CROSS. Warranty with SAGA2. SAGA2 warranty_

Transcription

1 CROSS Warranty with SAGA2 SAGA2 warranty_

2 Contents Contents 1 General 4 2 Warranty order Warranty order creation Creating a warranty shop sale Creating a warranty workshop order Amend labour items External labour item amendment Amend spare parts External performance amendment Amend diverse charging Amend non-stock item Sending warranty orders 9 3 Warranty application Deleting a single application from SAGA Gesamten Auftrag aus SAGA2 löschen Druckfreigabe des Antrages durchführen 12 4 Payment Payment process Opening the list of payment processes Inputting payments Window description: SAGA2 payment Window description: Selection for SAGA2 payment processes Window description: SAGA2 payment processes Payment check Payment checks Difference resolution Window description: Selection for SAGA2 payment check Window description: SAGA2 Payment check Automatic booking 24 5 Dealing with communication problems Displaying communication problems Resolving comunications problems Window description: Selection for SAGA2 communication 28 Porsche Informatik GmbH 2

3 Contents 5.4 Window description: SAGA2 communication 29 6 Bulk processing Opening the Order list by SAGA status Window description: Order list by SAGA status 30 Porsche Informatik GmbH 3

4 General 1 1 General The warranty terms intend that the works is responsible for faults that exist at the time of the performance and are found later. This means that the customer gets a replacement for a faulty article or the fault is rectified (e.g. repaired) for free by a workshop performance, and parts are replaced. To be able to process a warranty, a warranty order / sub order must first be created. Before settling, CROSS sends the order data to the SAGA2 warranty system. In SAGA2, division into different claims and pricing occur. SAGA2 sends the individual warranty applications back to CROSS, the prices and charging conditions are applied by CROSS. After completed settling of the warranty order, a Invoice report is sent to SAGA2. The corresponding payment is automatically imported into CROSS (in exceptions it must be manually input), booking occurs in the relevant accounting system. The following diagram shows which steps are necessary in CROSS / SAGA2 to process a warranty order: Porsche Informatik GmbH 4

5 General 1 Porsche Informatik GmbH 5

6 Warranty order 2 2 Warranty order Processing of a warranty or goodwill payment case occurs via a warranty order. Depending on the claim, either a workshop order or a shop sale order must be created. The following table shows the assignment of the performance cases to their corresponding order types in CROSS: Performance case SAGA2 application type Order type in CROSS Vehicle warranty 1/10 Workshop order Warranty before delivery 9/10 Workshop order Vehicle goodwill payment 2/10 Workshop order Paint warranty 1/50 Workshop order Gewährleistung Durchrostung 1/60 Workshop order Paint warranty before delivery 9/50 Workshop order Aktion Fahrzeug 7/10 Workshop order Aktion vor Auslieferung 7/90 Workshop order Mobility guarantee basic performances 1/10, C/10, A/1A Workshop order Mobility guarantee additional performances techn. flaws A/TG Workshop order Mobility guarantee additional performances accident A/UN Workshop order Mobility guarantee additional performances liability A/EV Workshop order Mobility guarantee additional performances theft A/DI Workshop order Mobility guarantee additional performances illness A/KR Workshop order Customer service (Marketing processing) 1/CS Workshop order Spare part warranty 1/21 Shop sale order Gewährleistung Austauschteil 1/22 Shop sale order Spare/exchange part from store warranty 1/31 Shop sale order Industrial engine warranty 1/40 Workshop order SP/OP warranty for vehicles from before /23 Shop sale order Gewährleistung Ersatzteile Fremdfabrikate 1/2F Shop sale order 2.1 Warranty order creation Creating a warranty shop sale Um die Auftragseröffnung für einen Gewährleistungsladenverkauf durchzuführen, gehen Sie bitte wie folgt vor: 1. In the Order menu, click on auf Open shop sale, to create a shop sale order. 2. Input the number of the service advisor into the SA field. If this is unknown, use the selection button. This opens a list of service advisor, from which you can select and apply the desired entry. 3. In the Order type drop-down menu, select the required entry. The following order types are possible for warranty cases: Accessory warranty and Spare parts warranty. Porsche Informatik GmbH 6

