Process Map. McIntosh and Son. Wholegood Module Process Code: V130 Stock Unit Swap In/Out
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1 Process Map McIntosh and Son Wholegood Module Process Code: V130 Stock Unit Swap In/Out
2 2 Contents High Level Process Definition... 3 Process Flowchart... 4 Business Policies... 5 Swap Outs... 5 Machine Information... 5 Swap Outs... 5 Procedures... 6 Stock Unit Swap In... 6 Stock Unit Swap Out... 7 Statement of Work... 8 Introduction... 8 Stock Unit Swap In Process... 9 Machine Information... 9 Stock Unit Swap Out Process Swap Outs Swap Outs Program Parameters... 13
3 3 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer STOCK UNIT SWAP To record the transfer of Stock Units between dealers Branch Manager Branch Administrator Sales Manager Branch Administrator Inbound Receipt of a Stock Unit obtained from a Trading Partner Dealer or the Outbound Despatch of a Stock Unit supplied to a Trading Partner Dealer Transaction properly recorded and Inventory details updated New Customer
4 4 Process Flowchart
5 5 Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map. Business Policy V Swap Outs Stock Unit Swap Outs should be utilised in the below cases: - Where the Machine was on Consignment (Usage Type of Rent) - Where the Machine is being returned to the OEM (Manufacturer) - Where the Machine is being transferred to another Dealer Business Policy V Swap References The Swap reference field should always be the Stock Number for Unit Swap In & Out Business Policy V Machine Information It is mandatory to fill in any field in Swap In & Out that is coloured Business Policy V Swap Outs It is mandatory to check for all costs sitting on the Stock Unit being Swapped Out to determine what costs can be recouped & charged to Debtor prior to Swap Out being completed. Ensure Swap Out machines are not on Floorplan. All Swap Outs should be authorised by the Branch Manager.
6 6 Procedures Process Description: Stock Unit Swap In Process (Major) Steps 1. Prepare for Transaction Swap In Objective:- Access system and application in readiness for the transaction 2. Enter data relative to the transaction Objective:- Enter / Select data relative to the transaction preparatory to update of the data base 3. Save Transaction and Verify Accounting Entries Objective:- Save data entry and verify transaction via Financial Entry review Procedure a. Open Stock Units Swap window b. Select Swap In as the Swap Option a. Enter Stock Unit Number or leave blank (system will allocate) b. Enter / Select Branch and Franchise Codes c. Complete Stock Details, Account Details, Salesperson and Swap-In supplier panels a. Click Save button, respond to Transaction confirmation message b. Open GL Trans tab c. d. Respond to any anomalies detected Internal Policy
7 7 Process Description: Stock Unit Swap Out Process (Major) Steps a. Prepare for Transaction Objective:- Access system and application in readiness for the transaction b. Enter Data relative to the Transaction Objective:- Enter / Select data relative to the transaction preparatory to update of the data base 3. Save Transaction and Verify Accounting Entries Objective:- Save data entry and verify transaction via Financial Entry review Procedure a. Open Stock Units Swap window b. Select Swap Out as the Swap Option a. Enter Stock Unit Number or leave blank (system will allocate) b. Enter / Select Branch and Franchise Codes c. Complete Stock Details, Account Details, Salesperson and Swap-In supplier Panels a. Click Save button, respond to any anomalies detected Internal Policy
8 8 Statement of Work Introduction Stock Unit Swaps are a common practice whereby Machines are exchanged between dealers to enable customer demand to be met without having to report a retail sale. Stock Unit Swap Outs should be utilised in the below cases: - Where the Machine was on Consignment - Where the Machine is being returned to the OEM (Manufacturer) - Where the Machine is being transferred to another Dealer Use of and control of Swap transactions will be controlled by the Branch Administrator.
9 9 Stock Unit Swap In Process Business Policy V Swap References The Swap reference field should always be the Stock Number for Unit Swap In & Out Business Policy V Machine Information It is mandatory to fill in any field in Swap In & Out that is coloured Open the Stock Units Swap window and select the Swap In radio Button The Incoming Stock Unit Number must be entered as we use the assigned Stock Unit Number.
10 10 Enter the Branch and Franchise Codes if required. The Stock Units Swap window has a number of tabs, namely Swap Entry, Swap Out Invoice (active if the Swap Out radio button has been selected) and GL Transactions. The latter is a read only display showing all General Ledger transactions recorded as a result of the transaction. The appearance of windows may alter as between transactions depending on whether it is a Stock Unit Swap In or Out. The Swap Entry tab for Swap In transactions has four (4) panels Stock Details, Swap In Supplier, Account Details and Salesperson. Complete each of the panels to the extent possible. Where data is mandatory (e.g. Salesperson Code, Swap In Reference) the system will prompt for the data when attempts are made to save the transaction.
11 11 Stock Unit Swap Out Process Business Policy V Swap Outs Stock Unit Swap Outs should be utilised in the below cases: - Where the Machine was on Consignment (Usage Type of Rent) - Where the Machine is being returned to the OEM (Manufacturer) - Where the Machine is being transferred to another Dealer Business Policy V Swap Outs It is mandatory to check for all costs sitting on the Stock Unit being Swapped Out to determine what costs can be recouped & charged to Debtor prior to Swap Out being completed. Ensure Swap Out machines are not on Floorplan. All Swap Outs should be authorised by the Branch Manager. Open the Stock Units Swap window and select the Swap Out radio button
12 12 Enter / Select the Stock Unit Number relative to the unit that is being Swapped Out and all Machine details will be populated to the tab. Complete the Account Details panel with the Swap and Floor Plan Values (Floor Plan machines cannot be swapped out). Allocate an Account to which any adjustment is to be posted and add a Swap Out reference. As with a Swap In EQUIP mandates certain data elements (Swap Out Reference, Salesperson Code etc) before allowing the transaction to be saved. Complete the Swap Out Delivery details panel.
13 13 Program Parameters The following notes define the parameters applicable to applications described in this Process Map (refer to Process Map Tailoring EQUIP to Site / User Requirements for more information. DefaultBranch EnforceValidMake Parameter Name Parameter Function Used to default the Branch drop list Valid Values: blank or set to a Branch code Default Value: Not Set If Yes, the Make entered must be a valid value in the dropdown before saving or processing. If No, the Make entered is not validated Values: Y/N Default Value: N
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