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ABsee User Guide

Dealer Performance Reporting

Release 5.0
Aug 2021

  1. Logging in.
    1. Reset User Password
  2. Dealer Setups
    1. Adding New Users
    2. Editing User Access
  3. View Archive Data
  4. Service Configuration
    1. Technicians
    2. Sale Type Mapping
    3. Non Productive Codes
    4. Open Warranty Analysis
    5. Advisor/Department
  5. Parts Configuration
    1. Department Config
  6. Reviewing Service Reports
    1. Technician Performance
    2. Non-Prod Analysis
    3. Dept Labour Performance
    4. Tech WIP Hours
    5. Open RO Report
    6. Warranty Analysis Report
    7. Advisor Performance Report
  7. Reviewing Parts Reports
    1. Parts Department Performance
  8. System Update
  9. Pushing a manual update
    1. Resend a daily file
    2. Resend the prior EOM file
    3. Manually run a file for a specific date range.

Logging In

Navigate to the website www.ABsee.net.au.

Click the Login button in the top RH corner and enter your email address and password (provided by ABsee.net.au support) in the pop out window, and click Login

You will log in to the Home page, which will present you with buttons to view the various modules, if you hover over each module the available reports will appear:

Service Report Selection
Parts Report Selection

If you are operating multiple dealerships or separate department views you can switch between the dealerships/departments by selecting the Change Dealer drop down in the LH corner and selecting the site you wish to view. Note: you have to be in the Home page to change dealer views, you can click Home in the navigation menu or click the icon on the LH top corner in any screen.

To review the configuration settings click the gear icon in the top RH corner.

The footer displays on each page with the following functions:

  • REMOTE SUPPORT – if remote support is required, when directed you can click to download a local TeamViewer client to enable remote access to your PC for support assistance.
  • HELP – provides a link to the full user documentation. Each report shows a ” in the top RH corner which will link to documentation applicable to that page
  • CONTACT – links to a feedback and support form. Complete the details, upload files or attachments to support your feedback and click Submit.

To access help applicable to the page you are on, click the “?” icon in the top RH corner.

To logout, click the gear icon in the top RH corner and select Logout from the menu.

a. Reset User Password

If you have forgotten your password or wish to change it you can click the Reset Password link on the login panel:

You will then be prompted to enter your email address:

A notification will show to advise an email with instructions:

Note: Only valid email addresses will receive the notification, if an invalid email address is entered the system will not show a notification. This protects from unauthorised attempts to identify valid email addresses.

The email will provide a link which to reset the password:

This will take you to the page to assign a new password. Enter your password and clicked Submit. Note: a password security strength status will be displayed:

You will then be able to use the new password to log in:

Note: Passwords are encrypted when stored, we cannot retrieve them therefore if you cannot remember the password you have to follow the above steps to reset it.

Dealer Setups

To maintain dealer setups or users, click the gear icon in the top RH corner and select Dealer Settings:

The configuration screen will then display showing the dealership details, daily summary email recipients, CSV conversion settings and User List.

CSV Conversion settings are for an optional product which allows you to send HTML reports from ERA to a nominated email address and the file will be converted into CSV and emailed to the cc address. Contact info@ABsee.net.au for more information on this feature.

a. Adding New Users

Only administrators can add or maintain users. To add a new user, click the Add New User Button above the user list to display the user setup screen:

Access control will show the departments which can be administered by the user

If in a multi-dealer group, confirm the dealer view is the correct view you want the user to be assigned to before completing the rest of the details. If this is not the correct dealer, select the correct dealer from the Dealer drop down list and the updated Dealer name will show. Note: If adding a user to a Group Dealer View, they will have access to all dealers linked to the group view.

Enter a user name and email address, the email address will be used to login.

Assign a password and re-enter the password again to confirm it is correct.

Assign a user role. It will default to Standard User, selecting Administrator will allow this user to have full administrator access and the ability to create new users.

Select the Module you want to provide access and the applicable reports will then show as selected, if you want to remove reports for a user you can un-select the applicable report:

Click Add User  and you will be prompted to enter in your own password before proceeding:

This is an extra security layer to prevent unauthorised access to the system. After entering your password, click Submit, the user will be added to the database and the screen will show the user list and display the following:

Name, email, status, last login date, role, dealer view access, default dealer view access (if in a group) and the modules the user has access to

Inactive Users are automatically hidden from the list, if you want to view inactive users you can select the Toggle Inactive Users button so show and hide as required.

When a new user has been created, they will receive an email from ABsee with the login link and a link for them to reset their password. The user who created the user will also receive a copy of the introduction email.

b. Editing User Access

To update the access assigned to the user, click the notepad icon beside the user name:

You can then edit the config fields as required:

To remove access to the user, select the Status field and select Inactive.

To reassign the user to another dealership in the group, select the Dealer field and choose the new dealer from the drop down list.

For users who have access to multiple dealers you can set a default dealer to display data upon logging in. Select Default Dealer View and choose the preferred dealer from the drop down list.

To change the ABsee views offered to the user, select Access Control field and tick/untick any report type as required. If the tick box is unavailable the report function is not yet released.

Once all changes have been made, click the disk icon to save the changes and return to the user list.

Click Home or any other report view from the header to exit setup.

c. Daily Email Summary Recipients

We currently provide a daily email summary of Open ROs, Open Warranty Analysis and Advisor reporting. You can edit the recipients for each report separately by assigning the specific email addresses to each separate report summary as required. The email address does not have to be a valid ABsee user however the email will provide a link to view the report in more detail in ABsee so it is recommended to setup all users with the appropriate access.

The Daily Summary Email Recipients lists is shown above the user list, once you assign the email address, click the save icon to file the changes.

View Archive Data

You can view prior month’s final results by selecting the desired month from the archive. Select the Current Report drop down below the data range in the report header and then select the desired month as per the example below:

The report will refresh and display for the selected month.

