The system controls play an important part in the default settings and values in much the same way as the system parameters. The values that are controlled here are not able to be amended by the user.
The System Controls form is used to define (at set-up) the limits to be applied to various functions within the Maintenance Control module.
Note: System Controls are only editable from Company 00.
What do you want to do?
To access System Controls:
From the Master Menu, select the Maintenance Control option and Company required.
The Maintenance Control menu is displayed.
Select the System Maintenance option.
The System Maintenance menu is displayed.
Select the System Controls option.
The form is split into four areas which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
Company Identifier: Displays the company number for the company that is currently being accessed e.g. 00.
This area is divided into five Tabs which are as follows:
General Tab:
The General Tab is used to define (at set-up) a number of checkboxes, codes and unique sequential reference numbers related to the generation of items within the Maintenance Controlmodule.
Purge Days: Contains the number of days an uninvoiced approval is kept on the system after creation (even though it has not been analysed) if the Approval Purge function is run.
The default value is 120 days.
Claims Expected: Determines the number of days added on to approval job date in order to establish when a claim is expected to be settled.
The default value is 90 days.
Estimates: This flag determines if estimates are mandatory on the issue menu. This means that if a "Y" is placed against estimates when setting up the Issue Menu, then an estimated cost must be input for that item when an approval is issued.
The default value is a tick.
Private VAT Code: The VAT Code to be used for private PLG vehicles.
The default value is "S".
Commercial VAT Code: The VAT Code to be used for commercial vehicles.
The default value is "S".
Maintenance History Key: Defines the order by which the maintenance history is sorted. It is sorted by date: 2 denotes Repairer and 7 denotes Invoice.
Last Approval Session Number: The next unique sequential record number that is allocated by the system to an approval session number.
The session number is generated each time a line is created or an existing line is amended within an approval. The session name can then be cross-referenced with the user ID to establish who/when an approval was edited.
PL Invoice No.: Allows one of the following options to be used as a purchase ledger invoice number source:
S System Invoice
A Approval Number
U User Approval
Journal Type: The journal type document identifier e.g. FA
Next Driver No.: The next unique sequential record number that will be allocated by the system to a driver record.
There is no default value for this field.
Next Notes Number
The next unique sequential record number that will be allocated by the system to a vehicle note record.
There is no default value for this field.
Manual User Approvals: This flag determines whether or not the user is allowed to dictate the approval number when creating approvals. If the checkbox is deselected/blank this denotes that the approval number is issued automatically (This is the recommended option).
Note: Even if the checkbox is selected the system still generates a system generated approval number.
The default value is a blank.
Next User Approval Number: The next unique sequential record number that will be allocated by the system to a user approval record.
There is no default value for this field.
Manual Numbering: A checkbox that, when ticked, allows the entry of user-defined approval numbers.
Next System Approval Number: The next unique sequential record number that will be allocated by the system to a system generated approval record. This field cannot be edited.
There is no default value for this field.
Next Claim Number: The next unique sequential record number that will be allocated by the system to a Warranty Policy Claim record.
There is no default value for this field.
Next Fine Record: The next unique sequential record number that will be allocated by the system to a fine record.
There is no default value for this field.
Audit Magic Number: The next unique sequential record number generated for an audited event within Maintenance Control.
Repairer Serial No.: The next unique sequential record number generated for a repairer.
Next tyre import file no.: The next unique sequential number generated for the next tyre import.
Last tyre import magic no.: The last unique sequential number generated for the previous tyre import.
Printing & Limits Tab:
The Printing & Limits Tab is used to define (at set-up) the setting of stationery formats and variance limits within the Maintenance Control module.
Order format: The format stationery definition ID used for printing out maintenance approval purchase orders.
The default value for this field is K01
Rejection format: The format stationery definition ID used for printing out rejection letters.
The default value for this field is K02
Automatic Print At: Contains the estimate level which triggers an automatic approval/purchase order print option. If an approval is raised which exceeds this value then the system prompts to print an approval/purchase order.
The default value for this field is 500
Distance Variance: Contains the distance variance value used by the system when issuing approvals. The system estimates the current odometer reading each time a vehicle is viewed; if the actual odometer reading input varies by more than the value contained here then the system prompts an alert.
The default value for this field is 500
Date Variance: Contains the number of days variance value allowed by the system between the approval date and the invoice date. Posting of an invoice is not allowed if the invoice/tax point date varies from the approval date by more than the number of days contained within this field.
The default value for this field is 90
Invoice Total: A checkbox which, if ticked, denotes that an invoice total must be entered against an approval.
Display Invoice Details: A checkbox which, if ticked, denotes that invoice details are to be displayed after posting.
Invoice Tolerance Tab:
The Invoice Tolerance Tab is used to define (at set-up) whether invoice tolerances are to be allowed and, if so, what values are permitted and what priority is required to override them.
Use Invoice Tolerance: A checkbox which, if ticked, denotes that invoice tolerance (i.e. a difference between the expected value from the approval and the actual received invoice value) is enabled. For example, if the invoice is received from the repairer and it is for an amount that is slightly greater than originally calculated, it may be more cost efficient to accept this value rather than incurring the administration costs of returning it. The system writes out a line for this tolerance value and holds it against the Maintenance History Tab of Contract Reviewwith a repair description of Invoice Tolerance (Variance).
Invoice Price Variance %: The invoice tolerance expressed as a percentage difference between the expected value and the invoice value.
Invoice Price Variance Value: The invoice tolerance expressed as a value difference between the expected value and the invoice value.
Priority to Override: The user priority required within Maintenance Control to override the current invoice tolerance value/percentage.
Value Analysis Code: A table holding a reason code for each company. The reason code is used as additional line in maintenance history to hold the price difference between the approval and the invoiced values.
Warranty Matrix Tab:
The Warranty Matrix Tab is used to determine the Age/Mileage Setup Grid bandings for the Manufacturers Warranty Matrix table located within Miscellaneous Options.
The Manufacturers Warranty Matrix contains the contains the negotiated warranty percentages to be used when calculating parts and labour costs for warranty/policy claim approval items.
Band/Mileage: Determines each row header within the Manufacturers Warranty Matrix for the required mileage band e.g. 5000, 10000 for which the warranty percentage is applicable.
Tip: Values should be ascending and equally spaced.
Band/Age (Mths): Determines each column header within the Manufacturers Warranty Matrix for the required age band e.g. 12mths, 18mths for which the warranty percentage is applicable.
Tip: Values should be ascending and equally spaced.
epyx Tab:
Date sent to epyx: The date the last file was sent to epyx. This field is updated by the epyx interface.
Next epyx file no.: The next unique epyx file number.
Command Buttons:
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:
Exit: Returns to the System Maintenance menu.
Help: Provides online access to context sensitive help for the current application using the default browser.
Save: Saves the new values for the system parameters.
Cancel: Cancels the amendment process and returns to the System Maintenance menu.