Dealer Management System. Document : User Manual. Version 1.0. Motosikal Dan Enjin Nasional Sdn. Bhd. July 03, 2006

Transcription

1 Motosikal Dan Enjin Nasional Sdn. Bhd. Dealer Management System Document : User Manual Version 1.0 July 03, 2006 Copyright 2006 by Motosikal Dan Enjin Nasional Sdn Bhd All rights reserved. i

2 Table of Contents 1 INTRODUCTION GETTING STARTED REQUIREMENTS CURRENT CONDITION NEW CONDITION SCOPE BENEFITS TASKS/FUNCTIONS SERVICE/WARRANTY ORDERING INQUIRY LINKS CONTACT US USER GUIDE...5 APPENDIX A : CURRENT PROCESS FLOW...6 APPENDIX B : NEW PROCESS FLOW...7 APPENDIX C : SCREEN LAYOUT...8 C1. AUTHENTICATION SCREEN...8 C2. SERVICE/WARRANTY SCREEN...10 C3. ORDERING...14 C4. INQUIRY...17 C5. LINKS...20 C6. CONTACT US...21 C7. USER GUIDE...21 APPENDIX D : SAMPLE JOB CARD...23 APPENDIX E : SAMPLE STOCK REQUEST LISTING...24 APPENDIX F : ERROR MESSAGES...25 APPENDIX G : IMAGES & TABLES...26 ii

3 1 INTRODUCTION Dealer Management System (DMS) is a system to for the dealers to claim the warranty by themselves and place order for spare parts from EMOS. 2 GETTING STARTED The system can be accessed at 3 REQUIREMENTS In order for the dealers to access the system and to able all the functions work properly, they are recommended to fulfill the following requirements: Internet Explorer version 6 or above Acrobat Reader version 6 or above Screen Resolution 1024 X 768 Memory : 128MB Internet connection : Streamyx Printer (dot matrix) Some of the functions require special security. Please make sure that the internet security level is set to default. All the printing are defaulted to A4 size. 4 CURRENT CONDITION All warranty claims data entry is done by service centers via a system called Service Center Online System (SCOS). Dealers are required to submit the application to the service center. Service center staff then will input into the system. All warranty parts will be replaced by the same parts. If the parts are available at the service center, dealers will get the parts immediately; otherwise, they have to wait from the parts to be sent from HQ in Gurun. The dealers are required to keep the parts to the next three (3) months for audit. HQ in Gurun will verify the information and take next step either to approve or reject the application, together with calculation the labour cost. The cost then will be reimbursed with credit note. 5 NEW CONDITION Based on the requirements, the warranty claim processes are almost the same, except that dealers are able to apply the warranty by themselves through the internet. Version 1.0 3

4 For spare parts, if the order is more or equal RM3000 per order, dealers will enjoy more discount (stockist). Factory Approval Repair (FAR) cases will take into consideration. FAR is a special case where MODENAS will authorize dealers to repair on behalf of MODENAS where MODENAS will bear all the costs. EMOS will extract reports on labour charges summary on monthly basis to be reimbursed with credit note to the respective dealers. 6 SCOPE This system is applicable to all authorized dealers for domestic markets only. 7 BENEFITS 1. Save cost dealers are no more required to go to service center to submit the warranty claim 2. The dealers can inquiry the data at their places and it the information is real time. 3. Shorten warranty approval processing by practicing data entry at dealers premises; the data will be updated online. 4. Save cost by eliminating manual order for spare parts. 5. The dealers are able to query the customer information as well as the history. 6. The respond time to the warranty claims will be faster as well 8 TASKS/FUNCTIONS 8.1 SERVICE/WARRANTY This is the main task of the system. All the warranty claims must be input by using this function. Beside warranty claim, dealers also can use this function to input normal service (i.e. change engine oil, spark plugs, etc). The advantage of doing this is that the customer information will be kept in database and the reference will be easy. 8.2 ORDERING Dealers also can order spare parts via this system. The dealer will get some discount, depending on the parts. If the amount per order is more than or equal to RM3000, dealers will entitle for stockist s discount, which should be higher. Version 1.0 4

5 8.3 INQUIRY The following inquiry screens are used to query master files information or history information on warranty transactions. Currently, there are 4 inquiry screens available in DMS; a. Part Master Inquiry View information about the parts information (part code, name, price & category) b. Defect Master Inquiry View information about the defect (defect code, description & model ) c. Warranty Status Inquiry Screen to check the warranty status either pending, approved or rejected d. Labour Charge Summary Inquiry Screen to check labour charge summary history data by month 8.4 LINKS While using this system, the dealers are able to switch to the other systems. Currently, there are two links provided; a. Modenas web-site ( ) b. e-daftar system ( ) 8.5 CONTACT US Dealers can contact our customer service center at USER GUIDE If the dealers would like to refer to the documentation of this system, click on this link. You have the options either to view, print or save. As mentioned at the top of the page, your PC has to be installed with acrobat reader because the format is PDF. Version 1.0 5

