Overview
Prior to issuing an approval the correct vehicle or agreement must first be located. The
icon is used to initiate
the Fleet Global Search.
This form is used to locate, select and open a particular vehicle record by
way of a number of alternative selection criteria methods. Following selection of the
required vehicle the Approvals Tab,
covering the top half of the form, is populated with the appropriate data taken from
Fleet Global Review.
Tip: Last approval created for this vehicle is displayed in the Approval Item Line Grid within the Repairer Tab.
To access the Repairer Tab:
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 
icon.
Repairer Tab Dialogue Box
Having selected the required vehicle, the Repairer Tab is enabled in the bottom half
of the form allowing entry of data for the approval.
The icon must be
selected prior to approval data being entered.
To issue an approval the following fields are to be completed in turn (this data is typically entered while the maintenance controller is on the telephone to the repairer):
Repairer Enter the Repairer Company Code (for example,8POLARFO) directly or select the
button immediately to the right of this field to initiate a Repairer search. A single-left-click of the
Selection of the appropriate repairer automatically populates the Repairer Tab with a number of the following data fields.
Account: PL Account Code for example, P0002. (This field is automatically populated upon selection of the appropriate repairer code).
Repairer: Full repairer name for example, Polar Ford.
: Displays the Repairer Review form detailing default rates and values for the selected repairer.
Approval: A unique system generated approval number.
Odometer: New odometer reading (if known) at the time of the repair.
Note: Odometer reading on the approval is not recorded on the vehicle record as the "latest odometer" reading until the invoice is received, analysed and posted.
Note 2: Odometer reading cannot be left as zero. Should this be the case then an error message is displayed and the approval cannot be saved.
Issued: Approval issue date (automatically defaults to today's date).
Repaired: Repair date. It is possible to raise an approval for maintenance work planned for the future for example, a pre-planned MOT test. If such an approval is being created type in the current odometer and, in the Repaired field, type in the future date when the vehicle is due to be maintained / repaired. The system prompts to " Confirm Repair Date". Confirm the repair date and process the approval in the normal manner.
Note:The odometer can be amended on the day the work is actually carried out to reflect the correct vehicle mileage.
Contact: Name of the customer associated with the Company record.
Phone: Telephone number of the target associated with the Company record. for example, 01904 625371.
Authorisation Faxed: A checkbox which, if selected denotes that an approval format has been faxed to the selected dealer.
Purchase cost posted: A checkbox which, if selected, denotes that the current approval cost has been posted.
Recharge posted: A checkbox which, if selected, denotes that a recharge for the current approval cost has been posted. Approval costs and recharges can be posted separately.
Approval Item Line Grid
Beneath the fields contained within the Repairer Tab is an Approval Item Line Grid. One approval may contain any number of approval item lines. Item lines may be entered into this grid via the Issue Approval form which is accessed via a single-right-click and selection of the Create option. Each of the columns contained within the item line grid is described below:
Class: Approval Class code.
Op: Approval Operation code.
RTS Code: RTS Repair code selected at the time of creating the approval for example,BDAEIRIAL.
Value: Total 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 (for example, a service and a pad replacement) an issue line is to be created for each repair/job. Each job line is then costed.
VAT Value: VAT value is calculated from the system default VAT element during the creation of an approval.
Total: 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
Description: System displays the RTS description held against the selected RTS Code. If necessary this description can be amended at the time of creating the approval.
Recharge: Cost to be recharged to the customer for this repair item line (if applicable).