Toyota DDOA - Support

Transcription

Toyota DDOA
LightYear Approved Factory Interfaces
User Guide
October 2012
DealerBuilt
LightYear Dealer Management System
3851 4th Street SW
Mason City, Iowa
50401
United States
Phone: 800-499-1914 • Fax: 641-424-8203
Last edited: 9 October 2012
Copyright ©2012 DealerBuilt. All rights reserved.
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All other trademarks are the property of their respective owners
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Table of Contents
Retail Delivery Report / Credit Contract .......................................................................... 1
Introduction..................................................................................................................................... 1
Operational Role.............................................................................................................................. 1
Activation......................................................................................................................................... 1
Workflow ......................................................................................................................................... 3
Status Changes ............................................................................................................................ 3
Manual Triggering (Send to Toyota / Transmit) ......................................................................... 4
Visual Placement of Triggers ....................................................................................................... 4
Confirmations & System Messages ............................................................................................. 6
Financial Statement ................................................................................................................. 8
Introduction..................................................................................................................................... 8
Operational Role.............................................................................................................................. 8
Activation......................................................................................................................................... 8
Workflow ....................................................................................................................................... 10
Parts Master ............................................................................................................................ 12
Introduction................................................................................................................................... 12
Operational Role............................................................................................................................ 12
Workflow ....................................................................................................................................... 12
Parts Inventory....................................................................................................................... 13
Introduction................................................................................................................................... 13
Workflow ....................................................................................................................................... 13
Parts Order .............................................................................................................................. 14
Introduction................................................................................................................................... 14
Activation....................................................................................................................................... 14
Workflow ....................................................................................................................................... 16
Parts Shipper........................................................................................................................... 19
Introduction................................................................................................................................... 19
Workflow ....................................................................................................................................... 19
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Parts Return ............................................................................................................................ 21
Introduction................................................................................................................................... 21
Activation....................................................................................................................................... 21
Workflow ....................................................................................................................................... 23
Automatic Stock Replenishment / Dealer Stocking Guide (ASR/DSG) ............... 25
Introduction................................................................................................................................... 25
ASR ............................................................................................................................................ 25
DSG ............................................................................................................................................ 25
Activation....................................................................................................................................... 25
Workflow ....................................................................................................................................... 26
Special Service Campaign ................................................................................................... 27
Introduction................................................................................................................................... 27
Activation....................................................................................................................................... 27
Workflow ....................................................................................................................................... 29
Warranty Payment ................................................................................................................ 32
Introduction................................................................................................................................... 32
Activation....................................................................................................................................... 32
Workflow ....................................................................................................................................... 32
Setup ......................................................................................................................................... 33
Customer Update ................................................................................................................... 35
Introduction................................................................................................................................... 35
Workflow ....................................................................................................................................... 35
Vehicle Inventory Adjustment Inbound ........................................................................ 36
Introduction................................................................................................................................... 36
Inventory Adjustment Scenarios ............................................................................................... 36
Activation....................................................................................................................................... 37
Workflow ....................................................................................................................................... 37
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Vehicle Inventory Adjustment Outbound ..................................................................... 39
Introduction................................................................................................................................... 39
Activation....................................................................................................................................... 39
Workflow ....................................................................................................................................... 39
National Service History Download ................................................................................ 43
Introduction................................................................................................................................... 44
Activation....................................................................................................................................... 45
Workflow ....................................................................................................................................... 46
Op Code ..................................................................................................................................... 50
Introduction................................................................................................................................... 50
Activation....................................................................................................................................... 50
Workflow ....................................................................................................................................... 52
Repair Order............................................................................................................................ 55
Introduction................................................................................................................................... 55
Activation....................................................................................................................................... 55
Workflow ....................................................................................................................................... 57
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Retail Delivery Report / Credit Contract
Introduction
After a vehicle Finance and Insurance (F&I) deal is entered on the DMS for a new or
used vehicle, the DDOA RDR/CC interfaces prepare a snapshot of the deal and transmit
this data TMS.
Operational Role
The RDR/CC interfaces are responsible for transferring deal information to Toyota
Motor Sales, in response to both automatic and manual triggers occurring during the
completion of a vehicle sale.