6 APPENDIX A : CURRENT PROCESS FLOW Customers Payment / Replacement Dealers Service Centers Reject EMOS HQ Reject Modenas FINANCE Accept End Image A1: Current Process Flow Version 1.0 6

7 APPENDIX B : NEW PROCESS FLOW Start Customers Reject Dealers Payment / Replacement Accept MODENAS End Image B1: New Process Flow Version 1.0 7

8 APPENDIX C : SCREEN LAYOUT C1. AUTHENTICATION SCREEN Image 1.1 : Authentication Page The password is case sensitive. If the password is incorrect, the authentication page will remain unchanged. If the password is correct, the following page will be displayed: Image 1.2 : Default Page Version 1.0 8

9 Image 1.3 : Acrobat Reader Installation Page Version 1.0 9

10 C2. SERVICE/WARRANTY SCREEN Image 2.1 : Service/Warranty Transaction : Header The function of three (3) buttons on the top-right is as follow; SEARCH : to search by Job Number SAVE : to save the entry into database RESET : to reset the entry to default PRINT : to print the job card Click SEARCH button to search the record. The following screen will be pop=up; Image 2.2 : Service/Warranty Transaction : Search Job Input Job Number and click SEARCH button. If the job not found then error message Record Not Found will be displayed. If the record found, it will be displayed on the main screen. Version

11 Default job date is current date. To change the job date, click on calendar icon,. The following pop-up page will be displayed. Image 2.3 : Calendar Selection Page Click on the require date. To select another month/year, click on the respective combo box. Click forward ( ) or backward ( ) button to move forward or backward on monthly basis. Input registration number and press TAB. The system will verify the registration number. The record is considered existed if the motorcycle is registered via e-daftar system or the customer has serviced at any service center before. If the record is existed, the following information will be retrieved: Name, Address, Color, Frame Number, Last Mileage, Phone Number, Registration Date, Model, Engine Number and Last Service Date. If the record does not exist, dealers are required to input the following information; Name, Address, Phone No., Registration Date and Frame No. Based on the frame number, the system will retrieve the other information of the motorcycle (color, model & engine no.). Input the mileage and press TAB. The system should automatically calculate the next service mileage by the following formula; Next Service Mileage = Mileage Table 1 : Next Service Calculation Select the request type, either warranty or normal service. The default value is Warranty Claim. For warranty claim, dealers are required to input the defect code and the labour cost is disabled. The labour cost will be decided by MODENAS. For Normal Service, dealers have to input the labour cost. The defect code is disabled as not required for normal service. Image 2.4 below shows the detail information (part number and quantity) to be keyed-in. Version

12 Image 2.4 : Service/Warranty Transaction : Detail To choose the part number, click on the icon. The system then will list all the part numbers 1000 lines per page as per in image 2.5 below; Image 2.5 : Service/Warranty Transaction : Part Number Listing Version

13 To select the part number, click on the highlighted line. The part number automatically will be filled up with the selected item. Input quantity and click button ADD/EDIT LIST to insert the record. To delete a record, select the item in the working area and click button DELETE LIST. To print the service job card, click on the button PRINT. To save the data, click SAVE button at the top-right. Version

14 C3. ORDERING The function can be launched by clicking Ordering on the left. The page below will be displayed. Image 3.1 : Spare Parts Ordering : Header Input Request Person and Reference No.. Request No. (???) will be assigned by the system and the request date is default to current date. If you wish to change the request date, click on the calendar icon,, and select the new date. Click Add New Item link to add the details. When the link Add New Item is clicked, the following page is displayed; Version

15 Image 3.2 : Spare Parts Ordering: Detail (Add) Select the part by clicking the combo box and input the quantity. To save the record, click icon. To cancel the entry, click on icon. Below is the detail screen; Image 3.3 : Spare Parts Ordering: Detail (Edit/Delete) To edit the record, click on icon and to delete it, click icon. Version

16 To save the record, click button SAVE on the top-right. You have to save the record before PRINT! If the record is valid, the following message is displayed and the system will assign the request number; Image 3.4 : Successfully Saved Message To print the request, click button PRINT on the top-right of the page. Version

17 C4. INQUIRY C4.1 Labour Summary Inquiry This inquiry screen will display labour summary by month (desceding). Image 4.1: Labour Summary Inquiry The page will display warranty history information, sorting by month in descending order. Below is the description of the fields; Month : Transaction month Labour Amount : Approved labour cost amount for the month Version