7 Warranty order Amend labour items 2 4. In the Brand drop-down menu, select the brand group. 5. Click on Save, to save your input Creating a warranty workshop order Um die Auftragseröffnung für einen Gewährleistungswerkstattauftrag durchzuführen, gehen Sie bitte wie folgt vor: 1. In the Order menu, click on Open workshop order, to create a workshop order. 2. In the Vehicle area, input the License plates. If this is unknown, use the selection button to search for the vehicle using known criteria. 3. Input the current kilometre status in the Km status field. 1. Input the number of the service advisor into the SA field. If this is unknown, use the selection button. This opens a list of service advisors, from which you can select and apply the desired entry. 2. Click on Save, to save your input. 2.2 Amend labour items To amend a labour items, do as follows: 1. Klicken Sie im Reiter 4-Ergänz.Sub auf die Schaltfläche AP. Es öffnet sich das Fenster Ergänz. Arbeitspositionen. 2. Input the labour item number into the LI number field / select the desired labour items using the selection button. 3. Select the Department. 4. Input a Mechanic /select one using the selection button. 5. Input the LI number into the LI no. for WARR field, if there is no default works LI no. 6. If there is a fixed warranty price, input it into the WARR fixed price field. 7. Click on Save+>, to save the labour items. To return to the order window, click on Close. 2.3 External labour item amendment In some cases, external performances may only be submitted via the inputting of labour items (LI button) with an external performance code. This makes it possible to see from the supplied information, which repairs were carried out. Um eine Fremdarbeitsposition zu ergänzen, gehen Sie bitte wie folgt vor: 1. Klicken Sie auf die Schaltfläche AP. Es öffnet sich das Fenster Ergänz. Arbeitspositionen. 2. Input the labour item number into the LI number field / select the desired labour items using the selection button. 3. Input the corresponding external performances labour item number into the Ext.perf.LI no. field / select it using the selection button. 4. If there is a fixed warranty price, input it into the WARR fixed price field. 5. Activate the External performance checkbox. 6. Select the Supplier using the selection button. 7. Geben Sie den Einkaufspreis im gleichnamigen Eingabefeld ein. Porsche Informatik GmbH 7

8 Warranty order Amend spare parts 2 8. Input the Delivery date. 9. Input the Delivery note number or Invoice number. 10. Click on Save+>, to save your input. To return to the order window, click on Close. 2.4 Amend spare parts To input a spare part, do as follows: 1. Click on SP to open the Amend spare parts window. 2. Input the Parts no.. or select it using the selection button. 3. Input the amount. 1. Click on Save+>, to save your input. To return to the order window, click on Close. WARR external parts number maintenance The entries in the SP no. f. WARR drop-down menu can be maintained the workshop master data. For more information see WARR external parts numbers in the workshop master data chapter. Please note: Ersatzteile müssen den Status ausgefasst aufweisen und einen Mechaniker eingetragen haben, um den Gewährleistungsauftrag übermitteln zu können. 2.5 External performance amendment To amend an external performance, do as follows: 1. Klicken Sie auf die Schaltfläche Fremdleist. Es öffnet sich das Fenster Ergänz. Fremdleistung. 2. Input a name for the external performance. 3. Input a Sales price. 4. Allocate the external performance to a Department. 5. Input the Ext.perf.LI no. / select it using the selection button. 6. Input the matchcode of the supplier into the Supplier field / use the selection button to find the relevant supplier. 7. Input the Purchase price. 8. Input the Delivery date. 9. Input the Delivery note number and/or Invoice number into the corresponding fields. 10. Click on Save+>, to save your input. To return to the order window, click on Close. Porsche Informatik GmbH 8

9 Warranty order Amend non-stock item Amend diverse charging For order items that are not charged as wage work (e.g. repairs) or parts, diverse charging is created diverse. An example is the charging for disposal of old tires of a customer. To input a diverse charging for your warranty order, do as follows: 1. Click on Div.char. This opens the Amend. diverse charging window. 2. Input the Charging no. / use the selection button to select an entry. 3. Input the amount. 4. Input the Sales price into the corresponding field. 5. For diverse charging of type material, a warranty parts number must be input. To do so, select the suitable entry in the SP no. for WARR drop-down menu. 6. For diverse charging for type labour, in case of an external performance, and external performance labour item number must be input. To do so, input the corresponding number into the Ext.perf.LI no. field / select it using the selection button. 7. Click on Save. SP no. for WARR / Ext.perf.LI no. Depending on the charging type specified in the Diverse charging in WS master data in the Maintenance menu, either the SP no. for WARR drop-down menu or the Ext.per.LI no. field is displayed. The corresponding numbers can be stored in maintenance as external parts numbers / external labour items. For more information about this, see Diverse charging in the Workshop master data chapter. 2.7 Amend non-stock item To amend a non-stock item, do as follows: 1. Klicken Sie auf die Schaltfläche Durchläufer, es öffnet sich das Fenster Ergänz. Durchläufer. 2. Enter the name of the non-stock item. 3. Input a Sales price for the non-stock item. 4. In the SP no. for WARR drop-down menu, select the relevant entry. 5. Input the matchcode of the supplier into the Supplier field / use the selection button to find the relevant supplier. 6. Input the corresponding Delivery note number of the supplier. 7. Enter the Delivery date of the non-stock item. 8. Assign the Brand group with which the non-stock item is to be booked. 9. Enter the Product type, with which the non-stock item is to be booked. 10. Click on Save. 2.8 Sending warranty orders To transmit a warranty order to SAGA2, do as follows: Porsche Informatik GmbH 9

