If an order status is set to Awaiting Audit Check, it means that the order is currently held in the Admin Area under one of the audit queues. This status indicates that the system is waiting for an internal review before the order can progress further.
To view orders awaiting audit, please follow the steps below:
Go to the Admin Area.
Under the Audits section, select one of the audit types.
While an order is in Awaiting Audit Check, it must be reviewed and actioned by an internal auditor. This ensures that costs, details, and compliance are validated before approval. During this stage, there is no action required from the contractor, as the responsibility sits with the Head Office team managing the audit process.
Callouts following PMV audit
To help monitor the quality and effectiveness of Planned Maintenance Visits (PMVs), you can enable a setting in Access Maintain that automatically audits any callouts raised within 28 days of a PMV. This can help identify whether a callout may be linked to incomplete or missed work during the visit.
To turn this setting on:
Go to the Admin area.
Click on the Audits Settings.
Unlock the green padlock.
Set Callouts following PMV to Yes.
Click Save.
Once enabled, any relevant callouts raised within the 28-day window will appear in a specific audit section. From there, you can review each callout, approve it if it seems unrelated to the PMV, or query it back to the contractor if you believe it should have been addressed during the visit.
Kitchen ductwork cleaning PMV
Kitchen Ductwork Auditing is a specialised PMV (Planned Maintenance Visit) used primarily in restaurants and commercial kitchens. It is an essential compliance process that ensures ventilation systems are properly maintained and meet strict safety standards.
This auditing PMV operates on a fixed, non-variable model. Unlike other PMVs, there are no recurring dates or frequencies set. Once the Kitchen Ductwork Cleaning PMV has been completed, the system automatically sends an email notification to the assigned auditor. The auditor then has 28 days to visit the site and complete the audit. This approach is designed to meet strict legal requirements for commercial kitchen extract systems, supporting fire safety, air quality, and overall operational efficiency. Without proper maintenance, kitchen ductwork can quickly become a fire hazard, making this audit a critical safeguard for restaurants and commercial kitchens.
📌 Note: Kitchen Ductwork Auditing is directly linked to the Kitchen Ductwork Cleaning PMV. Once cleaning is complete, the audit is triggered automatically, creating a seamless connection between the two processes. This ensures that the system is both cleaned and independently verified for compliance.
Enable Kitchen Ductwork Auditing
Before enabling the auditing PMV, the Kitchen Ductwork Cleaning PMV must already be set up. Once that is done, follow the steps below:
Go to the Admin area.
Click PMV Contracts.
Search for Kitchen Ductwork Auditing.
Unlock the green padlock.
Set the PMV option to Yes to enable Kitchen Ductwork Auditing.
Click Save.
🤓 Tip: In some cases, you may need to disable the PMVs tab after step 2, as both Kitchen Ductwork Auditing and Kitchen Ductwork Cleaning can be hidden by default until enabled.
Managing audit checks on Max Value PPO quotes
The audit checking function is designed to ensure that orders raised under Max Value PPO quotes are processed correctly. This function automatically checks whether costs have been altered by the contractor or remain as originally agreed. Based on this, the system decides whether the order needs further review or can be approved immediately.
If a quote request is set to Max Value PPO and the cost is changed on that order, the system will place the order into TB Audited status. This means the order requires additional review before it can move forward.
If a quote request is set to Max Value PPO and the cost is not changed on that order, the system will automatically move the order to Approved status. This indicates that the contractor has accepted the agreed cost without modifications.
If a quote request is set up with a Fixed Price, the order will also move directly into Approved status, as no audit check is required in this case.