Selection of the Maintenance Control option from the Maintenance Control Main Menu opens the Maintenance Review form from which an approval can be constructed and maintenance history can be reviewed. This form is also used to post maintenance invoices, create customer recharges, administer fines and control simple short term hire vehicles
This form is split into six parts that are as follows:
In addition to displaying the form name the Title Bar provides a number of other useful identification criteria and buttons.
The content of the Maintenance Control menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Enables the opening of an existing vehicle maintenance record or exits the Maintenance Controlform.
This menu option provides access to the following options:
Issues a new approval. If an existing approval is loaded, and has been modified the system prompts for it to be saved prior to raising a new approval.
Tip: A pop-up form displays the warning: Non-Maintenance - Do you wish to proceed? if no maintenance budget is found when trying to issue an approval.
Enables an existing approval to be recalled and edited, recharging or posting invoices.
Quick
Enables entry of relief hire vehicle details against an approval.
Companies that operate relief vehicles utilise this option to monitor the hire. It provides a basic booking in and out facility which can be reported on, in addition to allowing delivery and collection records to be raised. This function may also be used to monitor hires which take place with a preferred national supplier.
Save
Enables the approval to be saved prior to exit in order that it can be recalled at a later stage. The system always prompts to save the approval when exiting the form to return to the menu, or on loading a different vehicle.
Enables production of a printed order for the approval currently on form.
Initiates the posting of the maintenance approval to the accounts module.
Delete Maintenance Authorisation
Deletes the current maintenance authorisation. A warning message is displayed prompting "Are You Sure?". The appropriate command button Yes or No is then selected.
Auto Focus
Used from within the History Tab, Auto focus is a feature that instantly highlights an existing maintenance history line at the top of the form when a matching repair code is entered in the Approval Issues Tab at the bottom of the form. This is useful as a reminder when issuing approvals to show when a repair was last carried out.
This menu option provides access to the following options:
Enables a review of the Marketing Company Record linked to the approval.
Enables a review of the Marketing Target Record linked to the approval.
Enables a review of the Marketing Vehicle Record linked to the approval.
Fleet Global
Displays the Global Review form.
The maintenance history option displays the maintenance history in a full window rather than the short history display shown at the top half of the controller's form. This form also enables the entry of selection criteria in order to filter the history records.
Service Schedule
Displays the Service Schedule form in order that current service schedule events for the selected vehicle record may be viewed with regard to status, date, etc.
Maintenance Costs
The Maintenance Cost Data Review form contains all of the maintenance cost data and service profiles imported via the Upload Maintbook Data option within Miscellaneous Options.
The Repairer Details form displays the details held in the Repairer Tab and Repairer 2 Tab within Address Groups.
Presents the Costs Review form which enables a review of the following profi sources on the currently selected contract:
Code Description I Insurance C Additional Costs l Accident management profis o Dealer Commission T Tyre lines B Motorclub lines V Relief Vehicle lines Vehicle Rental Details
Opens the Vehicle Rental Details form which displays the Vehicle Rental company, agreement and invoicing address details.
Approval Audit
Displays the Audit Event Log, which tracks any changes made to an approval.
Mileages
Displays the Review Service, Mileages & Ancillary Vehicle Details form which displays the Next Service Date and Mileage, MOT Date, PMI Date, Tacho, Tail lift service, and Cam Belt Mileage from the vehicle Ancillery file.
For memo purposes. Enables the most recent data to be held for the tyre tread on front, back and spare tyres.
This option records details of fines and fixed penalty notices. It also enables fines to be recharged to the customer, together with a surcharge if required.
Enables Policy Claims to be maintained and monitored. Although reminders are to be generated from within Report Generator, this form enables claims and recoveries to be allocated.
This form facilitates the entry of several minor administration tasks.
Enables the creation and administration of accident records for a selected vehicle. This process enables monitoring of accident progress through the creation of a number of separate records which, when collated, form the accident record. The separate records enable recording of the accident detail itself, third party details, third party insurance details, as many estimates as required as well as a simple diary system to remind the maintenance controller to follow-up repairs.
This menu option displays a Maintenance sub-menu option which in turn leads to a selection from the following:
Quick Mail
A pre-defined email relevant to the specific module area from which it is accessed. The required email format for inclusion in this menu list is defined within the Quick Mail format field located in the Reports Tab within Maintenance Control / System Maintenance / System Parameters.
Reports
Displays a list of user-defined reports applicable to this process. Once written within RepGen an ellipsis button may be used to located and select these reports for inclusion within this menu list within the Reports Tab within Maintenance Control / System Maintenance / System Parameters.
This menu option displays a sub-menu option with a selection from the following options:
Accesses the ADP Administrator mail and diary functions.
CRM
Exits to the CRM module (with the focus on the Target record.
Task Manager
Displays the main Task Manager form to enable a new task to be created or existing tasks to be edited.
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Maintenance Control toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits the current form and returns to the previous form or menu. If the approval has not been saved then the user is prompted to confirm that they wish to save and exit the approval or cancel.
