Accessed via Address Management and selection of the Maintenance Control Tab.
Selection of the Maintenance Control Tab gives access to the maintenance control sub-record which ensures that the system is aware of the policy concerning recharge and approval limits for the selected customer.
If the maintenance control record for this address group does not exist then following selection of the Tab the system prompts: Maintenance Control Sub-Record does not exist. Create? The Yes or No command button is selected as appropriate.
The Maintenance Control Tab Dialogue Box contains four groups of data which are Maintenance, Insurance, Service Scheduling and Fines.
If this field is left blank then there is no minimum recharge value. If a value is entered, a warning is issued whenever a maintenance recharge is made to this customer below this value.
This field is mandatory. A warning is displayed whenever a recharge is issued above this value. The warning prompts the operator to contact the customer prior to authorising the invoice.
This field determines if an uplift is applied to the recharge value. Enter Nfor "No recharge uplift", V for a value or Pfor a percentage.
If either V or P are selected then the uplift value, on either basis, is entered in the following field Auto Recharge Profit. If N is entered the cursor moves straight to the Automatic Recharge prompt.
A value determined by the previous field. The profit value is either a monetary value or a percentage. This value is added to the recharge invoice value.
A checkbox which, if ticked, allows the suppression of the automatic recharge recharge pop-up forms (see above fields).
Fleet Management contracts normally have costs recharged and therefore have this flag set to Y. Similarly with Contract Hire without maintenance. In most other cases set the value to N. The automatic recharges in question are for items such as damaged tyres, breakages or other items which fall outside the terms of the maintenance agreement.
When the flag is set to Y all costs are recharged. With the flag set to N they are not recharged automatically; however this may be overridden and a recharge generated at any time.
This limit is set if required. Approvals with a total value above this limit generate a warning to the maintenance controller upon issue.
The name of the customer's insurance company. Be aware that a true CRM company record may be set up for this customer's insurance company; in this case the name be reflected in this field but the CRM Company record storing the greater detail.
The insurance policy number (see the point about CRM records against the Insurance Name above).
The excess applicable to the insurance policy.
A checkbox which, if ticked, denotes that the insurance policy includes windform cover.
A checkbox which, if ticked, denotes that replacement vehicles are reclaimable against the insurance policy.
Expiry date of insurance policy.
Determines if the vehicles belonging to this address group benefit from Automatic Service Schedule recalculations. There are two checkboxes which enable selection for Private Vehicles, Commercial vehicles or both.
When the system calculates prospective dates for servicing certain days of the week may be specified that must be ignored. A checkbox is available for each day of the week (M T W T F S S). Days to be included within the servicing dates are to be selected (i.e. ticked).
This field holds a number to signify the service planner that is being followed.
There may be several different types of planner. A 0 (zero) indicates that no planner is required. Else, select Format 1, 2 or 3.
The planner range specification of the number of weeks the planner is to include on the resulting plan.
This area is displayed in the form of a grid with lines enough to contain up to five different fine types. The columns in the grid are as follows:
A valid fine type code for the selected customer. This must be unique within the grid.
A checkbox which, when ticked, denotes that this fine type is to be recharged to the customer. The default value is blank. The recharge invoice type and account are displayed in the Fine Details form if the checkbox is ticked for the fine type selected.
A checkbox which, when ticked, denotes that authority is required to process this fine type. Subsequently, an authority field is displayed within the Fine Details form if this field is ticked. The default value is blank.
A checkbox which, when ticked, denotes that the fine purchase is to be posted. The default value for this field is a tick.
The administration fee charged for the current customer for processing this fine type. If a value is held here then it automatically populates the administration fee for the appropriate fine type when a fine is created within the Fine Details form within Maintenance Control.
The letter format to be generated for the associated fine type.
May contain a valid CRM contact code for the purpose of denoting the next appropriate form of action for this fine. The fines option generates contacts at various stages throughout the process.
This field enables the fine to be dumped against a specific vehicle/contract which has been setup for this purpose. This must be a valid vehicle in the FM.motor file. The vehicle registration may be typed directly or, alternatively, an ellipsis search facility is provided for locating the appropriate vehicle.
When the user creates a fine within the Fine Details form the FA.custo record for the customer is checked and if there is a dump vehicle present within this field then a button is enabled which allows the transfer of the fine from the currently selected vehicle registration number to the dump vehicle registration number. The original registration number is stored in the FINEREG field on the FA.fines record.