jdom04 - multiple stock unit sales entry (muse) - … - multiple stock unit sales... · john deere...

Process Map John Deere - Order Management

Stock Units Module Process Code: JDOM04 Multiple Stock Unit Sales Entry (MUSE)

John Deere - Order Management JDOM04 - Multiple Stock Unit Sales Entry (MUSE)

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Contents High Level Process Definition .............................................................................................................. 4

Business Policies ................................................................................................................................. 5

JDOM00 – Contact & Prospect Management ................................................................................. 5

Customer Information Capture ................................................................................................... 5

Duplicated Contacts .................................................................................................................... 6

JDOM04 - Multiple Unit Sales Entry (MUSE)................................................................................... 7

MyDeal Processing ...................................................................................................................... 7

Delivery Date ............................................................................................................................... 7

Transfer to Workshop ................................................................................................................. 8

Statement of Work ............................................................................................................................. 9

Introduction .................................................................................................................................... 9

Processing from a My Deal Order ................................................................................................. 10

Customer tab ............................................................................................................................ 11

Customer Information Capture ................................................................................................. 11

Stock Units tab .......................................................................................................................... 12

Add-Ons tab .............................................................................................................................. 13

Cost Estimates and Adjustments tab ........................................................................................ 14

Trade Ins tab ............................................................................................................................. 15

Settlement Details tab .............................................................................................................. 16

Delivery Date ............................................................................................................................. 16

Workshop Service tab ............................................................................................................... 17

Transfer to Workshop ............................................................................................................... 17

Sales Invoice tab ........................................................................................................................ 18

Trade in Invoice tab................................................................................................................... 19

Processing from a New Order (no My Deal process involved) ..................................................... 20

Customer tab ............................................................................................................................ 21

Duplicated Contacts .................................................................................................................. 21

Customer Information Capture ................................................................................................. 22

Stock Units tab .......................................................................................................................... 23

Cost Estimates / Adjustments tab ............................................................................................. 24

Trade Ins Tab ............................................................................................................................. 25

Settlement Details tab .............................................................................................................. 26

Workshop Service tab ............................................................................................................... 27


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Transfer to Workshop ............................................................................................................... 27

Sales Invoice tab ........................................................................................................................ 29

Trade In Invoice tab .................................................................................................................. 29


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High Level Process Definition

Process Name MULTIPLE STOCK UNIT SALES ENTRY

Process Intent To manage the New or used Machine Sales Transaction

Process Owner Sales Admin Financial Controller

Process User Sales Admin

Process Starts with New or Used Machine Sale ready to process to completion

Process Ends with Sales Transaction completed and invoiced

Process Customer New & Used Machine Purchasers Service Department Dealership Management


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Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.

JDOM00 – Contact & Prospect Management

Business Policy – JDOM00-01

Customer Information Capture

Capturing essential customer information is the responsibility of all customer-facing staff.

Ensure that the following details are recorded in EQUIP®:

- Name, Surname and Company Name

- Mobile Phone Number

- Email Address

- ABN (if a GST-registered entity in Australia)

- Privacy Constraints (N.B. Select the type if customer opts out)

Process Owner: ALL Customer-facing Staff

Dashboard: New Contacts with Missing Contact Info


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Duplicated Contacts

Avoid creating duplicate contact records.

Always search in Contact Code Maintenance for an existing record before creating a new client file.

Any duplicates found should be merged under supervision of the Financial Controller in Contact Maintenance.

Process Owner: Sales Admin


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JDOM04 - Multiple Unit Sales Entry (MUSE)

Business Policy – JDOM04-01 MyDeal Processing

When Stock Units are handed over to the customer and flagged as ‘Delivered’ in MyDeal.

All Deals must be processed using the MyDeal Order Number within 48 hours.


Dashboard: JDOM Deal Book – Deal Book Summary – Deals Processed in Accounting


Delivery Date

Ensure Delivery Date is set to the correct Financial Period, reflecting handover of the machine to the customer, whether in the previous month (during month end only) or the appropriate date in the future.



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Transfer to Workshop

Wholegoods sold and delivered need to have the most up-to-date details entered as possible. Their next destination is the Service Department.

1. Ensure that the Odometer and Delivery Date are accurate (Settlement Details).

2. The sold unit must be ‘Sent to the Workshop’ with a Service Cycle and Next Service Date:

3. Ensure the Warranty Expiry Date is accurate, based on the manufacturer’s program:

Process Owner: Branch Administrator


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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 JDOM03 - My Deal for further

information)

2. The creation and processing of a new sales transaction independent of My Deal or a

Factory Quotation system

Note that all Orders created via the John Deere Sales Center process will have MyDeal orders created and updated (as well as any trade-in Appraisals) as part of the integration with the John Deere Order Management system. Refer to the Process Map JDOM03 – MyDeal for more information.


