dbsi 5 - · pdf filefully integrated with other dbs systems for immediate exchange of ......
TRANSCRIPT
August 2011
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DBSi 5.0
Content Document
DBSi 5.0 Content Document Contents
© 2005 Accenture
All rights reserved. Page 1 2-Aug-2011
DBSi 5.0 Content Document
Contents
Contents .................................................................................................................................................................... 1
1.0 Introduction ......................................................................................................................................................... 3
1.1 DBSi 5.0 Landscape ...................................................................................................................................... 4
2.0 Parts ..................................................................................................................................................................... 5
2.1 Order Processing ........................................................................................................................................... 5 2.2 Inventory Control ............................................................................................................................................ 7 2.3 Warehouse Management ............................................................................................................................... 8
3.0 Service ................................................................................................................................................................. 9
3.1 Work Orders ................................................................................................................................................... 9 3.2 Warranty ....................................................................................................................................................... 11 3.3 Customer Support Agreements (CSAs) ....................................................................................................... 11
3.3.1 Standard Jobs ................................................................................................................................. 11 3.3.2 Event Scheduling (Formerly Preventive Maintenance) .................................................................. 12 3.3.3 Contract Manager/Tracking ............................................................................................................ 13
3.4 Repair Process Integration (RPI) ................................................................................................................. 13 3.4.1 Service Advisor ............................................................................................................................... 13 3.4.2 Service Scheduler........................................................................................................................... 14
4.0 Sales .................................................................................................................................................................. 16
4.1 Equipment Management System (EMS)...................................................................................................... 16 4.2 Merchandising/Customer Information .......................................................................................................... 17 4.3 Sales Force Mobile Office (SFMO) ............................................................... Error! Bookmark not defined.
5.0 Global Product Quoter (GPQ) .......................................................................................................................... 19
6.0 Finance .............................................................................................................................................................. 20
6.1 Finance Business Functions ........................................................................................................................ 20 6.1.1 Manage Corporate .......................................................................................................................... 20 6.1.2 Manage the Customer .................................................................................................................... 21 6.1.3 Manage Treasury Functions ........................................................................................................... 21 6.1.4 Purchase to Pay ............................................................................................................................. 21 6.1.5 Other Business Functions .............................................................................................................. 21
6.2 Accounts Payable ........................................................................................................................................ 22 6.3 Accounts Receivable .................................................................................................................................... 23 6.4 General Ledger ............................................................................................................................................ 24 6.5 Services ....................................................................................................................................................... 25 6.6 Out of Scope ................................................................................................................................................ 25 6.7 Finance Technical Specifications ................................................................................................................. 26
6.7.1 Finance Extensions ........................................................................................................................ 26 6.7.2 Finance Interfaces .......................................................................................................................... 27 6.7.3 Finance Reports and Forms ........................................................................................................... 29 6.7.4 Finance Conversions ...................................................................................................................... 29 6.7.5 Finance Audits ................................................................................................................................ 30 6.7.6 Finance Cleansing .......................................................................................................................... 30
7.0 Technical ........................................................................................................................................................... 32
DBSi 5.0 Content Document Contents
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7.1 Gentran:Server ............................................................................................................................................. 32 7.2 Operations Support and Common Services ................................................................................................ 32 7.3 Robot/ALERT ............................................................................................................................................... 33 7.4 Robot/SCHEDULE ....................................................................................................................................... 33 7.5 SEQUEL ....................................................................................................................................................... 34
DBSi 5.0 Content Document Introduction
© 2005 Accenture
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1.0 Introduction
Purpose
The purpose of this document is to explain the scope and content of the DBSi 5.0 product.
Specifically, to identify existing, new and changed DBSi 5.0 content.
Audience
The primary audience for this document is the Caterpillar dealer community. Additional audiences
include anyone in the extended Caterpillar enterprise interested in the DBSi 5.0 product offering.
DBSi 5.0 Goal Statement
Deliver DBSi 5.0 as a quality, self-hostable, and simplified landscape that provides the foundation
for the “robust transactional core, standard interfaces and dealer flexibility” announced as part of
the long-term strategy.
DBSi 5.0 Content Document Introduction
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1.1 DBSi 5.0 Landscape
The integrated, flexible core of DBSi 5.0 will include:
Parts, Service, EMS from DBSi 3.1 (including dealer store number expansion)
Built-in integration to CODA Financials
Removal of retired systems (SAP, Siebel, Exact and CrossWorlds)
DBSi 5.0 Content Document Parts
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2.0 Parts
The DBSi Parts System provides Caterpillar dealers with a comprehensive means to effectively
manage their parts operations. Fully integrated with other DBS systems for immediate exchange of
information, they accurately and efficiently perform all parts order entry, order processing,
invoicing and credit check, inventory control and stock replenishment functions. The systems
automatically apply dealer-specified pricing strategy for maximum profitability. They are
parameter-driven to provide the flexibility essential to effective order processing and inventory
control. Customer purchases management support is also provided.
2.1 Order Processing
Functionality
Counter and Shop Sales, Quotes and Returns
Document and Line Item Notes
Customer Specified Line Item and Part Number Support
Desired Delivery Date Capture, Measure and Report
Alphanumeric Parts Store Expansion
Inventory Exception Processing
Back Order Sourcing, Maintenance, Release and Fill Processing
Parts Lists Creation, Usage and Maintenance
Flexible Pricing and Accounting Controls
Shipping Information Flexibility
o Multiple Ship To Addresses by Customer
o Multiple Job Sites by Customer
o Route and Drop Box Capabilities
Customer Invoice Options and Messages
Flexibility through Customer, Dealer and Store Parameters
Parts Marketing Programs
PartsStore - Tax, Freight and Quote Enhancements
Check for Valid PIP/PSP at Parts Counter
Delivery Performance Functionality - Ability to measure parts supply chain performance at a
complete order fill level, rather than at a line item fill level.