Service Configuration

a. Technicians

Upon the initial login you will need to configure the Technicians, Sale Types and Non Productive codes, when new codes are used in the DMS they will automatically add into the service setups so they need to be reviewed and the configuration completed. To access, select the gear icon in the top RH corner and select Service Settings

This will display the setup page where you can review and update Technicians, Sale Types and Non Productive codes. Select Tech Perf Config to view the following screen:

All of the technicians which are in the 3619 report will automatically display in the Technician list. Select the Classification drop down for each technician and assign their category. You can select from the following classifications:

Master Technician​
Technician
​Diagnostic Technician
Team Leader
1st Year
2nd Year
3rd Year
4th Year
Detailer
Trades Assistant
Wheel Tech
Supervisor
​Painter
Panel Beater​

Update the productive allocation value in the Allocation field. It will default to 100% allocation, enter the applicable value as required. This does not adjust available hours; this field is used in the calculation of Full Time Equivalents (FTE) and in providing data relating to FTEs and in adjusting the available hours for the Weighted Techs calculations.

If a technician appears and the name field is blank it means the technician has been deleted from 3073/3072 but still has clockings within the reporting period. We recommend you re-enter the technician into 3073 and set an inactive date. When the ROs with the technician clockings are closed and the reporting period passes the Status can be set to inactive.

When the status is Inactive, the technician will be hidden from the list, you can select Toggle Inactive to show or hide the inactive technicians as required.

Weighted Technician Results Default – select the default value for the Weighted Tech Results prompt. Setting to yes will set the Technician Performance view to show the weighted available hours based on the technician allocation %. Productivity and charging efficiency will then be updated. Setting to No will take the available hours as the standard value.

b. Sale Type Mapping

All sale types and non-productive codes will initially appear under New/Un defined sale types. Select each sale type individually and then assign the Sales Category from the drop down list (Customer/Warranty/Internal).

Assign the labour rate for each sale type in the Rate field. If reporting on multiple makes you will need to assign the average rate. Once all sale types have been assigned a Sales Category click the Re-sort Categories button to group the sale types separately.

c. Non Productive Codes

This will leave the non-productive codes to be mapped, select the Sales Category field and assign Non-Productive to each code and leave the rate field blank. When complete click Re-sort Categories and the Non Productive codes will be displayed below the Configured Sale Types and there will New/Undefined Sale Types will be blank.

If you incorrectly assign a value, select the Category or Sale Category (as applicable) and assign the correct value. Click Re-sort Categories to update.

You can review and edit the configuration screen at any time, when you make updates the reports will automatically update to reflect the changes.

d. Open Warranty Analysis

Select the Open Wty Analysis Config tab to update the calculation settings for the warranty submission time per franchise.

Select the applicable make from the drop down and choose the calculation field, applicable to the franchise, from the following:

  • Technician Clocking Date – this is the last technician clocking against the RO
  • RO Date – this is the date the RO was created.

Apply the number of days applicable from the calculation field and click the + icon to save. The entry will show a to confirm the record has been saved.

e. Advisor/Department

Advisor records from the invoice data will automatically be loaded into the configuration screen, you can control whether you want to include the applicable advisor in the Advisor reports detail or consolidate under Other by selecting the applicable option in the drop down:

All advisors will default to yes, change to No for any you do not want to see the sales detail

If an advisor has left the business and you no longer want to see in the configuration panel you can set the record to inactive but selecting the Active button and changing to off (which will change the colour to red.

Advisor Customer Satisfaction Results Factory Customer satisfaction results can be recorded against each advisor, the score is entered into the applicable month which will then appear in the Advisor reports for that period

Configurations for the other periods can be entered by selecting the Year drop down and selecting the required year:

Gross Profit Targets

Daily total service gross profit and daily labour gross profit targets can be entered for each month. Select the month and enter the applicable value against each category

When all changes are complete they can be saved by selecting the disc icon.

Public Holidays Exclusion List

Enter the applicable public holidays for your region; you can click the Aust Gov Calendar link to view all public holidays. This will be used to calculate the working days each month:

When all changes are complete they can be saved by selecting the disc icon.

Miscellaneous Sale Account Allocation

Miscellaneous sales accounts which are included in the invoice data will automatically be added to the configuration. Each account should be reviewed and the Dept Allocation assigned as applicable to the department for which the revenue is allocated:

These settings will be used to only include revenue from the service accounts in the Advisor and Department totals.

When all changes are complete they can be saved by selecting the disc icon.

Parts Configuration

a. Department Config

Upon the initial login you will need to configure the Parts GP targets, sale type and territory mapping, as new sale types and territory codes are used they will automatically be added to the parts configuration and will need to be configured. Select the gear icon in the top RH corner and select Parts Settings

This will display the setup page where you can review and update Technicians, Sale Types and Non Productive codes. Select Tech Perf Config to view the following screen:

Daily GP Targets
Enter the monthly parts sale gross target and select the disk to save the entries. To enter data for a different period select the year in the drop down.

Sale Type Config
Each sale type assigned to an invoice will automatically be added to the Parts Configuration, these need to be reviewed and mapped to one of the reporting Sale Categories from the available drop down option and select the Disk icon to save the changes:

Territory Config
The territory codes assigned to customers will automatically be added to the Parts Configuration. Individual territory codes can be mapped into regions, which typically align to your delivery but may be separate for reporting purposes. Review each Territory Code and enter the preferred Region Name you would like to see in the report, select the disk icon when complete, to save the changes.

Reviewing Service Reports

a. Technician Performance Report

The technician performance report graphs the productivity, efficiency and charging efficiency per technician and also includes the labour sale sales and labour gross profit per technician. In addition the report details non-productive clockings and show the unapplied time per technician, the document count is also displayed.

Select the SERVICE menu and select TECHNICIAN PERFORMANCE to view the report.

The date and time of the last report update is shown in the report header:

The report provides a filter by sale type, to view different sale types select the required sale type from the Sale Type field drop down in the top LH corner.

