Process Map
McIntosh and Son
Wholegood Module
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Contents
High Level Process Definition ... 3
Process Flowchart ... 4 Business Policies ... 5 Swap Outs ... 5 Machine Information ... 5 Swap Outs ... 5 Procedures ... 6
Stock Unit Swap In ... 6
Stock Unit Swap Out ... 7
Statement of Work ... 8
Introduction ... 8
Stock Unit Swap In Process ... 9
Machine Information ... 9
Stock Unit Swap Out Process ... 11
Swap Outs ... 11
Swap Outs ... 11
©Auto-IT Pty Ltd | This material is the property of Auto-IT Pty Ltd. All Use, disclosure and/or reproduction not specifically authorized by Auto-IT Pty Ltd is prohibited.
High Level Process Definition
Process Name
STOCK UNIT SWAP
Process Intent
To record the transfer of Stock Units between dealers
Process Owner
Branch Manager
Branch Administrator
Sales Manager
Process User
Branch Administrator
Process Starts with
Inbound Receipt of a Stock Unit obtained from a Trading Partner
Dealer or the Outbound Despatch of a Stock Unit supplied to a
Trading Partner Dealer
Process Ends with
Transaction properly recorded and Inventory details updated
©Auto-IT Pty Ltd | This material is the property of Auto-IT Pty Ltd. All Use, disclosure and/or reproduction not specifically authorized by Auto-IT Pty Ltd is prohibited.
©Auto-IT Pty Ltd | This material is the property of Auto-IT Pty Ltd. All Use, disclosure and/or reproduction not specifically authorized by Auto-IT Pty Ltd is prohibited.
Business Policies
The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.
Business Policy – V130-01 Swap Outs
Stock Unit Swap Outs should be utilised in the below cases:
- Where the Machine was on Consignment (Usage Type of Rent)
- Where the Machine is being returned to the OEM (Manufacturer)
- Where the Machine is being transferred to another Dealer
Business Policy – V130-02
Swap References
The Swap reference field should always be the Stock Number for Unit Swap In & Out
Business Policy – V130-03
Machine Information
It is mandatory to fill in any field in Swap In & Out that is coloured
Business Policy – V130-04
Swap Outs
It is mandatory to check for all costs sitting on the Stock Unit being Swapped Out to determine what costs can be recouped & charged to Debtor prior to Swap Out being completed. Ensure Swap Out machines are not on Floorplan. All Swap Outs should be authorised by the Branch Manager.
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Procedures
Process Description:
Stock Unit Swap In
Process (Major) Steps
Procedure
Internal
Policy
1. Prepare for Transaction – Swap In
Objective:- Access system and application in readiness for the transaction
a. Open Stock Units Swap window b. Select ‘Swap In’ as the Swap Option
2. Enter data relative to the transaction Objective:- Enter / Select data relative to the transaction preparatory to update of the data base
a. Enter Stock Unit Number or leave blank (system will allocate)
b. Enter / Select Branch and Franchise Codes c. Complete Stock Details, Account Details, Salesperson and Swap-In supplier
panels
3. Save Transaction and Verify Accounting Entries
Objective:- Save data entry and verify transaction via Financial Entry review
a. Click Save button, respond to Transaction confirmation message b. Open GL Trans tab
c.
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Process Description:
Stock Unit Swap Out
Process (Major) Steps
Procedure
Internal
Policy
a. Prepare for Transaction
Objective:- Access system and application in readiness for the transaction
a. Open Stock Units Swap window b. Select ‘Swap Out’ as the Swap Option
b. Enter Data relative to the
Transaction
Objective:- Enter / Select data relative to the transaction preparatory to update of the data base
a. Enter Stock Unit Number or leave blank (system will allocate)
b. Enter / Select Branch and Franchise Codes c. Complete Stock Details, Account Details,
Salesperson and Swap-In supplier Panels
3. Save Transaction and Verify
Accounting Entries
Objective:- Save data entry and verify transaction via Financial Entry review
a. Click Save button, respond to any anomalies detected
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Statement of Work
Introduction
Stock Unit Swaps are a common practice whereby Machines are exchanged between
dealers to enable customer demand to be met without having to report a retail sale.
Stock Unit Swap Outs should be utilised in the below cases:
-
Where the Machine was on Consignment
-
Where the Machine is being returned to the OEM (Manufacturer)
-
Where the Machine is being transferred to another Dealer
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Stock Unit Swap In Process
Business Policy – V130-02
Swap References
The Swap reference field should always be the Stock Number for Unit Swap In & Out
Business Policy – V130-03
Machine Information
It is mandatory to fill in any field in Swap In & Out that is coloured
Open the Stock Units Swap window and select the Swap In radio Button
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Enter the Branch and Franchise Codes if required.
The Stock Units Swap window has a number of tabs, namely Swap Entry, Swap Out Invoice (active if the Swap Out radio button has been selected) and GL Transactions.
The latter is a read only display showing all General Ledger transactions recorded as a result of the transaction.
The appearance of windows may alter as between transactions depending on whether it is a Stock Unit Swap In or Out.
The Swap Entry tab for Swap In transactions has four (4) panels – Stock Details, Swap In Supplier, Account Details and Salesperson.
Complete each of the panels to the extent possible. Where data is mandatory (e.g. Salesperson Code, Swap In Reference) the system will prompt for the data when attempts are made to save the transaction.
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Stock Unit Swap Out Process
Business Policy – V130-01 Swap Outs
Stock Unit Swap Outs should be utilised in the below cases:
- Where the Machine was on Consignment (Usage Type of Rent)
- Where the Machine is being returned to the OEM (Manufacturer)
- Where the Machine is being transferred to another Dealer
Business Policy – V130-04
Swap Outs
It is mandatory to check for all costs sitting on the Stock Unit being Swapped Out to determine what costs can be recouped & charged to Debtor prior to Swap Out being completed. Ensure Swap Out machines are not on Floorplan. All Swap Outs should be authorised by the Branch Manager.
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Enter / Select the Stock Unit Number relative to the unit that is being Swapped Out and all Machine details will be populated to the tab.
Complete the Account Details panel with the Swap and Floor Plan Values (Floor Plan machines cannot be swapped out).
Allocate an Account to which any adjustment is to be posted and add a Swap Out reference. As with a Swap In EQUIP mandates certain data elements (Swap Out Reference, Salesperson Code etc) before allowing the transaction to be saved.
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Program Parameters
The following notes define the parameters applicable to applications described in this Process Map (refer to Process Map – Tailoring EQUIP™ to Site / User Requirements for more information.
Parameter Name Parameter Function
DefaultBranch Used to default the Branch drop list
Valid Values: blank or set to a Branch code Default Value: Not Set
EnforceValidMake 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