Display reverse NPR for replaced parts – Replaced part will be displayed as a previous
(replaced) option when a replacing part is typed on the Parts Availability screen and there is
an inventory available at the dealership for the replaced part. This will allow the dealer to
exhaust inventory of replaced parts and provide an additional option to the customer.
Expanded Backorder Search Sequence - Changes have been made to the Backorder Transfer
Review screen to automatically source to up to 7 stores. Previously, only up to 3 stores could
DBSi 5.0 Content Document Parts
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source backorders and remaining quantities were sourced to APO, MCF or VDR. Sourcing is
based on the ordering stores backorder transfer search sequence.
NEW for DBSi 5.0 – Parts Global Pricing
This project provides a base price from which part sell price can be negotiated for parts to
global customers. Targeted customers are those that conduct business world-wide with
multiple CAT Dealers. Customers participating in the Global Uniform Pricing Program will
now be able to begin sell price negotiations for any part, any place in the world, from a
common base price. The understanding is that there are many factors in determining sell
price and those factors will be negotiated between the customer and each dealer
independently. Once those factors are agreed upon, they can be compiled into a factor to be
applied to the common base price, thus providing the customer a more comfortable feeling
about how or why they are paying a different price based on their geographical location in
the world and from what dealer they make the purchase. Since the common base price is
distributed to dealers in a common currency, the process also supports currency conversion
in one of two manners. A pegged rate negotiated by the dealer and customer can be used, or
a flexible rate supported in the dealer‟s finance package can be used.
Integration Information
The following Information Links are provided within Parts Order Processing:
PartsStore
Integrated Procurement
o NEW for DBSi 5.0 – Parts Return Management
This project automates the process of returning parts and cores. The purpose of this
project is to create a seamless electronic interface to effectively manage parts/core
returns and credits between a Caterpillar distributor and their customers. The goal is
to allow customers to manage their entitlements for receiving credit for returned
parts/cores within their business system and automating the parts/core return process.
The communication between these parties will utilize the PartStore Integrated
Procurement E-Hub (PS/IP).
SIS (Parts) Selection
ANTARES Parts Availability
ANTARES Part Master Information
Numerical Parts Record (NPR) Review
Automatic Backorder Processing and on-line order confirmations for Caterpillar and MCF
Electronic TEPS redistribution claims
DBS/Customer Connection
Electronic Data Interchange (EDI) for Parts Orders, Order Acknowledgements, Customer
Price Catalog and Customer Invoices
TEPS Dealer stock orders
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2.2 Inventory Control
Functionality
Management for Cat and Non-Cat Vendors
Poisson, Days of Supply and Buy As Sold Capabilities
Parameters by Source of Supply, Store and Source of Supply/Store Combination
NEW for DBSi 5.0 – Centralized A+ Parts
Specific parts selected by Cat Corporate Inventory Control will be centralized for
stock order distribution to the dealers. Emergency orders and all remaining parts will
continue to be sourced as they are currently. For the purposes of this project, all A+
parts will be centralized in the same facility (Morton). Dealers will be able to adjust
lead times for Centralized A+ parts to account for the fact that those parts are located
in Morton verses local stock facilities. This lead time adjustment can be either positive
or negative and is only required to be entered by those dealers who have been
activated for Central A Distribution by the Corporate Inventory Control Team.
Dealers who are already on Central A Distribution may be using OP Matrix 2 to
address the Central A parts. This will be their opportunity to stop using OP Matrix 2
and begin using Central A lead time adjustments.
Stock Replenishment, Maintenance, Receiving
Stock Branch Transfer Options
Territorial Stocking
Dependent/Distribution Hierarchy
Emergency Items Included on Stock Orders
Reman/Exchange Core Management System
Surplus Management and Returns
Extensive Inventory Performance Reporting
Parts Simulator
GL / Parts Reconciliation Project - Automate matching Cat invoices to Parts Inventory
Receipts / creation of Reconciliation Display function
NEW for DBSi 5.0 – DPIS (Dealer Parts Inventory Sharing) Share to Minimum
This project allows dealers to share parts to re-order point. A new sharing level has been
added for Stock items that will allow sharing down to minimum with the existing dealer
specified exclusions still in place. This allows the dealer to share stock parts that are not
considered surplus without risking that they will be sourced down to zero.
NEW for DBSi 5.0 – DPIS Smart Sourcing
This project differentiates between stock and temp/exhaust parts when the DPIS share file is
sent to ANTARES. This stock type indicator will help ANTARES make some sourcing
decisions not only based on dealer proximity but also considering which dealers are sharing
from actual stock versus sharing Temp and Exhaust.
Integration Information
The following Information Links are provided within Parts Inventory Management:
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Stock Order Information Updated from ANTARES Packing List and Order
Acknowledgement Information
Daily Price Updates from the Parts Pricing Information System (PPIDS)
Semi-Annual Parts Price Revisions
Part Information Tape (PIT) Updates
CMIS II Integration for Core Credit Request Transmissions and Settlement File Management
2.3 Warehouse Management
Functionality
The DBSi Parts System provides the following Warehouse Management capabilities:
Bin Counts – Bar Code Capable
Parts Receipting – Bar Code Capable
Physical Inventory System - Bar Code Capable
Case Check In and Maintenance
Cross Docking
RF Order Picking
Location Management
Work Measurement
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3.0 Service
3.1 Work Orders
The DBSi Service Work Order application is designed to provide a comprehensive means to
effectively manage the service work order and work order quoting operations at a Caterpillar
dealership. The system provides for processing a work order from estimate / quote through invoice.
