The word approval is user-definable. Some may prefer to use the term authorisation or order. The Item Name in the General Tab within System Parameters allows the preferred definition to be selected. For the purposes of this help file we shall continue to use the term approval.
Prior to issuing an approval the correct vehicle or agreement must first be located. This may be done in a number of ways. Upon entry to the Maintenance Control form, the ellipsis button immediately to the right of either the Reg No or Agreement field is used to initiate the Fleet Global Search (Alternatively, the 
icon may be used). This form is utilised to locate, select and open a particular vehicle record by way of a number of alternative selection criteria methods. Following selection of the required vehicle the Maintenance Control Tab, covering the top half of the form, is populated with the appropriate data taken from Fleet Global Review.
If the Load Last Approval checkbox is ticked in the General Tab within System Parameters then the last approval created for this vehicle is displayed within the Approval Issue Tab.
Having selected the required vehicle, the Approval Issue Tab is accessed by selecting either the 
icon or utilising Issue from the Approval Menu option.
Upon entry to the form, the following fields are automatically populated:
Additionally, if the Load Last Approval checkbox is ticked within the General Tab of System Parameters within System Maintenance the last approval created is loaded and displayed within this tab. The following fields must be completed to issue an approval:
Repairer:
Enter the Repair Supplier Address Group (e.g.8POLARFO) directly or select the ellipsis (...) button immediately to the right of this field to initiate a Repairer search. Click the ellipsis button to display a Repairer Codes search form that enables selection from the current available repairer codes. The cursor is located in the search field. Key part or all of the required repairer address group code and select the Shortname command button. Repairer codes matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Approval Issue Tab within the Maintenance Control form.
Account:
The PL Account Code e.g. P0002. (This field is automatically populated upon selection of the appropriate repairer code). Alternatively, it may be used to select the repairer.
Enter the PL Account Code directly or select the ellipsis (...) button immediately to the right of this field to initiate a Supplier Accounts search. A single-left-click of the ellipsis button displays a Repairer Codes search form that enables selection from the current available repairer codes. The cursor is located in the search field. Key part or all of the required repairer address group code and select the Shortname command button. Repairer codes matching the entered criteria are displayed and, having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Approval Issue Tab within the Maintenance Control form.
Note: If the Purchase Ledger account has been placed on stop within the Purchase Ledger then the message Account on Stop is displayed and the approval cannot be progressed until the account has been taken off stop within the PL.
Supplier: The supplier name and address e.g. Polar Ford York
The automatic population of these details is dependent upon the Show Repairer Address checkbox being ticked within the System Controls form.
Approval: A unique system generated number (Populated automatically if the Automatic checkbox within System Controls is ticked).
If the system is set-up to automatically allocate approval numbers then access to this field is not enabled. If the system is set to allow the creation of user-defined approval numbers then input of an approval number is required. The system does not accept an input of zero.
Odometer: The last known odometer reading is automatically displayed by the system. Enter the new odometer reading if known. (See Repair date for more information).
Note: The odometer reading on the approval is not recorded on the vehicle record as the "latest odometer" reading until the invoice is received, analysed and posted.
Issued: The Approval issue date (automatically defaults to today's date).
Repaired The repair date (automatically defaults to today's date). Once the correct date is entered, and the Tab key or mouse is used to locate the cursor in another field, the system uses the date, together with the odometer reading to determine whether the odometer reading is within acceptable limits. If the system calculates that the reading is too high or too low then a warning is displayed to this effect. Clear the warning before continuing having first re-checked the odometer reading given by the supplier. It is possible to raise an approval for maintenance work planned for the future e.g. a pre-planned MOT test. If such an approval is being created type in the current odometer and, in the Repaired field, type in the future date when the vehicle is due to be maintained / repaired. The system prompts to Confirm Repair Date. Confirm the repair date and process the approval in the normal manner.
Note:The odometer can be amended on the day the work is actually carried out to reflect the correct vehicle mileage
Approved: Denotes whether the selected repairer is an approved bodyshop. This field is derived from the Approved Body Shop checkbox within the Repairer Tab of the Address Group of the selected repairer.
This field is greyed-out. It cannot be edited and is for information purposes only.
Phone e.g. 01904 625371: The automatic population of these details is dependent upon the Show Repairer Address checkbox being ticked within the System Controls form.
On Hold: Placing a tick within this checkbox puts the approval on hold so that it cannot be invoiced.
L Term: Placing a tick within this checkbox denotes that it is a long-term approval (such as a Relief Hire Vehicle) and may be invoiced on a periodic basis.
Courtesy Vehicles: A checkbox which, if ticked, denotes that the selected supplier offers a Courtesy Vehicle Service (Notational). This information is populated by the data held within the Repairer Tab of the currently selected Address Group.
Free Fit: A checkbox which, if ticked, denotes that the supplier fits parts for free e.g. if tyres are fitted then the customer only pays for the tyre not the fitting (Notational). This information is populated by the data held within the Repairer Tab of the currently selected Address Group.
Approval Line Grid
Labour: This field is used to store the basic servicing labour rate provided by the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
Misc: This field is used to store the normal labour rate for none service work provided by the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
Body: This field is used to store the basic bodyshop labour rate agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
Labour Disc: This field displays the agreed labour discount agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
Parts Disc: This field displays the agreed parts discount agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.