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

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Process Map

McIntosh and Son

Wholegood Module

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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

Branch Administrator

Process User

Branch Administrator

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

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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.

Business Policy – V120-01 Purchase Flag

The Purchase Flag should always be set to “Business” when selling a Stock Unit Business Policy – V120-02

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 – V120-03 Sales for a Prior Month

All deals outstanding from a prior month should be processed prior to the 5th of the current month. Ensure Delivery Date is set to correct Financial Period.

Business Policy – V120-04 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 – V120-05 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 – V120-06

Workshop Transfers

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Procedures

Process Description:

Processing from a My Deal order –

Preferred Process

Process (Major) Steps

Procedure

Internal

Policy

1. Prepare for Transaction

Objective:- preparation of the system to finalise a quotation developed in the My Deal Application

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

2. Validate and Complete all information pertaining to the transaction

Objective:- Verification and essential maintenance of data collected during the My Deal Process

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

3. Complete transaction

Objective:- Generate Invoices associated with the transaction

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Process Description:

Processing from a New Order (no My Deal process

involved)

Process (Major) Steps

Procedure

Internal

Policy

1. Prepare for Transaction

Objective:- Preparation of the system for transaction data entry

a. Open Multiple Stock Unit Sales Entry window b. Select Sales Option ‘New Sale’ radio button c. Prepare to enter transaction data

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

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

3. Complete Transaction Objective:- Generate Invoices and finalise transaction

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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 V160 My Deal for

further 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.

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.

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Customer tab

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Add-Ons tab

Cost Estimates and Adjustments tab

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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

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Workshop Service tab

All other machines require a service cycle as determined by the Service Manager. Business Policy – V120-06

Workshop Transfers

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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)

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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 – V120-02 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 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.

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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.

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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.

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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.

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.

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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.

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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.

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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 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.

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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). 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

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Workshop Service tab

Business Policy – V120-06 Workshop Transfers

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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.

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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

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Program Parameters

The following notes define the parameters applicable to the application described in this Process Map.

Parameter Name Parameter Function

AllowedBranch To allow a single or range of branches

Valid Values; Branch, Branch Default Value: Blank

AllowFuelEffEdit To allow edit of the fuel efficiency field when it is set to Y Valid Values: Y or N

Default Value: N

BusinessPurchase 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?] DefaultGSTSwitch To set a default GST switch setting

Valid values: INC, EXC or EXE Default Value: INC

DisableTabs 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

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

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Parameter Name Parameter Function

MultiCurrency To enable invoices and credit notes to be processed in foreign currency

Valid Values: Y/N Default Value: N

NoteAlertEditInEnquiryMode To allow the program to edit the notes and alert field when in enquiry mode

Valid Values: Y/N Default Value: N

PayoutEditAccess To allow access to edit the payout details for the trade in units

Valid Values: Y/N Default Value: Y

RestrictToSalesmanBranch 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

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

Process Map

McIntosh and Son

Wholegood Module

Contents

High Level Process Definition

Process Name

MULTIPLE STOCK UNIT SALES ENTRY

Process Intent

To manage the New or used Machine Sales Transaction

Process Owner

Branch Administrator

Process User

Branch Administrator

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

Business Policies

Procedures

Process Description:

Processing from a My Deal order –

Preferred Process

Process (Major) Steps

Procedure

Internal

Policy

Process Description:

Processing from a New Order (no My Deal process

involved)

Process (Major) Steps

Procedure

Internal

Policy

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.

The importation of data from My Deal (refer Process Map V160 My Deal for

further information)

Processing from a My Deal Order

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

Program Parameters