It is an interactive system with batch functions for exception and monthly reporting. It is
specifically designed to utilize flat rate pricing. However, it may also be used for time and material
pricing. The design expedites communication between dealer and customer regarding work to be
done and job cost before work is started. It also provides for uniform pricing among jobs and stores.
Functionality
The DBSi Service Work Order application provides the following capabilities:
Work Order Maintenance
Work Order Estimate / Quote / Enhanced quoting features
Quick Work Order Open
Select / automatically match CAT defined standard jobs
Standard Job parts bill of materials (RBOM/GBOM)
Link to SIS
Determine warranty coverage / contract
Link with Service Scheduling
o NEW for DBSi 5.0 – Ability to Add Task to Click Scheduler
The ability to Add Tasks to Click Scheduler has been added. In addition to pulling
work order header tasks from Click Scheduler, these tasks can be sent from the work
order header, segment, and operation levels. This feature is available from the new
Work Order Main function, as well as from the existing work order header, segment,
and operation inquiry functions.
Parts Pricing
Parts back order review
Prototype work orders
Customer and product notes capability
Work Order Close and Invoicing
Work Order Back-outs
Presentation currency by customer
Product History
Automatic creation of monthly work orders
Automatically records PIP completion
Option to use bar-coded work orders and badges to collect work order labor entry directly
from time clock
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NEW for DBSi 5.0 – Enhanced Quoting Features
An enhanced work order quoting function has been added. This will allow the creation of a
quote for both estimated work orders and those that are already opened (example: strip and
quote). Several versions of the quote may be created, with the earlier versions captured in
quote history. Pricing for planned parts is available, and standard quote comments can be
added or changed. Quote status governs the capability to maintain the quote, and quote
approval (internal and customer) steps can be implemented. The quote can be viewed,
printed, and saved as a word document, allowing it to be attached to an email.
NEW for DBSi 5.0 – Improved Work Order Navigation Features
A new „Main‟ screen drives navigation throughout the entire life cycle of a work order. This
new feature reduces the need to memorize mnemonics, and provides easy access to the work
order functions, guiding the user through the natural flow of the work order: the creation
and maintenance of a work order header, segment, and operation, the quoting of the work
order, the opening of the work order, the planning, pricing, and ordering of work order
parts, the addition of labor and miscellaneous detail, the closing and invoicing of the work
order. This screen also alerts the user when Warranty, CSA, Invoice History, In-shop
Review, or Preventive Maintenance applies to the equipment, and makes it easy to access
those functions. A link with the corporate Service Information System (SIS) module is also
provided with the parts planning feature. Additionally, this new „Main‟ screen can be easily
modified to reflect the desires of the user: how many work orders will be displayed, the
order and wording of the selection options, even the title of the screen may all be
personalized.
NEW for DBSi 5.0 – Search for Job Code, Modifier Code, Component Code by Description
The search for Job Code, Modifier Code, and Component Code has been enhanced. This
information can now be searched by description as well as by code. This new feature
searches for the description by looking for whatever is typed in (starts with…) or with a
„wildcard‟ feature (contains…).
Integration Information
The application integrates with the following DBSi sub-systems:
Order Entry/Parts Inventory Control System
Customer Purchases System
Service History System
Merchandising/Name and Address System
Equipment Management System
Accounts Receivable System
General Ledger System
Service Information System (SIS)
Service Advisor
DBSi Service Module (Std Jobs, Contract Tracking, Event Scheduling, PIPs/PSPs)
DBSi Service Warranty
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DBSi Service Scheduling
3.2 Warranty
The DBSi Service Warranty application provides full integration, keeping the status of all work
orders, claims, settlements, and general ledger accounts justified.
Functionality
Service Warranty provides the following capabilities:
Warranty type codes define work order pricing and accounting
Warranty codes automatically create claim formats
Claim data pulled from work order or PSO for maintenance
Claim generation for Parts Marketing programs
Claim data transmitted directly from Warranty System
Settlements received electronically from Caterpillar and applied to claims
Claims and settlements automatically update general ledger accounts
TEPS settlements
3.3 Customer Support Agreements (CSAs)
3.3.1 Standard Jobs
The DBSi Standard Jobs application allows the dealer to implement their strategic flat rate
marketing plan and/or improve efficiencies and controls within the dealership for activities such as
new machine prep, engine packaging, warranty work, service contract work, etc. Standard jobs are
repetitive service jobs for which hours and associated parts, labor, and/or miscellaneous costs have
been determine. Multiple sources can be utilized to establish the labor hours, labor pricing, and
parts information including dealer created Standard Jobs. Where appropriate, work order segments
and operations can be built from Standard Jobs pulling in hours and estimate and/or flat rate
amounts. In addition, service work descriptions are provided for the printed work order documents
and time cards. Work Order invoice repair history can be collected for price and performance
evaluation.
Functionality
Standard Jobs are managed based on your business needs and include:
Preventive Maintenance
Warranty Time Requirement Guide Standards
New Machine Preparation
General Repair Options
Service Contract Repair
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Integration/Interface Information
DBSi Standard Jobs is fully integrated with DBSi Service Work Order, Parts Order Processing, Event
Scheduling, and Contract Manager/Tracking modules.
DBSi Standard Jobs also has an interface with the BUILDER PC software product. In BUILDER, a
user can selectively choose which repair options of a model to upload to DBSi Standard Jobs in
addition to uploading a model‟s entire complement of repair options. This is accomplished in DBSi
5.0 via the middleware communication software IBM AS/400 Client Access Express.
