dbsi 5.0 delta training service work order & warranty
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DBSi 5.0 Delta TrainingServiceWork Order & Warranty
Dealer Distribution Systems
2
Warranty
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
3
Warranty
• No changes in Warranty screens or functions
• DBSi 5.0 Service Warranty application provides full integration to Finance related interfaces
Dealer Distribution Systems
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RRS (Remove Retired Systems)
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
5
Remove Retired Systems
Seibel Field ServiceRemoval of all interfaces
Removal of Gatekeeper
SAP/Engine Project ManagementRemoval of all integration for:
Network Activity ID
Project ID
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Remove Retired Systems (SAP)
SAP/PurchasingRemoval of automatic creation of purchasing-related miscellaneous details record.
NOTE: 2.3.4 methodology for entering PO numbers in Work Order System will be used in 5.0.
Enter PO Numbers as Miscellaneous Detail Records that have Zero Cost & Zero Sell.
This will prevent the work order segment from closing until the cost & sell fields have been completed.
Dealer Distribution Systems
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Service Advisor
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
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Service Advisor
Service Advisor is NOT going away in DBSi 5.0!
Service Advisor functionality works with DBSi 5.0
JACADA screens are still available for those functions called directly from Service Advisor.
Removal of all integration and fields for:
Network Activity ID
Project ID
Dealer Distribution Systems
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Finance
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
10
Finance
Finance related changesInternal program changes were made to interface with thenew CODA product or other Financial packages.
Dealer Distribution Systems
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Parts Global Pricing
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
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Parts Global Pricing
Parts Global PricingSensitivity to Global Customers was added to parts pricing
routines used in Work Order.
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New Work Order Main
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
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Work Order Main Summary
• Drives navigation throughout entire life cycle of work orders
• Reduces the need to memorize mnemonics
• Provides easy access to work order functions from creation to invoice
• Links to Service Information System (SIS) for parts planning
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Work Order Main Summary
•Easier alerting and access for
• Warranty
• CSA
• PIP/PSP
• Invoice History
• In-Shop Review
• PM
• Easily Personalized
• How many work orders will display
• The order and wording of options
• Even the title of the Main Screen
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Work Order Main Screen - MNTWOMAIN
First time entering work order main a user will not have any active work orders
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MNTWOMAIN – F6=Enter W/O
Use F6 to enter a work order
(note you have been given a work order to work with)
Type in the work order number
you were given to work with
Work order now is now in your active list of work orders
Dealer Distribution Systems
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MNTWOMAIN – F7=Find W/O
F7=Find W/Oinvokes
DSPCIWIP
Enter in search options to help
narrow your search results
Select a Work Order from the results list of Work Order Inquiry and it will be added to your list of active work
orders on Work Order Main
Work order now is now in your active list of work orders
Dealer Distribution Systems
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MNTWOMAIN – Add a work order from main screen F8
F8=Add W/O invokes
MNTWOHDR
Fill in all the information and work thru the work order
process, this work order will show up in your active list of
work orders on the Work Order Main Screen
Dealer Distribution Systems
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Work Order Main Options
F23 shows more options from work
order main
All the options on work order main perform new or call existing functionality
F23 again
F23 again F23 againOptions 1-22 now replace having to
remember all those mnemonics
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Work Order Main Personalization
F24=More Keys displays more
keys
F9=Preferences will invoke preferences
System Defaults
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Work Order Main Personalization - Updating
Users can change the screen heading for WOMAIN and how
many work orders will reside in their active
list
F7=Update & ExitUse to commit
changes
Screen heading has changed and
Paging down only 25 work order will be display on
users list
Changing the sequence number to the side of the
option changes the order in which that option will display
F5=Preview Options
to preview changes
F7 to update changes
Order of options has changed
F6=Restore Defaults
Restores everything back to the default settings
Systems defaults
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_Warranty _ CSA _PIP/PSP _Invoice History _In-Shop Review _PM
Type S next to the highlighted item to review for an active work order:
•Detailed Warranty
Warrantiesassociated with
machine in active work order
Type S next to the highlighted item to review for an active work order:
•Product Programs
Product Programs
Do the same action for:
• CSA• Invoice History• In-Shop Review• PM
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Work Order Main Options
Option 1 = Make Active
Option 2 = Expand
Option 3 = Collapse
Option 4 = Hide W/O
Option 5 = Add
Option 6 = Edit
Option 7 = Inquiry
Option 8 = Delete
Option 9 = WIP Inquiry
Option 10 = Add Task
Option 11 = Quote
Option 12 = Open/Print
Option 13 = Notes
Option 14 = Add Labor
Option 15 = Add Mult Lbr
Option 16 = Add Misc
Option 17 = Parts Hold
Option 18 = Return Parts
Option 19 = Order Parts
Option 20 = SIMS
Option 21 = Close W/O
Option 22 = Invoice Req.
