DBSi 5 - · PDF fileFully integrated with other DBS systems for immediate exchange of ... The DBSi Service Work Order application is designed to provide a comprehensive means to

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

© 2005 Accenture


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


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

© 2005 Accenture


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

© 2005 Accenture


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


© 2005 Accenture


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


© 2005 Accenture


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.


The following Information Links are provided within Parts Inventory Management:


© 2005 Accenture


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

DBSi 5.0 Content Document Service

© 2005 Accenture


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


© 2005 Accenture


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…).


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


© 2005 Accenture


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


© 2005 Accenture


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


DBSi Event Scheduling is fully integrated with DBSi Service Work Order, Parts Order Processing,

Contract Manager/Tracking, and Equipment Management System (EMS).


© 2005 Accenture


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


© 2005 Accenture


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


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


© 2005 Accenture


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


In addition, the application integrates with the following corporate systems and DBSi sub-systems:

DBSi Service Module

DBSi Service Advisor

DBSi 5.0 Content Document Sales

© 2005 Accenture


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


© 2005 Accenture


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


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.


© 2005 Accenture


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.


Direct interface with EMS as Inventory is sold

Linked to the Gatekeeper that allows salesman to provide updates

DBSi 5.0 Content Document Global Product Quoter (GPQ)

© 2005 Accenture


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.

DBSi 5.0 Content Document Finance

© 2005 Accenture


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


© 2005 Accenture


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


© 2005 Accenture


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


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


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.


© 2005 Accenture


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.


© 2005 Accenture


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.


© 2005 Accenture


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


© 2005 Accenture


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.


© 2005 Accenture


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.


© 2005 Accenture


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.


© 2005 Accenture


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.


© 2005 Accenture


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


© 2005 Accenture


20 Cleansing Rules

Vendor Information

19 Cleansing Rules

DBSi 5.0 Content Document Technical

© 2005 Accenture


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


© 2005 Accenture


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.


© 2005 Accenture


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.


© 2005 Accenture


Notes

© 2005 Accenture All rights reserved.