Process Map. McIntosh and Son. Wholegood Module Process Code: V120 Multiple Stock Unit Sales Entry (MUSE)

Transcription

1 Process Map McIntosh and Son Wholegood Module Process Code: V120 Multiple Stock Unit Sales Entry (MUSE)

2 2 Contents High Level Process Definition... 4 Process Flowchart... 5 Business Policies... 6 Purchase Flag... 6 GST Switch... 6 Sales for a Prior Month... 6 Warranty Details... Error! Bookmark not defined. Service Cycles... 6 Workshop Transfers... 6 Procedures... 7 Processing from a My Deal order Preferred Process... 7 Processing from a New Order (no My Deal process involved)... 8 Statement of Work... 9 Introduction... 9 Processing from a My Deal Order Customer tab Stock Units tab Add-Ons tab Cost Estimates and Adjustments tab Trade Ins tab Settlement Details tab Workshop Service tab Warranty Details... Error! Bookmark not defined. Service Cycles Workshop Transfers GST Switch Sales Invoice tab Trade in Invoice tab Processing from a New Order (no My Deal process involved) Customer tab Stock Units tab Cost Estimates / Adjustments tab... 21

3 3 Trade Ins Tab Settlement Details tab Workshop Service tab Warranty Details... Error! Bookmark not defined. Service Cycles Workshop Transfers Sales Invoice tab Trade In Invoice tab Program Parameters... 27

4 4 High Level Process Definition Process Name Process Intent Process Owner Process User Process Starts with Process Ends with Process Customer MULTIPLE STOCK UNIT SALES ENTRY To manage the New or used Machine Sales Transaction Branch Administrator Branch Administrator New or Used Machine Sale ready to process to completion Sales Transaction completed and invoiced New & Used Machine Purchasers Service Department

5 5 Process Flowchart

6 6 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 Purchase Flag The Purchase Flag should always be set to Business when selling a Stock Unit Business Policy V GST Switch The GST Switch should always be set to Exclusive, except where the sale is being processed to another McIntosh branch (except Dalby) the GST switch should always be Tax Exempt and MCINTOSH typed into the Tax Exempt field. Business Policy V Sales for a Prior Month All deals outstanding from a prior month should be processed prior to the 5 th of the current month. Ensure Delivery Date is set to correct Financial Period. Business Policy V Warranty Details A choice of the following Warranty Codes should be entered when transferring a Machine to the Workshop: - Standard (12 months) - Extended (12-24 months) - Purchased Powertrain (24-60 months) - Purchased Premier (24-60 months) Business Policy V Service Cycles When transferring a Machine to Workshop it must contain a Service Cycle. Staff should update the Machine to display one of the following Service Cycles, appropriate to the Model Type being created: - Construction & Grounds Care Equipment 90 days - Tractors & Sprayers 180 days - Harvesters 270 days All other machines require a service cycle as determined by the Service Manager. Business Policy V Workshop Transfers All sold Machines should be transferred to the Workshop to be created as a Workshop Machine

7 7 Procedures Process Description: Processing from a My Deal order Preferred Process Process (Major) Steps 1. Prepare for Transaction Objective:- preparation of the system to finalise a quotation developed in the My Deal Application 2. Validate and Complete all information pertaining to the transaction Objective:- Verification and essential maintenance of data collected during the My Deal Process 3. Complete transaction Objective:- Generate Invoices associated with the transaction Procedure a. Open Multiple Stock Unit Sales Entry window b. Select Sales Option My Deal radio button c. Enter / Select / Search for the My Deal Order Number d. Valid selection will populate customer details etc to the screen a. Open Customer tab, verify Customer data, maintain as required b. Open Stock Units tab review data for accuracy. Respond to identified issues c. Open Add-Ons tab review, add, maintain or delete add-ons as required and authorised d. Open Cost Estimates / Cost Adjustments tab. Review, add, delete, modify as required e. Open Trade In tab. Review data with modifications as required. Confirm Trade In f. Open Settlement Details Tab. Review, verify, modify details as required g. Open Workshop Service tab. Update Warranty Details as required, Registration details. Send Machine record to Workshop if required h. Open Sales invoice tab and review i. Open Trade In Invoice and review j. Review GL Transactions a. Print Invoices Internal Policy

