SEM Dealer Management System Operation Manual 1
Content Chapter 1 System Introduction... 3 Chapter 2 System Installation... 4 Chapter 3 System Interface Introduction... 5 Chapter 4 System Operating Instruction... 6 4.1 System Initialization... 6 4.1.1 System Admin... 6 4.1.2 Administrator Configuration... 9 4.1.3 Basic data... 10 4.2.1 Purchase business... 15 4.3 Search and Report... 18 4.4 Service... 18 4.4.1 Warranty Claim... 18 4.4.2 Service report... 22 4.4.3 Service search and report... 24 4.5 E-Book... 25 4.6 DMS BBS... 28 2
Chapter 1 System Introduction The ultimate design objective of Dealer Management System (DMS) is to provide dealers with an integrated business platform. Dealer s daily business, including purchase, sale, inventory, equipment management, payable& receivable account management, maintenance, profit calculation, etc. can be accomplished in this system. DMS is an integrated business platform between SEM and dealer since after-sale service such as part demand report, maintenance report sheet, etc. can be completed in DMS. The data interaction between DMS and SEM ERP is convenient for dealer s business operation, e.g. sale order from SEM can also be dealer s stock-in bill. Dealers can select part of function modules to use such as inventory management module according to their own business requirements and management level. 3
Chapter 2 System Installation Below is the system download page. It has two language choices: Chinese and English. The pre-installation indicates that the current computer is lack of the support doc.net Framework 3.5 SP1. Click Net Framework 3.5 SP1 or download from the following address: http://download.microsoft.com/download/2/0/e/20e90413-712f-438c-988e-fdaa79a 8ac3d/dotnetfx35.exe After.NET Framework 3.5 SP1 installed, restart computer, then open DMS website and begin to download the system. 4
Chapter 3 System Interface Introduction After login, the following interface will show up. On the left hand, main function and menu in DMS are showed including purchase order release, basic data, search and report, system admin, system initialization, e-book etc. The respective sub-functional area will be showed up on the right hand blank area by clicking each functional button. The following picture is a general introduction to the common functional buttons or areas in all interfaces. Clear searching conditions Grouping area searching area Cancel filtering Cancel filtering condition summering Current filtering condition Edit filtering condition Line indicator 5
Chapter 4 System Operating Instruction 4.1 System Initialization 4.1.1 System Admin This module includes functions like create new DMS user, set up menu authorization, data backup, and system logs. Its main function is for administer manage the whole system. 1) System user: Click Add to create a new system user and set up a password, then click save. Click here to mark when a user becomes invalid 2) User Authorization: authorize different user different menu operation functions according to their responsibility. First of all, choose a user and click the according check box before each functions to make the authorization. Please pay attention to the function description and be noted that the according letter should be deleted if a user does not need this function. 6
Click reference user can authorize a new user the same operational functional areas; Click all permitted means a user will be allowed to do all the functional operation while all prohibited totally opposite. 3)User Authorized Module This module will give different user different authorization. Click Add to add a new operational department to a user. Three thresholds are here: operational, read-only and forbid. Click Save to save modification 7
4) Data backup Database backup: this module is to backup data in system to prevent losing data. Administrators are recommended to operate and backup once a week. Click start backup to backup, Click save will update all data in hard disk (please backup to a portable storage device in case of data losing caused by hard disc damage). 8
4.1.2 Administrator Configuration Administrator can set up system code rules and parameter 1) Coding rule: modify the initial letter of code, mainly to modify the codes in submenu in basic data (e.g. the initial letter for dept. code is B, for business contact units is D, for personnel archives is R) 2) System parameter settings: this is for administrators to set up parameters for system. System name: set up a name for the system. Modify password mandatorily: to protect internal data and user s password, system will regularly pop out a hint to remind all users of changing login password situation. Terms of modifying password: administrators will set up it based on actual 9
Password strength requirement: administrators set up password strength requirements based on actual situation and password strength level descriptions. Reminder for non-backup days: administrators set up days of system data backup based on actual situation and generally it is set as 7 days. Click Application to save the setting up. 4.1.3 Basic data SEM will help input part of system data for dealers at the beginning of deployment. 1) Parts info: click it to check material basic info and to add new info. 10