TMS, in turn, routes this information to the necessary backend systems, including
Toyota Financial Service, National Vehicle System, and Telematics.
Among the transmitted data are details on the buyer, accessories, service contracts,
insurance products, and a number of other components of the deal – making it possible
for TMS to perform the necessary recordkeeping to support the sale of the vehicle from
a manufacturer’s perspective.
Activation
The RDR/CC interface is activated via the “Interfaces Module / Interfaces Setup” menu
item in Lightyear.
1
First, the Toyota factory module must be activated and the Dealer Code provided in the
Factories tab:
Then, the Retail Delivery Report Interface must be activated in the Interfaces tab:
2
Workflow
RDR/CC transmissions are triggered automatically in conjunction with the entry of deal
status updates into LightYear. Manual triggering mechanisms are also provided through
a menu option in LightYear’s main F&I screens.
Status Changes
Triggering in response to deal status changes takes place according to the following
rules:
Check Out
Changing a deal to “check out” status will automatically trigger communication with
the Toyota interface. This will send the deal to TMS with a status of “open”.
Sold
Changing a deal to “sold” status will automatically trigger communication with the
Toyota interface. This will send the deal to TMS with a status of “closed”.
Send to Accounting
Changing a deal to “send to accounting” status will automatically trigger
communication with the Toyota interface. This will send the deal to TMS with a status
of “closed”.
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Unwind
Selecting “unwind” on a deal (and confirming on the subsequent dialogs) will
automatically trigger communication with the Toyota interface. This will send the deal
to TMS with a status of “canceled”.
Manual Triggering (Send to Toyota / Transmit)
Selecting either the “Send to Toyota” menu item on the Buy, Lease, or Guest screens, or
the “Transmit” button on the Wholesale / Dealer Trade screen will manually trigger
communication with the Toyota interface. This will send the deal to TMS with a status
determined by the status flags on the deal, as detailed above.
Visual Placement of Triggers
The LightYear functions that trigger the transmission of an RDR/CC transaction are
indicated below:
Figure 1: Guest
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Figure 2: Buy
Figure 3: Lease
Figure 4: Deal Tran
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Figure 5: Wholesale / Dealer Trade
Confirmations & System Messages
Regardless of whether the transaction is initiated automatically or manually, the system
displays a dialog indicating the outcome.
Success Message
If the transaction is successful, LightYear will display a dialog such as the following:
Figure 6. Successful transmission
Error Messages
If a problem with the transaction occurs, the system will display an error message
dialog with details on the error that occurred. If this is a known or common problem,
instructions will display to assist in resolving the error:
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Figure 7. Example transmission failure
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Financial Statement
Introduction
The Financial Statement interface supports the transfer of financial information to the
TMS National Host System (NHS).
Operational Role
Through this interface financial statements can be submitted by the dealer on demand,
with greater accuracy than manual entry typically provides.
Activation
The Financial Statement interface is activated via the “Interfaces Module / Interfaces
Setup” menu item in Lightyear.
Factories tab:
8
Then, the Financial Statements Interface must be activated in the Interfaces tab and the
Enable Integrated Toyota Financial Statements option must also be selected:
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Workflow
The process of creating and transmitting the financial statement begins in the “Financial
Statements and DOC window,” available from within LightYear under Accounting |
Financial Statements and DOC:
Figure 8. The Financial Statements and DOC window
The window contains a list of companies on the left, and a list of time periods on the
right. To begin, the user must select the items from each list corresponding to the
desired financial statement. Following this, the transmission may be started by clicking
the “Send to Factory” button.
Upon selection of a company, LightYear will determine and display the available periods.
Upon selection of a period, LightYear will load the necessary chart balances and
calculate monthly income.
Finally, after the “Send to Factory” button is clicked, LightYear will compile the financial
statement data into an electronic document and securely transmit this document to
TMS.
If an out of balance condition exists in the Financial Statement the dealer should contact
LightYear support for assistance.
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Following acceptance of the document by TMS, the Financial Statement workflow
continues on Dealer Daily; please refer to TMS documentation for instructions on
further processing.
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Parts Master
Introduction
The Parts Master interface refreshes dealer parts data with the most current
information available from TMS on a daily basis. This ensures that LightYear always
provides up-to-date information on pricing, supersessions, and other key part details.
