The APPROTOODRIVE Export form is accessed via Maintenance Control / Miscellaneous Options / Import/Export Routines / Export Authorisations.
Tip: This process is one in a number of disparate options carried out within the Overdrive process. To understand how each option functions within the overall process please view the Overdrive Sequence help file.
This process is used to export all of the maintenance approvals created by maintenance controllers which have not yet been sent or have been modified. This process may be generated manually but is more typically incorporated within the Timed Operations process to run overnight.
The file needs to be manually FTP'd to a folder on the local server and compressed for transfer to Overdrive. The file is then imported onto Overdrive's own internal systems. Overdrive then carry out their processing routines e.g. cross-referencing invoices received from repairers to the original maintenance approvals, investigating tolerance level discrepancies, queries, etc.
In order to import or export any files an Import/Export directory structure needs to be established for the purpose. An entry is required in the userenv.txt file as follows:
The ODBASE text needs to be specifically defined as above but the actual location of the directory will be site specific.
The location specified also needs sub-directories as follows;
The files to be sent or received utilise these directories.
When the above set-up procedures have been carried out then the APPROTOODRIVE Export routine may be utilised.
The validity of the Authorisation Export process is dependent upon the correct procedures being followed when generating approvals within the Maintenance Control form.
The writing of approval export records is simple for the user, even though the records it produces may seem a little over complicated for the normal Kestrel user. The records written are generated straight into a single unix file each day. The file name always take the form XXXddmmyy.txt. The XXX denotes the users own unique identification code with Overdrive; this is then followed by the date.
The file needs to be manually FTP'd to a local server and compressed for transfer to Overdrive. The export routine writes six records for each approval line generated. The different record types are as follows:
F1 Header Record 1 Record F2 Job Record 1 or more Records F3 Detail Record 1 or more Records F4 Vehicle Record One 1 Record F5 Vehicle Record Two 1 Record F6 Transaction Trailer Record 1 Record
The records are written in the sequence shown above. Although initially the routine is manual it may ultimately be automated as a Timed Event.
Note: The approval export file cannot be generated more than once each day.
The Export Authorisations option is taken to initiate the approvals export.
The form is split into three areas. These are the Titlebar, the APPROTOODRIVE Export Dialogue Box and a series of Command Buttons to the side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
This area of the form simply contains a description of what is achieved by initiating the APPROTOODRIVE Export process in addition to prompting the output type, the export directory and the full path and filename. The operation may be processed or cancelled. The description is as follows:
Exports all records in the maintenance authorisations file that have a total value greater than zero and a SUBMIT field of 'R' or 'U'.
Tip: The statuses of the Submit field are U = Unsent, R = Resend and S = Sent.
The following data fields are also displayed:
Simply denotes that this export option is an Overdrive Approval Export e.g. APPROTOODRIVE.
The full Unix export directory path from where the file is exported.
The full Unix export directory path from where the file is exported PLUS the filename e.g. PRE23042004.txt
The program searches the approval file and creates an export record for each un-posted approval where the SUBMIT field has a value of R or U. An approval which has a total value of zero is ignored.
Once the record is written into the export file for transmission to Overdrive the approval is marked as S in the SUBMIT field to show that it has been Sent.
Note:The generation of an approval output file is capable of running as an automated process. An entry is made into Timed Events to run the menu option automatically. The item should be set to run after the close of business for the day but before midnight. There manual process involved for the user in retrieving and zipping the file for transmission will, however, remain.
The following command buttons are displayed:
Confirms and proceeds with the Overdrive Approval Export option.
Cancels the process and returns to the Import/Export Routines Menu.
Provides online access to a context sensitive Help form.