Click add to add a new piece of part information. Click SEM Parts Info and system will obtain corresponding material info from SEM (e.g. material name, abbreviation, specification, performance standard, unit, etc.). You can also click import to import established excel document to input a huge pile of information at the same time, then click save to complete. Note: if dealers wish to purchase a new piece of part that is not input into the basic data in advance, dealers need to first add the part info here. Click the check box to cancel the mark under the column of Effective when the parts are no longer sold by SEM. 2) Department archive: view and maintain departments information of the company. Click add to add a new department by filling in information such as dept. code, dept. name, bill number prefix, choose dept. type (clicking blank can show options ) and decide if it is warehouse, warranty warehouse or with ledger etc.. Click to save after completion. 11
Note: 1 Dept. code is defined to start with initial letter B.(SEM will help set up before system delivery) 2 Dept. Name: suggest filling information here according to dealers real situation. 3 Department type: please be noted that a warehouse and a service department is necessary in order to make the system work normally and that a warehouse must be marked as warehouse under the column of Dept. Type and a service department must be marked as Service Department in the same way. 4 Click the check box to cancel the mark under the column of Effective when a certain department is no longer in operation. 3) Employee archive: manage employee info, Click add to add a blank row, fill related information, select right options for item employee type, department etc. Note: 1. Employee ID compiling please refer to code rules under Admin configuration item. 12
2. For staff no longer in service, click to cancel the mark under the item in service. Business Partners is to maintain the information of companies or individuals with whom dealer have business. Click add to add a new business partner. item. 1 Unit Code Compiling please refer to code rules under Admin configuration 2 Unit Full Name: company or individual customer s name 3 Unit Short Name: company s name abbreviation, address abbreviation and contact person s name (no more than ten characters). 4 If the business partner is a suppler, need to mark it under related column. 5 Machine Manufacturer: click to add the mark of if it is a machine manufacturer. If the company also sells other manufacturer s product, it can also be added as business partners.( This function will be realized in generation II DMS) 13
4) Employee Type: define employee type in archive. 14
4.2.1 Purchase Business Purchase business is mainly to release a purchase order to supplier. 1 2 3 4 1 Double click to open purchase order page. 2 Input supplier s name and receiving warehouse(click to choose supplier s name and receiving warehouse), a window with SEM purchase order information setting will show up; input right purchase order info (including submitting unit, demanding unit and delivery warehouse); input receiving warehouse (click to choose receiving warehouse),then choose order type. 15
3 Click add and input order detail info such as material No, quantity& date, then click to confirm. If more materials need to be added, click confirm & add. Click SEM Parts Info. to find more information 4 Click save before submit. If purchase from SEM, click SEM info to view minimum packing volume, sale price, Available inventory, SEM part info & order placing analysis, etc click save to generate a new order number and then click submit. Please be noted that purchase order to SEM can not be cancelled or edited by dealers when submitted. Dealers can only inform SEM and ask SEM to cancel the order or part of the order through email or calling. The purchase order can be modified before 16
submitted. Click Search to find all purchase order record. 17
4.3 Search and Report Search and report is to view parts data or reports. Purchase Order View & Status: check purchase order and order processing status. Click search by condition to check order; Click SEM order info. SEM delivery history order analysis to get detailed info. You can also deal with the order with buttons suspend cancel suspend close order Click the printer to print or save. 4.4 Service Click Service in the menu to check all info related to service 4.4.1 Warranty Claim 18
Click Warranty Claim to generate a new warranty claim. 1)Fill a new warranty claim Click the add button on the right side to generate a new warranty claim which includes sale information, machine information, customer information and service information etc.. 19