18 C4.2 Warranty Status Inquiry Warranty status inquiry screen enable dealers to check on the warranty status; Image : Warranty Status Inquiry : Header By default, the system will display all warranty with status Approve. To change the selection, click on the combo box. You will find there are four (4) choices which are Approve, Pending, Reject or ALL. Select the status and click button RETRIEVE. To go into details, click on the claim No. You then will see the screen below: B A Image : Warranty Status Inquiry : Detail Version

19 Verify that the amount in detail (A) will be the same as in the header (B). To go back to the previous page, click on Header link. C4.3 Part Master Inquiry The screen will display the part master information as per screen below; Image 4.3 : Part Master Inquiry By default, all active items are display 1000 line per page in ascending order. To display the parts by category, select the category. To search for string, type the required string in the text box and click button FIND. The system will point to the first match of the string. You will find the following icons and their functions in the page; : move next page : move previous page C4.4 Defect Master Inquiry Version

20 Image 4.4 : Defect Master Inquiry To select the list to a particular model, click on the Select a Model combo box on the top of the page. A new defect list which matched the selected defect code will be displayed. To search for string, type the string and click FIND button. The cursor then will position to the first match of the string. To find next match, click FIND button again. C5. LINKS There are two links in the system; e-daftar system for registration new motorcycle, Modenas Web Site Modenas main page, Below screen is the sample of the link page; Version

21 Image 5.1 : Links Page C6. CONTACT US In order to improve our support, toll free number is introduced and the number is Below is the sample screen; C7. USER GUIDE Image 6.1 : Contact Us Version

22 Whenever dealers require an assistant, they can call the customer support toll free number above or view the user guide. It can be viewed, printed, saved or downloaded at anytime. As mentioned at the top of the page, your PC has to be installed with acrobat reader because the format is PDF. Version

23 APPENDIX D : SAMPLE JOB CARD Image D1: Sample Job Card Version

24 APPENDIX E : SAMPLE STOCK REQUEST LISTING Image E1 : Sample Stock Request Listing Version

25 APPENDIX F : ERROR MESSAGES No Error Message Module Error Description Possible Solution 1 The motorcycle registration number could not be found. Please input the Owner and Motorcycle information. Service/Warranty The registration number is NEW. Input motorcycle information such as owner s name, address, frame no. etc. 2 Frame No. was not found 3 Mileage cannot be less than Last Mileage 4 ORA-01400:cannot insert NULL into ( DMSUSER. TBLJOBHDR. CUST_CODE ) 5 Your input is either incomplete or invalid. Please try again. 6 Request No. is not valid 7 Validation Fail. Your input might contain errors. Please try again. 8 Server Error or Page cannot be displayed Service/Warranty Frame number input is not in MODENAS system Service/Warranty Mileage is greater than last mileage Service/Warranty Some values are not entered Service/Warranty Try to add data without supply enough information Ordering/ Reimbursement Ordering/ Reimbursement Click PRINT button without saving it first Click PRINT but request person or reference number Check the frame number. If still problem, contact MODENAS Input another mileage which is > Last Mileage Check the missing value and try again Check the missing value and try again Input necessary data and save it before print Input request person name/reference is empty no. ALL Technical problem Please contact MODENAS Table 2: Error message Version

26 APPENDIX G : IMAGES & TABLES IMAGES Image Number Image A1 Image B1 Image 1.1 Image 1.2 Image 1.3 Image 2.1 Image 2.2 Image 2.3 Image 2.4 Image 2.5 Image 3.1 Image 3.2 Image 3.3 Image 3.4 Image 3.5 Image 3.6 Image 4.1 Image 4.2 Image 5.1 Image Image Image 5.3 Image 5.4 Image D1 Image E1 Description Current Process Flow New Process Flow Authentication Page Default Page Acrobat Reader Installation Page Service/Warranty Transaction : Header Service/Warranty Transaction : Search Job Calendar Selection Page Service/Warranty Transaction : Detail Service/Warranty Transaction : Part Number Listing Spare Parts Ordering : Header Spare Parts Ordering: Detail (Add) Spare Parts Ordering: Detail (Edit/Delete) Successfully Saved Message file download window internet explorer information Reimbursement Data Entry : Header Reimbursement Data Entry : Detail Warranty Summary Inquiry Warranty Status Inquiry : Header Warranty Status Inquiry : Detail Part Master Inquiry Defect Master Inquiry Sample Job Card Sample Stock Request Listing Table 3 : Image Number & Description TABLES Table Number Table 1 Table 2 Table 3 Table 4 Description Next Mileage Calculation Error Messages Image Table & Description Table Number and Description Table 4: Table Number & Description * end of report * Version