On entry to the Maintenance Control form, the Approval Recall routine may be
accessed by either selection of the Recall option from the Approval Menu or
utilisation of the 
icon form the toolbar. This initiates the Approval Search form which is
used to locate, select and open a particular approval record by way of a number of alternative
selection criteria methods.
This form is constituted of five elements, which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
The content of the Approval Search menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Exits the Maintenance Controlform.
Proceeds with a search utilising the input selection criteria and refreshes the form with the results of this search.
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Approval Search toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits the Maintenance Control form.
Proceeds with a search utilising the input selection criteria and refreshed the form with the results of this search.
Provides online access to a context sensitive Help form.
The Approval Search dialogue box contains a number of selection criteria fields that may be used individually or in conjunction with each other in order to locate the required approval. Entering a search string into one or more of the fields reduces the number of approvals that are displayed on the form from which to select.
If known, all or part of the registration number of the vehicle may be entered directly into this field
If the registration number of a vehicle is known to be R548NRX, then simply R548 may be entered into the registration number field. Entry of this selection only returns to the form a list of vehicles where the first 4 characters of the registration number is equal to R548.
A checkbox which, if ticked, denotes that the Approval Search form is to perform a case sensitive search.
A search can be made on approvals carried out by an individual supplier. The supplier purchase ledger account code is entered in this field. All approvals related to the selected account are returned to the Selection Display area.
Enables a stem search to be performed against all or part of a particular supplier reference number. For example, if 73 is entered then any supplier reference numbers beginning with 73 are displayed.
There are two fields available here so that a range of dates - "From" and "To" - can be entered for the approval selection criteria.
A date range is entered which ensures that the system searches for all approval items with an Issued Date on or between the "From" and "To" dates.
These two fields perform a "contains" search on the approval description. Entry of 27,000 in this field results in the display of any maintenance history items containing this character string e.g. Carry out 27,000 mile service. If a text string is entered in the second field then the system performs an OR search i.e. it looks for records containing the text input within the first field or the second field (it does not search exclusively for records containing both).
A checkbox which, if ticked, enables a search to be performed for records that are exclusively from Workshop Transfer.
There are two fields available here so that a range of approval numbers - "From" and "To" - can be entered for the approval selection criteria.
An approval range is entered which ensures that the system can search quickly for all approval items that fall on and between the "From" and "To" approval range.
The drop-down-arrow to the right of this field enables the search to be restricted further by allowing a search for only approval records that are as follows:
- A All
Searches all approval records.
- P Posted
Searches only for approval records that have been posted.
- U Un-posted
Searches only for approval records that have not been posted.
Once the required selection criteria is entered, the Selection Display Grid section of the form displays all approvals meeting the selected criteria and provides the following data:
Registration
The vehicle registration number e.g. X807UVW
The repair date of the approval item (This is not the invoice date unless they both happen to be the same).
The odometer reading taken from the invoice
The reason code for the repair line e.g. BRRD1
This is the VMRS description for the repair that is carried out.
The cost of the repair. The cost on the default system setup is made-up of both parts and labour cost, minus any amount recharged to the customer. It is therefore the net cost against the vehicle.
Note: The Invoice Split field within the General Tab of System Parameters determines if the invoice analysis is to be split between "parts" and "labour".
If all, or part of the cost, is recharged to a third party then the recharge value is displayed in this column.
The approval number.
The purchase ledger account of the repairer.
The repairer's invoice number or, if applicable, the credit note number relating to the approval.
If the List Box contains more quotations than the box can display, the form presents a Scroll Bar which is operated in a number of ways:
TIP: A single-left-click on any approval row enables this item to be reviewed or recalled in full by presenting the following mini-menu:
Enables the constituent parts of the approval item to be reviewed.
Enables an approval to be recalled within the Maintenance Control form.