Process Map. John Deere - Order Management. Process Code: JDOM01 Stock Unit Maintenance

Transcription

1 Process Map John Deere - Order Management Process Code: JDOM01 Stock Unit Maintenance

2 2 Contents High Level Process Definition... 3 Business Policies... 4 Interface - Equipment Upload... 4 Equipment Upload... 4 Complete Goods Events Staging Table... 5 Complete Goods Events Update... 6 JDOM01 Stock Unit Maintenance... 7 Machine Information... 7 Estimated Arrival Dates... 8 JD Vehicle ID... 8 Statement of Work... 9 Introduction... 9 Manual Maintenance of an Existing Stock Unit Stock Details tab JD Vehicle ID Machine Information Estimated Arrival Dates Attachments / Add-Ons tab Sales / Swap Details tab Cost Transactions tab Driver Details tab WIP tab Notes / Images tab Adding New & Used Stock Units with Pending Status... 20

3 3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer STOCK UNIT MAINTENANCE Enable the maintenance of data relative to both New and Used Stock Units Sales Manager Sales Admin / Inventory Controller Requirement to add, modify or delete data relative to a New or Used Stock Unit New or Used Stock Unit data maintained in a current and accurate state Sales Admin Salespeople Customer

4 4 Business Policies Interface - Equipment Upload Equipment Upload This Interface provides a means for dealers to upload stock unit information from EQUIP to the John Deere Sales Center to facilitate the customer quoting process and the sale of equipment via Machine Finder Pro (MF Pro). John Deere new and used and non-john Deere new and used equipment are all eligible for upload. Like any interface that sends Dealer data to John Deere, EQUIP provides a means for the Dealer to opt-in and opt-out of sending their data. If the Dealer chooses to not upload data, they will only be able to see their new John Deere equipment in John Deere Sales Center. Dealers can access this program in UWS to run manually. An initial full upload will be done for the go-live, subsequently it will be set to Today. Critical Fields in the upload to avoid failure are; Franchise & Make Category Code Serial Number (VIN field) o Use COMAR (if no VIN available) List Price (i.e. RRP or advertised price) Process Owner: System Administrator Frequency: Hourly UWS export Duration: 5 minutes (maximum)

5 5 Interface - Complete Goods Events Update Complete Goods Events Staging Table The function of this program is to deliver updates to your Stock Unit Maintenance program as events and data changes through John Deere Sales Center. The aim is to keep EQUIP and John Deere Sales Center In-Stock and Pending Stock data the same for all Dealership users. 7 Events are included which incorporates Pending Units creation for the next available stock number. Cancelled Orders validation with exceptions/transfers is included. Staging Tables are used to allow Dealers to select the timing into EQUIP VHMODEL and VHACCESS Automatic Creation from Stock Number will occur. Process Owner: System Administrator The System Administrator must review the UWS logs for success daily. Frequency: Hourly UWS import Duration: 5 minutes (maximum)

6 6 Complete Goods Events Update Within the import function, the ability exists to update all or make a selection by stock unit. Confirmation of the matching Line Of Business is required for the first selection of each unit on Order Creation. The New option in the Processing Status section enables Sales Admin or the Inventory Manager to only bring into EQUIP those newly modified items or those modified within a given date range. With this interface to EQUIP, Dealers will need to ensure they have added this program to the users Menu Profile. Process Owner: Sales Support Admin / Inventory Manager Frequency: Recommended twice daily (morning/afternoon) Duration: 5 minutes (maximum)

7 7 JDOM01 Stock Unit Maintenance Business Policy JDOM01-01 Machine Information The John Deere import process via Complete Goods Events Update will populate the fields highlighted in green (this requires loading or duplication of the JD OM Cloning profile). Note the following: VIN/JD Serial No: critical identifier to match units between EQUIP and JD Sales Center NB Use COMAR in field if no serial number available Machine List Price, in order for current stock to be available for sale in JDSC Category: must be a valid code from the drop-down list supplied by John Deere Franchise: Must be JD for John Deere stock; no OT/ZZ/NG options allowed Make: Must match the franchise code; no Other, Non-Genuine allowed. Note that Options and Add-On adjustments/costs will flow between JDSC and EQUIP. Process Owner: Sales Admin / Inventory Manager

8 8 Business Policy JDOM01-02 Estimated Arrival Dates Any Pending Machines that are created in EQUIP must contain an Estimated Arrival Date at the point of creating the Machine. Actual Arrival Date is when the machine physically arrives at the Dealership. Process Owner: Sales Admin / Inventory Manager Business Policy JDOM01-03 JD Vehicle ID The John Deere Sales Center unique Vehicle ID will be found in a new field, which can be searched via the SmartSearch facility. (You ll need to move the column across to make it appear in the Top 10 search options. Process Owner: Sales Admin / Inventory Manager