3.3.2 Event Scheduling (Formerly Preventive Maintenance)
The DBSi Event Scheduling application allows the dealer to schedule, record, track, and manage
planned events for equipment. Preventive Maintenance (PM) calls are targeted at generating
additional service revenue and designed to simplify the PM business. DBSi Event Scheduling can
schedule Repair events in addition to PM events. Events can be scheduled based on First Call Date
or Last Maintenance Date. In addition, Closed Call and Meter reading information can be used to
dynamically calculate current average daily usage as a method of scheduling. Other methods that
can be used to schedule events include Seasonal Usage Charts, Based On, and One Time Only. Event
Scheduling provides the opportunity to ensure the scheduled events are performed in a timely
manner and before failure, maintain regular contact with the customer, identify potential parts and
service sales opportunities, gather leads and provide quotes for additional repairs. Event scheduling
agreements utilize templates or Base Plans.
Functionality
The Base Plan service events are defined using standard jobs from the Standard Job module. Base
Plans incorporate:
Service events and associated intervals
Service event flat rate, estimated, or per call pricing
Standard labor hours to complete the service event
Required/Optional Parts and Miscellaneous items
Tools needed to complete the service event
Checklist information
Integration Information
DBSi Event Scheduling is fully integrated with DBSi Service Work Order, Parts Order Processing,
Contract Manager/Tracking, and Equipment Management System (EMS).
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3.3.3 Contract Manager/Tracking
The DBSi Contract Tracking and Invoicing functionality allows the dealer to monitor and track
Service Contracts. These Service Contracts work for a wide range of customers and applications and
provides flexible invoice formats and amounts. Reporting is flexible to accommodate actual and
budget comparisons for cost and revenues.
Functionality
The DBSi Contract Manager/Tracking module allows the dealer to:
Create contract enrollments for serial numbered products for a wide range of customers and
applications
Invoice Revenue at pre-defined intervals or a one-time-only basis
Define scheduled events for equipment at scheduled intervals
Group enrollments together for the purpose of creating a single customer invoice
Track both the enrollment revenue activity and associated work order cost activity.
Contract enrollment tracking reports are available including, flexibility to accommodate
actual and budget comparisons for cost and revenue.
Integration/Interface Information
DBSi Contract Manager/Tracking is fully integrated with DBSi Event Scheduling, Service Work
Order, Parts Order Processing, and EMS modules.
NEW for DBSi 5.0 - DBSi Contract Manager/Tracking also has an interface with the CALCULATOR
PC software product. In CALCULATOR, a user can select a finalized contract to be exported to an
AS/400 Directory (Library). A new Never Ending Process (NEP) job has been created to retrieve the
CALCULATOR exported data from the AS/400 Directory and populate the appropriate DBSi
Contract Manager files.
3.4 Repair Process Integration (RPI)
3.4.1 Service Advisor
Service Advisor allows the service planner to integrate information to quickly identify the customer,
the product, the problem, the appropriate action, and to support selling additional services. Up-front
repair planning, emphasized by the RPI process, is enabled by Service Advisor.
Functionality
Service Advisor provides easy access to customer and product data, repair history, warranty
coverage, and is tightly integrated with corporate and DBS legacy applications in order to gather all
pertinent information in a standardized format during the repair planning process. The Service
Planner can easily identify applicable standard jobs, necessary parts and technical information and
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efficiently develop and deliver professional quotes to the customer. Improved preparation and
planning results in high-quality, efficient repairs done right the first time.
Repair Planning
Customer Profile
Product History
Symptom gathering
Select CAT defined standard jobs
Link to SIS
Determine warranty coverage/contract
Link with Service Scheduling
Link with TMI and SIMSi
Quote
Standard Job parts bill of materials (RBOM/GBOM)
Parts Pricing
Parts back order review
Prototype pre-work orders
Customer and product notes capability
Eurocurrency
Integration Information
In addition, the application integrates with the following corporate systems and DBSi sub-systems:
Service Information System (SIS)
Technical Marketing Information (TMI)
Service Information Management System (SIMSi)
Corporate Claims System (CCS)
DBSi Service Module (Std Jobs, CT, PM, WO, PIPs/PSPs)
DBSi Service Scheduling
DBSi EMS
DBSi Service Warranty
DBSi Parts
Web-Enabled DBS
3.4.2 Service Scheduler
Service Scheduler is a product used by the field service dispatcher to review the availability of
technicians and schedule work to be performed. The availability and scheduling of other resources
such as bays and trucks can be accomplished as well.
Functionality
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Service Scheduler is tightly integrated with Service Advisor and DBSi Work Orders to streamline
the scheduling and dispatching process. Work order information at the header, segment, or
operation level can be easily "pushed" into the scheduler tool where these tasks are then assigned to
the appropriate technicians based on availability and priority. Service Scheduler helps the dealer
provide the right service, using the right resource, at the right time.
View technician assignments
Assign a work task to a technician
Identify unavailable time periods for technicians
Create a work task to be assigned to a technician
Define new technicians
Receive work order header data from DBS
Support of preferred technician, skills, coverage postal zones
Integration Information
In addition, the application integrates with the following corporate systems and DBSi sub-systems:
DBSi Service Module
DBSi Service Advisor
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4.0 Sales
4.1 Equipment Management System (EMS)
The Equipment Management System (EMS) supports inventory management and disposition of
inventory prime products and attachments. Dealer Distribution Systems provides this product. It is
foundational, providing the essential computer business functions needed to run an effective sales /
rental department.
