The new quick approval function is designed to allow for quick and easy creation of approvals, mainly for fixed types of operation. The intention is to enable the production of an end result in under 3 keystrokes or mouse-clicks. A number of types of quick approval may be held in the system, and each of these may have an optional format attached to them. When a quick approval is created it can be made to automatically call and print a format (such as a V103 letter) when the approval is saved. In order for the quick approval function to prove worthwhile certain defaults are required for the approval; the defaults are provided by the default values held within this table.
What do you want to do?
To access Quick Approval Settings:
From the Master Menu, select the Maintenance Control option and Company required.
The Maintenance Control menu is displayed.
Select the Miscellaneous Options option.
The Miscellaneous Options menu is displayed.
Select the Maintenance Codes Menu.
The Maintenance Codes Menu is displayed.
Select the Quick Approval Settings option.
The Quick Approval Settings form is displayed.
This form is divided into three parts that are as follows:
In addition to displaying the form name the Title Bar displays a number of other useful identification criteria and buttons.
To create a new Quick Approval record the CreateCommand Button should be selected. This is a two character alphanumeric field.
To view or amend an existing Quick Approval record the following procedure should be followed:
The cursor is located in the Code field prompting selection of a Quick Approval
code/description for the purposes of editing an existing record. A single-left-click of the
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button to the right of this field
displays a Quick Approval search form that enables selection from the current
available Quick Approval codes. The cursor is located in the search field. Key part or all of the
required code and select the command button. Quick Approval 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 and return to the
Quick Approval form.
Details Tab
Contains a number of details relating to the selected Quick Approval record which are as follows:
Description: A free format thirty character description of the quick approval type. This is used to aid selection on the drop down menu when quick approvals are initially selected within Maintenance Control.
Repairer: The repairer code that is used within the quick approval creation routine. It may be an internal account for V103 letter production or notification type approvals, or it may be an external repairer code such as ATS for quick tyre approvals for example. It is an optional field.
Reason: The default reason code that is used in the quick approval routine for this item. The code must be verified on entry using the Reason for repair code file. It is an optional field.
format Stationery: The format stationery ID associated with the quick approval. This is used for printing the appropriate letter (where applicable). It is an optional field.
Auto post flag: This is a control that enables the Save and Post option to be used from the quick approval form. A checkbox which, if ticked, then the previous 4 fields must be populated.
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: Exits the current form and returns to the Maintenance Codes Menu.
Help: Provides online access to a context sensitive Help form.
Create: Enables the creation of an additional record. Mutually exclusive option buttons allow this to be done in one of the two following ways:
Blank: Used if a new record is to be set-up without utilising existing criteria.
Copy: Copies the values within an existing "nearest match" record so that only required values need be edited.
Amend: Provides the facility for editing the set-up options of the current record. No edits can be made to a record until the Amend command button has been selected.
Delete: Deletes the currently selected record.
Confirm: On first accessing the 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.
Cancel: On first accessing the form this command button is greyed-out. Following selection of the Amend command button the Cancel option then becomes available to enable any edits to be cancelled.
Message: 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"
Ad-hoc: Selection of this button displays a further form that provides an Ad-hoc Report Generator for the creation of quick query reports to form.
Setup: Selection of this button displays a further form that provides an itemised display of all the selection criteria for the current record.
Worked Example 1 - V103 Process
A customer requests a V103 letter.
Access the Maintenance Control form and load the relevant vehicle record.
Select Quick from the Approval Menu.
A list of of pre-defined quick approval types templates are displayed. These have previously been set up within the Quick Approval Settings table in the Maintenance Codes Menu.
Select the V103 type template (and adjust the default values if required).
Adjust any other values if necessary and then complete the quick approval form by
selecting the 
icon. The form
will now complete the approval in the background, create a maintenance history line and
close the approval. A V103 letter is produced on the printer using the selected
format Stationery code.
This assumes that no charge is being made. If a charge is going to be made then the
above procedure is followed but instead of selecting the
icon simply select the
. This completes the approval
in the background, prints the associated format, closes the form and returns to the
approval form where recharge costs can be applied in the normal manner.
Worked Example 2 - Replacement Number Plate Letter
A customer requests a number plate replacement letter.
Access the Maintenance Control form and load the relevant vehicle record.
Select Quick from the Approval Menu.
A list of of pre-defined quick approval types templates are displayed. These have previously been set up within the Quick Approval Settings table in the Maintenance Codes Menu.
Select the Number Plate template (and adjust the default values if required).
Adjust any other values if necessary and then complete the quick approval form by
selecting the icon. The form
will now complete the approval in the background, create a maintenance history line and
close the approval. The required letter is produced on the printer using the selected
format Stationery code.
Worked Example 3 - Tyre Inspection Process
A a tyre inspection repair code (reason code) should be created. (This can be used and included in any repair where a tyre inspection has also been carried out).
Through either customer contact, or through an internal acknowledgement of a check, the controller will access the Maintenance Control form and load the relevant vehicle record.
Select Quick from the Approval Menu.
A list of of pre-defined quick approval types templates are displayed. These have previously been set up within the Quick Approval Settings table in the Maintenance Codes Menu.
Select the Tyre Inspection template (and adjust the default values if required).
Adjust any other values if necessary and then complete the quick approval form by
selecting the icon. The form
will now complete the approval in the background, create a maintenance history line and
close the approval. No letter would be needed here, but the vehicle history now holds the
date of the last inspection for reporting purposes.
This assumes that no charge is being made. If a charge is going to be made then the
above procedure is followed but instead of selecting the
icon simply select the
. This completes the approval
in the background, prints the associated format, closes the form and returns to the
approval form where inspection costs can be applied in the normal manner.