Operational Role
Each update contains updated information for parts that meet any of the following
criteria:
-
The part’s description has been updated
-
The part has been deactivated
-
The part has been superseded
The updated information is merged into the dealership’s local parts master. If any
locations stock parts that have been updated, the inventories of these locations are also
updated.
By updating at the relatively frequent rate of once per day, the TMS parts master
interface facilitates increased processing efficiency over traditional, less-frequent
models, by reducing the number of cases in which transactions are undermined in some
way by the involvement of out-of-date or erroneous parts data.
Workflow
Parts Master is a non-interactive interface, meaning it is automatically triggered “behind
the scenes”. No action is required by any user to ensure the parts data LightYear
provides is consistently up to date.
To view a report of what the parts master interface has done, navigate to the lightyear
data export interface by clicking ‘General’ on the action bar | ‘Export Data’. Follow the
data export documentation on our support site to add in the ‘Toyota_Parts_Master’
format. The report will show you parts that have been added, removed, and the
changes that were made.
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Parts Inventory
Introduction
Toyota Motor Sales (TMS) tracks the inventory of both Toyota and Lexus dealers on a
continuous basis to aid in forecasting parts requirements.
Operational Role
Parts inventory provides TMS with inventory metrics that are vital to the factory and the
dealer alike. By tracking parts sales activity, TMS is able to forecast optimal stocking
levels and ensure that the necessary parts are in stock when required.
Workflow
The DDOA parts inventory interface is non-interactive, meaning that no action is
required by any user in order for the interface to operate. The process in which the
required data are transmitted to TMS is unattended.
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Parts Order
Introduction
The Parts Order interface facilitates the transmission of parts orders to TMS on demand,
eliminating the need for re-entry of order details outside of LightYear to place the order.
Operational Role
Without a factory interface, LightYear’s parts order features are essentially a
recordkeeping system. By saving a parts order in LightYear, you are telling the DMS
about the order and setting the stage for the order’s subsequent receipt.
The DDOA parts order interface allows the user to actually place the order.
Previous versions of LightYear performed a similar function by automating user input
into the Dealer Daily web portal.
Now, using the DDOA interface, parts orders are sent directly “over the wire” to TMS,
using a secure, dedicated channel.
Activation
The Parts Order interface is activated via the “Interfaces Module / Interfaces Setup”
menu item in Lightyear.
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Factories tab:
Then, the Parts Order Interface must be activated in the Interfaces tab:
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Workflow
Use of the DDOA parts order interface does not require any change to the way an order
would otherwise be entered or saved.
Order entry begins by clicking the “Insert” button from the Parts Ordering window. A
dialog appears from which the appropriate vendor and order type may be chosen:
Figure 9. Selecting a vendor and order type
Once the correct vendor and order type have been selected, click “Ok”. LightYear will
display the following dialog, asking if you wish to process any parts sources:
Figure 10. Selecting sources to process
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By selecting one or more sources, you are telling LightYear to pre-populate the order
with parts required from the selected sources. This is not mandatory; you may click
“Cancel” to enter an ad hoc order.
The ordering window is then placed into “edit mode”; you may add order lines by typing
the desired part numbers and order quantities into order line entry fields:
Figure 11. The order entry window
You may click “Ok” at any time to save your order. LightYear will assign a DMS order ID
and suspend the order. You may recall a suspended order at any time, either by clicking
the “Find” button and entering the order number, or locating the order number in the
“PO Number” dropdown located in the window’s top-left order.
If you wish to add additional parts to the order you can click the “Edit” button near the
top left corner of the Parts Ordering Information window and then simply enter the part
numbers to the order and click “Ok” again to save your order.
To remove part lines from an order simply click the part lines desired (using the CTRL
and/or SHIFT keys to select multiple lines) and then click the “Remove Highlighted”
button.
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Once order entry has been completed and the order has been saved, you may trigger
the interface by clicking the “Factory” button, located at the top area of the parts
ordering window near the middle. This initiates LightYear’s transmission of the order to
TMS.
Following this, the parts ordering workflow continues within the Dealer Daily web
portal; please refer to TMS documentation for further details.
Following successful transmission, you will note the “Sent to Factory” checkbox, in the
“PO Status” section of the parts ordering window, has been checked. Once this happens,
further changes to the order are disallowed from within the DMS.
