DBSi 5.0 Delta Training Service Work Order & Warranty.

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


3

Warranty

• No changes in Warranty screens or functions

• DBSi 5.0 Service Warranty application provides full integration to Finance related interfaces


4

RRS (Remove Retired Systems)

•Warranty


•Service Advisor

•Finance




•Quoting

•Q & A


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


6

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.


7

Service Advisor

•Warranty


•Service Advisor

•Finance




•Quoting

•Q & A


8

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


9

Finance

•Warranty


•Service Advisor

•Finance




•Quoting

•Q & A


10

Finance

Finance related changesInternal program changes were made to interface with thenew CODA product or other Financial packages.


11

Parts Global Pricing

•Warranty


•Service Advisor

•Finance




•Quoting

•Q & A


12

Parts Global Pricing

Parts Global PricingSensitivity to Global Customers was added to parts pricing

routines used in Work Order.


13

New Work Order Main

•Warranty


•Service Advisor

•Finance




•Quoting

•Q & A


14

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


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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


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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


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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


click schedule

Notice adding task for segment or operation

brings in number

Use 10to add a

work order as a task in click schedule


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


•Service Advisor

•Finance




•Quoting

•Q & A


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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


•Service Advisor

•Finance




•Quoting

•Q & A


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


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


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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


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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


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.


Where to Get More Information

• ADMS Website – https://www.acndms.com

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DBSi 5.0 Delta Training Service Work Order & Warranty.

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Transcript of DBSi 5.0 Delta Training Service Work Order & Warranty.