Harley-Davidsn Dealer Systems Phne: 800-428-5090 Fax: 866-589-6917 Dealership Department Ruting Dealer Principal General Merchandise Service X General Manager ecmmerce Parts X Office Manager F&I Manager Warranty Vehicle Sales Manager HOG Directr X Accunting Accunting Recnciliatins TALONes It is recmmended t recncile varius Asset and Liability accunts mnthly. This includes Inventry, Wrk-in-Prcess, Accunts Receivable, and Depsits. NOTE BEFORE PROCEEDING: IMPORTANT! The fllwing reprts shuld be run after business clses n the last day f the mnth t ensure accuracy. These are time sensitive reprts. Vehicle Inventry Recnciliatin Cmmitted Item List (by Department; select all departments) The fllwing reprts shuld be run mnthly. These are nt time sensitive reprts, but verify the Calculate Aging as Of r Ending Date date is the last day f the mnth t be recnciled. Custmer Accunts Aging Analysis A/R Layaway Special Orders MU Depsit WO Depsit Service Technician Activity Reprt (Wrk In-Prcess In Detail) When further assistance is needed, cntact the HDDS Knwledge Center at (800) 428-5090, Optin 2 fllwed by Optin 3. Vehicle Inventry Recnciliatin Click "Vehicle Sales" in the "Available Reprts" sectin. Highlight the Vehicle Inventry Recnciliatin reprt in the "Reprt List" sectin and click "Print." Select ne f the fllwing ptins in the "Detail Optins" sectin Detail: (default) Lists each bike and wrk rder(s) billed t the bike. It als shws Invice infrmatin, vendr, date, and days aging. Summary: Lists each bike and days aging. Ttals Only: Lists subttals by categry and new/used gruping. Select the apprpriate "Grup By" selectin Categry (Recmmended) Acct Cde (Indicates psting segment, which sme dealerships may find helpful) Click "Generate Print Preview" t preview the reprt, r click "Send Straight t Printer" t print a hard cpy. Refer t (Figure A) fr the vehicle inventry recnciliatin matrix. When the numbers d nt match, g back t the last perid the numbers matched and wrk frward. Page 1 f 5
Figure A: Reprt Clumn Veh + Frt + Trans Infrmatin Regarding the Data Behind the Numbers Main Segment: New = 1020 Used = 1021 Categry Psting Segments: 100 HD Misc 101 HD Turing 102 HD Sftail 103 HD Dyna 104 HD Sprtster 105 HD VRSC 106 HD Street 130 Other MC 180 Other Vehicle 181 Dem 182 Rental 190 Cnsignment Example: 1020-1-101-00-0 = Inv-New MU-HD Turing VEH Cst Check System Accunt Selectin: Int P&A Charge Parts n wrk rders billed ut t mtrcycles in inventry. Debits pst when wrk rders fr internal vehicles are billed. Credits pst when the internal vehicle is billed thrugh a deal. 1025-0-015-00-0 Inv-Vehicle Internal Parts Int Labr Charge Labr n wrk rders billed ut t mtrcycles in inventry. Debits pst when wrk rders fr internal vehicles are billed. Credits pst when the internal vehicles are billed thrugh a deal. 1025-0-020-00-0 Inv-Vehicle Internal Labr Purchase Invice(s) are nt apprved and/r transferred t accunting Units n reprt are nt truly in inventry Unit(s) entered multiple times int inventry New bike sld as Used, r Used bike sld as New Bike has incrrect categry assigned Bike(s) in inventry with n purchase invice(s) Vided deals (and timing arund the vid). Lk at the vid date and cmpare t the riginal deal invice psting date. Other reprt(s) t aid in recnciliatin: Vehicle Transactin with Cst Page 2 f 5