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Parts Shipper
Introduction
During parts order processing, TMS-managed Parts Distribution Centers provide
feedback to the DMS indicating details of each shipped part.
Operational Role
The parts shipper interface allows the dealer to anticipate the times at which parts are
expected to arrive, whether the shipped parts are supersessions, and the actual quantity
to expect.
Making this information available to the dealer prior to the physical arrival of the parts
facilitates provides a number of benefits leading up to the delivery and at receipt time.
Workflow
Parts Shipper is a non-interactive interface, meaning that no action from any user is
required to trigger the data exchange, which happens automatically and unattended.
Following the data exchange, shipping info is displayed in two places on each applicable
order line displayed in the parts ordering window.
If the ordered part is being replaced by one or more superseding equivalents, this is
indicated in the “Part Received” column:
Figure 12. Supersession
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On the right-hand side of the window, the “status” column indicates the number of
units shipped:
Figure 13. Units shipped
Because LightYear displays shipper data obtained through DDOA directly in the parts
ordering window, users always have immediate access to this important information.
The normal parts receipt process works in the following way. First the user pulls up the
parts order in the parts ordering window of lightyear. Then the user will highlight the
parts that were received and click the ‘Receive Highlighted’ button. When that is
pressed they will have the ability to enter in the received amount for each part and
enter in the received part number if it has changed from the number they originally
ordered. The user will not have to perform these steps because this interface does it
automatically.
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Parts Return
Introduction
The DDOA parts return interfaces facilitates the electronic transmission of parts returns
to TMS. LightYear provides a user interface for entry of parts returns that is identical to
the one used for parts. Accordingly, the two interfaces also share a common workflow.
Operational Role
The Parts Return DDOA interface facilitates the transmission of parts return details to
TMS, providing instant feedback as to whether the return was accepted or rejected.
Returns must be within the required allotment set TMS to qualify for acceptance.
If the return is denied, changes may be made by editing the return in LightYear, and the
submission may then be reattempted. If the return is approved, the actual process of
physically returning the approved parts can begin.
Activation
The Parts Return interface is activated via the “Interfaces Module / Interfaces Setup”
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Factories tab:
Then, the Parts Return Interface must be activated in the Interfaces tab:
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Workflow
As with the parts ordering interface, the DDOA parts return interface is triggered from
the ordering window using the “Factory” button. LightYear transmits the order to TMS,
then displays a dialog indicating the result:
Figure 14. Accepted return
After a user chooses to insert a new parts return, Lightyear provides a Return Parts
Parameters window to help automate creating the parts return if the user chooses. This
window allows the user to specify which Bins they wish to process as well as other
parameters such as Maximum Return Amount or Minimum and Maximum Extended
Costs. The user can also specify Sources and Stocking Statuses as well as other
parameters that are Source related. A majority of the time all of these fields are left
configured as the defaults.
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When the “OK” button is clicked Lightyear will use the specified parameters to build the
parts order automatically. The user can then verify that the return is accurate and make
any adjustments desired before actually saving.
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Automatic Stock Replenishment / Dealer
Stocking Guide (ASR/DSG)
Introduction
ASR and DSG are key Lexus-only interfaces that generate stock orders according to
specific, per-dealership stocking requirements, individualized based on sales patterns, in
order to achieve stocking levels that keep dealer inventory in optimal balance.
Operational Role
ASR
Using DSG data (see below), Lightyear creates daily parts orders for DSG-managed parts.
For a given part, the quantity ordered is calculated as follows:
ASR Order Quantity = DSG Quantity – (On Hand Quantity + On Order Quantity)
ASR orders are automatically sent to Toyota and no user action is required. You may
view these orders in lightyear by navigating to the parts ordering window and pulling up
the order.
DSG
LightYear’s DSG interface downloads DSG quantities (i.e. minimum stocking levels) for
each managed part. This data is changed by Toyota twice per year. This interface is
configured to check for new DSG information each day. ASR uses these quantities to
compose and submit parts orders specifically crafted to achieve the required stocking
levels.
The interface also governs other aspects of the ASR ordering process, such as the time
of day at which to submit the order.