9 9 Statement of Work Introduction The Stock Unit Maintenance application supports three essential functions: 1. Maintaining existing Stock Unit records, both New and Used. 2. Adding a New Stock Unit where the Stock Status is intended to be Pending. In such cases the unit will not be represented in either physical or financial inventory but is recognised as a Cost Centre and charges are able to be booked against it 3. Adding a Used Stock Unit, again, where the Stock Status is intended to be Pending. In such cases the unit will not be represented in either physical or financial inventory but is recognised as a Cost Centre and charges are able to be booked against it The John Deere Complete Goods Events Update program will import Stock Unit information into EQUIP. Similarly, changes in Stock Unit Maintenance in EQUIP will flow back into John Deere Sales Center via the John Deere Equipment Upload interface. Refer to the Business Policies section above for an overview of the Interface processes. In preparing this document it is assumed that the most common business usage will be in relation to the maintenance of existing Stock Unit records and the documentation is predicated on this assumption. EQUIP users need to be aware that where a Stock Unit exists with a Stock Status of Pending that unit will probably not be reflected in either physical or financial inventory. When such a stock unit becomes a physical component of the dealership inventory and is required to reflect in the financial records as well as the physical, the change of Stock Status from Pending to In Stock must be effected by way of either the New Unit Receipt or Used Unit Purchase application as appropriate. Note that this process is preferable to the practice of raising Purchase Orders for incoming stock units.

10 10 Manual Maintenance of an Existing Stock Unit Once recorded in the system data associated with Stock Units (New and / or Used) is able to be viewed and maintained in the Stock Unit Maintenance application. Open the Stock Unit Maintenance window; As mentioned earlier, this application provides for three basic functions, namely, selecting a record from the file for review and / or maintenance, adding a New Stock Unit or Adding a Used Stock Unit. This section of the Process Map relates to the Maintenance of an Existing Stock Unit record so the user should select the From File radio button and Enter / Select / Search for the relevant Stock Unit Number. The user is able to utilise the Stock List Option function in order to filter the content of the drop down list associated with the Stock Unit Number field. There are a number of tabs displayed in the Stock Unit Maintenance window as follows

11 11 The setting of various parameters within EQUIP will determine which of these tabs are active for the Dealership. (See Parameters section at the end of this document.) The user should perform the required maintenance as defined in the following notes. Stock Details tab Unit Details Section Panel Note that certain fields (Stock Unit Number, Appraisal ID and so on) are read only and cannot be modified. Review the displayed data and make changes as appropriate and authorised. Model Details Panel Most data fields in the Model Details Panel are able to be modified if required. Business Policy JDOM01-03 JD Vehicle ID The John Deere Sales Center unique Vehicle ID will be found in a new field, which can be searched via the SmartSearch facility. (You ll need to move the column across to make it appear in the Top 10 search options. Process Owner: Sales Admin / Inventory Manager

12 12 Business Policy JDOM01-01 Machine Information The John Deere import process via Complete Goods Events Update will populate the fields highlighted in green. Note the following: VIN/JD Serial No: critical identifier to match units between EQUIP and JD Sales Center NB Use COMAR in field if no serial number available Machine List Price, in order for current stock to be available for sale in JDSC Category: must be a valid code from the drop-down list supplied by John Deere Franchise: Must be JD for John Deere stock; no OT/ZZ/NG options allowed Make: Must match the franchise code; no Other, Non-Genuine allowed. Note that Options and Add-On adjustments/costs will flow between JDSC and EQUIP. Process Owner: Sales Admin Usage Details Panel Stock Unit Usage can be selected from the drop down list Marketing Source may be maintained with selection from the drop down list attached to the field.

13 13 Delivery Status Panel Enter useful information about the location and timing of the unit in this section. When creating a (Pending) unit for the first time, the minimum requirement is an Estimated Arrival Date, i.e. when the Stock Unit is approximately due to arrive at the Dealership. Business Policy JDOM01-02 Estimated Arrival Dates Any Pending Machines that are created in EQUIP must contain an Estimated Arrival Date at the point of creating the Machine. Actual Arrival Date is when the machine physically arrives at the Dealership. Process Owner: Sales Admin Sale Price Panel Perform maintenance as required in line with requirements. Changes to Base Unit Sale Price will automatically adjust the GST and GST Inclusive prices and vice versa. Registration / Branch Delivery / Other Details Panel Maintain as required having regard for the Dealership Location and applicability of requirements to the business. Enter the Stock Number in the Rego No field.