10 Warranty order Sending warranty orders 2 1. In the Order window of the concerned order, click on the 2 list sub tab. 2. Click on Order to SAGA. 3. This opens the Order to SAGA window with the following information: Report sent to SAGA. Please note: In CROSS the transmitted sub orders are locked until SAGA2 has responded with the corresponding applications. SAGA2 can not apply a division that may already have been executed in CROSS. SAGA2 can only apply all items of an order. However, the items are sent in the sequence of the sub orders. Projected time division Only orders without projected time division can be sent to SAGA2. Any projected time division s must be undone before transmission. Divide the projected time after receiving the orders from SAGA2, but before print release. Porsche Informatik GmbH 10

11 Warranty application 3 3 Warranty application The warranty application IS not created in CROSS but in SAGA2. An order may be divided into multiple orders. CROSS is informed of how many orders make up the order that that is sent. A sub order is automatically created in CROSS for every order. Only when all applications have bee returned to CROSS, are the sub orders released again for processing. Only data affecting the customer or internal are allowed to be changed (e.g. sales prices, discounts, sharing between customer and internal). The warranty settling data can not be changed. However, you can input, change or delete a text item, to inform the customer of notifications of the importer/works share. CAUTION Processing and return of applications Die von CROSS übermittelten Positionen dürfen in SAGA2 nicht verändert oder gelöscht werden, da ansonsten die Daten an CROSS nicht zurück übertragen werden können. Es dürfen auch keine neuen Positionen in SAGA2 angelegt werden. Sämtliche Positionen müssen daher vor der Übertragung bereits in CROSS angelegt worden sein. Exception: The order type can be changed from goodwill payment to warranty, from warranty to goodwill payment without causing any problems. 3.1 Deleting a single application from SAGA2 If an error occurs during the transfer or the application is rejected, and a redistribution of the applications of an order is unsuccessful, it may be necessary to delete a single application from SAGA2. The concerned sub order must not have been invoiced, to allow the application to be deleted from SAGA2. If it has already been invoiced, a cancellation is needed first. To delete a single application, do as follows: 1. Select the corresponding sub order in the 2 list sub tab of the Order window and click on Delete from SA GA. 2. Es öffnet sich das Fenster Löschen aus SAGA. Aktivieren Sie die Checkbox markierten Antrag (Sub 1, Antragsnr. 1) aus SAGA löschen. 3. Click on Delete. Repeated application deletion Unsuccessful deletions (e.g. due to communication problems with SAGA2) can be repeated in the SAGA2 communication status window using the Repeated application deletion button Porsche Informatik GmbH 11

12 Warranty application Druckfreigabe des Antrages durchführen Gesamten Auftrag aus SAGA2 löschen Das Löschen eines gesamten Auftrages aus SAGA2 kann notwendig werden, wenn z.b. in SAGA2 Ergänzungen an der Positionsliste durchgeführt wurden und dadurch die Rückspielung an CROSS nicht mehr möglich ist. Es wird der gesamte Auftrag mit all seinen Anträgen aus SAGA2 gelöscht oder archiviert. Sollten Anträge schon zur Vergütung freigegeben gewesen sein, schickt SAGA2 entsprechende Belastungen aus. Auch in CROSS ist der Auftrag wieder in einem Zustand wie vor der Übertragung an SAGA2, das heißt, dass alle Daten, auch gewährleistungsrelevante, wieder änderbar sind. Der Einreichprozess kann nun wieder neu begonnen werden. To delete the entire order with all applications from SAGA2, do as follows: 1. In the 2 list sub tab of the Order window, click on Delete from SAGA. 2. This opens the Delete from SAGA window. Activate the Delete entire order from SAGA checkbox. 3. Click on Delete. Please note: Deletion of the entire order from SAGA2 is possible at any time,, even when the sub orders are still locked. 3.3 Druckfreigabe des Antrages durchführen To submit a warranty application and release it for further checks and payment, a print release is necessary. Before settling the application, check whether changes to the distribution between the customer and internal is necessary due to warrant data (e.g. because the application was underpaid) and if necessary, distribute the remainder correspondingly. To execute the print release, do as follows: 1. In the Order window of the concerned order, click on the 5-Print rel. sub tab. 2. In the Action drop-down menu, select the WARR completion entry. 3. Click on Execute. 4. Click on Print rel. all to complete the application. Please note: At the print release of warranty orders there is a check as to whether the vehicle is less than 2 months past warranty expiry. Ist dies der Fall, dann wird ein Hinweis Garantie ist bereits abgelaufen Wollen Sie trotzdem weitermachen? angezeigt und Ihnen eine JA/Nein-Entscheidung angeboten. Die Druckfreigabe wird aber nicht verhindert. Belegnummer wird an SAGA2 gemeldet Bei der Druckfreigabe des Gewährleistungsantrages wird die Belegnummer automatisch an SAGA2 gemeldet. Damit wird der Antrag in SAGA2 als fakturiert gekennzeichnet. Porsche Informatik GmbH 12