The inventory metrics sent to TMS through the DDOA parts inventory interface serve as
the basis of DSG quantity calculations (see Parts Inventory).
Activation
Dealerbuilt will activate this interface for each dealer.
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Workflow
ASR and DSG are non-interactive interfaces. Their operation, while playing an important
role in shaping dealer inventory, takes place completely unattended.
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Special Service Campaign
Introduction
Special service campaigns (SSC) address special / immediate repairing needs for vehicles
in the field (within TMS warranty or outside TMS warranty). TMS' Customer Service
division releases the standard repair procedure & the parts to be used for carrying out
the SSC repairs. Dealers need to find out whether a SSC repair is applicable for the VIN
and then use the SSC codes in the repair order. TMS processes the warranty claims with
SSC codes & then reimburses the claims as per standard TMS policy & procedures. This
interface is used to share Special Service Campaign on a VIN Number.
Operational Role
When opening a repair order or scheduling an appointment, the dealership personnel
responsible data entry requires the ability to quickly identify open service campaigns
that apply to the customer vehicle and realize these either as jobs on an RO (or
appointment “concerns” that will later become RO jobs). SSC provides this functionality.
Activation
The Special Service Campaign interface is activated via the “Interfaces Module /
Interfaces Setup” menu item in Lightyear.
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Factories tab:
Then, the Special Service Campaign Interface must be activated in the Interfaces tab:
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Workflow
The Toyota SSC interface is executed each time a new repair order is created in
Lightyear, as well as each time an appointment is scheduled, by clicking the Customer
button (to enter a new record) in the write-up or scheduling window as appropriate:
Figure 15: Write-up window
The Toyota Special Service Campaign window displays all of the open campaigns for the
current vehicle (VIN) and includes clickable links to any associated service bulletins.
Figure 16: SSC window
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From the Toyota Special Service Campaign window the end user can click the “Add”
button for any campaign listed.
Figure 17: Adding SSC job
Then click the “OK” button to add a new job to the current repair order for the selected
campaign.
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Figure 18: SSC job added
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Warranty Payment
Introduction
The DDOA warranty payment interface is an unattended interface that creates an
accounting transaction in LightYear based on warranty claims that have been approved
by TMS.
Operational Role
This interface automates the traditionally manual task of reflecting factory warranty
payments in the DMS accounting system, in order to facilitate a workflow that promotes
a rapid and accurate reconciliation experience.
Activation
Workflow
The Warranty Payment interface will download warranty payment information from
Toyota every Monday at 6:00am in your time zone. LightYear uses this information to
create new transactions and post corresponding vouchers.
You may use the following procedure to locate transactions that have arrived through
the DDOA warranty payment interface:
1. Click the “search” button on the general journal
2. Enter “TOYOTASYS” (without the quotes) as the username
3. Set the accounting date range to the appropriate value for the transactions you
wish to display
The warranty payment you see in the general journal window is automatically set up for
the user by this interface; no user interaction is required to have this done. It knows
what account to place each line item in because of the information given in the
interface setup window. Please read through the setup section to understand how to
control the account numbers.
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Figure 19. General journal
Setup
This interface makes use of several important setup options. In order for the interface to
operate as expected, the setup options must be configured properly.
To view these options, click Interface Module | Setup Interfaces | Interfaces tab |
Warranty Claim.
Importantly, it is required that account numbers be set for each claim type. If a claim
type is not associated with an account number, the DDOA warranty payment interface
will set the claim to the default account which is the ‘regular’ account.
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Figure 20. Warranty claim setup
Control numbers for each line item are set through the chart maintenance window,
available under Accounting | Chart of accounts | Chart maintenance.
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Customer Update
Introduction
The Lexus-specific DDOA customer update interface facilitates the transmission of
customer and customer vehicle information to the National Host System (NHS) in order
to ensure that NHS data are consistently in sync with the corresponding DMS data.
Operational Role
The Lexus brand features an enhanced customer experience; to fulfill its role in this
experience, TMS must ensure the customer and vehicle data on file in backend systems
consistently reflects the actual state of the corresponding customers and vehicles.
The DDOA customer update interface provides this assurance, by communicating
pertinent updates to TMS as DMS users work to maintain data.