If applying a filter on the sale type and there is no data present, the following message will appear:

Select CLEAR FILTER to reset and choose new sale type.

The data is presented as follows:

Field NameDetail
Tech NoTechnician number shown on the report.
Note: If a technician appears on the 3619 report they will appear in the report, even if they are no longer active.
Tech NameTechnician name shown on the report.
LocationABsee dealer view
ClassificationClassification shown against the technician in the Config tab which provides easy identification of the staff members role.
AllocationAllocation percentage as assigned in the technician setup.
Avail HrsTotal hours technician was available during the period taking into consideration any WIP. It is calculated as follows:  
Open WIP hours + Hours clocked to Attendance - Closing WIP Hours
If the Show Weighted Tech Results flag is set to Yes the available hours calculation is as follows:
Open WIP hours + Hours clocked to Attendance X Tech Allocation - Closing WIP Hours.
Note: Data will only display if the Sales Category is Total.
Sold HrsTotal hours sold on ROs closed during the period for the displayed sale type.
Clock HrsTotal hours clocked on ROs closed during the period for the displayed sale type
Non Prod HrsTotal hours clocked on Non Productive Codes during the period.
Note: Data will only display if the Sales Category is Total.
Un App HrsTotal available hours not clocked to anything (Avail Hours minus Clock Hrs minus Non Pod Hrs = Un App Hrs)
Note: Data will only display if the Sale Type is Total.
Labour SalesLabour sales total for Sales Category displayed
Labour GPLabour gross profit total for Sales Category displayed
Lab GP%Labour gross profit percentage for Sales Category displayed
DocsTotal number of documents (invoices) for the Sales Category displayed
ProductivityProductivity result (Clock Hrs/Avail Hrs).
Note: Data will only display if the Sale Type is Total.
EfficiencyEfficiency result (Sold Hrs/Clock Hrs)
Charge EffCharging Efficiency/Proficiency result (Sold Hrs/Avail Hrs)
Note: Data will only display if the Sale Type is Total.
Avail Hrs AdjThe Avail Hrs Adjust field is provided to enable you to adjust the available hours in the report. This is usually required if running department specific or make specific reports where a technician clocks to multiple departments and you only wish to allocate part of his normal hours the report you can enter the value you wish to adjust and it will be deducted from (or added to) the available hours for that technician, the unapplied hours will also be recalculated. It would be expected that any value entered here is accounted for as this will affect the individual and overall department productivity and charging efficiency results.

The data table shows the total of each column with the average shown beneath the totals. 

Weighted Results: Technician productivity will be shown using the standard non-weighted results i.e. the available hours will be taken as actual. You can view the weighted results by selecting Yes in the Show Weighted Tech Results option above the data table:

The default view is set to No however you can change this in the Report Settings page (detailed above). When the non-weighted view is selected the Ideal Productivity Target will show below the totals:

Ideal Productivity Target is the average allocation of all staff shown in the report

This is the maximum productivity achievable if all technicians meet their allocation value. The available hours will show the actual available hours value as per the standard calculation:

Avail Hours = Open WIP + Attendance Hours - Closed WIP.

When the Show Weighted Tech Results is set to Yes, the technician allocation is used in the calculation and the available hours are adjusted with the calculation changing to:

Avail Hours = Open WIP + Attendance Hours X Tech Allocation - Closed WIP.

As the available hours is adjusted by the allocation factor the productivity and charging efficiency values will update when the Weighted Tech Results value is changed:

Note: If a technician is showing higher than 100% productivity in the weighted view it is possible there is a clocking error or the technician has exceeded their allocation, in which case we would recommend reviewing the allocation.

Incomplete DMS Attendance Clocking – The available hours are calculated from the attendance clocking (via 0983 or Employee Time Maint in eraPower), if a technician does not clock off on a specific day the hours worked are not calculated for that day, this currently appears as an asterisk beside the available hours in the 3619 report and as this is integral to the accuracy of the report, a warning will appear in the header of the Technician Performance Report beside the Sales Category field to indicate the clocking should be reviewed:

In addition, the affected technicians will be highlighted in the detail table:

Correct Incomplete Attendance Clockingrun 0984 for the date range for the technicians highlighted in the report and review the clocking entries to identify the incomplete clocking. You will then need to update via 0983 Employee Time Maintenance using normal functionality. You can manually resend 3619 or wait for the next update to occur. Note: we receive a prior month update on the 4th day of the new month so if there are any incomplete clocking entries, ensure they are corrected prior to the 4th and the changes will be reflected in the End of Month view.

Tech Deleted from DMS Warning: If a technician appears on the report without a name it means the technician has been deleted from 3073 or 3072/Tech Work Hours Maint but has had clocking entries onto ROs or Non Productive codes within the reporting period. A warning message will appear below the sale type box if this scenario is encountered. To correct, the technician should be re-added to 3073 and 3072/Tech Work Hours Maint should be completed so the hours and labour rates can be included in the report. If the technician is no longer employed you can set the Termination Date in 0920 and it will populate the Inactive Status Date in 3073 so they will not impact daily operations. If the technician is moving to another site within the same accounting store you should only set the Inactive Status Date in 3073.

Note: If you want to delete technicians, you should only delete technicians (at least) 12 months after they have left as when you delete from ERA the link to exceptions are removed which will impact historical reporting.

Maintain Avail Hrs Adjust: you can manually enter or delete the available hours adjustment by clicking into the field and deleting the values (or updating to the new values). If you want to clear all adjustments for all technicians click the Clear Avail Hours button at the top of the technician performance detail table and all values will be set to 0.

b. Non-Productive Analysis Report

This report shows the total hours and related cost amount for each Non Productive code. The data is shown as a pie chart and also in a table showing the hours and dollar amount separately.