Inventry Valuatin by Categry Duble-click "Inventry" in the "Available Reprts" sectin t expand the sectin. Highlight the Inventry Valuatin reprt in the "Reprt List" sectin and click "Print." Select ne f the fllwing ptins in the "Reprt Type" sectin: By Categry: (default) By Vendr (distinguishes ttals that belng in General Ledger Accunts with prduct lines ther than Harley- Davidsn) Click the checkbx "Grup By Accunt Number" fr subttals by accunt ID. Select the apprpriate "Date" selectin: Current Inventry Value (when printing the reprt real-time) Snapsht as f Mnth End (select apprpriate mnth/year) Click "Generate Print Preview" t preview the reprt, r click "Send Straight t Printer" t print a hard cpy. Refer t (Figure B) fr the Inventry recnciliatin matrix. When the numbers d nt match, g back t the last perid the numbers matched and wrk frward. Figure B: Reprt Clumn Infrmatin Regarding the Data Behind the Numbers Inventry Ttal Includes n hand, negative n hand, special rders and layaways. Excludes items cmmitted t Sales and Service Main Segment: Parts & Accessries = 1023 General Merchandise = 1024 Categry Psting Segments: Parts & Accessries 201 Mtr Parts 202 Lubricants 203 Tires 240 HD Mech Access r OPL Access 241 OPL Mech Access 296 Misc P&A General Merchandise 300 Apparel 320 Cllect/Hme 340 Gifts/Accessries 360 Licensed Prduct 380 T-Shirts (licensed) 397 Misc GM (nn-licensed) Example: 1023-1-202-00-0 Inv-HD Lubricants 1023-0-000-00-0 Inv Reserve-LIFO- P&A and/r 1024-0-000-00-0 Inv Reserve-LIFO- GM are included in the ttals Jurnal entries were nt created fr stck adjusted items prir t upgrading t TALONes 6. Vendr assigned t incrrect prduct line r n prduct line Categry psting segment incrrect n psting grup Items in Unknwn accunt (???-?-???-??-?) Inventry received with n crrespnding purchase invice(s), r invice is nt apprved and/r transferred t accunting Delivered items n deals that were vided are added back int inventry. Check t see if the items were sld r adjusted crrectly. Other reprt(s) t aid in recnciliatin: Inventry Transactins Service Technician Activity Reprt Click "Service" in the "Available Reprts" sectin. Page 3 f 5
Highlight the Service Technician Activity Reprt in the "Reprt List" sectin and click "Print." Click "Generate Print Preview" t preview the reprt, r click "Send Straight t Printer" t print a hard cpy. Refer t (Figure C) fr the Service Technician Activity matrix. When the numbers d nt match, g back t the last perid the numbers matched and wrk frward. Figure C: Reprt Clumn Labr Cst Infrmatin Regarding the Data Behind the Numbers Ttal f all "Pay Hurs" n In-Prcess and Cmpleted wrk rders multiplied by the labr rate in the respective service technician's persnnel recrd: 1025-0-010-00-0 Wrk-in-Prcess-Labr Service Technician has incrrect (r n) labr rate set up in the persnnel recrd. Custmer Accunts Aging Analysis Duble-click "Administratin" in the "Available Reprts" sectin t expand the sectin. Click "Custmer Management" in the "Available Reprts" sectin. Highlight the Custmer Accunts reprt in the "Reprt List" sectin and click "Print." Click "Generate Print Preview" t preview the reprt, r click "Send Straight t Printer" t print a hard cpy. Refer t (Figure D) fr the Inventry recnciliatin matrix. When the numbers d nt match, g back t the last perid the numbers matched and wrk frward. Figure D: Reprt Clumn Infrmatin Regarding the Data Behind the Numbers Ttal Receivables Ttal amunt due t the dealership frm custmers 1010-0-000-00-0 