13 Payment 4 4 Payment The payments for individual applications are automatically imported into CROSS by the importer / works. (In exceptional cases they must be manually input.) The Payment process menu item provides an overview of the imported payments. The Payment check menu item allows the comparison of submission and payment amounts. 4.1 Payment process You can get an overview of imported or already input payments using the list in the SAGA2 payment processes window (Order menu under SAGA2 warranty and Payment process). If necessary, you can input new payments here Opening the list of payment processes To open the list of already imported or already created payments, do as follows: 1. In the Order menu, click on auf SAGA2 warranty and on Payment process. 2. This opens the Selection for SAGA2 payments window, in which you can select payments by various criteria. 3. Click on OK. 4. This opens the SAGA2-Vergütungsläufe window, which displays a list of payments that match the previously selected selection criteria Inputting payments If the importer / works do not automatically import the payments, they can be manually input. To input a payment, do as follows: 1. In the Order menu, click on SAGA2 warranty and then on Payment process. This opens the Selection for SAGA2 payment processes window. 2. Click on OK, without setting any other limitations. This opens the SAGA2-payment processes window. 3. Click on New. This opens the SAGA2-payment process window. 4. Select the corresponding Brand in the corresponding drop-down menu. 5. Input the Receipt number. If you do not know it, use the selection button to assign the corresponding application. 6. Input the Receipt date. 7. Click on New. This opens the SAGA2 payment window. 8. Input the Invoice number in the corresponding field or use the selection button to find it. 9. Wählen Sie den Umsatzsteuerprozentsatz in der Combobox Ust-Code 1 aus. 10. Input the net payment amount into the Tax basis field. 11. Input the Tax amount into the corresponding field. 12. Confirm your input with Save. Porsche Informatik GmbH 13

14 Payment Payment process 4 Correcting / deleting a payment Payments that have been input can no longer be corrected or deleted. Another payment must be input for the same application, with the correcting value. The total of these should produce the desired value. (e.g. you have assigned a payment of 50,-- to the wrong order. To delete the payment, you must input a new payment of minus 50,--. The total of the two payments is then 0.) Window description: SAGA2 payment In this window you can manually input a payment / display details of existing payments. Brand The brand is displayed in this field. Receipt number The receipt number is displayed in this field. Creation time The creation time is automatically set by clicking on Save. Receipt date The receipt date is displayed here. Manually If the charging is manually input, a Y is displayed here. Invoice no. Input the invoice number here / use the selection button to assign the corresponding invoice. Order The order number to which the payment is assigned is displayed in this field. Porsche Informatik GmbH 14

15 Payment Payment process 4 Sub The suborder number to which the payment is assigned is displayed here. Otype The order type is displayed in this field. Applic. no. Here the application umber is displayed to which the payment is assigned. Ust-Code1 / 2 Wählen Sie hier den entsprechenden Umsatzsteuerprozentsatz aus. Tax basis Input the tax basis here, i.e. the net total. Tax amount Input the VAT amount here. Tax free If a certain amount is tax exempt, input the amount into this field. Old parts tax If there is an old parts tax, input the amount into the Tax basis field for which the tax is calculated. Input the old parts tax amount into the Tax amount field. Payment net Input the paid net total here. Payment gross Input the paid gross total here. Net wage In this field you can input wage costs. External wage net In this field you can input external wage costs. Material net In this field you can input material costs. External material net In this field you can input external material costs Window description: Selection for SAGA2 payment processes In this window you can define selection criteria to limit the display of payment processes. Porsche Informatik GmbH 15

16 Payment Payment process 4 Receipt number (from / to) If you know the receipt number of the payment, you can limit your search by inputting the value range. Receipt date (from / to) If you know the receipt date of the payment, you can limit your search by inputting the time period. Brand To limit the search to a particular brand, use the drop-down menu to select the brand. Booked This drop-down menu allows you to specify whether you want to search for booked or not yet booked payments. Manual payment This drop-down menu allows you to specify whether you want to search for manually input payments. Payments that can not be assigned received With this drop-down menu you can specify, whether you also want to display payments that can not be assigned in the results list Window description: SAGA2 payment processes This window displays a List of payment processes. Here you can view and input details for the individual payments. Porsche Informatik GmbH 16

17 Payment Payment check 4 The following data are displayed: Receipt date Receipt no: Receipt number Brand: Creation time: time the payment was created Pay.net: net payment amount Pay.gross: (gross payment amount) booked: Payment already booked, N = no, Y = yes manually: Payment manually input, N = no, Y = yes Unassign.: unassignable can not be assigned Applications Select a list entry and click on this button to change to the SAGA2 Payment check window. Details Click on this button to open the SAGA2-Vergütungslauf window, which displays details of the selected payment process. New Mit Hilfe dieser Schaltfläche öffnet sich das Fenster SAGA2-Vergütungslauf, in dem eine neue Vergütung erfasst werden kann. Porsche Informatik GmbH 17

