The Maintenance Analysis Codes set-up form is accessed via Miscellaneous Options / Maintenance Codes Menu / Analysis Codes and is used to create, edit and delete analysis codes used within the invoice analysis process. The analysis code allows greater differentiation of the analysis type.
The form is split into three areas. These are the Titlebar, the Analysis Codes Dialogue Box and the column of Command Buttons down the right-hand side of the form.
In addition to displaying the form name the Title Bar provides a number of useful buttons.
An analysis code is composed from up to four elements:
- Type
- Cause Code
- Transaction Code
- Suffix
The first three elements are mandatory. The Suffix, however, may be left blank if not required. The Analysis Level field in the General Tab of System Parameters enables the control of a greater/lesser degree of analysis.
The first three elements consist of previously created Analysis Type, Cause Code, and Transaction Code.
To create a new analysis code type select the Create Command Button.
To view or amend an existing analysis code type use the following procedure:
The cursor is located in the Type Code field prompting selection of an analysis type code/description for the purposes of editing an existing record. A single-left-click of the ellipsis (...) box to the right of this field will display an Analysis Type List Box from which the appropriate analysis type is selected. A double-left-click selects and confirms the required type (alternatively, single-left-click and select the OK command button).
The cursor is next located in the Cause Code field prompting selection of a cause code type code/description. A single-left-click of the ellipsis (...) box to the right of this field will display an Cause Code List Box from which the appropriate code is selected. A double-left-click selects and confirms the required cause code (alternatively, single-left-click and select the OK command button).
The cursor is now located in the Transaction Code field prompting selection of a transaction code/description. A single-left-click of the ellipsis (...) box to the right of this field will display a Transaction Code List Box from which the appropriate code is selected. A double-left-click selects and confirms the required transaction type (alternatively, single-left-click and select the OK command button).
The cursor is now located in the Suffix field prompting entry of a suffix code. This field is optional.
The Contract Expenses Tab enables costs to be accrued within the Nominal Ledger for expenses encountered when the vehicle is within contract. This enables analysis of how much the maintenance has cost for a particular vehicle against the value set within the maintenance budget. The Termination Expenses Tab enables costs to be accrued within the Nominal Ledger for expenses encountered after the contract has been terminated. The contract may have been terminated but the vehicle may still be on the fleet requiring a variety of maintenance work (e.g. valeting) for which an approval must be raised. The contract expenses and the termination expenses may have the same NL codes designated to them depending upon the level of analysis that needs to be carried out.
Displays a number of details relating to the selected contract expenses, which are as follows:
- Description
Displays a free-format textual description for the selected Analysis Code Type e.g. Chassis Repair.
- Absorbed Costs
The nominal ledger expense code utilised by all invoices processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required cost shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Analysis Codes form.
Costs posted to this expense code are not recharged.
- Recharged Costs
The nominal ledger expense code utilised by all recharge items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
- Absorbed Policy Claims
The nominal ledger expense code utilised by all policy claim (work carried out against the manufacturer warrantee) items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
Costs posted to this expense code are not recharged.
- Recharged Policy Claims
The nominal ledger expense code utilised by all policy claim recharge items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
- Recharge Revenues
The nominal ledger expense code utilised to hold all recharge revenues (when recharges are paid by customers) processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
Following input of the appropriate nominal ledger expense codes for contract expenses, this tab is used to enter and display the required nominal ledger codes utilised for the same type of charge for once the vehicle has been terminated. These are as follows:
- Absorbed Costs
The nominal ledger expense code utilised by all invoices processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes. The cursor is located in the search field. Key part or all of the required cost shortname and select the Shortname command button. Expense codes matching the entered criteria are displayed and the OK command button is used to confirm this selection and return to the Analysis Codes form.
Costs posted to this expense code are not recharged.
- Recharged Costs
The nominal ledger expense code utilised by all recharge items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
- Absorbed Policy Claims
The nominal ledger expense code utilised by all policy claim items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
Costs posted to this expense code are not recharged.
- Recharged Policy Claims
The nominal ledger expense code utilised by all policy claim recharge items processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
- Recharge Revenues
The nominal ledger expense code utilised to hold all recharge revenues (when recharges are paid by customers) processed with this selected Analysis Code Type. A single-left-click of the ellipsis button to the right of this field displays an Expense Code search form that enables selection from the current available expense codes (see above for details).
A number of command buttons are available. Some buttons are context sensitive and are greyed-out and only become available dependent upon the particular process that is being accessed. The full list of command buttons is as follows:
Exits the Analysis Code form and returns to the Maintenance Codes Menu.
Provides online access to a context sensitive Helpform.
Enables the creation of an additional Analysis Code. Mutually exclusive option buttons allow this to be done in one of the two following ways:
- Blank
Used if a new Analysis Code is to be set-up without utilising existing criteria.
- Copy
Copies the values within an existing "nearest match" Analysis Code so that only required values need be edited.
Provides the facility for editing the set-up options of the current Analysis Code record. No edits can be made to a record until the Amend button has been selected.
Deletes the currently selected Analysis Code.
On first accessing the Analysis Code form this command button is greyed-out. Following selection of the Amend button the Confirm option then becomes available to enable any edits to be confirmed.
On first accessing the Analysis Code form this command button is greyed-out. Following selection of the Amend button the Cancel option then becomes available to enable any edits to be cancelled.
This is not a command button. This box is a way of displaying messages with regard to the status of the current record e.g. "Record Secured OK"
Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current Analysis Code.