On this tab the following fields can be viewed:

 

hmtoggle_plus1Add

Any user with a profile to which this function has been linked with add-rights, can add a new license ID.

hmtoggle_plus1Approved License Nr

This field must be specified once the permit is temporary approved or approved and specifies the actual license number or approval reference number.

hmtoggle_plus1Change

A profile to which this function has been linked with change-rights is required to change. Certain mandatory fields will be enforced depending on the status.

hmtoggle_plus1Contact Person

This field identifies the person at the Organisation that is the contact person for the license submission and approval.

All predefined contact persons for the selected Organization is displayed in the list and via the External Organisation function more details can be obtained regarding the contact persons phone, fax and other details.

hmtoggle_plus1Date Created

This date is auto-recorded by the system when the license is added and is a display-only field that shows the actual date the license was captured in the system.

hmtoggle_plus1Date Original Approval

This date must be specified once the license is approved and specifies the date of actual approval by the authorities. The date defaults to the current date but can be set to a past date.

hmtoggle_plus1Date Submitted

This date defaults to 1Jan1900 until the license status is changed to 'submitted'. The date of submission (can be a past date) must then be specified. This date is retained for history purposes even if the status changes to 'approved' or eventually to 'expired'.

hmtoggle_plus1Delete

A profile to which this function has been linked with delete-rights is required to delete.

Certain checks in the system will ensure that an applied license cannot merely be deleted, in which case the status can be set to expired and a new license ID can be added for the store/magazine.

hmtoggle_plus1Division

This field is mandatory and identifies the division of the store/magazine for which the license is requested.

Only divisions with linked stores classified as magazines will be displayed for selection.

hmtoggle_plus1Expiry Date

This date must be specified if temporary approval applies and specifies the date until which the license is valid, thus being the expiry date. For status "approved" the expiry date is not applicable.

hmtoggle_plus1Internal Coordinator

This field is mandatory and is applied to identify the internal employee that will manage the license request and details and the person that can be contacted regarding the specific license.

The list displays all active employees defined on the Employee master.

hmtoggle_plus1Latest Renewal Date

This date defaults to the "Date approved". However, if extension of the license validity is requested and granted where temporary approval existed, this date can be specified to record the date that the authorities renewed or extended the license validity or granted final approval.

hmtoggle_plus1License Description

This field is mandatory and is applied to enter a description for the license of up to 70 characters

hmtoggle_plus1License Id

This field is mandatory and is applied to uniquely identify a license via an allocated ID number.

The number is manually assigned. No auto-numbering feature exists since the volume and frequency is of a low nature.

 

Take note that this ID represents the internal number for the license.

The actual approved license number as granted by the governing body/institution can be captured at time of approval via the field "Approved License Nr".

 

The drop down list shows all existing licenses with their descriptions.  To view detail for an existing license, select the license ID from the list. To add a new license, type a unique license number, complete the details and click the add button.

hmtoggle_plus1Notes

This is an optional field to specify additional descriptive data or special notes and conditions that might apply to the license ID.

hmtoggle_plus1Organisation Name

This field is mandatory for all licenses and identifies the name of the Organisation to which the specific license must be submitted for approval. A list of valid organizations is displayed in the list.

hmtoggle_plus1Reason For Rejection

This field only enables when the status is changed to 'Rejected', in which case a reason for the rejection must be entered.

hmtoggle_plus1Status

This frame is applied to specify the current status of the license.

Depending on the status, entry of certain fields will be enforced.

Created: All new licenses must be added with this status. The date that the license was created will be auto-recorded.

Submitted: This is the next logical status after creation and this status will also require entry of the submission date for history purposes.

Before the license can be changed to this status, the details on the 2nd tab are mandatory and should already exist before this status change will be allowed. Thus, while the status is still "created" the details of all the intended hazard division codes and quantities to be stored in the license applicable store/magazine must be listed.

Temporary Approval: This status identifies a permit approved by the relevant authority specified in the "Requested from Organisation" field.

This status will require entry of all relevant dates in the approval frame and will require entry of the approved license reference field to record the actual license number granted.

This status implies that the validity period is limited to the "Expiry date".

 

Approved: This status identifies a license approved by the relevant authority specified in the "Requested from Organisation" field.

This status will require entry of all relevant dates in the approval frame and will require entry of the approved license reference field to record the actual license number granted.

This status does however imply indefinite approval and the expiry date is not applicable to this status.

Rejected: This is also a possible status after submission where the license was denied. A reason must then be entered in the field provided.

Expired: This is the final status of a license that was approved and applied for its intended purpose. Once the license is no longer valid and its validity has expired, the status can be set to "expired".

hmtoggle_plus1Store

This field is mandatory and identifies the store/magazine to which the license applies. Only stores of the selected Division that are classified as magazines will be displayed for selection.

hmtoggle_plus1Valid From Date

This date must be specified once the license is approved and specifies the date from which the stores license is valid. This may be the date of approval, an earlier date or a later date.