This presents the Fleet Global Search form that enables a vehicle to be found by entering search selection criteria.
Enables the approval to be saved prior to exit in order that it can be recalled at a later stage. The system always prompts to save the approval when exiting the form to return to the menu, or on loading a different vehicle.
Enables a review of the Marketing Company Record linked to the approval.
Enables a review of the Marketing Target Record linked to the approval.
Enables a review of the Marketing Vehicle Record linked to the approval.
Displays the Global Review form.
The maintenance history option displays the maintenance history in a full window rather than the short history display shown at the top half of the controller's form. This form also enables the entry of selection criteria in order to filter the history records.
The Repairer Details form displays the details held in the Repairer Tab and Repairer 2 Tab within Address Groups.
Presents the Costs Review form which enables a review of the following profi sources on the currently selected contract:
Code Description I Insurance C Additional Costs l Accident management profis o Dealer Commission T Tyre lines B Motorclub lines V Relief Vehicle lines
Selection of the Review Service, Mileages & Ancillary Vehicle Details icon displays the Review Service, Mileages & Ancillary Vehicle Details form which displays the Next Service Date and Mileage, MOT Date, PMI Date, Tacho, Tail lift service, and Cam Belt Mileage from the vehicle Ancillery file.
Selection of the Display Audit icon displays the Audit Event Log, which tracks any changes made to an approval.
Displays the Notes Sub-Menu that enables notes to be accessed, created and edit for various areas of the system.
Enables an existing approval to be recalled and edited, recharging or posting invoices.
Issues a new approval. If an existing approval is loaded, and has been modified the system prompts for it to be saved prior to raising a new approval.
Enables entry of relief hire vehicle details against an approval.
Companies that operate relief vehicles utilise this option to monitor the hire. It provides a basic booking in and out facility which can be reported on, in addition to allowing delivery and collection records to be raised. This function may also be used to monitor hires which take place with a preferred national supplier.
Enables production of a printed order for the approval currently on form.
Initiates the posting of the maintenance approval to the accounts module.
Deletes the current maintenance authorisation. A warning message is displayed prompting " Are You Sure?". The appropriate command button Yes or No is then selected.
This option records details of fines and fixed penalty notices. It also enables fines to be recharged to the customer, together with a surcharge if required.
Enables Policy Claims to be maintained and monitored. Although reminders should be generated from within Report Generator, this form enables claims and recoveries to be allocated.
This form facilitates the entry of several minor administration tasks.
Enables the creation and administration of accident records for a selected vehicle. This process enables monitoring of accident progress through the creation of a number of separate records which, when collated, form the accident record. The separate records enable recording of the accident detail itself, third party details, third party insurance details, as many estimates as required as well as a diary system to remind the maintenance controller to follow-up repairs.
This form contains all of the maintenance cost data and service profiles imported via the Upload Maintbook Data option within Miscellaneous Options.
For memo purposes. Enables the most recent data to be held for the tyre tread on front, back and spare tyres.
Displays the Administrator form which displays the following menu options:
Accesses the ADP Administrator mail and diary functions.
Displays the contacts to be followed up for the logged-in user for today.
Quick Reports
Displays a list of user-defined reports applicable to this process. Once written within RepGen an ellipsis button may be used to located and select these reports for inclusion within this menu list within the Reports Tab within Maintenance Control / System Parameters.
Quick Mail
A pre-defined email relevant to the specific module area from which it is accessed. The required email format for inclusion in this menu list is defined within the Quick Mail format field located in the Reports Tab within Maintenance Control / System Parameters.
Opens the Vehicle Rental Details form which displays the Vehicle Rental company, agreement and invoicing address details.
Provides online access to a context sensitive Help form.
This area of the form is divided into a series of eleven tabs. The top half of the form displays eight tabs which tend to contain relatively static information such as vehicle/agreement information, maintenance history and notes. The bottom half of the form displays three tabs that enable the generation of approvals, posting of invoices and viewing of miscellaneous details. The eleven tabs are as follows:
Following correct entry of either Registration Number or Agreement Number, this Tab is populated with the maintenance record. The Tab is comprised of two sections. The top section provides general information regarding the selected vehicle while the bottom section displays agreement details.
This information is brought over from the fleet Global review.
Selection of the History Tab on the top section of the form, enables a review all the previous work that has been carried out against the selected vehicle. The information is shown in summary format. Please refer to the section History Review for an extended analysis of maintenance history repair items.
The Recalls Tab is accessed via the top section of the Maintenance Control form and is used to review vehicle recall information.
This Tab enables the display and creation of warranty details.
Used to display a running total of summary expenditure for the selected maintained vehicle.
This Tab enables the display and creation of maintenance approval records.
By selecting the Invoice Details Tab on the Bottom section of the form, the user can enter the necessary invoice details (amending approval values if necessary) so that the invoices may be posted through to the accounts module via the Post Maintenance Authorisation procedure.
Enables entry of miscellaneous details with regard to the administration of an approval.
Displays a textual description of where the user is currently located within the system.