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 item line via the preferred method of utilising the Authorisation form, the following procedures must already have been completed:
icon or
utilising Issue from the Approval Menu option and completion of the required
fields.The Authorisation form is now displayed. This form is split into five parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Authorisation form menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Exit and Save
Saves any data that has been entered into the approval repair line within the authorisation form and returns to the Maintenance Control form.
Cancel
Cancels any data that has been entered into the approval repair line within the authorisation form and returns to the Maintenance Controlform.
Delete
Deletes the currently selected approval repair line.
Policy
If the job line/maintenance repair item being carried out is subject to a policy claim, this menu option calls up the Policy Claims Detail form for entry of additional information.
Note: When policy details are held against the approval item line a purple box is displayed on the Toolbar denoting Policy Claim Exists.
Schedule
If the job line/maintenance repair item being carried out is a service schedule item this option calls up the Vehicle Service Schedule Item Link.
Maintenance Costs
Maintenance Breakdown
Provides online access to a context sensitive Helpform.
As with the menu bar, the content of the Authorisation form toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Saves any data that has been entered into the approval repair line within the authorisation form and returns to the Maintenance Control form.
Cancels any data that has been entered into the approval repair line within the authorisation form and returns to the Maintenance Control form.
Deletes the currently selected approval repair line.
Enables the review of imported third paty maintbook data used within the approval.
Enables the review of imported third paty maintbook data used within the approval???
If the job line/maintenance repair item being carried out is subject to a policy claim, this menu option calls up the Policy Claims Detail form for entry of additional information.
Note: When policy details are held against the approval item line a purple box is displayed on the Toolbar denoting Policy Claim Exists.
If the job line/maintenance repair item being carried out is a service schedule item this option calls up the Vehicle Service Schedule Item Link.
Provides online access to a context sensitive Help form.
This area of the form is divided into two distinct sections. The top quarter of the form contains data that has been entered previously within the Approval Issue Tab. The bottom three-quarters of the form enables data to be entered against the approval repair line. The following fields are displayed:
The registration number of the selected maintained vehicle.
The odometer reading entered against the approval.
The Repair Supplier Address Group e.g. 8POLARFO
The PL Account Code e.g. P0002.
A unique system generated number (Populated automatically if the Automatic checkbox within System Controls is ticked).
A unique system generated number.
The repair date (automatically defaults to today's date in the Approval Issue Tab). 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 this field may contain a future date.
Populated if the approval has already been posted.
Entry of a Repair Reason Code is required. Enter the required code if known (followed by the Tab key) or, alternatively, select the ellipsis (...) button immediately to the right of this field to initiate a Reason for Repair search. A single-left-click of the ellipsis button displays a Reason for Repair Code search form that enables selection from the current available repair codes. The cursor is located in the search field. Key part or all of the required repair code and select the Reason Code command button. Repair 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. The cursor is now positioned in the next field.
A checkbox which, if ticked, denotes that Glass ICME codes are being used within the approval. If the Glass ICME Codes In Maint Ctrl checkbox is ticked (within the General Tab in System Parameters) then this field defaults-in a tick and denotes that the leasing company has selected to use the entire Glass's ICME coding structure within the maintenance control module; as a result, when the RTS reason code is selected, associated Glass codes and values are retrieved for use.
The system displays the RTS description held against the selected Reason Code. If necessary this description can be amended.
The quantity of items to be issued against this particular repair item line. This is for notational purposes only.
The analysis code relating to the selected Reason for Repair code. A single-left-click of the ellipsis button to the right of this field displays an Analysis Code List Box that enables selection from the current available codes. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Authorisation form.
The operation code relating to the selected Reason for Repair code. A single-left-click of the ellipsis button to the right of this field displays an Operation Code List Box that enables selection from the current available codes. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Authorisation form.
The RTS (Repair Time Schedule) code relating to the selected Reason for Repair code. The RTS code identifies the time taken, units allowed, etc. Normally the reason code is the same as the RTS code. When creating an approval the Reason for Repair code displays the RTS Description.
A single-left-click of the ellipsis button to the right of this field displays a RTS Codes search form that enables selection from the current available RTS codes. The cursor is located in the search field. Key part or all of the required RTS code and select the RTS Code command button. RTS 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 Authorisation form.
The repair value for this particular repair item line. This is the net cost excluding VAT.
The contents of this field are dependent upon what values have been selected within System Controls and the General Tab within System Parameters / System Maintenance.
If the Invoice Split checkbox has not been ticked within the General Tab within System Parameters then the net cost value for both "parts" and "labour" are both entered within the Charges Parts field. If the Invoice Split checkbox has been ticked then the net cost value for "parts" only is entered within the Charges Parts field.
An estimated value must be entered if the Estimates checkbox is ticked within System Controls.
Note: Costs are entered at repair/item job line level. For each item of maintenance work being carried out (e.g. a service and a pad replacement) an issue line is to be created for each repair/job. Each job line is then costed.