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Option 1=Make Active
Use 1 to make a work order the active
work order
Notice the Active W/O:
area
Now the work order is at the top of the list and will be
expanded to show segments or operations
Notice the Active W/O:
area
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Option 2=Expand
Use 2to expand a work order and show
segments & operations
Expanded
Use 2to expand segments to view operations
Expanded
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Option 3=Collapse
Use 3to collapse to not show operations
Collapsed
Use 3to collapse to not show segments
Collapsed
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Option 4=Hide W/O
Use 4to remove from
active work order list Work order has been removed from users list and the active work order gets expanded if
not already expanded
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Option 5=Add Segment or Operation
Use 5 to add a segment
Type in segment number and press enter
Complete segment
information
Segment has been added
Use 5 to add an operation to a segment
Type in the operation
information and hit enter
Complete operation
information
Operation added
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Option 6=Edit Header, Segments, Operations
Use 6to edit header information
Change the necessary
information
Use 6to edit segment
informationChange or add the
necessary information
Use 6to edit
operation information
Change or add the necessary
information
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Option 7=Inquiry Header, Segments, Operations
Use 7 to display header
MNTWOHDR F5=Inquiry functionality
Inquiry only
Use 7 to display segment
MNTWOSEGF5=Inquiry functionality
Inquiry only
Use 7 to display operation
MNTWOOPRF5=Inquiry functionality
Inquiry only
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Option 8=Delete
Use 8to delete an operation
Press F8 to continue deleting
One more confirmation
Operation has been deleted
Use 8to delete an
segmentPress F8 to
continue deleting
Another confirmation
Segment has been deleted
Use 8to delete a work order
Press F8 to continue deleting
Work order has been deleted
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Option 9=WIP Work In Progress Inquiry by W/O
Use 9 to display work in progress
at any level; work order, segment or operation
Select a level to review
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Option 10=Add Task
Use 10to add an
operation as a task to click schedule
Complete necessary information and use F6 to have added to
click schedule
Use 10to add a
segment as a task in click schedule
Complete necessary information and use F6 to have added to
click schedule
Notice adding task for segment or operation
brings in number
Use 10to add a
work order as a task in click schedule
Complete necessary information and use F6 to have added to
click schedule
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Add Task from Other Screens
Use T to add Task from Work Order Inquiry
User T to Add Task from WIP Inquiry Screen
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Option 11=Quote
Use 11to invoke quote
summary
Use 9to generate a version
of the quote
Generating a quote puts the work order quote into preparation
status and we will be covering all of quoting later in the training
We will get more into quoting later on in the
training. Any level of the work order can be quoted:
work order, segment, or operation by using 11 & 9
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Option 12=Open/Print a Work Order
Use 12to open & print a quote
after any approval processes at your
dealership
Select or fill in correct information
Work order is now open
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Option 13=Notes
Use 13to add operation
notes
Complete the operation notes
Use 13to add segment
notes
Complete the segment notes
Use 13to add header
notes
Complete the header notes
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Option 14=Add Labor
Use 14to add labor entry
If 14 is entered at that segment level the segment information will be
populated here otherwise type it in
User would fill in the charge code information to continue with
entering a single labor entry
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Option 15=Add Mult (multiple) Labor
Use 15to add multiple labor entries
Depending on where the 15 is placed on the precious screen determines what
information is brought into the Multiple Labor Detail
Add screen
Fill in all necessary information to
complete the labor entry process
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Option 16=Add Misc
Use 16To add miscellaneous detail
entries to a work order
Fill in necessary information to continue adding
miscellaneous detail
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Option 17=Parts Hold (Parts Hold Maintenance)
Use 17to enter into parts hold maintenance and build
a parts hold file
Use F6to add parts and miscellaneous
Enter in parts manually line by line Can use F7 to
invoke SIS Web
Using F7 a user must have a SIS Web session open
Select the appropriate option and fill in necessary
information and process the parts list in SIS to be added to
the parts hold file
Use F8to choose from an existing parts list
in DBSi
Select appropriate list to be transferred to the parts
hold file
Now the parts hold file can be used
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Option 18=Order Parts
Use 18to order parts
F5 will continue the ordering
process
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Option 19=Parts Return
Use 19to return parts
Fill in the correct
information to continue the
return process
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Option 20=SIMS
Use 20to record sims
Choose your option and
continue the SIMS process
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Option 21=Close W/O
Use 21to close w/o, segments or operations
Pressing enter will continue the closing
process
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Option 22=Invoice Req.
