tabs which allow the agreement to be edited and progressed:
As it is name denotes, this tab enables the completion, review or editing of a number of general fields within the maintenance agreement. Completion of these fields is dependent upon the work flow process of specific rental companies.
Displays Start and Finish maintenance agreement details and details of any delivery or collections.