Workflow
The customer update interface is non-interactive, though it is triggered by user activities
within the DMS. Depending on the customer or vehicle, a transaction may be initiated
under any of the following conditions:
-
Introduction of a new parts customer
-
Change to an existing service or parts customer record
-
Introduction of a new service customer with a vehicle that is new to the service
location
-
An existing customer brings in a vehicle that is new to the service location
-
Disassociation of a customer from a vehicle
The transmission is transparent to the user and has no impact on any other aspect of
the workflow.
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Vehicle Inventory Adjustment Inbound
Introduction
This interface will automatically transmit vehicle data to Toyota for individual vehicles.
Data is triggered to be sent when the user saves vehicle data in the lightyear vehicle
entry screen. The specific conditions required for data to be sent are detailed below in
the scenarios section.
Inventory Adjustment Scenarios
The scenarios listed below are the specific circumstances when vehicle data will be sent
to Toyota. These events happen when the user clicks ‘ok’ to save the vehicle data in the
lightyear vehicle entry window.
For New vehicles – Toyota & Lexus Dealers
Dealer assigns a stock number to the new VINs (received, in transit) in DMS. This stock
number is transmitted to Dealer Daily and used as reference by the dealer for that
VIN. Dealers can view these stock numbers on Dealer Daily. This scenario will
normally not occur due to the fact that lightyear automatically assigns stock numbers
for new vehicles in the VIA Outbound interface. The stock number is the last 8 digits
of the VIN by default. Because lightyear automatically generates the stock number, it
will also transmit these new vehicles to Toyota using this interface. The user does not
need to assign a new stock number to a vehicle for it to be sent to Toyota.
For Used Vehicle – Toyota dealers
Dealer updates mileage and/or price for an existing Certified Used Vehicle in DMS.
The specific fields in the lightyear vehicle entry window that trigger a data push when
modified are the ‘current mileage’ and ‘adjusted MSRP’ fields. This information is
transmitted to Dealer Daily and dealers can view this information on Dealer Daily as a
part of their vehicle inventory. Dealer Daily sends this data to TMS’s back end system
for further distribution to downstream applications.
For Used Vehicle – Lexus dealers
Dealers register new Pre-Owned (PO) vehicles and also update details for existing PO
vehicles in DMS. Any field that gets modified on the lightyear vehicle entry screen will
trigger an update to Toyota for Lexus vehicles. This information is transmitted to
Dealer Daily and dealers can view this on Dealer Daily as a part of their vehicle
Inventory. Dealer Daily sends this data to TMS’s back end system for further
distribution to downstream applications.
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Operational Role
This inbound interface provides value to the dealer and Toyota Motor Sales in major
ways. First, it helps the dealer know the location of vehicles, either new or used, that a
customer wants but the given dealer does not have within their inventory. With that
information the dealer has the ability to reach out to other dealers and begin the steps
of bringing a customer requested vehicle into their inventory for sale. Not only will this
allow the dealer to make a sale, it provides the ultimate customer a better overall
experience with the dealer and as therefore with the line.
This interface benefits Toyota Motor Sales (TMS) by allowing them to track vehicles and
not only make that information available for other dealers, providing the value stated
above, it allows TMS to push vehicle information to numerous other downstream
applications.
Finally, this interface benefits both the dealer and TMS by allowing the dealer to choose
the DMS which best suits the needs of the dealer. The dealer wins by having the
business application that meets their specific needs and TMS wins by not having to
require a specific application to accommodate their data needs.
Activation
Workflow
The Vehicle Inventory Adjustment (VIA) Inbound interface sends data to Toyota when
you edit a vehicle in the vehicle entry screen. When you save your changes Toyota will
respond with an error message if there was a problem. The following screen shot shows
what happens when you attempt to save a vehicle with no MSRP:
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Figure 21: Saving a vehicle with no MSRP
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Vehicle Inventory Adjustment Outbound
Introduction
Vehicle Inventory Adjustment is an ‘outbound’ interface that communicates Vehicle
Inventory Adjustments from Toyota Motor Sales (TMS) to DMS systems. This includes
both New and Used vehicles.
Operational Role
This interface aids the dealer by eliminating the data entry time required to manually
update or add inventory. By keeping the dealer inventory virtually real-time, it allows
continuous tracking of current inventory and ultimately provides the ability to add
vehicles not physically in inventory to a deal and give updates to customers on the
arrival of those vehicles.
