Issue Approval

Overview

Enables a maintenance approval to be issued.

What do you want to do?

Create an approval.

Maintenance Form

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 > Save		Saves any data that has been entered into the approval item line within the Issue Approval form and returns to the Maintenance form.
File > Exit		Prompts Do you wish to save this approval?. Selection of the Yes command button saves the current data and returns to the Maintenance form.
Tools > Schedule Link		Displays the Approval Schedule List Box form. This form displays all of the current service schedule events for the selected vehicle and is used to link a scheduled event to a maintenance approval. The appropriate scheduled event should be selected; this is typically the event at the top of the list.
Help >		Provides online access to context sensitive help for the current application using the default browser.

Issue Approval Dialogue Box

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 Repairer Tab. The bottom three-quarters of the form enables data to be entered against the approval repair line. The following fields are displayed:

Registration: The registration number of the selected maintained vehicle.

Odometer: The odometer reading entered against the approval.

Repairer: The Repair Company Code e.g. 8POLARFO

Account: The PL Account Code e.g. P0002.

Approval: A unique system generated approval number.

Internal Reference: A unique number. This field is typically used by leasing companies that may, on receipt, log the incoming repairer invoice with their own internal reference and utilise this for filing purposes. If not used, the value of this field remains at zero.

Repaired: The repair date (automatically defaults to today's date in the Repairer 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.

Invoice Date: The date on the repairer invoice. Populated if the approval has already been posted.

Analysis Details

Class: RTS codes can be broken-down into user-defined classes. Select the for a complete list of currently available Class Codes.

Operation: These codes may be used as a prefix to add an extra dimension to an RTS Code, thus reducing the number of RTS Codes required. Select the for a complete list of currently available Operation Codes.

RTS Code: Entry of a RTS Code is required. The RTS (Repair Time Schedule) code identifies the time taken, units allowed, etc. Enter the required code if known (followed by the TAB key) or, alternatively, select the button immediately to the right of this field to initiate a Reason for Repair search. A single-left-click of the 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 RTS 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.

Tip: The Warranty Search Details form is displayed when creating an approval and an RTS code is selected for which recent equivalent (or similar) work has been carried out and may be under warranty.

Tip2: If the selected RTS code within the approval matches an RTS code contained within a the vehicle schedule then the Approval Schedule List Box form is displayed. This form displays all of the current service schedule events for the selected vehicle and is used to link a scheduled event to a maintenance approval. The appropriate scheduled event should be selected; this is typically the event at the top of the list.

Data Source: The button enables selection of the appropriate data source for the RTS codes.

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

Customer Ref: This field is typically populated if the maintenance approval is an expensive recharge item for which a customer order number is required so that it is more certain to be paid.

Costs

Costs Parts: The repair value for this particular repair item line. This is the net cost excluding VAT.

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.

Costs Parts VAT Code: The VAT Code for the "parts" element of the maintenance repair item line. This is automatically entered by the system but may be amended.

Costs Parts VAT: The VAT value for the "parts" element of the maintenance repair item line. Automatically entered by the system following entry of the Costs Parts value.

Costs Labour: The "labour" repair value for this particular repair item line. This is the net cost excluding VAT.

Costs Labour VAT Code: The VAT Code for the "labour" element of the maintenance repair item line. This is automatically entered by the system but may be amended.

Costs Labour VAT: The VAT value for the "labour" element of the maintenance repair item line. Automatically entered by the system following entry of the Costs Labour value.

Cost Saver: Enables a cost saving value to be held against each line of an approval.

Recharges

Recharges Parts: The recharge value for this particular repair item line. This is the net recharge value excluding VAT.

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.

Recharges Parts VAT code: The VAT Code for the "parts" recharge element of the maintenance repair item line. This is automatically entered by the system but may be amended.

Recharges Parts VAT: The VAT value for the "parts" recharge of the maintenance repair item line. Automatically entered by the system following entry of the Recharges Parts value.

Recharges Labour: The "labour" recharge value for this particular repair item line. This is the net recharge value excluding VAT.

Note: There are uplift recharge fields in the Details 3 Tab in the Company Record that enable specific customers to be defined as requiring an uplift percentage/value which can be automatically generated for the labour element of all maintenance approvals for this selected company record. Both the Labour Uplift Percentage field and the Labour Uplift Value field are mutually exclusive and the uplift value may only be held as either a percentage or a monetary amount. The uplift percentage may be a positive or negative value. The uplift recharge works in association to the Auto Recharge Calculation flag on the Product table to denote that automatic recharges are applicable to a particular product and that a recharge uplift value needs to be calculated.

Recharges Labour VAT code: The VAT Code for the "labour" recharge element of the maintenance repair item line. This is automatically entered by the system but may be amended.

Recharges Labour VAT: The VAT value for the "labour" recharge of the maintenance repair item line. Automatically entered by the system following entry of the Recharges Parts value.

Warranty

Warranty Expiry: The warranty expiry date of the selected repair item (if applicable).

Fax Details

Auth Fax Count: A count displaying the number of times the authorisation has been faxed.

Auth Fax User: The user logged in who has faxed the authorisation.

Auth Fax Date: The date on which the authorisation has been faxed.

Notes Tabs

Notes Tab: Five lines of free-format text are available for user notes against the maintenance repair item line.

Note: If the RTS code description has additional lines of text then the first 50 characters of this text are shown within this text area.

Recharge Text Tab: Five lines of free-format text are available for text against the maintenance repair item line recharge. This text is printed out on the invoice.

Note: If the RTS code description has additional lines of text then the first 50 characters of this text are shown within this text area.

Each successive repair item line is entered in this way up to a maximum of 99 lines.

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.

Having returned to the main Contract Management form the approval should be saved and it then appears in the History Tab in a red typeface.