Functionality
Provides dealership control of the following equipment related activities:
Complete Dealer‟s Equipment Inventory Management
Supports Inventory Management for Prime Products, Attachments & Work Tools plus
provides for tracking of Miscellaneous & Bulk Inventory
Providing Multiple Currency capabilities for Dealer, EMS Base, and Transaction plus,
features Customer Presentation Currency
Supports Multiple Language
Caterpillar Machine & Engine Pricing
Dealer Price Lists & Caterpillar Price Lists w/ Daily Updates
Supports Allied Pricing (Both Caterpillar & Allied Price Lists are integrated to GPQ &
SFMO)
Supports Standard Ordering Configurations
Direct Caterpillar Machine & Engine Ordering with immediate Transmission to CMOPS (for
Machines) and EOMP Websphere for Engines
Daily Caterpillar Order Acknowledgement reporting
Supports Order Tracking for Allied
Immediate & Selective Equipment Availability of a Dealer‟s Inventory
Equipment Inventory Inspection & Receiving
Machine & Engine Order Receipts
Complete Accounting Interface that provides:
o Detailed Cost Transactions by each Inventory item (Transaction Register)
o Reporting to balance a Dealer‟s Equipment Inventory to Accounting
o Updates as Equipment Inventory is Rented, Leased or Sold
Robust and Flexible defining of Equipment Inventory – Attachments, Configuration, and
Dealer-provided Equipment Text
Supports creation of the following customer-facing agreements – Quotations, Reservations,
Rentals, Leases, RPOs, and Sales
Sell Price Analysis
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Payoff Calculator for converting a Rental to a Sale
Robust Rental & Rental Services capabilities
o Reservations, Customer Agreements, and Invoicing
o Rental Rates by Division, Store, or Customer
o Best Rate Calculator for Rental
o Supports Suggested Articles
o Rental Time & Dollar Utilization reporting
Supports Engine Project Cost Accumulation & Invoicing
Gross Profit Analysis for Sales
Dealer SCORE Reporting
Commissions Accumulation & Management
Full Reporting Capabilities including
o Sales Department reporting
o Management reporting
Controls & Parameters to allow Dealer flexibility and settings to meet individual Dealer
needs & requirements by Store or Division
Credit check capability to create hard stop for Invoicing on Rental agreements
Notification of invoice not created on Automatic invoicing job
Option to pre-define Location Stores on table
Option for Group code or Display model to be required on entry to equipment and
attachments
Additional information carried over from the shipper document on Equipment Shipping /
Receiving
Discontinued Models via Daily Mailbox updates
Allow changes to Dealer order type and customer fields on the order to maintain integrity of
equipment status
Integration Information
Parts, Service, Finance, Warranty, Merchandising, SFMO, GPQ, Product Support (Contract
Tracking)
Direct interface to DBS Merchandising as Equipment is Sold – Builds Customer Machine
Population Creates Ownership Activity
4.2 Merchandising/Customer Information
DBSi Sales and Merchandising functions are designed to provide dealers with helpful sales control
information that maximizes sales and marketing efforts and improves salesman effectiveness.
Functionality
The Dealer‟s Customer Name and Address base for all DBS / DBSi modules.
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Customer Name and Address
o Featuring Credit Information
o Address and additional account information
o Includes Prospective customer information for Marketing
o New fields for Credit Manager (integrates with CODA), Tax Exempt Lic, Tax Reg No,
and Global Pricing ID for parts pricing
Additional CODA integration
o New screen added to display list of customers added to DBS that were not successfully
added to CODA
o Additional edits for special characters not allowed in customer fields passed to CODA
Provides for Customer Influencers (Contacts) with mail codes for Marketing
o Separate Address Information if needed
Divisional Customer Data (i.e. Machine, Paving, Ag, Rental, PSD) that allows –
o Market Segmentation (Industry Codes)
o Salesman Assignments & PARs (basis for Salesman Call Reporting)
o Evaluation of Customer‟s spending in Parts, Service, Sales, and Rentals
Industry Codes and Salesman Assignments integral in other DBS / DBSi modules, as well as
Corporate Systems data requirements
Additions to Codes table such as Salutation code, payment terms code, customer type code on
name and address and country codes
Direct updates to the Customer Industry codes and PWC / Application codes as assigned by
Caterpillar
Captures Customer‟s Machine, Engine and other equipment owned (machine population)
o Equipment sold by the Dealer, as well as supports entry of competitive (non-CAT)
equipment.
o Tracks complete history of ownership for a piece of equipment
Complete Salesman Call Reporting
o Provides Call Planning, allows Call Recording, and uses PAR (or Next Call Date) to
complete the cycle
o Provides reporting to both Sales force, as well as Sales Management (i.e. Call Analysis
& Salesman Performance reporting)
Provides for Selective Marketing Campaigns
o Customer Lists gathered by Industry, by Territory, etc.
o Mailing Lists and Labels by Mail Code, Type of Influencer, etc.
Integration Information
Direct interface with EMS as Inventory is sold
Linked to the Gatekeeper that allows salesman to provide updates
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5.0 Global Product Quoter (GPQ)
Global Product Quoter 1.0 is a client/server application used by dealers to configure, price, and
quote machines to customers. It includes integration to Equipment Management System (EMS) data.
Functionality
GPQ 1.0 integrates with DBSi 3.1 and 5.0. Integration features of the product include:
o Merchandising programs from the Global Commercial Support System
o Standard configurations from EMS
o Inventory from EMS
o Price lists (both Caterpillar and dealer versions)
o Influencer and customer information from EMS
o Exchange rates from EMS
Products used in quotes can be built by:
o Using the dealer or corporate price list
o Copying information from an existing quote
o Selecting dealer inventory
o Selecting DBS standard configurations
o Using an embedded version of Feature-Based Configurator
Additional features include:
o Virtually limitless flexibility to customize pricing worksheets using Microsoft Excel
o Quotes and customer documents using Microsoft Word
o The ability to send quote information to an EMS gatekeeper for creation of customer
agreements and/or machine ordering, and trade-in processing
This product is optional for DBSi dealers. The customer decides whether they want to deploy this
product as their quoting solution.