14 14 Attachments / Add-Ons tab This tab will allow the user to carry out a number of functions relating to the management of Attachments, Options and Other Add-Ons. Specifically, in this tab, the user will be able to: View all the attachments added to the selected stock unit Convert options on the selected stock unit into attachments Transfer accessories and options between stock units Add / Remove / Edit Options and Accessories Change the Description, Sale Price and Quantity of Options and Accessories. The Attachments grid view displays all the attachments currently assigned to the selected stock unit. The grid is view only. The Options grid view displays all the options currently assigned to the selected stock unit. The user is able to select option line items and perform transfers of options between stock units and / or conversion of options into attachments. To transfer an Option to another stock unit Select an option line item to be transferred Click the Transfer button that resides above the grid This will load a Transfer to Stock unit popup window Select the Stock Unit to transfer the option to and enter the Quantity Click OK. this will also close the popup To convert an Option to an Attachment Select an option line item to be converted click the Convert to Attachment button

15 15 This will load a Convert Option to Attachment popup window. Select the Branch, Franchise, Type and Model. Enter/Select the Model / Variant and the Line of Business. Enter / select the Model Name (description of the original option code), Manufacturer Reference Number. Invoice Date, Settlement Date (Compliance Date), Year Manufactured, Settlement Number (Release Note), Settlement Indicator, (Police Book), Order Quote Date and CG Order Code. The above fields should be populated from the original stock unit. If there was no value in the original screen, they can be left blank. To Add an Option Right Click within the grid and select Add, a new line appears Select an Option Code The Description, Sale Price and Quantity can be changed To Delete an Option Select an option line item to be deleted Click Delete. (NB -The parameter DeleteOption must be set to Y to delete. This is the default setting- refer Program Parameters section at the end of this document) The Accessories (Other Add-ons) grid view displays all the accessories currently assigned to the selected stock unit. The user will be able to select accessory line items on the grid view and perform transfers of accessories between stock units. To transfer an Accessory to another stock unit Select an accessory line item to be transferred Click the Transfer button that resides above the grid This will load a Transfer to Stock unit popup window Select the Stock Unit to transfer the accessory to and enter the Quantity Click OK, this will also close the popup To add an Accessory Right Click within the grid and select Add, a new line appears Select an Option Code The Description, Sale Price and Quantity can be changed To delete an Accessory Select an accessory line item to be deleted Click Delete. The parameter DeleteOption must be set to Y to delete. This is the default setting.

16 16 Sales / Swap Details tab This tab displays the unit s Sales or Swap details. If the unit is no longer in stock, details of the sale or swap will be displayed. Cost Details tab This tab displays a summary of all cost details associated with acquiring a unit that is In Stock. If a unit has been Sold or Swapped the details will not display correctly as after sales adjustments may need to be reconciled.

17 17 Cost Transactions tab This tab displays the transaction details from the General Ledger. The list is complete for the stock unit and will be available even after the unit has been sold. The user can track movements or events relating to the stock unit by looking at the description field in this program. Driver Details tab The Previous Owner, Current Owner and Current Driver records are displayed on this tab. Updating the Current Driver field in this window will also update the Contact details. To access the Contact Maintenance program, click the ellipses button. Information from the previous screen is populated here. The user may add / modify details. On clicking Save, the contact code and relevant details are populated into the previous screen.

18 18 WIP tab The WIP (Work In Progress) screen displays all Repair Orders placed for this stock unit that have not been invoiced. When the transactions are double clicked, Job Codes and details listing can be viewed, as read only.

19 19 Notes / Images tab This tab enables the recording of additional information about the stock unit. Alerts for the SysNotes Service can also be entered here. To attach a new image, click the Find Pictures button, then Browse to locate the image. All our images are stored in this location: \\awmssrv1\units_data\equip Resources\Images To open a highlighted attachment, click the Open button. The image will open in the default Windows application for that file type. Enter any Notes. This information is only displayed on this tab. Enter any Alerts. This information is displayed by the SysNotes Service when the stock unit is selected.

20 20 Adding New & Used Stock Units with Pending Status As mentioned above New and Used Stock Units can be recorded in the System as Pending (Receipt) units utilising the Stock Unit Maintenance application. N.B. The John Deere Complete Goods Events Update program will import New Stock Unit information into EQUIP. Do not raise Purchase Orders for Stock Units instead, track incoming units via reporting on Pending Stock Units. It is for this reason that the Estimated Arrival Date information is critical. Utilising this application to initially record the Stock Unit (whether New or Used) will not result in any Financial update to Stock Unit inventory Financial Update will only occur via the New Unit Receipt and / or Used Unit Purchase applications.