Documents and validation
Document
A document is a PDF that the FM must validate. There are four kinds:
| Document | Who uploads it | What it is |
|---|---|---|
| Presupuesto (Quote) | Provider | The priced proposal for a maintenance job. |
| Informe (Report) | Provider | The technician's account: what they did, what they found and what they recommend. |
| Certificado (Certificate) | Provider or inspection body | The document that attests the outcome of a maintenance job, an inspection or a correction plan. |
| Factura (Invoice) | Provider | What the provider bills. See Invoices. |
A document never changes after upload. If it is wrong, the FM rejects it and the provider uploads a new one. The rejected document stays visible next to its replacement.
Quote
The quote carries a number, a date, a tax base, VAT and days of validity. The VAT can be 0, 4, 10 or 21 %.
The FM validates it first. Then the client approves or rejects it. If the client rejects it, that quote stops counting and the provider sends another one.
Quote approval
The approval is the client's answer to a quote: Aprobar (Approve) or Rechazar (Reject). An approval authorises the provider to do the work. It can carry the Pedido del cliente (Client purchase order) number.
TBA can also record the answer on behalf of the client.
Report
The report carries an author, a summary and recommendations. If the technician has found defects that need a quote, they tick Detecta defectos que hay que presupuestar (Finds defects that need a quote).
Certificate
Each maintenance job, each inspection and each correction plan has a certificate. The certificate of an inspection is called acta (inspection certificate). The certificate of a correction plan is called certificado de subsanación (resolution certificate).
Validation
The validation is the FM's verdict on a document: Validado (Validated) or Rechazado (Rejected).
- Only the asset's FM validates the documents of its maintenance jobs and its inspections.
- Only the service contract's FM validates its invoices.
- Each document receives one validation only.
- A rejection needs a comment. The comment tells the provider what to correct.
Pending documents appear in Validaciones (Validations). See Validate documents.