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6.0 Finance
CODA Financials v 11.x
CODA‟s Financials System is a modern open systems financial management solution. Financials
incorporates in a single application server the functions of:
General Ledger
Accounts Payable
Accounts Receivable
User Defined Ledgers
Budgeting
Reporting
All accounting functions are integrated in a single database. This new financial software, CODA
v11, is “optional” for the dealer - meaning dealers have the option of choosing to use this financial
management product or not. If dealers choose not to purchase the CODA v11 finance package, they
will have to select and support their own finance package.
User Roles
Accounts Payable Manager
Accounts Payable Processor
Finance Administrator
General Accounting Manager
Report Writer/Painter Spst
Accounts Receivable Manager
Accounts Receivable Processor
Credit Processor
Credit Manager
Vendor Master Manager
6.1 Finance Business Functions
6.1.1 Manage Corporate
Maintain Chart of Accounts
Process/Post Transactions
Manage Reporting
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Perform Reconciliation
Perform Period End Close
Manage Tax Issues
Manage Base Financial Configuration
Establish/Revise Plan
Allocate Expenses (Apportionment)
Generate Costing and Management Reports
6.1.2 Manage the Customer
Set-up Customer
Check Credit
Apply Payment
Manage Collection Activities
Generate Receivable Reports
Manage Bad Debt
Manage Notes receivable
6.1.3 Manage Treasury Functions
Manage Cash
Manage Debt
Manage Foreign Currency Risk
Evaluate Country Risk
6.1.4 Purchase to Pay
Process Invoices
Resolve Blocked Invoices
Process Payments
Manage Accounts Payable Reporting
Manage Purchasing Users
Maintain Vendor
6.1.5 Other Business Functions
User Maintenance
Security Maintenance
User Home Pages
Balance and Document Audit tools
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6.2 Accounts Payable
Functionality
Vendor/Employee Creation - Configuration of element and assisted element templates to
support creation & maintenance of Vendor & Employee master records.
Purchase Invoicing - Configure & „e-customize‟ document masters & Input templates to
support requirements.
EMS Invoicing - Configure & „e-customize‟ document masters & Input templates to support
requirements.
Employee Expenses - Configure & „e-customize‟ document masters & Input templates to
support requirements.
CODA-XL Invoice & Expense input template - Create/Format MS Excel Spreadsheets to
provide user defined data entry option as well as configure & „e-customize‟ document
masters & Input templates to support requirements
Debit Notes - Configure & „e-customize‟ document masters & Input templates to support
requirements.
Automated Check Payments - Configure master records to support automated check
payment routines.
CODA‟s Check Writer Software & its configuration - Formatting of payment media and
remittance document to support pay process or Output File of payment data for integration
with 3rd party Check/Payment Software (or) Output File of Check data (if using 3rd party
Check Software).
Automated Electronic Payments - Configure master records to support automated Electronic
payment routines.
Output File of Electronic Payment Data
Manual Payments Routine - Configure & „e-customize‟ document masters & Input templates
to support requirements.
Cancelled Payments - Configure & „e-customize‟ document masters & Input templates to
support requirements.
Reporting *
Outstanding Invoices
Payment Proposals
Paid Invoices
Vendor Ageing and Forecasting
Vendor Inquiries (Credit Desktop)
Vendor Diary
* The scope of the reporting is limited to that which can be achieved using e-Finance CODA-XL.
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6.3 Accounts Receivable
Functionality
Sales Invoice Documents and Credit Notes (required by DBSi) - Configure & „e-customize‟
document masters & Input templates to support requirements.
Notes Documents (required by DBSi) - Configure & „e-customize‟ document masters & Input
templates to support requirements.
The entry of Cash Receipts (Manual or Automated) - Configure & „e-customize‟ document
masters & Input templates to support requirements as well as master templates required for
the matching routines.
CODA-XL Cash Receipt input template - Create/Format MS Excel Spreadsheets to provide
user defined data entry option as well as configure & „e-customize‟ document masters &
Input templates to support requirements.
Manual and Automated Matching (allocations) Routines - Configure master records to
support manual & automated matching routines.
Write offs (for payment differences, discounts taken, currency differences, bad debt and late
fees) - Configure master records required by process and provide samples and training on
utilization.
Interest (Late Fee) calculations - Configure master records required by process and provide
samples and training on utilization.
Reminder Letter proposals - Configure master records required by process and provide
samples and training on utilization.
Reminder Letters (if using CODA-Word) - Configure master records required by process and
provide samples and training on utilization.
Reporting *
Outstanding Invoices
Paid Invoices
Cash Receipts
Customer Ageing (in total and by Credit Control area)
Customer Inquiries (Credit Desktop)
Credit Diary
Customer Statements
* The scope of the reporting is limited to that which can be achieved using e-Finance CODA-XL.
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6.4 General Ledger
Functionality
Account Creation and Maintenance - Configuration of element and assisted element
templates to support creation & maintenance of all account codes in the account string.
General, Accruals and Recurring Journals - Configure & „e-customize‟ document masters &
Input templates to support requirements.
CODA-XL Journal input templates - Create/Format MS Excel Spreadsheets to provide user
defined data entry option as well as configure & „e-customize‟ document masters & Input
templates to support requirements.
Standard CODA Year End Routine - Configure master records required by process and
provide samples and training on utilization.
Automated Allocations (for e.g. Cost Apportionments) - Configure master records required
by process and provide samples and training on utilization.
Inter-Company Transactions - Configure master records required by process and provide
samples and training on utilization. (where applicable).
Currency Revaluation - Configure master records required by process and provide samples
and training on utilization. (where applicable).
Bank Statement Processing and Reconciliation - Configure master records required by
process and provide samples and training on utilization.
