The word "approval"' is user-definable. Some may prefer to use the term "authorisation" or "order". The Item Name in the General Tab within System Parameters allows the preferred definition to be selected. For the purposes of this help file we shall continue to use the term "approval".
Prior to issuing an approval the correct vehicle or agreement must first be located. This may be
done in a number of ways. Upon entry to the Maintenance Control form, the ellipsis button
immediately to the right of either the Reg No or Agreement field is used to
initiate the Fleet Global Search (Alternatively, the
icon may
be used). This form is utilised 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 Maintenance Control Tab,
covering the top half of the form, is populated with the appropriate data taken from
Fleet Global Review.
If the Load Last Approval checkbox is ticked in the General Tab within System Parameters then the last approval created for this vehicle is displayed within the Approval Issue Tab.
Having selected the required vehicle, the Approval Issue Tab is accessed by selecting
either the 
icon or utilising
Issue from the Approval Menu option.
Upon entry to the form, the following fields are automatically populated:
Additionally, if the Load Last Approval checkbox is ticked within the General Tab of System Parameters within System Maintenance the last approval created is loaded and displayed within this Tab.
To issue an approval the following fields are to be completed in turn (this data is typically entered whilst the maintenance controller is on the telephone to the repairer):
Enter the Repair Supplier Address Group (e.g.8POLARFO) directly or select the ellipsis (...) button immediately to the right of this field to initiate a Repairer search A single-left-click of the ellipsis button displays a Repairer Codes search form that enables selection from the current available repairer codes. The cursor is located in the search field. Key part or all of the required repairer address group code and select the Shortname command button. Repairer 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 Approval Issue Tab within the Maintenance Control form.
Selection of the appropriate repairer automatically populates the Approval Issue Tab with a number of the following data fields.
The PL Account Code e.g. P0002. (This field is automatically populated upon selection of the appropriate repairer code). Alternatively, it may be used to select the repairer.
Enter the PL Account Code directly or select the ellipsis (...) button immediately to the right of this field to initiate a Supplier Accounts search. A single-left-click of the ellipsis button displays a Repairer Codes search form that enables selection from the current available repairer codes. The cursor is located in the search field. Key part or all of the required repairer address group code and select the Shortname command button. Repairer 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 Approval Issue Tab within the Maintenance Control form.
Note: If the Purchase Ledger account has been placed on stop within the Purchase Ledger then the message Account on Stop is displayed and the approval cannot be progressed until the account has been taken off stop within the PL.
The supplier name and address e.g. Polar Ford York
The automatic population of these details is dependent upon the Show Repairer Address checkbox being ticked within the System Controls form.
A unique system generated number (Populated automatically if the Automatic checkbox within System Controls is ticked).
If the system is set-up to automatically allocate approval numbers then access to this field is not enabled. If the system is set to allow the creation of user-defined approval numbers then input of an approval number is required. The system does not accept an input of zero.
The last known odometer reading is automatically displayed by the system. Enter the new odometer reading if known. (See Repair date for more information).
Note: The 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.
The Approval issue date (automatically defaults to today's date).
The repair date (automatically defaults to today's date). Once the correct date is entered, and the Tab key or mouse is used to locate the cursor in another field, the system uses the date, together with the odometer reading to determine whether the odometer reading is within acceptable limits. If the system calculates that the reading is too high or too low then a warning is displayed to this effect. Clear the warning before continuing having first re-checked the odometer reading given by the supplier. It is possible to raise an approval for maintenance work planned for the future e.g. 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
Denotes whether the selected repairer is an approved bodyshop. This field is derived from the Approved Body Shop checkbox within the Repairer Tab of the Address Group of the selected repairer.
This field is greyed-out. It cannot be edited and is for information purposes only.
The automatic population of these details is dependent upon the Show Repairer Address checkbox being ticked within the System Controls form.
Placing a tick within this checkbox puts the approval on hold so that it cannot be invoiced.
Placing a tick within this checkbox denotes that it is a long-term approval (such as a Relief Hire Vehicle) and may be invoiced on a periodic basis.
A checkbox which, if ticked, denotes that the selected supplier offers a Courtesy Vehicle Service (Notational). This information is populated by the data held within the Repairer Tab of the currently selected Address Group.
A checkbox which, if ticked, denotes that the supplier fits parts for free e.g. if tyres are fitted then the customer only pays for the tyre not the fitting(Notational). This information is populated by the data held within the Repairer Tab of the currently selected Address Group.
There is a facility on the system for defining the maximum monetary value limits that a maintenance controller can authorise prior to requiring an authority confirmation from a manager or supervisor. If a userid/controller exceeds the approval/invoice limit then a message is displayed:
- User Limit Exceeded. Approval flagged as held pending confirmation.
The approval will be placed in an Approval Held status (a red box with the Appr Held label is displayed in the agreement next to the Approved checkbox) and cannot be progressed until a user/id/manager with a higher approval/invoice limit keys in their id and pin code and finally ticks the this checkbox to authorise the approval. If ticked, then a form pops-up displaying the following message:
- Please confirm cost. Enter Pin Authorisation?
