(Contents)

Maintenance Control

Maintenance Control Form

This form is displayed when you select  Maintenance Control > Maintenance Control from the main menu. It is used to construct approvals and review maintenance history.  It is also used to post maintenance invoices, create customer recharges, administer fines and control simple short term hire vehicles

Menu Bar and Toolbar:

Menu bar Toolbar Action
File > Open open.gif If the agreement is not found, displays the Fleet Global Search form.
File > Exit exit.gif Allows the opening of an existing vehicle maintenance record or returns to Maintenance Control menu.
Approval > Issue  

Issues a new approval. If an existing approval is loaded, and has been modified the System prompts for it to be saved prior to raising a new approval.

Tip: A pop-up form displays the warning: Non-Maintenance - Do you wish to proceed? if no maintenance budget is found when trying to issue an approval.

Approval > Recall   Enables an existing approval to be recalled and edited, recharging or posting invoices.
Approval > Quick    
Approval > Relief hire vehicle  

Enables entry of relief hire vehicle details against an approval.

Companies that operate relief vehicles utilise this option to monitor the hire. It provides a basic booking in and out facility which can be reported on, in addition to allowing delivery and collection records to be raised. This function may also be used to monitor hires which take place with a preferred national supplier

Approval > Save save.gif Enables the approval to be saved prior to exit in order that it can be recalled at a later stage. The system always prompts to save the approval when exiting the form to return to the menu, or on loading a different vehicle.
Approval > Print   Enables production of a printed order for the approval currently on form.
Approval > Post   Initiates the posting of the maintenance approval to the accounts module.
Approval > Delete Maintenance Authorisation   Deletes the current maintenance authorisation. A warning message is displayed prompting "Are You Sure?". The appropriate command button Yes or No is then selected.
Approval > Auto Focus   Used from within the History Tab, Auto focus is a feature that instantly highlights an existing maintenance history line at the top of the form when a matching repair code is entered in the Approval Issues Tab at the bottom of the form. This is useful as a reminder when issuing approvals to show when a repair was last carried out.
Review > Company   Enables a review of the Marketing Company Record linked to the approval.
Review > Driver   Enables a review of the Marketing Target Record linked to the approval.
Review > Vehicle   Enables a review of the Marketing Vehicle Record linked to the approval.
Review > Fleet Global   Displays the Global Review form.
Review > Maintenance History mainthist.gif The maintenance history option displays the maintenance history in a full window rather than the short history display shown at the top half of the controller's form. This form also enables the entry of selection criteria in order to filter the history records.
Review > Service Schedule   Displays the Service Schedule form in order that current service schedule events for the selected vehicle record may be viewed with regard to status, date, etc.
Review > Maintenance Costs   The Maintenance Cost Data Review form contains all of the maintenance cost data and service profiles imported via the Upload Maintbook Data option within Miscellaneous Options.
Review > Repairer repairer.gif The Repairer Details form displays the details held in the Repairer Tab and Repairer 2 Tab within Address Groups.
Review > Product Costs prodcosts.gif Presents the Costs Review form which enables a review of the following profit sources on the currently selected contract:

Code Description
I Insurance
C Additional Costs
l Accident management profit
o Dealer Commission
T Tyre lines
B Motorclub lines
V Relief Vehicle lines
Review > Vehicle Rental Details   Opens the Vehicle Rental Details form which displays the Vehicle Rental company, agreement and invoicing address details.
Review > Approval Audit   Displays the Audit Event Log, which tracks any changes made to an approval.
Review > Mileages   Displays the Review Service, Mileages & Ancillary Vehicle Details form which displays the Next Service Date and Mileage, MOT Date, PMI Date, Tacho, Tail lift service, and Cam Belt Mileage from the vehicle Ancillary file.
Reviews > Tyre Details   For memo purposes. Enables the most recent data to be held for the tyre tread on front, back and spare tyres.
Tools > Fines   This option records details of fines and fixed penalty notices. It also enables fines to be recharged to the customer, together with a surcharge if required.
Tools > Claims   Enables Policy Claims to be maintained and monitored. Although reminders are to be generated from within Report Generator, this form enables claims and recoveries to be allocated.
Tools > Vehicle Administration   This form facilitates the entry of several minor administration tasks.
Tools > Accidents   Enables the creation and administration of accident records for a selected vehicle. This process enables monitoring of accident progress through the creation of a number of separate records which, when collated, form the accident record. The separate records enable recording of the accident detail itself, third party details, third party insurance details, as many estimates as required as well as a simple diary system to remind the maintenance controller to follow-up repairs.
Reports > Maintenance   This menu option displays a Maintenance sub-menu option which in turn leads to a selection.
Reports > Maintenance > Quick Mail   A pre-defined email relevant to the specific module area from which it is accessed. The required email format for inclusion in this menu list is defined within the Quick Mail format field located in the Reports Tab within Maintenance Control / System Maintenance / System Parameters.
Reports > Maintenance > Reports   Displays a list of user-defined reports applicable to this process. Once written within RepGen an ellipsis button may be used to located and select these reports for inclusion within this menu list within the Reports Tab within Maintenance Control / System Maintenance / System Parameters.
Admin > Administrator   Accesses the ADP Administrator mail and diary functions.
Admin > CRM   Exits to the CRM module (with the focus on the Target record.
Admin > Task Manager   Displays the main Task Manager form to enable a new task to be created or existing tasks to be edited.
Admin > Help help.gif Provides online access to a context sensitive Help form

Tabs:

This area of the form is divided into a series of tabs. The top half of the form displays tabs that tend to contain relatively static information such as vehicle/agreement information, maintenance history and notes. The bottom half of the form displays tabs that enable the generation of approvals, posting of invoices and viewing of miscellaneous details. All of them are listed below:

Line Items Grid:

Beneath the fields contained within the Maintenance Control form is an approval grid. One approval may contain any number of approval item lines. Item lines may be entered directly into this grid, although this is not the preferred method . The preferred method is entry of item lines via the Authorisation form is the preferred method). The grid columns are explained below:

Reason: 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. Clicking 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 and return to the Approval Item Grid. The cursor is now positioned in the next column.

Quantity: Input the quantity of items to be issued against this particular repair item line. This is for notational purposes only.

Value: The repair value for this particular repair item line. This is the net cost excluding VAT. An estimated value must be entered if the Estimate Mandatory on Item Issue 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.

Using this method of entry for item repair lines requires that the Value for both parts and labour is defaulted onto the system as a parts cost. These costs can later be amended and split out into parts and labour.

VAT: 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.

Total: The total line value i.e. the net value plus the VAT value. This is generated by the system once the Value and VAT value are populated.

Session: A sequential ID number generated each time a line is created or an existing line is amended within an approval. The session name can then be cross-referenced with the user ID to establish who/when an approval was edited. The unique sequential number is controlled by the Next Approval Sequence Number field within System Controls.

Repair Description: The system displays the RTS description held against the selected Reason Code. If necessary this description can be amended.

Recharge Value: The cost to be recharged to the customer for this repair item line.

After completion of the first repair/job item line the Tab key is used to move to the next repair item line. 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 valueand 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.

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.

Grid Right-click Functions:

Additional information can be related to each of the repair item lines by utilising the preferred method of issuing an approval via the Authorisation form.

Right-click on the required repair item line to access this form. A mini menu is displayed containing the following menu options.

Create: Enables subsequent job lines to be created within the current approval.

Amend: Enables job line details that have been input to be amended.

Display: Allows the selected job line to be displayed.

Delete: Enables previously created job lines to be deleted.

Policy Claim: If the repair work being carried out is subject to a policy claim this option enables the policy details to be held against the approval.

Reject: Produces a rejection letter against the approval.

Relief Vehicle Hire: Enables the entry/review of relief vehicle details.

Schedule Link: 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.

Cost Saver: This is a form for recording any savings made by the maintenance controller through negotiation with the repairing garage. The field is displayed within the Authorisation form. A RepGen report may be created to identify such items.