18 Payment Payment check Payment check The Payment check allows you to compare the result of the submission and payment and corresponding actions can be set and administrated for differences between submission and payment. The following amounts are differentiated between for the payment check: Submission amount: Amount that was reported to SAGA2 Request amount: Amount that was booked as a request via the WARR receipt in the accounting system Payment amount: Total of payments and debits imported or input for this application Processing status The processing status displays the progress of processing of the application, and whether a check / difference resolution of the application is necessary. The following status is possible: Submitted (no payment received yet) Open (payment received, but difference between submission and payment amount) Wait for correction of payment (manually set, if applying for change to payment) Handled (automatically set if the submission amount = payment amount) Please note: In the Payment check a application can only be manually set to Handled if the total of payment amount, automatic difference resolution and manual difference resolution is equal to the request amount. Payment result The payment result defines the relationship between the submission amount and the payment amount. The following payment results are possible: No payment received yet (Submission amount saved, but no payment received) Fully paid (Submission amount = Payment amount) returned (Submission amount und Payment amount = 0) underpaid (Payment amount < Submission amount) overpaid (Payment amount > Submission amount) Please note: The basis for payment is always determined and stored, if the submission or payment amount changes. The net amounts are always used for comparisons (values without VAT) Payment checks To display/check payments, do as follows: 1. In the Order menu, click on SAGA2 warranty and then on Payment check. This opens the Selection for SAGA2 payment check window. 2. Specify the selection criteria for your search (e.g. all open payments) and confirm with OK. Porsche Informatik GmbH 18

19 Payment Payment check 4 3. This opens the SAGA2 Payment check window, which displays a list of all payments that match the selection criteria Difference resolution During a payment it is possible that the submitted amount does not match the actual payment amount. The resultant difference must be resolved. Clearing up of WARR differences at the end of the year Es kann vorkommen, dass ungeklärte Gewährleistungsdifferenzen bis zum Ende eines Wirtschaftsjahres bestehen bleiben. Auditoren sind in der Lage, über diesen Zeitraum hinaus einen Gewährleistungsantrag aus SAGA zu löschen. Dies hat zur Folge, dass eine Belastung für den betreffenden Antrag erstellt wird und erneut eine GWL- Differenz zustande kommt. If the difference total does not exceed the defined deviation limit, you can manually compensate for the WARR difference. For more information see Manual difference compensation. System settings If the deviation limits are exceeded, then the system administrator can change the deviation limit for manual difference booking. (System parameter EINSTELLUNGEN_SAGA2 [Rangename] MANDIFFBUCH_ABWEICHGRENZE [Neutralkey] (Y = same limit, N = no limitation). When the WARR difference has been booked, the system parameter must be returned to its original condition to reactivate the deviation limit. See also 2 Manual difference resolution [ 19] Automatic Difference resolution An automatic difference resolution can be automatically determined and stored once per application, if the net difference between the payment and request amounts lies within the specified allowed deviation limits. Wartung Abweichungsgrenzen Maintenance of deviation limits is via Maintenance under WS master data and SAGA deviation limits. For more information see SAGA deviation limits in the Workshop master data chapter. Manual difference resolution A manual Difference resolution can be manually triggered by the user, if the difference can not be resolved in a different way. For this there are the following options: Reclaiming payments If the request amount is higher than the amount actually paid, you can reclaim the payment from the importer or works. If this is accepted, a debit and a new payment are reported. Porsche Informatik GmbH 19

20 Payment Payment check 4 Please note: While waiting for the answer from the importer or works, the processing status should be set to wait. Thereby the application appears when you access the payment check. For more information see the SAGA2 payment check window description. Changing the request amount If there is no chance of a higher payment, you can make good the difference by changing the request amount and by charging parts to the customer or an internal department. For this, the WARR relevant data must first be released for processing again. To change the request amount, do as follows: 1. Cancel the relevant sub order in the 5-Print rel. sub tab by executing the WARR cancellation Action. 2. Confirm the Really execute WARR cancellation? query with Yes. 3. Open the SAGA2 Payment check by clicking on SAGA2 warranty in the Order menu and on Payment check. 4. Release the application for processing of the WARR relevant data by clicking on Release WARR Corr. 5. Answer the following query: Release the order for correction of WARR relevant data? with Yes. 6. Click on Order, to change to the Order window. 7. Make your changes to the sub order (e.g. move items to other sub orders, move division percent towards the customer or vice versa, etc). 8. Settle the sub order again, by executing the WARR completion Action in the 5-Print rel. sub tab. Accepting and booking differences The third option is to accept and book the difference. For this the Book difference button in the payment check needs to be activated. Thereby the open difference is determined and input into the manual difference. To accept and book the difference, do as follows: 1. In the Order menu, click on SAGA2 warranty and on Payment check. This opens the SAGA2 Payment check window. 2. select the relevant entry in the list. 3. Click on Book difference. 4. Confirm the Book the difference? query with OK. 5. The processing status is automatically set to Handled. Limits for manual difference booking With the EINSTELLUNGEN_SAGA2 [Rangename] MANDIFFBUCH_ABWEICHGRENZE [Neutralkey] system parameter you can apply the deviation limits that apply for the automatic difference booking to manual difference booking (Y = same limit, N = no limit). For more information see SAGA deviation limits in the Workshop master data chapter Window description: Selection for SAGA2 payment check This window allows you to limit the payments that you want to display / check. Porsche Informatik GmbH 20