8 8 Process Description: Processing from a New Order (no My Deal process involved) Process (Major) Steps 1. Prepare for Transaction Objective:- Preparation of the system for transaction data entry 2. Enter and verify all information pertaining to the Transaction Objective:- to record all relevant information for the sales transaction in readiness for Invoice production 3. Complete Transaction Objective:- Generate Invoices and finalise transaction Procedure a. Open Multiple Stock Unit Sales Entry window b. Select Sales Option New Sale radio button c. Prepare to enter transaction data a. Open Customer Tab and enter Customer Details, Salesperson Details, Joint Customer details, Marketing attributes and any Notes for inclusion on Invoice b. Open Stock Unit tab, select Stock Unit(s) to be included in transaction c. Open Add-ons tab; review add-ons associated with unit(s) and perform any maintenance (change, delete, add) as required d. Open Cost Estimates and Adjustments tab; perform review of existing entries and perform maintenance as required e. Open Trade-Ins tab; add line for each trade-in in Trade-in Selection panel, complete Trade-In Details and Adjustments, assign Trade-in to a stock unit as displayed in the Base Stock List f. Confirm Trade In details to allocate new Stock Unit Number g. Open and complete the Settlement Details tab h. Open Workshop Details tab; complete warranty and Account details, send Machine details to workshop if required i. Preview Sales and Trade In Invoices; Review GL transactions a. Print Invoices Internal Policy

9 9 Statement of Work Introduction The Multiple Stock Unit Sales Entry program (hereinafter referred to as MUSE) offers two functional applications associated with the completion of the sale of a Stock Unit. 1. The importation of data from My Deal (refer Process Map V160 My Deal for further information) 2. The creation and processing of a new sales transaction independent of My Deal or a Factory Quotation system

10 10 Processing from a My Deal Order In order to complete the Sales Transaction when a My Deal Order has been finalised the information needs to be imported into MUSE. Open the MUSE window and select the My Deal Order radio button. The MUSE window will display in the following format. Enter / Select / Search for the relevant My Deal Order Number. On selection of a valid Order Number the My Deal Order Date will display and the window will be populated with data extracted from My Deal. Review all displayed information and, where anomalies or errors are identified, consider whether any required changes should be made in MUSE or in the source My Deal transaction. Communicate, as appropriate, with sales personnel to define action required. MUSE incorporates the following transaction tabs (please refer to Program Parameters Section at the end of this document, and in particular the parameter DisableTabs for notes relative to Tab disablement to meet business access requirements).

11 11 Customer tab Stock Units tab

12 12 Add-Ons tab Cost Estimates and Adjustments tab EQUIP requires Cost Adjustments / Estimates to be confirmed by ticking the check box indicated above.

13 13 Trade Ins tab UNITS / EQUIP requires Trade In details to be confirmed by ticking the check box indicated above. The Sale & Appraisal details in this window should be verified to the Salesman worksheet before proceeding further. Settlement Details tab The Sale & Gross Profit details in this window should be verified to the Salesman worksheet before proceeding further.

14 14 Workshop Service tab Business Policy V Warranty Details A choice of the following Warranty Codes should be entered when transferring a Machine to the Workshop: - Standard (12 months) - Extended (12-24 months) - Purchased Powertrain (24-60 months) - Purchased Premier (24-60 months) Business Policy V Service Cycles When transferring a Machine to Workshop it must contain a Service Cycle. Staff should update the Machine to display one of the following Service Cycles, appropriate to the Model Type being created: - Construction & Grounds Care Equipment 90 days - Tractors & Sprayers 180 days - Harvesters 270 days All other machines require a service cycle as determined by the Service Manager. Business Policy V Workshop Transfers All sold Machines should be transferred to the Workshop to be created as a Workshop Machine