Acc Rec-Trade Layaways Ttal amunt cllected frm custmers fr layaway depsits 2028-0-025-00-0 Cust. Layaways Special Order Depsits Ttal amunt cllected frm custmers fr special rder depsits 2028-0-010-00-0 Cust. Depsits-SO Majr Unit Depsits Ttal amunt cllected frm custmers fr depsits n deals 2028-0-015-00-0 Cust. Depsits-MU Wrk Order Depsits Ttal amunt cllected frm custmers fr depsits n wrk rders 2028-0-030-00-0 Cust. Depsits-Wrk Order Prepaid Labr Ttal amunt cllected frm custmers fr prepaid labr 2028-0-092-00-0 Cust. Depsits-Prepaid Labr Transactin cashed ut incrrectly (paid On Accunt rather than applying the depsit) Layaway, special rder, majr unit depsit, wrk rder depsit, r prepaid labr depsit with a psitive balance Vendr Accunts Analysis Page 4 f 5
Duble-click "Administratin" in the "Available Reprts" sectin t expand the sectin. Click "Vendr Management" in the "Available Reprts" sectin. Highlight the Vendr Accunts Analysis reprt in the "Reprt List" sectin and click "Print." Click Vendr Accunts Aging by GL Accunt by Vendr. Click Filters-> and select the apprpriate Aging Date. Click "Print Preview" fllwed by Print. Refer t (Figure E) fr the Inventry recnciliatin matrix. When the numbers d nt match, g back t the last perid the numbers matched and wrk frward. Figure E: Reprt Clumn Summaries fr 1012-0-000-00-0 Cntracts in Transit Summaries fr 1012-0-005-00-0 Serv. Cntracts Rec. Summaries fr 1012-0-010-00-0 Finance Receivable Summaries fr 1015-0-000-00-0 Factry Incentive Receivable Summaries fr 1015-0-005-00-0 Warranty Receivable Summaries fr 1015-0-010-00-0 Return Claims Receivable Summaries fr 2000-0-000-00-0 Accunts Payable- Trade Summaries fr 2001-0-000-00-0 Acc Pay-F&I Summaries fr 2001-0-005-00-0 Acc Pay-Service Cntracts Infrmatin Regarding the Data Behind the Numbers Cntract amunt frm billed deals ESP r PPM amunt frm billed wrk rders Finance amunt frm billed deals Sales & Purchase Incentive amunts frm psted purchase invices Warranty amunt frm billed wrk rders DFS Claims frm Pst Issues after Sales Jurnal is prcessed Nn-Harley psted payable invices Cst f finance & insurance prducts frm billed deals Cntracts (SC categry) frm billed deals 1012-0-000-00-0 Cntracts in Transit 1012-0-005-00-0 Service Cntracts Receivable 1012-0-010-00-0 Finance Receivable 1015-0-000-00-0 Factry Incentive Receivable 1015-0-005-00-0 Warranty Receivable 1015-0-010-00-0 Return Claims Receivable 2000-0-000-00-0 Accunts Payable- Trade 2001-0-000-00-0 Acc Pay-F&I 2001-0-005-00-0 Acc Pay-Service Cntracts Summaries fr 2005-0-000-00-0 Accunts Payable-HD H-D invices (P&A/GM) 2005-0-000-00-0 Accunts Payable-HD Summaries fr 2005-0-005-00-0 Accunts Payable-TradeAcc H-D invices using Trade Acceptance terms 2005-0-005-00-0 Accunts Payable-TradeAcc Summaries fr 2010-0-000-00-0 HD Flrplan-New H-D new vehicle invices 2010-0-000-00-0 HD Flrplan-New Summaries fr 2013-0-000-00-0 HD Flrplan-Used H-D used vehicle invices 2013-0-000-00-0 HD Flrplan-Used Summaries fr 2028-0-005-00-0 Custmer Accmmdatins Summaries fr 2028-0-017-00-0 Custmer Trade Allw Pend Accunt is nt r was nt tracked in TALONes Amunt a dealership wes fr custmer payffs n trade-ins n bike deals Amunt f the trade allwance when the trade is added t inventry prir t deal cash ut (this amunt may be adjusted if a custmer has a payff n it) 2028-0-005-00-0 Custmer Accmmdatins 2028-0-017-00-0 Custmer Trade Allw Pend Page 5 f 5