21 Payment Payment check 4 Limiting to processing status To search for payments with a particular processing status, activate this checkbox. The following processing statuses are available for the search: submitted and days since open wait for correction of payment handled System settings By default the statuses submitted since day(s) 14, open and wait for correction of payment are activated, as the list of payments is imported every 14 days. You can change the default value of 14 days using the EINSTELLUNGEN_SAGA2 [Rangename] EINREICHKONTROLLTAGE [Neutralkey] system parameter. Limiting on the basis of payments To search for payments with a particular payment result, activate this checkbox. The following payment results are available for the search: No payment received yet Fully paid returned underpaid overpaid Porsche Informatik GmbH 21

22 Payment Payment check 4 Order number (from / to) Input a from - to value range in the two fields to search for a particular order number. Sub order number (from / to) To search for a particular sub order number, input the value range from to into the two fields. Application number (from / to) To only display the payments for a particular application number, input the value range from to into the two fields. Submission date (from / to) If you know the submission date, you can limit your search by inputting the time period. Handling date (from / to) If you know the handling date, you can limit your search by inputting the time period. Belegnr. Vergütung (von / bis) If you know the receipt number of the payment, you can limit your search by inputting the value range. Payment receipt date (from / to) If you know the receipt date of the payment, you can limit your search by inputting the time period. Brand To limit the search to a particular brand, use the drop-down menu to select the brand. Kunde To limit the search to a particular customer, input the customer here, / select it using the selection button. Lic. plt (license plates) To limit the search to a particular vehicle, input the license plates here, / select the vehicle using the selection button Window description: SAGA2 Payment check This window contains a list of applications with their payments. Here you can e.g. change the processing status of book differences. Porsche Informatik GmbH 22

23 Payment Payment check 4 The following data are displayed: Order no.: Order number Sub: sub order number Applic. no.: (Number of the WARR application) Brand: Customer: Number of the customer Proc.status: processing status: submitted, open, wait or handled Pay.res.: payment result: none yet, fully paid, returned, overpaid or underpaid Pay.amount: (payment amount) Subm. time: (Date and time of submission) Han. time: (Date and time of handling) Note: this displays the first characters of any existing note Drehschaltfläche This button displays the following additional data in the list: Subm. amount: submission amount acc. to application Req.amount: request amount acc. to WARR completion, booked in accounting system Diff.: Difference between submission and payment amount Porsche Informatik GmbH 23

24 Payment Automatic booking 4 Man.book.am.: amount that was manually booked Aut.book.am.: amount that was automatically booked Aut.book.: Automatic booking In the lower part of the window the following buttons are available: Order Select a list entry and click on this button to jump straight to the corresponding sub order. Payments Select a list entry and click on this button to open the SAGA2 payments for order [order number] window, which displays a list of payments for the order. Log Click on this button to open the Log list window. In this window you can trace all changes that have been made to an application in the Payment check (e.g. you can see who executed the manual WARR difference booking). Note This button opens the Note window, where you can save a note for checking by the accountant (e.g. why a discrepancy was accepted or why certain work was internally charged). Book difference With this button you can book the difference between the request and payment amounts. It is entered as a manual booking amount. Made bookings (bookings that have been made) This button displays the automatic bookings that have been made for the selected application. Set open With this button you can set the processing status to open. Thereby, the next time you open the Payment check, the application appears again. Set wait With this button you can set the processing status to wait, e.g. if you have reclaimed an application / its payment from the importer. Set as handled With this button you can set the processing status to Handled. The application is thereby completed. Please note: An order can only be set to Handled, if there is no difference. This means that the result of the request amount and minus the payment amount minus the automatic and manual booking amounts must equal zero. Release WARR Corr. This button releases the WARR relevant data in the selected sub order, which can then be edited in the Order window. Porsche Informatik GmbH 24