15 15 This tab is used to post a Machine to the workshop records. This action is mandatory as there are obvious advantages to recording the Machine in the workshop Machine records to facilitate customer communication and expedite servicing etc. To post a Machine to workshop service: Enter the Machine's Registration Number in the Stock List section if not already present. Select the Customer Number from the dropdown list in the Account Details section. Select the Service Schedules from the dropdown list. Note: Service Schedules are created in Workshop Service Schedule Maintenance. Complete the warranty details of the stock unit in the Warranty Details section. If the Already in Workshop checkbox is ticked for a new Machine, investigate if the Machine being posted is the correct one. When the user is satisfied of accuracy, tick the Overwrite Workshop checkbox. Click the Preview Invoice button to see the list of entries, format and accounting updates before the actual invoice is issued. Note: If the Preview Invoice button is not clicked in this tab, the next 3 tabs (Sales Invoice, T/I Invoice, GL Trans) will be empty. Warranty Details Select the Stock Number (If the current stock unit is not attached to other units only the current stock unit will be selectable). Enter the Warranty Expiry Date, Units and a Unit Type. (Unit type is HRS) Note: Warranty information can be added / deleted by right mouse clicking within the grid and selecting Add.

16 16 After Stock details are entered, MUSE checks if there are already Warranty entries against the Machine and displays them on the Warranty Details window. Ensure no BO (Body) and ST (Standard) warranty records are found as MUSE automatically adds these records to the window. These must be deleted. Business Policy V GST Switch The GST Switch should always be set to Exclusive, except where the sale is being processed to another McIntosh branch (except Dalby) the GST switch should always be Tax Exempt and MCINTOSH typed into the Tax Exempt field. Sales Invoice tab The Sales Invoice tab displays a preview of the Sales Invoice. Here, you can either Print Preview, Print via the normal printing routine, Save to File or / Fax (right mouse click and select / Fax It). If the user has ordered multiple invoice layout, select the required format from the Invoice Template dropdown list. If the incorrect invoice is being displayed for the branch and franchise, an error will have occurred in Branch Configuration Maintenance. Open the table and specify the correct PSR type document.

17 17 Trade in Invoice tab The T/I Invoice tab, displays a preview of the trade in tax invoice. The user can Print Preview, Print via the normal printing routine, Save to File or / Fax. If the incorrect invoice is being displayed for this branch and franchise, an error will have occurred in Branch Configuration Maintenance. Open the table and specify the correct PSR type document.

18 18 Processing from a New Order (no My Deal process involved) In the unlikely event that the Dealership does not utilise the My Deal function (refer Process Map V160 My Deal for details of the applications function and features) the Stock Unit sale transaction will be recorded and finalised in MUSE. Open the MUSE window and select the New Sale radio button in the Sale Options panel. Note that the only variance in the window appearance between a New Sale transaction and a My Deal transaction is the absence of the My Deal Order No and My Deal Order Date fields in the uppermost section of the window. In all other respects the active tabs and their appearance is identical to that described above except, in this case, the user must complete the data entry requirements for each tab. Please refer to Program Parameters Section at the end of this document, and in particular the parameter DisableTabs for notes relative to Tab disablement to meet business access requirements).

19 19 Customer tab Enter the client details. If the client already exists in EQUIP utilise the dropdown list to select or search for the relevant Contact or Prospect Code. Clicking on the Contact Code and Prospect ID ellipses button will open the Contact Maintenance and Prospect Maintenance program Refer Process Map V210 Prospect Maintenance) respectively. The Customer Code selected will be the default driver of all the units sold in the deal, this includes new and used Machines. If the customer is not the driver the driver code can be maintained for each Machine being sold on the deal, in the Workshop Service tab. Select the GST Switch from the dropdown list (Inclusive, Exclusive, and Tax Exempt). Important: Once a stock number has been selected, GST switch cannot be altered; so make sure it is done and confirmed at this stage Complete and / or review the remaining panels on the Customer tab as follows - Salesperson's Details Select the Salesperson in charge of this sale from the dropdown list. Marketing Attributes Select the Marketing Program and Marketing Source. Joint Customer Enter or select the joint customer for this sale (if applicable). Invoice Notes Enter notes that the user will want to include in the invoice. Maximum 4000 characters and subject to SmartForm designs and arrangements

20 20 Associated Quotes This grid view displays details of all active quotations associated to the Prospect ID of the Quote/Order selected on screen Stock Units tab Enter / Select / Search for the stock unit(s) being sold (multiple stock units may be included in a transaction). Highlighting a specific line in the Base Stock Selection panel will cause the stock unit details to be displayed in the bottom part of the window (Current Stock Costs and Details panels). Tick the Main checkbox to select the main stock unit in this sale. As mentioned above multiple stock units can be included in one sale / transaction but one must be nominated as the main unit. Select the Sale Type (Retail, Fleet, Government etc) from the drop down list associated with the Sale Type field. To add more lines, right-mouse click and select Add/ Insert.