Select the SERVICE menu and select NON PROD ANALYSIS to view the report:

You can scroll down to view additional technicians or scroll sideways to view the additional non-productive categories.

c. Dept Labour Performance Report

This reports shows key labour financial metrics by sales type and consolidates them to Customer, Warranty and Internal sales categories. It also shows the Sales Mix, the effective labour rate compared to the standard selling labour rate and also identifies the department lost gross profit by category with detail by sale type with other metrics detailed below.

Select the SERVICE menu and select DEPT LABOUR PERFORMANCE to view the report.

Other metrics include the following:

  • Average hours per Invoice
  • Average dollars technician per invoice
  • No ROs per advisor
  • No ROs per technician and also ROs per full time equivalent (FTE) technicians.
  • WIP$
  • Dept Recovery rate – the dollar value recovered for every hour paid to productive staff.

This report shows the following metrics:

Field NameDetail
Sale Type Category Sales Category (Customer/Warranty/Internal)
No Inv The number of invoices produced for the Category/Sale Type. Note: If multiple technicians clock on the jobs related to the invoice, it is only counted once. This total will be different to the Invoice count from Technician Performance as each invoice is counted 1 for every technician assigned.
Sales Mix The percentage of total sales for the Category/Sale Type
Inv Cost Hours The total clocked hours for the Category/Sale Type
Inv Sold Hours The total sold hours for the Category/Sale Type
Inv Sold Amt $ The total labour sales for the Category/Sale Type
Hrs Sold per Inv The average hours sold per invoice for for the Category/Sale Type
Lab $ per Inv The average labour sale per invoice for the Category/Sale Type
Eff Lab Rate $ The average labour rate charged per hour clocked for the Category/Sale Type. (Inv Sold Amt $/Inv Sold Hrs)
Std Lab Rate $ The standard selling rate per hour for the Category/Sale Type. Note: Where a category has multiple sale types the standard rate is calculated in proportion to the sales mix for that category.
Lab Rcvy Rate $ The average labour rate recovered per hour clocked for the Category/Sale Type. (Inv Sold Amt $/Inv Cost Hours)
Efficiency % The efficiency rate for the Category/Sale Type. (Inv Sold Hrs/Inv Cost Hrs)
Lost Lab Gross The difference between the Labour Recovery Rate and the standard selling labour rate multiplied by the number of hours billed. This identifies the labour gross that was not achieved due to the lower selling rate/failure to recover all of the clocked hours. (Std Lab Rate$ – Lab Rcvy Rate) X Inv Sold Hrs.
WIP $ The total value of of technician clocking on open ROs. Note: this value is only calculated from the technician’s standard hourly rate as displayed in 3619 and will not include overtime values (if applicable).
Dept Avail Hrs The total available hours for the department (and is the value from the Technician Performance report).
Dept Chg Eff % The charging efficiency for the department (Inv Sold Hours/Dept Avail Hrs)
Dept Rec Rate $ The department recovery labour hourly rate which is the amount recovered for each hour paid to productive personnel.  (Inv Sold Amts $/Dept Avail Hrs)
Total ROs The total number of ROs included in the report. If there are multiple invoices, this will only counts the RO once.
No ROs per Adv The reported total RO count divided by the number of advisors
No ROs per Tech The reported total RO count divided by the number of technicians
No ROS per FTE The reported total RO count divided by the number of full time equivalent technicians which is obtained by multiplying the allocation percentage for each technician and summing the result.

d. Tech WIP Hours Report

This report details the Labour WIP value and tracks the changes in WIP per technician. It also displays the unapplied time costs per technician.

Select the SERVICE menu and select TECH WIP HOURS to view the report.

The report is detailed as follows:

Field NameDetail
Open WIPThe total number of labour hours clocked to open ROs at the beginning of the period
Close WIPThe total number of labour hours clocked to open ROs at the end of the period
ChangeThe difference between the Open WIP and the Close WIP
Close WIP Amt $The total dollar value of labour on open ROs at the end of the period (Close WIP multiplied by the technician hourly rate). 
Note: this value is only calculated from the standard hourly rate and will not include overtime values (if applicable).
Unapp HrsThe total of unapplied hours per technician (Hours Available, less hours clocked to ROs, less hours clocked to Non Productive codes).
Unapp Amt $The total value of unapplied hours at the current technician rate. Note: if a technician has been deleted from 3073 when the report is run this will show “NO RATE” against the respective technician. If you add the technician back into 3073 and run the 3619 report again it will calculate the correct rate.
Note: this value is only calculated from the standard hourly rate and will not include overtime values (if applicable).

e. Open RO Report

This report analyses Open ROs and shows details by ageing categories reporting on RO counts and revenue.

Select the SERVICE menu and select OPEN RO REPORT to view the report.

The data is updated every 2 hours between 7am and 8:30pm as the default installation  with the time of the last update shown in the report header:

Once all sale categories on an RO are posted it is automatically removed from the report.

The separate Open RO views are displayed as follows:

  • RO Count by Age: shows the total number of Open ROs by advisor within each age category. This report shows the average throughput days for the site, see the note further below detailing how this is calculated.
  • RO Revenue by Age: shows the total charges currently assigned to the open Jobs of each RO, totals by advisor and ageing category
  • RO Costs by Age & Sales Category: shows the total costs assigned to the open Jobs of each RO, totals by advisor, sale category and ageing category
  • RO Costs by Age & Sales Category & Line items: shows the total costs for each line item assigned to the open Jobs of each RO (Labour, Parts, Sublet, Oils and Misc), totals by advisor, sale category and ageing category. It also shows the total costs for each line as a percentage of the closed Repair Order costs for the current month in the last column.

If an advisor record is removed from the DMS the advisor number will be displayed with a warning the record has been removed. We recommend the advisor record is re-created in the DMS and set to inactive to assist with accurate reporting.

RO Throughput Days is calculated as follows:

Total Open ROs / Average Daily Closed RO count for the rolling quarter.

For example, the last 2 months total ROs closed is 610 for a 20 day month and 660 for 21 day month with the current month closing 160 after 8 trading days. Total ROs closed for the rolling quarter is 610+660+160 = 1430. The total trading days for the rolling quarter is 20+21+8 = 49.

