This option initiates the creation of a new maintenance booking record. 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 by utilising the appropriate icon functions and tabs until the full maintenance agreement lifecycle is complete.
Note: 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?
To access a Maintenance Booking:
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 (or, alternatively, Maintenance from the Vehicle Menu).
The Maintenance Booking form is displayed.
This form is divided into three parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
| Menu | Icon | Description |
|---|---|---|
| File > New |  |
Displays the Create Booking form that enables a new workshop booking to be created. |
| File > Open |  |
Displays the Open agreement form that enables an existing workshop 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 workshop agreement in the current session. |
| File > Print |  |
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 workshop 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 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 workshop agreement. This process may be carried out immediately following the booking or may be left until a time nearer to when the agreement is to start. This is ultimately an operational decision and may vary dependent upon particular hire circumstances. |
| Agreement > Finish Rental | 
|
If the agreement status is currently set to On-hire (or Off-Hired if the Off hire used function is set for use within the Supplier/Misc Tab within System Parameters) then this icon is available and enabled because this is the next logical process to be carried out in the 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 rental agreement. |
| Agreement > Close Agreement |  |
Once a workshop agreement has finished it is no longer required except for analysis purposes. It needs to be Closed, 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. Agreements can also be Closed/cancelled if they are only at Booking status but this is simply to cancel a booking that has not taken place and as such needs to be cancelled. When the system prompts for confirmation that the agreement is to be closed select the OK or Cancel command button as applicable. Closing an agreement is priority driven via the Close an agreement priority in the Priorities Tab within System Parameters. |
| Tools > Offhire |  |
Displays the Off-Hire form. This may be used to inform the the relevant parties that the vehicle maintenance has been carried out and the vehicle now requires collection, etc. This is a toggle-function: once the off-hire option is used and the vehicle is off-hired then this menu option toggles to a value of On-Hire enabling the vehicle to be placed on-hire again. |
| Utilities > CRM |  |
Accesses the CRM module and its associated Company, Customer and Vehicle records. |
| Utilities > Vehicle | |
Accesses the Vehicle record within the CRM module for the vehicle allocated to the currently selected agreement. |
| Utilities > Document Scanning | |
Displays the AK Documents for agreement form which enables the creation, retrieval and review of documents that are scanned in and held against the workshop agreement. |
| Utilities > Administrator |  |
Accesses the Administrator mail and diary functions. |
| Utilities > Audit Log | |
Display the Audit Log form. The audit log audits all field changes within an agreement in addition to any specific major events within that agreement; the date, time and user id are all audited for each field change or event. This function may be used for establishing who carried out a particular procedure or the date on which a particular event was carried out. System changes may also be audited. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
Maintenance Booking Dialogue Box
The Maintenance Booking dialogue box contains the following fields:
Registration: If known, the registration number of the vehicle may be keyed directly into the field, the OK command button button selected and the agreement saved. Alternatively, if the registration number is not known, selection of the
button immediately to the right of this field displays the Rental Vehicle Registration form which enables a full or partial search on the registration number field. Once selected, the full vehicle variant description is displayed to the right of this field.
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
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 type: 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
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 Rental / Miscellaneous Options / Locations Link as a valid location for the current daily rental company.
COMMAND BUTTONS:
OK: Confirms any information that is entered and proceeds to the full Maintenance Booking form so that the booking may be progressed.
Cancel: Returns to the Reservations form.
Help: Provides online access to context sensitive help for the current application using the default browser.