Activation
Workflow
The VIA Outbound interface will run every morning at 5am PST Tuesday through
Saturday and automatically import vehicle data into the DMS. The following screen shot
shows a vehicle that was just imported through the interface. By default, the stock
number is automatically set to the last 8 digits of the VIN.
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Figure 22: Imported vehicle
Depending on your system configuration, LightYear may also be able to use the data
obtained through the interface to populate additional stock item details. This additional
information may obtained directly from a 3rd party service or through lookup in a
dealer-maintained VID table.
When a dealer trade is performed the data will be made available by Toyota the next
day. That vehicle will be deleted or inserted automatically by this interface.
By Default, new vehicles will have the [Ground/Coming] property set to “Coming”.
Depending on your own internal process you may want to switch that to “Ground”
when you receive the vehicle. The user will know which vehicle to change from ‘coming’
status to ‘ground’ status when they physically receive the vehicle on the lot. No user
action is required for this interface to function properly. The dealership will ultimately
decide on when they change the status or availability of a vehicle and what they set
each value to.
The [Generic Ext. Color] field will contain the factory exterior color value.
Additional miscellaneous data about the vehicle will be located in the [Order Info]
window under the [Order Detail] tab.
This interface uses the username ‘Toyota VIA out’. The old dealer daily web scrape
interface used ‘Toyota’ as the username. If you see a vehicle that was imported or
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modified by ‘Toyota’ it was from the old interface. You can see this information in the
[Misc] tab of the vehicle entry window.
Lightyear VID Master
The VID Master allows the dealer to have certain vehicle information automatically filled
in on the vehicle entry window. This may be a part of your VIA outbound workflow
because this interface does not send over every piece of data that you might want to
have in LightYear. For example, Model and Body Style will not be included in this
interface. When the VIA outbound interface enters a new VIN into LightYear some fields
will be empty. To get this data added to the vehicle record you will want to use the
LightYear VID Master interface. When you pull up the incomplete vehicle in LightYear
and click edit, LightYear will look into the VID table and automatically populate the
missing fields. If there is more than one match in the VID table for an individual field
you will be presented with a list of choices in the drop down menu next to it.
To access the VID Master in lightyear, click [options] on the vehicle entry screen then
[Dealer VID Master].
To edit a record, highlight the record, click edit-change info, and click ok to save. This
will not edit existing stock records. To delete a record, highlight the record and click the
delete button. This will not delete existing stock records. If bogus info is entered,
whether from an import or manual, it will get stored in this table & be used again &
again. Cleaning this table is important because it you do not you will get unexpected
data filled in automatically for your new vehicles.
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Report
There is a report in LightYear that you can use to see what vehicles this interface has
touched. To access it go to the LightYear data export window and click insert. The title
of this report is ‘management_toyota_vehicle_import_log’.
42
Setup
To control how certain fields are added into LightYear you will want to review the
preferences for this interface. To view these options, click Interface Module | Setup
Interfaces | Interfaces tab | Vehicle Inventory Adjustment Outbound.
43
‘Status letter code for new vehicles’ maps to the blue status field in the vehicle entry
window. ‘Vehicle status number code for new vehicles’ maps to the vehicle status field
in the vehicle entry window. When vehicles are inserted into LightYear by this interface
they will come in as this status and vehicle status. The default status code is A.
National Service History Download
Introduction
National Service History Download (NSHD) is an ‘outbound’ interface that is used to
communicate the Customer, Vehicle details, Repair Orders (service history), Service
agreement and Special Service Campaign information. The interface process is valid only
for Lexus dealerships and does not apply to Toyota dealerships.
Operational Role
This outbound interface, valid only for Lexus dealers, provides the most accurate and
complete data on the vehicle. The information is gathered by Toyota Motor Sales (TMS)
through service, campaigns, ownership, warranty/service agreements, etc. Providing
this information benefits the dealer in four important ways. 1) It allows the dealer to
download the customer information as opposed to keying it manually; 2) View the latest
service information for that specific vehicle; 3) Review what campaigns have been
completed and which ones are outstanding, and finally; 4) Knowing what service
agreements are in place and if those agreements are still valid.