If there are currently 160 open ROs the throughput days calculation is:

Total Open ROs (160) / Average Daily Closed RO (1430/49 = 29.18) = 5.5

Accessing Historical Data:

The report always shows the current months data. To view historical results (as at the end of the month) for prior months you can select the required month from the drop down menu in the report header

Assigning Notes to an RO:

The detail of the ROs are shown below the summary tables, comments can be assigned to ROs which can help track when the RO is due to be closed or when it has been assigned to the warranty clerk for processing.

To open the panel to assign notes, click the notepad icon beside the RO number:

This will reveal the the following fields:

  • Expected Close Date: this is the date the RO is expected to be closed. When the date is assigned it will display in the data table.
  • Advisor Notes: this is a free text field to allow notes to be saved against the RO which will be saved and retained in history
  • Wty Dept: when the RO has been handed to warranty this box can be checked and will show Yes in the Wty Dept field in the data table.
  • Last Updated: this shows the date and time notes were last updated. This is a display only field and is updated when the fields are changed.

Any RO which has the notes assigned will have the RO data line coloured as per below:

The highlight colour will change based on the following time:

The data table  includes the following fields:

Field NameDetail
RO NumberRO reference from the DMS
DeptDepartment currently assigned to RO
Age The number of days since the RO was opened.
Age CatCategory for which the age calculation applies
–         Current
–         31-60
–         61-90
–         91-120
–         >120
AdvisorName and number of the advisor currently assigned to the RO.
Sales AmountThe total value of open jobs on the RO
RO DateThe date the RO was created
Prom DateThe promise date currently assigned to the RO
Last Tech Clock Date The date of the last technician clocking on any job of the RO.
Last C/O Date The most recent Carry Over date assigned to any job on the RO. This will show if an RO has been rescheduled for a later date.
Part B/O Shows Yes if there is a part on back order linked to any job on the RO
RO Last Updated The date the RO was last accessed and saved in the DMS. If the RO is still open and has not been accessed for an extended period it could indicate an RO has been lost or forgotten.
Expected Close DateThis is the date entered by an advisor or manager into ABsee, via the note icon beside the RO number. When accessed it enables a date to be selected which indicates when the RO will be posted
Cus Inv Status Shows INVOICED if the customer portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO CUST if there are no customer charges otherwise will show NO INV if there are customer charges assigned to the RO but the invoice has not been produced. 

This helps to track Customer invoices which have not been posted.
Int Inv Status Shows INVOICED if the Internal portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO INT if there are no internal charges otherwise will show NO INV if there are internal charges assigned to the RO but the invoice has not been produced. 

This helps to quickly identify internal invoices which have not been posted.​
Wty Inv Status Shows INVOICED if the warranty portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO WTY if there are no warranty charges otherwise will show NO INV if there are warranty charges assigned to the RO but the invoice has not been produced. 

This helps to quickly identify warranty invoices which have not been posted.​
Wty DeptShows Yes if the RO has been assigned to the Wty Department.
Customer NameShows the name of the customer assigned to the RO
MakeShows the vehicle make assigned to the RO
CarlineShows the carline description of the vehicle assigned to the RO
Cus CostShows the total cost for all open customer jobs on the RO
Wty CostShows the total cost for all open warranty jobs on the RO
Int CostShows the total cost for all open internal jobs on the RO
Cus Inv DateShows the date the customer invoice was produced
Wty Inv DateShows the date the warranty invoice was produced
Int Inv DateShows the date the internal invoice was produced
Cus AmtShows the total sales for all open customer jobs on the RO
Wty AmtShows the total sales for all open warranty jobs on the RO
Int AmtShows the total sales for all open internal jobs on the RO
Cus Lab CostShows the total labour cost for all open customer jobs on the RO
Cus Parts CostShows the total parts cost for all open customer jobs on the RO
Cus POL CostShows the total POL cost for all open customer jobs on the RO
Cus Sub CostShows the total sublet cost for all open customer jobs on the RO
Cus Misc AmtShows the total miscellaneous amount for all open customer jobs on the RO
Int Lab CostShows the total labour cost for all open internal jobs on the RO
Int Parts CostShows the total parts cost for all open internal jobs on the RO
Int POL CostShows the total POL cost for all open internal jobs on the RO
Int Sub CostShows the total sublet cost for all open internal jobs on the RO
Int Misc AmtShows the total miscellaneous amount for all open internal jobs on the RO
Wty Lab CostShows the total labour cost for all open warranty jobs on the RO
Wty Parts CostShows the total parts cost for all open warranty jobs on the RO
Wty POL CostShows the total POL cost for all open warranty jobs on the RO
Wty Sub CostShows the total sublet cost for all open warranty jobs on the RO
Wty Misc AmtShows the total miscellaneous amount for all open warranty jobs on the RO

The data in the table can be filtered by selecting one of the fields in the filter list below the field names. Select multiple filters as required:

To remove the filter, select the Remove Filters button in the table controls panel to display all records.

The following fields are available to be filtered:

Department
Age Cat
Advisor
Part B/O
Cus Inv Status
Int Inv Status
Wty Inv Status
Wty Dept
Make

The default fields (italicised in the table above) are shown when first accessing the page and exclude the cost details, to view all fields click the Show All button in the data header table as per the following:

The following additional functions exist via buttons in the data table Header:

  • Copy Data – copies all filtered data to clipboard
  • Export CSV – exports current data view to comma separated (.csv) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Export Excel – exports current data view to Excel (.xslx) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Column Visibility – You can also adjust the fields being displayed by selecting Column Visibility and selecting the fields as required from the list and the selected fields will display in, or be removed from the table.
  • Show All – allows you to view all of the fields in the data table (including costs by sale category), Click the button to reveal the fields and slide ride to view.
  • Reset Cols – reset the field list to the default list (as per the table detailed earlier).
  • Remove Filters – reset the data filters so all data will display
  • Search – any field available in the data table can be searched. Type the text within the search box and the results will be filtered live with each character entered.

f. Open Warranty RO Analysis Report

This report analyses open warranty ROs and shows the RO count and costs by claim status, summaries by RO Age. Any RO with a warranty sale category is included in the report whether there is a sale amount or cost amount allocated to the warranty category. When the RO is closed It is automatically removed from the report at the next update.

