Overview
The Maintenance Review form enables an approval to be constructed and maintenance history can be reviewed. This form is also used to post maintenance invoices and create customer recharges.
This form is split into six parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
What do you want to do?
To access the maintenance form:
From the Master Menu, select the Fleet Kompact option and Company required.
The Kestrel Kompact Menu is displayed.
Select the Contract Management option.
The Contract Management form is displayed.
Select the 
icon.
The Contract Search form is displayed.
Enter the appropriate information to locate the required agreement.
Select the 
icon.
Select the 
shortcut from the menu on the left of the form.
The contract management Approvals Tab is displayed.
This form is split into six parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
| Menu | Icon | Description |
|---|---|---|
| File > Open |  |
Enables an existing agreement record to be opened via the Fleet Global Search form. |
| File > Close |  |
Closes an agreement record that is currently open for editing purposes. |
| File > Edit | |
Enables the current agreement record to be opened for editing. The edit button will switch from display to edit mode allowing editing to take place. Each user must have permission set correctly within the Kompact User Permissions option to use this option. When the edit mode is selected editing of the record is allowed. |
| File > Recent |  |
Displays a list of the 10 most recently accessed agreements for the current user. A contract shown on the list may be selected to load it without having to go through the search routine. |
| File > Save |  |
Saves any edits that are made to the currently open record. Existing details held for the contract are overwritten. If important fields are amended the changes may be audited. To view the audit take the Properties option from the File menu and then select the Audit Tab. |
| File > Properties | |
Displays the Properties form which keeps an audit of events within the agreement. |
| File > Exit |  |
Exits the current form and returns to the previous menu. If the agreement has not been saved then the user is prompted to confirm that they wish to save and exit the agreement or cancel. |
| Edit > Notes |  |
Displays the Notes Sub-Menu that enables notes to be accessed, created and edit for various areas of the system. |
| Tools > Issue Approval |  |
Displays the Issue Approval form to enable an approval to be issued. If an existing approval is loaded, and has been modified the system prompts for it to be saved prior to raising a new approval. |
| Tools > Post Approval |  |
Displays the Post Approval form which initiates the posting of the maintenance approval to the accounts module. |
| Tools > Fax Authorisation | Faxes a predefined approval format to the selected dealer/supplier. Once selected this icon automatically Faxes an authority document to the repairer. Once the fax has been sent the icon label then displays Faxed as a reminder that the authority has already been processed. | |
| Tools > Cancel Authorisation | Enables the cancellation of an authorisation without removing the record altogether. The system ensures no further postings can be made from the record. | |
| Tools > Service Schedules | Opens the Vehicle Schedule form that enables the Service Schedule details for the vehicle record to be edited. | |
| Reports > Order, Agreements, Maintenance, Terminations, Customers | This menu option provides access to a number of reports (and Quick Mail -
a pre-defined email relevant to the specific area from which it is accessed). Once written
within RepGen an ![[...]](Ellipsis.gif){kind=small}
button may be used to located and select these reports for inclusion within this menu list
within the appropriate area column in the Quick Reports Tab within Fleet Kompact /
System Maintenance / System Parameters. The required email format for inclusion in this
menu list is defined within ??? Quick Mail field (where ??? denotes the
appropriate area). |
|
| Admin > Administrator |  |
Accesses Administrator mail and diary functions. |
| Admin > CRM |  |
Accesses the CRM module and its associated Company, Customer and Vehicle records. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
Status Bar
The Status Bar provides general information regarding the selected vehicle and contract details. It remains visible for all maintenance operations precluding the need for the maintenance controller to switch forms in order to access general information.
Maintenance Dialogue Box
This area of the form is divided into a series of five tabs. The top half of the form displays two tabs which tend to contain relatively static information such as vehicle/agreement information and maintenance history. The bottom half of the form displays three tabs that enable the generation of approvals, posting of invoices and viewing of miscellaneous details. The five tabs are as follows:
Approvals Tab: Following correct entry of either Registration Number or Agreement Number, this Tab is populated with the maintenance record. The Tab provides general information regarding the selected vehicle and agreement details.
History Tab: Selection of the History Tab on the top section of the form, enables a review of all the previous work that has been carried out against the selected vehicle. The information is shown in summary format. Please refer to the section History Review for an extended analysis of maintenance history repair items.
Ancillary Data Tab: Selection of the Ancillary Data Tab on the top section of the form, enables a review of servicing dates and mileages in addition to the default repairer code.
Repairer Tab: This Tab enables the display and creation of maintenance approval records.
Invoice Details Tab: By selecting the Invoice Details Tab on the Bottom section of the form, the user can enter the necessary invoice details (amending approval values if necessary) so that the invoices may be posted through to the accounts module via the Post Maintenance Authorisation procedure.
Misc Tab: Enables entry of miscellaneous details with regard to the administration of an approval.
Tip: Changes to the following maintenance approval fields are stored on the audit file (GB.audit) together with any creation or deletion of a maintenance approval line: Customer order ref, Vehicle odometer, Repaired, RTS code, RTS code description, RTS Company, Repairer account, Repairer Code, Parts, Parts VAT, Parts VAT code, Labour, Labour VAT, Recharge account, Recharge parts, Recharge parts VAT, Rechg parts VAT code, Recharge labour, Recharge labour VAT, Recharge text, Repair invoice date, Rejected, Schedule item no., MOT passed, MOT valid from, MOT valid to, MOT certificate no, Class Code, Operation code, Warranty expiry date, Rejection date, Rejected by, Date held, Held by, Approval held, Authorisation faxed.
Status Bar
Displays a textual description of where the user is currently located within the system.