Use 22to invoice work order
Choose your option and
continue the invoicing process
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Description Search
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
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Search Job Code Description
Activate Search
Type in the complete or partial description & select from the returned list
Wildcard Searching is also available
To find the above Job Code a user could type in the Job Description: field *REM
This would return the all descriptions that have “Rem” in the description
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Search Component Code Description
Activates Search
Type in a complete or partial description & select from the
returned list
Wildcards can be used here also
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Search Modifier Code Description
Activate Search
Type in a complete or partial description in the description & select from the returned list
Wildcards can be used here also
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Quoting
•Warranty
•RRS (Remove Retired Systems)
•Service Advisor
•Finance
•Parts Global Pricing
•New Work Order Main
•Description Search
•Quoting
•Q & A
Dealer Distribution Systems
Quoting Summary
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•Creation of a quote for both estimated work orders and those that are already opened (example: additional segment).
•Versions of a quote may be created, with the earlier versions captured in quote history.
•Pricing for planned parts is available.
•Standard quote comments can be added or changed.
•Quote status governs the capability to maintain the quote.
•Quote approval (internal and customer) steps can be implemented.
•Quotes may be viewed, printed, and saved as documents.
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Quotes Start as Estimate Work Orders
Use F8 to add
Estimated Work Order
Fill out necessary information needed for header and
segments of the service work being requested
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Quote Option 11=Quote & 9=Generate
Use Option 11 to invoke Quote
SummaryOption 9 starts
the Quote process by
Generating a Quote
Dealer Distribution Systems
MNTWOQUO from WOMENU
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Type in function name or select from the menu
Type in a work order number you would like to
quote and hit enter
Using MNTWOQUO is another way to get access to quote summary screen and the quoting options
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Quote Summary Options 2 & 3
Option 2 & 3 work just like Option 2 & 3 in
Work Order Main Expand to see more detail
& Collapse to hide detail
Expand
Option 3
Collapse
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Quote Summary Option 6=Edit (Header)
Use 6 to Invoke Quote Header
Maintenance Options
From Quote Header Maintenance a user can access Comments, Print
Options, Preview & Print Quote
Also the dealer & customer approvals area for quote
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Quote Header Maintenance Option 5=Comments
In Quote Header Maintenance entering the number of the
option here will invoke access to that option, entering 5 for
access to comments
Enter 1 for Opening, 2 for Closing, 3 for Terms &
Conditions, 4 for Exclusions, and 5 for Attachments
Use F6 to access a list of
standard comments
Use: V for Viewing a comment
A to append a comment to existing commentsR to replace a comment with a selected comment
Use F7 to save manually entered comments
Note: 2nd level security on this function exist
Users can save as the default comment that appears and give that
comment a name
That saved comment now
appears on the listComments can also be copied to work order notes using I-internal, E-external, or B-
both feature
The selected comments will be copied when the user hits enter
Notice the
source
Dealer Distribution Systems
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Quote Comments
Opening Comments, printed at the opening of a quote used to personalize the presentation to the customer.
Closing Comments, printed at the bottom of a quote to provide an opportunity to thank the customer and provide information on next steps, contact info., etc.
Terms & Conditions Comments, used to tell the customer terms and conditions of the quote
Exclusions Comments, tell a customer other possible service situations that have not been included in the scope of work covered by the quote. For example if there is damage to cases, housings, etc. there will be an additional charge.
Attachments Comments, usually a note included with the quote that some other document is being provided. This could be a photo showing some damage, an inspection report, etc. The actual providing the attachment will be an additional step.
Comment categories provide an opportunity to set a default comment that applies to all quotes generated by anyone within the dealership.
Also the opportunity to have standard quote comments associated by an individual (or a cost center) that can be selected and applied in the appropriate area of the quote.
Typical use of a closing comment is for including contact information of the person preparing the quote to make it easier for customers to respond.