If the Yes command button is selected then a further Enter Authorisation Details form is displayed prompting entry of a User ID and PIN No.
These authorisation limits are defined within the following area: Fleet Environment / Review / Permissions / Details Tab. Within the Maintenance Controls Group Box area there are a number of fields that can be set-up to determine authorisation and confirmation priority levels for a specific userid (controller). These are as follows:
- Maint Approval Limit
The maximum value for which an approval may be raised by the current userid/controller.
- Confirm Limit Exceeded
This checkbox works in conjunction with the Confirm Cost checkbox above. If this checkbox is ticked then when the userid/controller exceeds the approval/invoice limit then the approval will be placed in an Approval Held status and cannot be progress until a user/id/manager with a higher approval/invoice limit keys in their id and pin code and finally ticks the Confirm Cost checkbox within the approval.
- Maint Invoice Limit
The maximum value for which an invoice may be posted by the current userid/controller.
- Change Pin Command Button
Each userid can be allocated a pin number (the system asks for confirmation of this number prior to saving it). This userid and pin number is then used in conjunction with the Confirm Cost checkbox within the approval. If a controller exceeds the approval/invoice limit then they may seek a supervisor or manager with a higher limit who can then tick the Confirm Cost checkbox and then enter their own unique user/pin code combination to authorise the approval/invoice.
This field is used to store the basic servicing labour rate provided by the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
This field is used to store the normal labour rate for none service work provided by the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
This field is used to store the basic bodyshop labour rate agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
This field displays the agreed labour discount agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
This field displays the agreed parts discount agreed with the repairer within the approval. This field is greyed-out. It cannot be edited and is for information purposes only. The information displayed is carried over from the Repairer Tab within the address group of the selected repairer.
Beneath the fields contained within the Approval Issue Tab is an Approval Item Grid. One approval may contain any number of approval item lines. Item lines may be entered directly into this grid. Although this is not the preferred method (entry of item lines via the Authorisation form is the preferred method) each of the columns contained within the item line grid is described below:
Entry of a Repair Reason Code is required. Enter the required code if known (followed by the Tab key) or, alternatively, select the ellipsis (...) button immediately to the right of this field to initiate a Reason for Repair search. A single-left-click of the ellipsis button displays a Reason for Repair Code search form that enables selection from the current available repair codes. The cursor is located in the search field. Key part or all of the required repair code and select the Reason Code command button. Repair 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 Approval Item Grid. The cursor is now positioned in the next column.
Input the quantity of items to be issued against this particular repair item line. This is for notational purposes only.
The repair value for this particular repair item line. This is the net cost excluding VAT.
An estimated value must be entered if the Estimate Mandatory on Item Issue checkbox is ticked within System Controls.
Note: Costs are entered at repair/item job line level. For each item of maintenance work being carried out (e.g. a service and a pad replacement) an issue line is to be created for each repair/job. Each job line is then costed.
Using this method of entry for item repair lines requires that the Value for both parts and labour is defaulted onto the system as a "parts" cost. These costs can later be amended and split out into "parts" and "labour".
Automatically entered by the system following entry of the Value. The VAT value is calculated from the system default VAT element (from the Private VAT Code or Commercial VAT Code field within System Controls) but this may be amended.
The 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
A sequential ID number 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.
The unique sequential number is controlled by the Next Approval Sequence Number field within System Controls.
The system displays the RTS description held against the selected Reason Code. If necessary this description can be amended.
The cost to be recharged to the customer for this repair item line.
After completion of the first repair/job item line the Tab key is used to move to the next repair item line. Each successive repair item line is entered in this way up to a maximum of 99 lines or the maximum approval limit for the selected customer is reached (this is defined within the Max Approval Limit field of the Maintenance Control Tab within Address Groups). If the approval limit is reached the following warning message is displayed " Total approval would exceed the permitted customer maximum approval value " and no more item lines may be entered.
Following entry of the final repair item line the approval is typically saved by selection of
the 
icon.
Provided that the Show Approval on Hist Review checkbox is ticked within the General Tab within System Parameters this approval now appears in the History Tab in a red typeface.
Additional information can be related to each of the repair item lines by utilising the preferred method of issuing an approval via the Authorisation form.
To access this form simply single-right-click on the required repair item line. A mini menu is displayed containing the following menu options.
Enables subsequent job lines to be created within the current approval.
Enables job line details that have been input to be amended.
Allows the selected job line to be displayed.
Enables previously created job lines to be deleted.
If the repair work being carried out is subject to a policy claim this option enables the policy details to be held against the approval.
Produces a rejection letter against the approval
Enables the entry/review of relief vehicle details
If the job line/maintenance repair item being carried out is a service schedule item this option calls up the Vehicle Service Schedule Item Link.
This is a form for recording any savings made by the maintenance controller through negotiation with the repairing garage. The field is displayed within the Authorisation form. A RepGen report may be created to identify such items.