Budget Upload Tools - Create/Format MS Excel Spreadsheets to provide user defined budget
data upload as well as configure sample reports to support analysis requirements.
Tax Masters - Configure master records required for tax accounting and provide samples and
training on utilization. (where applicable).
Archiving Routines - Configure master records required by process and provide samples and
training on utilization.
Reporting *
Trial Balance
Profit Statement
Balance Sheet
Account Balances
Account Transactions
Transactional Reporting
Budget Comparisons
Conversion Reports
* The scope of the reporting is limited to that which can be achieved using CODA-XL.
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6.5 Services
To facilitate these objectives, Workshops and formal Training courses will be held to help the
Dealer‟s Project team to design their CODA application and indeed to educate them in how the
software can be configured.
Once these sessions have been held, it is expected that the Dealer‟s project team then perform the
bulk of the configuration work. However, it is expected that additional consultancy will be
required to guide, test and support the configuration work – and in some cases, to build some of the
more complex components/reports.
6.6 Out of Scope
A dealer may have more requirements, or want to implement and/or integrate more software than is
listed previously. This is permitted, provided:
it has no impact on the timescales of the implementation project
it is funded directly by the Dealer
In summary, any item not listed above is considered outside the scope of the implementation
project. For convenience, examples of such out of scope requirements are:
Functionality/Reports/Services
Configuration of 3rd Party Check Writing Software
Pre-formatted Tax reports (e.g. 1099, VAT, MWST, IVA etc)
End User Training
Software
Procurement (Purchasing) Software
Costing Software
HR Software
Customer Relationship Management (CRM) Software
Asset Software
Time Recording/Project Management Software
External Reporting Software including CODA-Analytic Explorer, CODA-Intelligence,
GRC, Process Automation & Workflow Software
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6.7 Finance Technical Specifications
Software
CODA v11
Technical – Number of Development Units
Extensions - 8
Interfaces - 18
Reports/Forms – 10
Conversions - 8
Interfaced Applications
DBSi 3.0 EMS
DBSi 3.0 Finance/IAS
6.7.1 Finance Extensions
DBS to CODA WIP Extension
The Work in Process job FNJN5100S was changed. The Work in Process job will now do the
following in FNC5010: If the work order is invoiced, the record will be skipped when checking the
work order header records. Conversely, if the work order is not invoiced, the system will process
the work order detail.
DBS - CODA Entry Distribution
This extension addresses the maintenance functions for the entry distribution components. These
components are required for DBS to validate and to distribute the accounting transactions (TRGL's)
with the appropriate posting information.
Check Credit Approval Extension
Authorizes Credit Managers to approve customer orders based on amount past due and oldest aging
bucket.
Modify DBS Credit Check Process
This extension covers the changes to FNC0300 and its called programs to meet the requirements of
the new credit check process.
Default Payment Terms Based on Order Type
This functionality is to have payment terms by Line of Business (LOB) and by customer. The
requirement also includes the ability to print the appropriate text for those payment terms on the
invoice.
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6.7.2 Finance Interfaces
EMS Reconciliation
Synchronous interface that retrieves account information (e.g., account balance, currency, errors)
from CODA.
DBS to CODA GL Interface (Transaction Update / TRGL)
Interface to transmit and post all FI documents created within into CODA (e.g. - A/R, G/L, Notes
Rec., etc.).
CODA to DBS Period Open/Close
Synchronous interface to retrieve current financial period or period end date.
RMS Parts Statement to CODA
Interface to transmit and post FI documents created from RMS parts statements into CODA.
Currency/Exchange Rate
Exchange rate update job (FNJN2560S) can be submitted from the LSTFNDALY screen. It pulls rates
from CODA and updates DBS. Interfaces are only provided for currencies in which the dealer does
business.
EMS Customer Payment Interface
Pulls all EMS related payments entered in CODA and posts the payments in DBS.
Credit Display
DBS synchronous interface that retrieves customer account information (i.e., account balance) from
CODA to view credit worthiness.
Lockbox
DBS transmission of bank data for loading into CODA (customer payments made directly into bank
account).
Notes Receivable Payments
Pulls notes receivable related payments from SAP CODA to DBS.
Rental Credit Check
Rental has been added to the credit check process to be included in the total exposure.
Update EMS with Cost Data
Updating of EMS with the invoiced cost of the purchases that were entered in CODA.
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Exchange Rate
Daily Exchanges rates are pulled from CODA to DBS. This is done by submitting FNJN2560S from
the LATFNDALY screen. Interfaces are only provided for currencies in which the dealer does
business.
Credit Display
Synchronous interface that sends/retrieves account information (i.e., account balance) from CODA.
Credit Information
Synchronous interface that sends/retrieves credit information (i.e., Open A/R balance, aging
buckets) from CODA.
EMS Reconciliation
Synchronous interface that sends/retrieves account information (i.e. account balance, currency,
errors) to/from CODA.
General Ledger Header
Billing information sent to CODA. Contains A/R Detail (Accounts Receivable), GL Detail (General
Ledger), Document Currency, and Document Value.
Period Retrieve
Synchronous interface sends data to CODA to retrieve posting period information.
RMS Parts Statement
Sends parts order information to CODA along with currency information.
Customer Master
Sends customer information to CODA.
Credit Check
DBS synchronous interface that retrieves customer account information from CODA to assist in
determining credit approval/rejection.
Validate Document Type
DBS interface that sends a document type to CODA for validation. Sends back a either a good or
bad return.
Validate Account String
Sends an account string to verify if it is valid in CODA.
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6.7.3 Finance Reports and Forms
Aging Reports
This report generates a list of customer open items. The open items will be grouped into bucket
ranges (Example: Current, One, Two, Three and Over).
Caterpillar Marketing Organization Report (FMRG Report)
NACD requires dealers to report full financial data as of Mid-Year and Year-End financial results.