Select the SERVICE menu and select OPEN WTY ANALYSIS to view the report.

The data is updated every 2 hours between 7am and 8:30pm as the default installation with the time of the last update shown in the report header:

Once the configuration has been completed, each RO will be assigned one of the following statuses:

In ProgressRO is within the submission period
Wty CloseWarranty portion has been closed but internal remains open so should be reviewed and closed
Sub Time ExpiredClaim submission time has passed so the claim is at risk.
No Tech ClockingNo technician clocking on the RO – this may not be a problem but should be reviewed if the RO is too old
Sub Due NOWRO is within 3 days of the submission time so the RO should be actioned promptly

The separate Open RO views are displayed as follows:

RO Totals by Claim Status and Ageing – shows the total number of Open ROs by claim status within each age category

  • Wty Costs by Claim Status and Ageing – shows the total warranty costs assigned to the open Jobs of each RO within each age category

  • RO Totals by Wty Dept Flag – shows the number of ROs and those flagged as being handed to warranty alongside the total ROs which have not been handed to warranty.

The detail of the ROs are shown below the summary tables, comments can be assigned to ROs which can help track when the RO is due to be closed or when it has been assigned to the warranty clerk for processing.

To open the panel to assign notes, click the notepad icon beside the RO number:

This will reveal the following fields which are linked to the Open RO report.

The data table includes the following fields:

Field Name Detail
Wty Claim StatusThis is the calculated status of the warranty jobs on the RO
Claim Sub Due DaysThis is the calculation of the number of days the warranty claim is due to be submitted based on the configuration. If the claim is in negative this is the number of days past the submission date.
RO NumberRO reference from the DMS
DeptDepartment currently assigned to RO
AgeThe number of days since the RO was opened.
Age CategoryCategory for which the age calculation applies
Current
31-60
61-90
91-120
>120
RO Last Updated The date the RO was last accessed and saved in the DMS. If the RO is still open and has not been accessed for an extended period it could indicate an RO has been lost or forgotten.
Expected Close DateThis is the date entered by an advisor or manager into ABsee, via the note icon beside the RO number. When accessed it enables a date to be selected which indicates when the RO will be posted
Cus Inv Status Shows INVOICED if the customer portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO CUST if there are no customer charges otherwise will show NO INV if there are customer charges assigned to the RO but the invoice has not been produced.
This helps to track Customer invoices which have not been posted.
Int Inv Status Shows INVOICED if the Internal portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO INT if there are no internal charges otherwise will show NO INV if there are internal charges assigned to the RO but the invoice has not been produced.
This helps to quickly identify internal invoices which have not been posted.
Wty Inv Status Shows INVOICED if the warranty portion of the RO has been invoiced but not posted. Shows POSTED if the invoice has been posted to accounting, Shows NO WTY if there are no warranty charges otherwise will show NO INV if there are warranty charges assigned to the RO but the invoice has not been produced.
This helps to quickly identify warranty invoices which have not been posted.
Wty DeptFlag to indicate whether the RO has been handed to the warranty department for processing.
RO AdvisorName and number of the advisor currently assigned to the RO.
RO DateThe date the RO was created
Prom DateThe promise date currently assigned to the RO
Last Tech Clock Date The date of the last technician clocking on any job of the RO.
Customer NameShows the name of the customer assigned to the RO
MakeShows the vehicle make assigned to the RO
CarlineShows the carline description of the vehicle assigned to the RO
Cus CostShows the total cost for all open customer jobs on the RO
Wty CostShows the total cost for all open warranty jobs on the RO
Int CostShows the total cost for all open internal jobs on the RO
Cus Inv DateShows the date the customer invoice was produced
Wty Inv DateShows the date the warranty invoice was produced
Int Inv DateShows the date the internal invoice was produced
Cus AmtShows the total sales for all open customer jobs on the RO
Wty AmtShows the total sales for all open warranty jobs on the RO
Int AmtShows the total sales for all open internal jobs on the RO
Wty Lab CostShows the total labour cost for all open warranty jobs on the RO
Wty Parts CostShows the total parts cost for all open warranty jobs on the RO
Wty POL CostShows the total POL cost for all open warranty jobs on the RO
Wty Sub CostShows the total sublet cost for all open warranty jobs on the RO
Wty Misc AmtShows the total miscellaneous amount for all open warranty jobs on the RO

The data in the table can be filtered by selecting one of the fields in the filter list below the field names:

To remove the filter, select the Remove Filters button in the table controls panel to display all records.

The following fields are available to be filtered:

  • Wty Claim Status
  • Age Category
  • Cus Inv Status
  • Int Inv Status
  • Wty Inv Status
  • Wty Dept
  • RO Advisor
  • Make

The default fields (italicised in the table above) are shown when first accessing the page and exclude the cost details, to view all fields click the Show All button in the data header table as per the following:

The following additional functions exist via buttons in the data table Header:

  • Copy Data – copies all filtered data to clipboard
  • Export CSV – exports current data view to comma separated (.csv) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Export Excel – exports current data view to Excel (.xslx) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Column Visibility – You can also adjust the fields being displayed by selecting Column Visibility and selecting the fields as required from the list and the selected fields will display in, or be removed from the table.

Click outside of the list to return to the table.

  • Show All – allows you to view all of the fields in the data table (including costs by sale category), Click the button to reveal the fields and slide ride to view.
  • Reset Cols – reset the field list to the default list (as per the table detailed earlier).
  • Remove Filters – reset the data filters so all data will display
  • Search – any field available in the data table can be searched. Type the text within the search box and the results will be filtered live with each character entered.

g. Advisor Performance Report

This suite of reports analyses invoice data and provided results summarising at a department and advisor level.  