3 4 1 2 1 System will generate the code automatically. 2 Click customer name to show the customer code. For a new customer, basic information needs maintaining in the module of basic data- business partner before inputting a new warranty claim. 3 The warranty term will be showed up automatically. Please be noted that if the starting date is not the date of inputting a new warranty card, dealers need to change it. 4 When warranty card filling is completed, click save. Note: by this saving, the info is saved to your own server and SEM auditors cannot receive as it hasn t been submitted to SEM Click submit to SEM button, then SEM receive the warranty claim and will audit this warranty card (item with asterisk in front must be filled.); 20
Once submit the warranty claim, dealers will not be able to modify or cancel it. However, clicking search will be able to track the warranty claim. If a warranty card does not pass the audit, click it to edit and re-submit. 2)For re-submit, please pay attention to following three steps: 1 Click please audit again 2 Click Save 3 Click Submit to SEM 21
2 1 3 4.4.2 Service report 1)Fill a service report : 1 2 3 22
1 Click Search to find service report history 2 Click new service report to generate a new report. If the report does not pass the SEM audit, edit it and re-submit to SEM. 3 If the check box under the column of Submit to SEM is marked, it means the report has been successfully submitted to SEM. 1 3 5 2 4 6 1 Bill No. will be generated automatically by system 2 If there is a service letter about this repair, please fill service letter No., service hour here. 3 Click upload picture to upload picture for warranty claim. 4 Fill failure description, root cause analysis and solutions here. 5 Click save to save service information. 6 Click add to fill replaced parts info. 23
Note: If service report does not pass the audit, re-submit is needed after editing. Click audit again to do this. 4.4.3 Service search and report 1) Warranty Claim. Click search to find out a warranty claim. 24
2) Troubleshooting: click troubleshooting under service search and users can quickly acquire service code and service hours etc.. 4.5 E-Book E-book contains machine e-book and part e-book. Through machine e-book, each machine assembly and all part information and album can be seen. Part e-book offers part history and SEM part information etc.. 1)Click machine under e-book and input product model and machine S/N to see all related information. 25
Select one of the parts add click details button to get the detailed material info such as part to which assembly belongs, catalog modification history, part revision history, etc 26
2) Click part under e-book and input part info. to see all related information. Click the button behind material code as shown in the picture above, a window will appear with SEM material info. Input name or specification for fuzzy search as shown below. 27
4.6 DMS BBS DMS system contains a BBS. Any question users may cross into can be published here and DMS support team will reply the question as soon as possible. 1) How to publish a new question? Enter the BBS and click dealer question and then click post question to publish a new question. Input the question, click save Double click the question to make a reply to the question. 28
Make a reply before submit it 2) Track a question. Click SEM question solve and then click search to find the solutions given by SEM support team. While clicking dealer question, all questions submitted by dealers will be showed up. Please check if one similar question has been submitted before publishing a new one. 29
FQA 1. How to add and prepare for a new user? 1 st step: Build information for a new user in Basic Data-Employee Archive; 2 nd Step: Set up an account in System Admin-System User; 3 rd Step: Authorize the new user privileges in System Admin-User Menu 4 th Step: Set up operational departments for the user in System Admin-User Authorized Dept. 2 How to input a new warranty claim & How to deal with a transferred warranty card? Before inputting a new warranty claim for a new customer, the customer s information should first be input into the business partner under the module of basic data including customer code, customer company name, address, contact and phone etc. Then choose customer code to finish the warranty claim. A transferred warranty claim is for the machine transferred to another dealer s service department from one dealer s service department. For the dealer who receives the transferred machine, the customer may be a new one. Therefore, customer basic information should be input into the business partner under the module of basic data too. Then choose customer code to finish the warranty card 30
3 How to release purchase order for parts? There are two methods: 1) Add part information in basic data parts info first for parts whose information is unavailable in the system. Then go to purchase business PO. SEM inputs almost all parts info into the system before the system delivery. 2) Go to purchase business PO and add parts information in the PO as per the instruction Whether add it as a new part if the part you are going to purchase is a new piece. Click OK, the part will be added into basic data parts info automatically. 31