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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.


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Customer tab

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.







- Email Address





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).


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Stock Units tab

If multiple Stock Units are sold on the deal, these will appear in the top sections – base units on the right, and attachments (if any) on the left.

Stock Unit and cost information will flow through from Stock Unit Maintenance and the My Deal program (refer to the appropriate Process Map documents for more information).


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Add-Ons tab

The Add-ons will reflect the included options as part of the Sales Center Order, and will match those seen in MyDeal.

Confirm that all selected items are included as expected for each Stock Unit.


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Cost Estimates and Adjustments tab

This screen allows us to enter any factory claims (or similar rebates). In the bottom left-hand corner of the screen, there is a memo section showing what claims were anticipated by the Sales team and entered in MyDeal, as a guide to what needs to be claimed when processing the sale.

This will create a receivable for the amount of the claim, awaiting payment by the manufacturer.

All claims/rebates should have been entered in the Stock Unit Cost Adjustment program; the only Adjustments on Sale may be pre-populated via the Stock Units Integration Tables. Refer to your System Administrator in this instance.

Further adjustments can be made by right-clicking in the ‘Adjustments on Sale’ section and selecting ‘Add’.

EQUIP requires Cost Adjustments / Estimates to be confirmed by ‘ticking’ the check box indicated in the centre of the screen above.


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Trade Ins tab

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.

Note that the John Deere Interface for Purchase Order Integration will create an Appraisal record as part of the MyDeal order created. Refer to Process Map JDOM02 – Appraisal for more information.


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Settlement Details tab

The Sale & Gross Profit details in this window should be verified to the Salesman worksheet before proceeding further. Also ensure that the delivery/reporting period is correct (highlighted).


Delivery Date

Ensure Delivery Date is set to the correct Financial Period, reflecting handover of the machine to the customer, whether in the previous month (during month end only) or the appropriate date in the future.



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Workshop Service tab









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To post a Stock Unit to workshop service:

Confirm the Registration Number in the Vehicle Selection section.

Select the Customer Account Number from the dropdown list in the Customer Details section. If the customer does not have a trade account (or if in doubt), use the Cash Sales debtor account.

Ensure that all serviceable units have a Service Cycle and Next Service Date. This will allow reminders to be triggered, which will assist in retaining service business, and replacing ad-hoc Emergency Repair work with scheduled Retail Service work.

Complete the warranty details of the stock unit in the Warranty Details section.

Warranty Details

Enter the Warranty Expiry Date, Units and a Unit Type (Unit type is HRS). Choose the Start Date radio button, as per manufacturer policy.

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 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.

Preview Invoice

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.

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 Email/ Fax (right mouse click and select Email/ 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.


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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 Email/ 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.


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Processing from a New Order (no My Deal process involved) In the event that the My Deal function is not utilised (refer Process Map JDOM03 - My Deal for details of the applications function and features), the Stock Unit sale transaction will be recorded and finalised in MUSE.

This is the recommended process for the invoicing of wholesaled equipment.

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).


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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.


Duplicated Contacts

Avoid creating duplicate contact records.

Always search in Contact Code Maintenance for an existing record before creating a new client file.

Any duplicates found should be merged under supervision of the Financial Controller in Contact Maintenance.


Clicking on the Contact Code and Prospect ID ellipses button will open the Contact Maintenance and Prospect Maintenance programs respectively.


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- Email Address





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

Associated Quotes This grid view displays details of all active quotations associated to the Prospect ID of the Quote/Order selected on screen


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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.


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Cost Estimates / Adjustments tab

Cost Estimates

All Stock Unit costs should be applied to the Stock Unit before the invoicing stage.

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.

Adjustments on Sale are set up by your System Administrator in the Integration Tables program.

If applicable, 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.


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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 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.


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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). (This is a memo field, for reporting purposes only.)

Enter the stock unit’s current odometer reading.


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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)

Workshop Service tab









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To post a Stock Unit to workshop service:

Confirm the Registration Number in the Vehicle Selection section.

Select the Customer Account Number from the dropdown list in the Customer Details section. If the customer does not have a trade account (or if in doubt), use the Cash Sales debtor account.

Ensure that all serviceable units have a Service Cycle and Next Service Date. This will allow reminders to be triggered, which will assist in retaining service business, and replacing ad-hoc Emergency Repair work with scheduled Retail Service work.

Complete the warranty details of the stock unit in the Warranty Details section.

Warranty Details

Enter the Warranty Expiry Date, Units and a Unit Type (Unit type is HRS). Choose the Start Date radio button, as per manufacturer policy.

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 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.


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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 Email/ Fax (right mouse click and select Email/ 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 Email/ Fax (right mouse click and select Email/ Fax It) the invoice document.

jdom04 - multiple stock unit sales entry (muse) - … - multiple stock unit sales... · john deere...

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