Select the SERVICE menu and select ADVISOR PERFORMANCE to view the report.

The report is updated from ERA on the default schedule every 2 hours between 7am and 8:30pm with the last update date and time shown in the report header:

Report filters can be applied to the report views as follows:

  • Month – monthly data is archived and can be viewed by selecting the applicable month from the drop down. Alternatively you can view the following date ranges:
    • Today – filter all transactions with an RO close date for the current day
    • Yesterday – filters all transactions with an RO close date for the previous day.
    • This Month – filters all transactions with an RO close date within the current month.
    • Last Month – filters all transactions with an RO close date within the prior month.
    • Custom – filters all transactions with an RO close date within a nominated start and end date range. Note: When using the custom filter the Daily Tracker tabs are not available as they only track values within a nominated month. Data is restricted to a 3 month period.
  • Departments – all departments are included by default, if there are multiple departments individual departments can be selected from the drop down and the report views will be updated. Note: Only Dept Sales Perf and Adv Sales Perf views are linked to this filter.
  • Sale Categories – all sales categories are included by default, if you wish to review results by either of Customer, Warranty or Internal, the individual sale category can be selected from the drop down and the report views will be updated. Note: Only Dept Sales Perf and Adv Sales Perf views are linked to this filter.
  • Accounting Make – all accounting makes are included by default, if you wish to review results by either a specific accounting make, the accounting make can be selected from the drop down and the report views will be updated. Note: Only Dept Sales Perf and Adv Sales Perf views are linked to this filter.

All report filters can be reset by selecting reset beside the Acctg Make field.

Unposted Invoices – an alert will display if there is an invoice from a prior trading day which has not yet posted to accounting. The month(s) for which the unposted invoices will show in the LH corner of the Advisor Performance header:

Select the applicable month to view and apply the Posted flag filter (detailed further below) to view the invoices not posted. You can also click the RO Close or any other field to change the sort order. 

The report views are displayed as follows:

Daily Gross Tracker – This summarises the daily performance of total service gross profit against target.

The header summary shows the following details:

  • MTD Gross Profit total – the total service gross profit as at the report date
  • Target Gross Profit Total – the total month service gross profit target.
  • Projected EOM Gross Profit – the calculated EOM gross profit target based on the current daily service GP value.
  • MTD Daily Average GP – the daily average service gross profit for the current month as at the report date.
  • Required Daily GP to Target – the calculated daily service gross profit required for each of the remaining trading days to meet the gross profit target.
  • Days Traded -shows the number of days traded (includes the current day if a regular trading day).
  • Total Work Days – shows the total number of working days in the month. This is a calculated field which is the total number of week days within the month less any public holiday dates, as assigned in the configuration screen, within the month.
  • Svc Daily Gross Target – this is the total service gross profit target divided by the number of work days and is the daily gross target used in the performance against target calculations. If the target has not been, select the arrow icon to jump to the setup screen to complete.

The daily results showing the daily actual against target and the MTD actual against target. Weekends are shown, if invoice transactions are processed on the day the values are included in the MTD totals but not recognised in the daily target performance:

Any day where the daily or monthly actual meets or exceeds the daily target the result actual versus target value will be coloured green, conversely days when the daily or monthly actual does not meet target will be shown in red.

The system will automatically include the current day in the trading calculations to provide the most current result however should you have a need to review the results as at close of business the prior day you can change the toggle for Include Today in Days Traded to No:

This will adjust the trading days and related values. Note: This only applies to the Daily Gross Tracker and Daily Labour Tracker Screens.

Daily Labour Tracker – This summarises the daily performance of total labour gross profit against target. The header summary shows the following details:

  • MTD Labour GP total – the total labour gross profit as at the report date
  • Target Labour GP Total – the total month labour gross profit target.
  • Projected EOM Labour GP – the calculated EOM labour gross profit target based on the current daily labour GP value.
  • MTD Daily Average Labour GP – the daily average labour gross profit for the current month as at the report date.
  • Required Daily Labour GP to Target – the calculated daily labour gross profit required for each of the remaining trading days to meet the gross profit target.
  • Days Traded – shows the number of days traded (includes the current day if a regular trading day).
  • Total Work Days – shows the total number of working days in the month. This is a calculated field which is the total number of week days within the month less any public holiday dates, as assigned in the configuration screen, within the month.
  • Labour Daily Gross Target – this is the labour gross profit target divided by the number of work days and is the daily gross target used in the performance against target calculations. If the target has not been, select the arrow icon to jump to the setup screen to complete.

The daily results showing the daily actual against target and the MTD actual against target, with a line graph showing performance against target. Weekends are shown, if invoice transactions are processed on the day the values are included in the MTD totals but not recognised in the daily target performance:

Any day where the daily or monthly actual meets or exceeds the daily target the result actual versus target value will be coloured green, conversely days when the daily or monthly actual does not meet target will be shown in red.

The system will automatically include the current day in the trading calculations to provide the most current result however should you have a need to review the results as at close of business the prior day you can change the toggle for Include Today in Days Traded to No:

This will adjust the trading days and related values. Note: This only applies to the Daily Gross Tracker and Daily Labour Tracker Screens.