44
Activation
The National Service History Download interface is activated via the “Interfaces Module
/ Interfaces Setup” menu item in Lightyear.
Factories tab:
45
Then, the National Service History Download Interface must be activated in the
Interfaces tab:
Workflow
The Toyota National Service History Download (NSHD) Interface is accessed by first
clicking on the “RO Hist” button on the main navigation bar in LightYear:
The National Service History Download Interface is accessed by first clicking on the “RO
Hist” button on the main navigation bar in Lightyear.
Figure 23. The RO history button
46
From the RO Jobs List window, select the “National Service History” button.
Figure 24. RO jobs list window
The National Service History window displays all the service history for the current
vehicle (VIN). The first “Service History” tab displays information regarding repair
orders, jobs, labor operations, parts and sublets. This information includes RO numbers,
Pay Types, Completion Dates and mileage as well as job operations and complaint,
cause, and correction notes. Labor operation codes, part numbers and quantities are
also as well as sublet invoice numbers and notes.
47
Figure 25. Service history
The second “Warranty/Contacts/Campaigns” tab displays information about the
Warranty coverage, service contacts and service campaigns for the vehicle. This
includes warranty start dates, coverage and warranty codes and extra care as well as
service contract IDs, plan codes, terms, effective and expiration dates and expiration
mileage. The campaigns section includes campaign numbers, descriptions, customer
memos, and service bulletins when available.
Figure 26. Service campaigns
48
The last “Vehicle/Customer” tab displays more detailed information about the vehicle,
customer and secondary customer. The vehicle information includes VIN, Make, Model,
Year, Build Date, Ignition Key Number, Color, Color Code, Interior Color, Interior Color
Code, Certified Pre-Owned, Certification Number and Options. The customer
information includes ID, Title, First Name, Middle Name, Last Name, Suffix, Home
Phone, Work Phone, Street 1, Street 2, City, State, Zip, Country, Primary Driver and
Registered Owner. The secondary customer information includes ID, Title, First Name,
Middle Name, Last Name, Suffix, Home Phone, Work Phone, Street 1, Street 2, City,
State, Zip and Country.
Figure 27. Vehicle/customer
49
Op Code
Introduction
The DDOA op code interface ensures that LightYear is always able to accurately provide
current operation code details by synchronizing DMS information such as description,
flat rate hours, and combination codes with the TMS backend system.
Operational Role
The DDOA op code interface provides op code additions, deletions and edits to the DMS
for use in daily operations.
The dealer does not need to perform any action to handle the updates from TMS.
LightYear will automatically keep the cache synchronized with the latest data.
Information about when and what changes were made to the data is provided to the
dealer through a report.
By keeping the op codes in sync, the interface allows dealers to maintain a level of
consistency in the customer experience that would otherwise be difficult to achieve.
Activation
The Op Code interface is activated via the “Interfaces Module / Interfaces Setup” menu
item in Lightyear.
50
Factories tab:
Then, the Op Code Interface must be activated in the Interfaces tab:
51
Workflow
The Toyota Op Code Interface is accessed by clicking the small magnifying glass in the
top-left corner of the labor operations list in LightYear’s RO jobs window.
Figure 28: Jobs window
52
53
The Toyota Op Code window displays all the available labor operations for the current
vehicle (VIN) and allows searching by partial Op Code or Description.
Figure 29: Op code
From the Toyota Op Code window the end user may select the Op Code that they desire
and then click the OK button to add a labor operation record to the current repair order
job for the selected Op Code.
Figure 30: Op code added
54
Repair Order
Introduction
Operational Role
Activation
The Repair Order interface is activated via the “Interfaces Module / Interfaces Setup”
Factories tab:
55
Then, the Warranty Claim Interface must be activated in the Interfaces tab and the
Enable Toyota Repair Order Interface option must also be selected:
56
Workflow
The Toyota Repair Order Interface runs in the background and is transparent to the end
user. It is executed when the user clicks the “Post (Close)” button to close the RO.
If the user needs to retransmit the repair order again at a later time the repair order can
be looked up using the Find process and then from the RO Totals window the user can
click the “Send Warranty” button to send the repair order again.
57

Toyota DDOA - Support

Transcription

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