25 Payment Automatic booking Automatic booking Die SAGA2-Vergütungen und Gewährleistungsdifferenzausbuchungen können, egal ob automatisch eingespielt oder manuell erfasst, automatisch verbucht werden. Manually input payments are thereby immediately booked when they are saved. Activating automatic booking Um die automatische Verbuchung zu aktivieren, müssen in der Wartung der Gewährleistungspartner (Menü Wartung GWL-Partner) folgende Einstellungen getroffen werden (für diese Wartung ist nur Ihr SAP-Betreuer berechtigt): 1. Set the checkbox for automatic booking of payments 2. Set the checkbox for automatic booking of WARR differences 3. Input tax treatments for the bookings with and without VAT (every booking must have a tax treatment) Traceability of automatic bookings Automatic bookings are stored in their own table and are sent from there to day end processing of accounting. The automatic bookings can be seen as follows: Menüpunkt Buchungen von Vergütungen und Differenzen (über Menü Auftrag und SAGA2-Gewährleistung): Es öffnet sich das Fenster Kriterien Allg. BH-Verbuchung, mit dessen Hilfe Sie die anzuzeigenden Buchungen auf ein gewünschtes Maß einschränken können. Fenster SAGA2 Vergütungskontrolle (über Menü Auftrag, SAGA2-Gewährleistung, Vergütungskontrolle): Mit Hilfe der SAGA2-Vergütungskontrolle können Sie die automatischen Buchungen anzeigen, die einen bestimmten Antrag betreffen. Markieren Sie dazu den betreffenden Antrag und betätigen Sie die Schaltfläche gem. Buchungen (gemachte Buchungen). In der Vergütungskontrolle ermöglicht Ihnen die Spalte Aut.Buch. (automatische Buchungen) nachzuvollziehen, ob automatische Buchungen zum jeweiligen Antrag vorhanden sind. In both cases the List of general bookings window is opened, which display an overview of the bookings. Two listboxes are available there: 1. The upper listbox displays all booked receipts. It shows you to which context each receipt belongs and whether / when it was sent to accounting. 2. The lower listbox shows the booking details of the receipt selected in the upper listbox. Click on Print to print the displayed receipts with their booking details. Click on Preview to view a print preview. Porsche Informatik GmbH 25

26 Dealing with communication problems 5 5 Dealing with communication problems Communication between CROSS and SAGA2 is asynchronous. This means that one side triggers a process and triggers a report on the other side. The information as to whether processing was successful on the other side is returned first. During this time the status of the communication is set to Wait. If the information arrives within an acceptable time, CROSS reacts to the event and can lead to a positive or negative situation. As waiting can not take an unlimited time, a timeout occurs after a certain time period and the communication status is set to Status unclear. The following status is possible: Wait CROSS hat Daten (z.b. einen Auftrag) an SAGA2 übertragen, es wird auf eine Rückmeldung von SAGA2 gewartet. OK Die Rückmeldung von SAGA2 ist erfolgt, die Daten sind in SAGA2 angekommen. Status unclear Es ist innerhalb einer bestimmten Zeit keine Rückmeldung erfolgt. Als Fehlertext wird vermerkt, dass die Kommunikation nicht in angemessener Zeit abgeschlossen wurde. Error Es wurde ein Fehler gemeldet, die Verarbeitung könnte nicht korrekt durchgeführt werden. If the status is Status unclear or Error, you must manually resolve the problem and take the relevant action. SAGA2 communications problems Sind bei einem Auftrag Kommunikationsprobleme vorhanden, dann erfolgt beim Einstieg in den Auftrag der Hinweis Auftrag enthält unerledigte SAGA2-Kommunikationsprobleme bitte in Tab 2-Liste Sub bearbeiten. Der Auftrag kann erst wieder bearbeitet werden, wenn der Kommunikationsstatus auf OK. 5.1 Displaying communication problems To display open communication problems, do as follows: 1. In the Order menu, click on SAGA2 warranty and on Open communication problems. This opens the Selection for SAGA2 communication window. 2. Check whether the Error and Status unclear checkboxes have been activated and click on OK. This opens the SAGA2 communication window, in which a List of open communication problems is displayed. 3. Select a list entry and click on Order to jump straight to the corresponding Order window. You can resolve the problem there in the 2 list sub tab with the SAGA comm button. Porsche Informatik GmbH 26