The VAT Code for the "parts" element of the maintenance repair item line. This is automatically entered by the system and determined by the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls). This may be amended.
The VAT value for the "parts" element of the maintenance repair item line. Automatically entered by the system following entry of the Charges Parts value . The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
Charges Labour
The "labour" repair value for this particular repair item line. This is the net cost excluding VAT.
The contents of this field are dependent upon what values have been selected within System Controls and the General Tab within System Parameters.
If the Invoice Split checkbox has not been ticked within the General Tab within System Parameters then no value can be entered within the Charges Labour field; in this case. both the "parts" and "labour" costs are entered in the Charges Parts field. If the Invoice Split checkbox has been ticked then the net cost value for "labour" only is entered within the Charges Labour field.
The VAT Code for the "labour" element of the maintenance repair item line. This is automatically entered by the system and determined by the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls). This may be amended.
The VAT value for the "labour" element of the maintenance repair item line. Automatically entered by the system following entry of the Value. The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
A field for recording any savings made by the maintenance controller through negotiation with the repairing garage. A RepGen report may be created to identify such items.
The recharge value for this particular repair item line. This is the net recharge value excluding VAT.
The contents of this field are dependent upon what values have been selected within the General Tab within System Parameters.
If the Recharge Split checkbox has not been ticked within the General Tab within System Parameters then the net recharge value for both "parts" and "labour" are both entered within the Rech Parts field. If the Recharge Split checkbox has been ticked then the net recharge value for "parts" only is entered within the Rech Parts field.
Note: Recharges are entered at repair/item job line level. For each item of maintenance work being carried out (e.g. a service and a pad replacement) an issue line is to be created for each repair/job. Each job line is then recharged if applicable.
The VAT Code for the "parts" recharge element of the maintenance repair item line. This is automatically entered by the system and determined by the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls). This may be amended.
The VAT value for the "parts" recharge of the maintenance repair item line. Automatically entered by the system following entry of the Rech Parts value. The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
The "labour" recharge value for this particular repair item line. This is the net recharge value excluding VAT.
The contents of this field are dependent upon what values have been selected within the General Tab within System Parameters.
If the Recharge Split checkbox has not been ticked within the General Tab within System Parameters then no value can be entered within the Rech Labour field; in this case. both the "parts" and "labour" recharge values are entered in the Rech Parts field. If the Recharge Split checkbox has been ticked then the net recharge value for "labour" only is entered within the Rech Labour field.
Rech Labour VAT Code
The VAT Code for the "labour" recharge element of the maintenance repair item line. This is automatically entered by the system and determined by the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls). This may be amended.
The VAT value for the "labour" recharge of the maintenance repair item line. Automatically entered by the system following entry of the Rech Parts value. The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
Recharge Text Tab
Ten lines of free-format text are available for text against the maintenance repair item line recharge. This text is printed out on the invoice. The RTS Code is automatically placed in the first line of the text. This may be amended.
Five lines of free-format text are available for user notes against the maintenance repair item line.
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The format Stationery ID for the recharge invoice. A single-left-click of the ellipsis button to the right of this field displays an Invoice Types List Box that enables selection from the current available types. Having selected the required code by highlighting with the mouse, the OK command button is used to confirm this selection and return to the Authorisation form. The Default Recharge Invoice Type field in the General Tab within System Parameters contains the default value which automatically populates this field. The value can be amended.
A Y in this field denotes that the recharge value is posted.
The date on which the recharge is posted.
A checkbox which, if ticked, denotes that the customer in possession of the selected vehicle is set-up for auto-recharge (This flag is set within the Maintenance Control Tab within Address Groups). If the auto-recharge checkbox is ticked then the system auto-fills the recharge value fields. Following entry of a value into the Charges - Parts field the system automatically displays the Recharge Analysis form which prompts for the required recharge format/text.
The customer reference number. If the Customer Ref checkbox has been ticked within the General Tab within System Parameters then it is mandatory to enter a value in this field.
Following selection of an appropriate MOT Reason Code, a number of MOT details can be input for future reference. This field is a checkbox which, if ticked, denotes the vehicle has passed the MOT.
A twenty character alphanumeric field for entry of the appropriate MOT certificate number.
The date from which the MOT certificate is valid.
The date to which the MOT certificate is valid.
Each successive repair item line is entered in this way up to a maximum of 99 lines or the maximum approval limit for the selected customer is reached (this is defined within the Max Approval Limit field of the Maintenance Control Tab within Address Groups). If the approval limit is reached the following warning message is displayed "Total approval would exceed the permitted customer maximum approval value" and no more item lines may be entered.
Following entry of the final repair item line the approval is typically saved by selection of
the icon or Save and Exit from
the File Menu Option.
Provided that the Show Approval on Hist Review checkbox is ticked within the General Tab within System Parameters this approval now appears in the History Tab in a red typeface.