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Quote Header Maintenance Option 6=Print Options
Use 6 to invoke Print Options for a work order quote
Left column selects what will be printed on a Quote and an invoiced service work order
The Right column is for additional print options that will be printed on a Quote
F4 allows access to Quote contact
information
Enter will update the print options chosen
and contact information
entered
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Quote Header Maintenance Option 7=Preview & Option 8=Print Quote
Enter 7 to preview a quote
From preview a user can print or save as,
save as will be covered later in the training
Enter 8 to invoke printing
Enter in a printer, number of copies,
and hit enterQuote will be
printed
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Quote Summary Option 6=Edit Segment Maintenance
Use Option 6 to access Quote
Segment Maintenance
Labor, Parts, Misc or All can be Estimated here for quick quoting of common
service work
The information in Quote Segment Maintenance
is information from MNTWOSEG along with new Planned selections
If a segment is not to be included on the
quote, a reason must be selected
Select a reason
Reason for exclusion
Excluded
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Quote Segment Planned Labor
Planned labor hours come from job standards
Labor rates come from the charge code initially but may be overridden
If overtime is planned, the rate becomes blended with the
overtime rate, based on the Overtime percentage
Activate overtime entering O in Time: field then enter a percentage, notice the Rate: change
Dealer Distribution Systems
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Quote Segment Parts Planning
Use 1 to invokeParts Hold
Maintenance
For more accurateplanned parts we can add parts or
use existing parts hold fileParts can be added manually
When accessing SIS Web a user must be logged into SIS Web
Processing the list will
send it to the parts hold
file
Order Qty is for Open Work Orders so the detail will be ordered
Quote Qty is used for including planned detail on a Quote
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Quote Segment Option 5=Comments
Use 5 to access comments
F6 to access standard comments
Segment comments work like Header comments
Select from a standard list or type in comments
Comments can also be saved
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Quote Segment Option 6=Pricing Options
Use 6 to access pricing options
Escalation Percent can be entered
here
Pricing Options provide a list of alternative pricing:(Bill of Materials, Standard Jobs, roll-ups from Operations, etc.)
These can be selected for use as the Segment Estimate orFlat Rate amounts
New prices will now be used on quote
after pressing F10 to update
New prices have been moved up after pressing
F7 to apply
New price option changes are updated
on the segment
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Quote Segment Option 7=Preview / F5=Save As
Use 7 to preview quote
Use default file name or change
Pressing F5 allows a user to enter a filename and document type so the quote can be saved to a mapped network drive on
their computer, after choosing a filename and document type
press F5 again to save
Enter document
type for the saved quote
Document was saved to mapped drive
Access the file from a explorer window, this drive will need to be mapped to the users directory on the
AS400
Now a user can save this document to another LAN
drive or to a local hard disk on the computer
This document is a word document that can be modified as needed
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Quote Option 8=Print
Use 8 to Print a Quote
Choose a printer and number of copies
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Quote Option 9=Generate
Use 9 to Generate a new version of a
quote when changes need to be entered
Previous versions will be retained in quote history and can be previewed or printed
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Quote Option 10=Reprice
Use 10 to reprice when price changes occur Reprice was
successful
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Dealer Approved Status & Customer Won Status for Quote
From quote header maintenance use an S
to access dealer approval status list Select a
status of approved
An approved by must be filled in
Now that the dealership has
approved this quote we need to get
customer approval
Enter S to access customer approval
Select an approval
status of won
Customer approval status also needs an approved by
name
Also has an area for entering the customers
PO number
All these steps can be done for the entire work order or at the segment and
operation level
Your dealerships policies & procedures will vary on the use of this area
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Dealer Rejected Status & Customer Lost Status for Quote
Select a status of rejected
A reason code for the rejection is required to continue the process, S to access the reasons
Select the reason code that applies to this
quote, price not acceptable
Now lets say the dealership has approved the quote and however the customer has reject or we lost the quote
Select the lost status requires a reason just like the rejected
status at the dealer level, select a reason code of price not
acceptable
A quote that is lost needs to be Generated to create a new
version to allow making the necessary changes to win the
customers business for the service defined
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Other Dealer Quote Status’s
• Preparation = Quote build is in process
• Dealer Use = Status need identified by the dealer
• Manager Review = Management at the Dealership is looking over the quote for completeness
• Financial Review = Assurance that the Quote is financially sound and the Customer has appropriate credit for Service work defined.
Your Internal processes will determine how many approvals
need to occur before final dealer approval
Dealer Distribution Systems
Preparations for Service Work Order & Warranty 5.0
Make sure your dealership:
Review processes, policies and materials at your dealership
Review Training Materials
• Existing Users
• New Users Use Change Management
For implementation of changed or new service processes & policies
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What are the effects of:
Removing Seibel Field Service
• Gatekeeper
• Interfaces
Removing SAP/Engine Project Management
Removal of all integration and fields for
• Network Activity ID
• Project ID
Removing SAP/Purchasing
Removal of automatic creation of purchasing-related miscellaneous details record.
Dealer Distribution Systems
Where to Get More Information
• ADMS Website – https://www.acndms.com
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