27 Dealing with communication problems Resolving comunications problems Resolving comunications problems To resolve communication problems (Status Status unclear / Error), do as follows: 1. In the 2 List sub tab, click on the SAGA comm. button in the corresponding Order window. This opens the SAGA2 communication status window. 2. Zur Behebung der Kommunikationsprobleme stehen Ihnen die Schaltflächen Auftrag aus SAGA löschen, Status auf OK, Rechnungsmeldung wiederholen und Antragslöschung wiederholen zur Verfügung. The following table displays the possible communication problems and their solutions in detail: Communication Possible action Send order to SAGA2 Der Auftrag ist trotz unklarem Zustand bzw. Fehlermeldung angekommen: Setzen Sie den Status mit Hilfe der Schaltfläche Status auf OK manuell auf OK. Rechnungsmeldung an SAGA2 Der Auftrag ist nicht angekommen: Betätigen Sie die Schaltfläche Auftrag aus SAGA löschen und senden Sie den Auftrag mit Hilfe der Schaltfläche Auftrag an SAGA im Reiter 2-Liste Sub des Auftragsfensters neu. Die Rechnungsmeldung ist trotz unklarem Zustand bzw. Fehlermeldung angekommen: Setzen Sie den Status mit Hilfe der Schaltfläche Status auf OK manuell auf OK. Die Rechnungsmeldung ist nicht angekommen: Wiederholen Sie die Rechnungsmeldung mit Hilfe der Schaltfläche Rechnungsmeldung wiederholen. Die Rechnungsmeldung ist trotz mehrmaliger Wiederholung nicht angekommen: Betätigen Sie die Schaltfläche Auftrag aus SAGA löschen und senden Sie den Auftrag mit Hilfe der Schaltfläche Auftrag an SAGA im Reiter 2-Liste Sub des Auftragsfensters neu. Alle Anträge dieses Auftrages müssen wieder von vorne eingereicht und bearbeitet werden. Porsche Informatik GmbH 27

28 Dealing with communication problems Window description: Selection for SAGA2 communication 5 Delete application Der Antrag ist trotz unklarem Zustand bzw. Fehlermeldung gelöscht worden: Setzen Sie den Status mit Hilfe der Schaltfläche Status auf OK manuell auf OK. Der Antrag wurde nicht gelöscht: Betätigen Sie die Schaltfläche Auftrag aus SAGA löschen und senden Sie den Auftrag mit Hilfe der Schaltfläche Auftrag an SAGA im Reiter 2-Liste Sub des Auftragsfensters neu. Alle Anträge dieses Auftrages müssen wieder von vorne eingereicht und bearbeitet werden. Der Antrag ist trotz Betätigen der Schaltfläche Auftrag aus SAGA löschen nicht gelöscht worden: Betätigen Sie die Schaltfläche Antragslöschung wiederholen und gehen Sie anschließend wie oben beschreiben vor. Delete order Der Auftrag ist trotz unklarem Zustand bzw. Fehlermeldung gelöscht worden: Versuchen Sie, den Auftrag mit Hilfe der Schaltfläche Auftrag aus SAGA löschen erneut zu löschen. Der Auftrag wurde nicht gelöscht: Betätigen Sie die Schaltfläche Auftrag aus SAGA löschen. 5.3 Window description: Selection for SAGA2 communication You can use this selection window to select the types of communications problems you want to display. Error Activate this checkbox to display all communications processesc for which an error has occured. Status unclear Activate this checkbox to display all communications processes of which the status is not clear, because no response has been received within the expected time. Wait Activate this checkbox to display all communications processes which are still waiting to receive feedback from SAGA2. Porsche Informatik GmbH 28

29 Dealing with communication problems Window description: SAGA2 communication 5 Status wait Status Wait does not represent a communication problem. Only if no feedback has been received within a certain time, is there a communication problem. The status is then automatically changed to Status unclear. 5.4 Window description: SAGA2 communication This window displays a list of open communication problems. The following data are displayed: F.: Fabrikat Order no.: Order number Sub: sub order number Applic. no.: (Number of the application) Cust.:(Customer s name Status: (Communication status) Action: (Action during which the error occurred) Error text: (Details of the error) Order This button takes you straight to the Order window of the marked list entry. Porsche Informatik GmbH 29

30 Bulk processing 6 6 Bulk processing The Order list by SAGA status helps you with bulk processing of WARR orders. Bulk processing means that multiple WARR orders are sent to SAGA2 and processed there. Then the applications are sent back to CROSS and processed further. To make work easier and avoid unnecessary waiting, CROSS offers the option to select all orders that have already been sent back by SAGA2, so that these can be further processed in CROSS. From the list you can then switch to the concerned order and execute the necessary action. 6.1 Opening the Order list by SAGA status To access the Order list by SAGA status, do as follows: 1. In the Order menu, click on SAGA2 warranty and on Order list by SAGA status. The Criteria - SAGA status window opens. 2. Select the orders you want to display by activating the corresponding checkbox and click on OK. 3. This opens the Order list by SAGA status window, which contains a list of all orders which have the status set in the criteria (e.g. Applications fully received). 6.2 Window description: Order list by SAGA status This window provides an overview of all orders, that have a particular SAGA status. List The following data are displayed in the list: Order no.: Order number Porsche Informatik GmbH 30

31 Bulk processing Window description: Order list by SAGA status 6 Acceptance: date and time of acceptance Customer Lic. pltlicense plates Model code Order status SAGA-Status Details Select a list entry and click on this button to jump to the 1 Header tab of the selected order. Porsche Informatik GmbH 31