21 21 Cost Estimates / Adjustments tab Cost Estimates Stock cost estimates are to be added here as per Salesman worksheet. Right click & add a line. Care needs to be taken to ensure what costs have already been charged to the stock unit before completing the cost estimate (avoid duplication). Stock List The Stock List panel in the upper section of the window will display all the stock units currently assigned to the sale/ transaction. This is read-only. Tick the Show All checkbox to display a list of all the adjustments included for all stock units in this sale/ transaction Adjustments on Sale. Select your appropriate Sales Adjustments and enter details as per the Salesman worksheet. When ready, tick the Cost Adjustments/ Estimates Confirmation checkbox. Note: If this checkbox is not ticked, a warning message will appear if the Invoice button is clicked at a later point. If a Cost Value Source is selected, the original cost value + Cost Estimate of that Value Source will be used to update the value of the selected Adjustment Stock Account. A Value Source from the same selected Stock Account is allowed.

22 22 Trade Ins Tab MUSE can accept the details of multiple trade-in Machines against one Machine being sold. These Trade-ins will be created as Stock Units, as part of the sales transaction. In the Base Stock List section, select the stock unit to which the trade-in is applicable. In the Trade-In Selection panel, if the trade-in is a pending used unit enter / select /search for the trade-in stock number from the T/I Stock Number dropdown list. Alternatively, if the trade-in has an associated Appraisal select the Unit from the drop down list attached to the Appraisal ID field. Complete the T/I Details section. The Branch, Franchise, Line Of Business and Purchase Flag are mandatory fields. Complete the Sales Details and Cost Details section. All Trade-in Machines must be confirmed to proceed. Tick the Confirm checkbox. If the parameter UpdateVHModel is set to Y, any new Trade-In Model/Variant created will be added to the system as a stock unit. If the parameter is set to N (default), the stock unit will not be created within the system. If a Serial Number or Registration Number is entered / modified and it already exists in the system, a popup window will be displayed asking the user if they wish to use the Machine's details. If the user selects Yes the information will be mapped into this screen.

23 23 Settlement Details tab Reminder - confirm (tick the confirm checkbox) in the previous tabs before previewing the invoice in the Settlement Details tab. Current Stock Sale Details Panel Displays details of the stock unit selected in the Stock List. Enter/ edit the Machine Sales Price. The Add-Ons value may be edited from the Add-Ons tab. The Total Val (Inc.GST, LCT) is calculated. The values can be changed manually. If any stock units were trade-ins, their relevant cost information will be displayed as read-only. In the Plus Refund field, enter (if applicable) any amount that has to be refunded to the customer. In the Less Deposit field, enter the customer s deposit on the stock unit. In the Less Finance field, enter (if applicable) any amount that has to be refunded to the customer. The Total Cost and Profit will be calculated (read only).verify these values to the Salesman Worksheet. Enter the Salesperson s Commission (if applicable). Enter the stock unit s current odometer reading. Summary Sale Details Panel This panel displays details of the stock unit(s) in the transaction and is read only. Other Details Enter the Delivery Date. (Ensure you enter the correct date, especially if you are trying to sell the machine into the prior month)

24 24 Workshop Service tab Business Policy V Warranty Details A choice of the following Warranty Codes should be entered when transferring a Machine to the Workshop: - Standard (12 months) - Extended (12-24 months) - Purchased Powertrain (24-60 months) - Purchased Premier (24-60 months) Business Policy V Service Cycles When transferring a Machine to Workshop it must contain a Service Cycle. Staff should update the Machine to display one of the following Service Cycles, appropriate to the Model Type being created: - Construction & Grounds Care Equipment 90 days - Tractors & Sprayers 180 days - Harvesters 270 days Business Policy V Workshop Transfers All sold Machines should be transferred to the Workshop to be created as a Workshop Machine