Average Days to Pay Report
Report of average days to pay with a listing of all payments made in the month along with related
invoices for each customer.
Foreign Currency Exposure Report
Balance sheet view of foreign currency denominated transactions / balances.
Days Sales Outstanding Report
This report shows the Days Sales Outstanding by Profit Center or Profit Center Group.
Customer Statement
Statement of each customer‟s list of open invoices and payments. The statement is mailed to each
customer to prompt customer for payment.
Print Customer Receipt
An official printed receipt of all cash transactions is a regulatory requirement for South America,
Asia and Europe. This prints the payment information on a dealer-specific form.
Dunning Letter
Series of form letters to be sent to customers informing them of past due invoices and prompting for
payment.
Print Checks
Dealer-Specific layout for printing checks for payment to vendors.
6.7.4 Finance Conversions
Chart of Accounts Conversion
Load Chart of Accounts from an Excel spreadsheet.
General Ledger Account Balance and Historical Balance Conversion
Conversion will load current year and 1 previous year‟s period end balances using the ETI extract
tool and direct SAP input programs.
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Customer Master Conversion
Conversion will load DBS/CODA revenue customers into SAP.
Accounts Payable Open Item Conversion
Open A/P items at cutover date will be loaded via into direct input programs.
Accounts Receivable Open Item Conversion
Open A/R items at cutover date will be loaded via into direct input programs.
Vendor Master Conversion
Conversion will load DBS/CODA vendors into SAP.
Credit Diary Text Conversion
Load credit diary text from SAP.
Entry Code Distribution Conversion
Convert entry code setup in 3.1 format to 5.0 format.
6.7.5 Finance Audits
Customer – GPQ Only
DAJN0150S GPQ Customer
DAJN0250S GPQ Asset
DAJN0251S GPQ Attachment
DAJN0350S GPQ Price List
DAJN0351S GPQ CAT Price List
DAJN0354S GPQ Equipment Notes
DAJN0356S GPQ Breakdown
DAJN0357S GPQ Standard Configs Header
DAJN0358S GPQ Standard Configs Detail
DAJN0950S GPQ Static Codes
DAJN1150S GPQ Contract/Reservations
DAJN1250S GPQ Order Header
DAJN1251S GPQ Order Detail
DAJN2051S GPQ Exchange Rates
Exchange Rates
6.7.6 Finance Cleansing
Customer Information
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20 Cleansing Rules
Vendor Information
19 Cleansing Rules
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7.0 Technical
7.1 Gentran:Server
This 3rd party Communications Management, Electronic Data Interchange software has been
purchased from Sterling Commerce. Gentran:Server is an AS/400 technical electronic
communication tool. The product provides the enablement of AS/400 communications to (send) and
from (receive) Caterpillar corporate. The product also provides the dealer the ability to do the same
communications with customers.
Functionality
Gentran:Server supports technical corporate mailbox send and receive jobs to Caterpillar, such as
emergency parts orders, parts order verification, machine orders, and warranty claims. More than 70
send/receive jobs are used within DBS/DBSi. For dealer to customer EDI, the dealer can use industry
standard EDI templates or maps such as purchase order.
7.2 Operations Support and Common Services
Operations Support and Common Services includes all functions that provide IT operational support
or common functionality to end-user DBSi applications.
Functionality
The DBSi Operations Support and Common Services application functions include:
Normal operations
o Global library list, data area, and parameter maintenance
o Multiple data environment maintenance
o Database backup and journaling
o Batch job control and management using Robot/SCHEDULE
o Message page support using Robot/ALERT
o Disk space utilization management and database reorganization
o Report retention control and output queue cleanup
o Microfiche tape creation
Connectivity and data communications
o 3270 display and printer emulation to Caterpillar host
o LU6.2 communication support to Caterpillar host
o Caterpillar mailbox transmissions and EDI support using Gentran:Server
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Security
o DBSi menu maintenance
o User profile maintenance
o User access control to DBSi functions
Other
o DBSi release upgrade functions
o Multiple language support
7.3 Robot/ALERT
This 3rd party Operations Management, Pager software has been purchased from Help Systems Inc.
Robot/ALERT is an AS/400 technical operations paging/notification tool. The product helps each
dealer I/T department manage the ability to notify staff when activities within the AS/400 require
their awareness, attention, and involvement for problem resolution.
Functionality
AS/400 Alert can notify or send pages to cell phones, desk phones, PDAs, and PCs. With job
scheduler use, Alert allows operators to receive notification of job scheduler abends, job completion,
job over run, or other operation setup criteria. Alert when used with Scheduler allows dealerships to
run night operations without on-site operations staff.
Note: Alert can be setup to link to applications as required by the client dealer.
7.4 Robot/SCHEDULE
This 3rd party Operations Management, Scheduler software has been purchased from Help Systems
Inc. Robot/SCHEDULER is an AS/400 technical operations job scheduling tool. The product helps
each dealer I/T department manage the scheduling for all jobs run on their AS/400.
Functionality
AS/400 job scheduler provides the capability for daily, weekly, and monthly systems job scheduling.
This eliminates the need for night operators, provides sequencing of batch jobs, allows for related
parameters, links to notifications, supports dependency process, and common job streams.
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7.5 SEQUEL
This 3rd party Reporting Management software has been purchased from Advanced Systems
Concepts Inc., as part of the DBS/DBSi product. SEQUEL is considered a very powerful AS/400
query and reporting tool with common use across most dealerships.
Functionality
The product is an AS/400 SQL query tool that can provide output to screen, print, and/or varying
types of file formats. The product comes with a GUI module called ViewPoint. The product can also
be used by the dealer I/T team to modify file content.
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Notes
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