25 25 It is mandatory to post sold Machines to Workshop Service, notification of the successful sale of a stock unit to the Service department will ensure that opportunities to enhance the customer experience are maximised both at the time of the sale and thereafter. Users should be aware that there is no automated notification to the Service Department of this event and accordingly communication protocols should be established accordingly. To post a Machine to workshop service: Enter the Machine's Registration Number in the Stock List section. Select the Customer Number from the dropdown list in the Account Details section. Select the Service Schedules from the dropdown list. Note: Service Schedules are created in Workshop Service Schedule Maintenance. Complete the warranty details of the stock unit in the Warranty Details section. If the Already in Workshop checkbox is ticked for a new Machine, investigate if the Machine posted is the correct one and once satisfied, tick the Overwrite Workshop checkbox. Click the Preview Invoice button to see the list of entries, format and accounting updates before the actual invoice is issued. Note: If the Preview Invoice button is not clicked in this tab, the next 3 tabs (Sales Invoice, T/I Invoice, GL Trans) will be empty. Warranty Details Select the Stock Number (If the current stock unit is not attached to other units only the current stock unit will be selectable). Enter the Warranty Expiry Date, Units and a Unit Type (always HRS). Note: Warranty information can be added / deleted by right mouse clicking within the grid and selecting Add. After Stock details are entered, MUSE checks if there are already Warranty against this Machine and displays them on the Warranty Details window. Ensure no BO (Body) and ST (Standard) warranty records are found as MUSE automatically adds these records to the window. These must be deleted

26 26 Sales Invoice tab The Sales Invoice tab displays a preview of the Sales Invoice. Here, the user can either Print Preview, Print via the normal printing routine, Save to File or / Fax (right mouse click and select / Fax It). If the user has ordered multiple invoice layout, select the required format by selecting it from the Invoice Template dropdown list. If the incorrect invoice is being displayed for this branch and franchise, an error has occurred in Branch Configuration Maintenance. Open the table and specify the correct PSR type document Trade In Invoice tab The T/I Invoice tab, displays a preview of the trade in tax invoice. The user can either Print Preview, Print via the normal printing routine, Save to File or / Fax (right mouse click and select / Fax It) the invoice document.

27 27 Program Parameters The following notes define the parameters applicable to the application described in this Process Map. Parameter Name AllowedBranch AllowFuelEffEdit BusinessPurchase DefaultGSTSwitch DisableTabs EnforceValidMake Parameter Function To allow a single or range of branches Valid Values; Branch, Branch Default Value: Blank To allow edit of the fuel efficiency field when it is set to Y Valid Values: Y or N Default Value: N Y: Business Purch flag defaulted to Business, N: Business Purch flag defaulted to Private Valid Values: Y/N Default Value: Business if Not Set or Invalid value [Y or N?] To set a default GST switch setting Valid values: INC, EXC or EXE Default Value: INC To control the visibility of stock unit and vehicle details displayed by disabling selected tabs. More than one tab can be disabled at the same time by this parameter separated by comma. Example: DisableTabs=CU,SU,AO,CA Valid Values: CU - Customer Tab, SU - Stock Units Tab, AO - Addons Tab, CA - Cost Ests/Adjs Tab, TR - Trade Ins Tab, SD - Settlement Dtls Tab, WS - Wshop Service Tab, SI - Sales Invoice Tab, TI - T/I Invoice Tab, GL - GL Trans Tab, DR - Delivery Advice Tab, Note: Some tabs are hidden by other menu parameters OR logic in program depending on other rules Default Value: Not Set: Nothing disabled 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

28 28 Parameter Name MultiCurrency NoteAlertEditInEnquiryMode PayoutEditAccess RestrictToSalesmanBranch Parameter Function To enable invoices and credit notes to be processed in foreign currency Valid Values: Y/N Default Value: N To allow the program to edit the notes and alert field when in enquiry mode Valid Values: Y/N Default Value: N To allow access to edit the payout details for the trade in units Valid Values: Y/N Default Value: Y To determine whether the stock units in the Stock No. drop list in the Base Stock List group in the Vehicle tab should be restricted to only include those stock units on the same Branch as that of the salesperson Valid Values: Y/N Default Value: N