Department Sales Performance – this shows the following key KPIs summarised by sales category and sale type as per the following:

FieldData Description
InvsNumber of invoices where there is an invoice sale value or an invoice sale cost. Zero charge invoices without any costs are not included in the invoice count.
Sales MixShows the sale mix for the applicable sales category or sale type (category or sale type sales as a percentage of the total sales.
RO SalesTotal value of all items on the RO (includes parts and non-service miscellaneous sales amounts).
RO GPTotal gross profit of all items on the RO (includes parts and non-service miscellaneous sales amounts).
RO GP %Total gross profit percentage of all items on the RO.
Svc SalesTotal value of all service items on the RO (parts and non-service miscellaneous sales amounts are excluded from the calculation).
Svc GPTotal gross profit of all service items on the invoice (parts and non-service miscellaneous sales amounts are excluded from the calculation).
Svc GP%Total gross profit percentage of all service items on the invoice.
Svc Sales/InvAverage invoice value of service sales only.
Svc GP/InvAverage invoice gross profit value of service sales only.
Lab SaleTotal labour sales.
Lab GPTotal labour gross profit.
Lab GP%Total labour gross profit percentage.
Lab Sale/InvTotal labour sales per invoice.
Effect Lab RateEffective labour rate. This is the total labour sales divided by the total hours sold.
Part SaleTotal parts sales.
Part GPTotal parts gross profit.
Part GP%Total parts gross profit percentage.
Part Sale/InvTotal parts sales per invoice.
Part $/Lab $Parts to labour sale ratio.

Advisor Sales Performance – this shows the following Key KPIs separated as

  • RO Totals
  • Labour
  • Other RO Charges
  • Non-Financial KPIs

RO Totals:

The following report fields are shown:

FieldData Description
InvsNumber of invoices where there is an invoice sale value or an invoice sale cost. Zero charge invoices without any costs are not included in the invoice count.
RO SalesTotal value of all items on the Invoice (includes parts and non-service miscellaneous sales amounts).
RO GPTotal gross profit of all items on the Invoice (includes parts and non-service miscellaneous sales amounts).
RO GP%Total gross profit percentage for all items on the Invoice
RO Sls/InvAverage total value of all items on the Invoice.
RO GP/invAverage total gross profit of all items on the Invoice.
Svc SalesTotal value of all service items on the RO (parts and non-service miscellaneous sales amounts are excluded from the calculation).
Svc GPTotal gross profit of all service items on the invoice (parts and non-service miscellaneous sales amounts are excluded from the calculation).
Svc GP%Total gross profit percentage of all service items on the invoice.
Svc Sales/InvAverage invoice value of service sales only.
Svc GP/InvAverage invoice gross profit value of service sales only.

Labour:

FieldData Description
Lab SaleTotal labour sales.
Lab GPTotal labour gross profit.
Lab GP%Total labour gross profit percentage.
Lab Sale/InvTotal labour sales per invoice.
Lab GP/InvTotal labour gross profit per invoice.
Tot Hrs SoldTotal hours charged on service invoices.
Tot Hrs ClockedTotal hours clocked on service invoices.
Hrs Sold/InvTotal hours sold per invoice.
Hrs Clock/InvTotal hours clocked per invoice.
Eff Lab RateEffective Labour rate. This is the total labour sales divided by the total hours sold.
Lab Rcvy RateLabour Recovery Rate. This is the total labour sales divided by total hours clocked.
EfficiencyLabour efficiency (sold hours divided by clocked hours)

Other RO Charges:

FieldData Description
Part SaleTotal parts sales.
Part GPTotal parts gross profit.
Part GP%Total parts gross profit percentage.
Part Sale/InvAverage invoice value of parts sales.
Part GP/InvAverage invoice value of parts gross profit.
POL Sale Total Grease and oil sales.
POL GP Total Grease and oil gross profit.
POL GP% Total Grease and oil gross profit percentage.
POL Sale/Inv Average invoice value of Grease and oil sales.
POL GP/Inv Average invoice value of Grease and oil gross profit.
Sub Sale Total Sublet sales.
Sub GP Total Sublet gross profit.
Sub GP% Total Sublet gross profit percentage.
Sub Sale/Inv Average invoice value of Sublet sales.
Sub GP/Inv Average invoice value of Sublet gross profit.
Misc Sale Total of all miscellaneous sales on the invoice
Misc Sale/Inv Average invoice value of all miscellaneous sales on the invoice.
Non Svc Misc Sale Total value of non-service department miscellaneous sales included in the invoice (as per the Advisor sales configuration mapping). This value is deducted from the RO Totals, along with parts, to calculate the total Service Sales and GP.

Non Financial KPIs:

FieldData Description
CSIThe advisor CSI score as entered in the Advisor Performance tab in Report Settings. This allows you to compare the financial results against an individual factory customer satisfaction score.
On Time % % of ROs delivered to the customer on time. The calculation identifies the percentage of ROs where the customer collect time or the customer invoice time is before the RO promise time.
Note: If selling additional work the advisor should update the promise time to improve accuracy.
Unique RO Count Total number of unique ROs closed per advisor. If an RO has a customer, warranty or internal invoice closed in the same month then the RO is only counted once.
Note: An RO is only counted if one invoice has a sale or cost which is not zero. This is to give a true account of how many ROs an advisor manages.
ROs/Day Total number of unique ROs divided by the number of trading days.
Unique Veh Cnt As per the unique RO count however if a vehicle has multiple ROs raised within the month only the first RO on the vehicle is counted. This is to give a true account of how many vehicles an advisor manages.
Vehs/Day Total number of unique vehicles divided by the number of trading days.
Svc Visit RO Cnt Total number of ROs where a scheduled service operation code is used. A scheduled service operation code is an 01 base code (or in the case of BMW or Mini, 00 base code).
Note: If any non-scheduled service operation codes are in the 01 base code it is recommended this are set to obsolete and no longer used and these are moved to a different, applicable base code. If you wish ABconsult can convert the historical records to the new operation code so ongoing report accuracy will not be compromised.
Svc Visit/RO% Percentage of unique ROs with a service visit – total number of unique ROs flagged as a service visit divided by the total number of unique ROs.
FSA Count Counts the number of unique ROs where the vehicle has a future service appointment, which is for a scheduled maintenance service, at the time the report is produced.
FSA/Svc Visit%Percentage of unique service visit ROs with future service appointment –total number of unique ROs flagged as a future service appointment divided by the total number of unique ROs which had a service appointment.
FSA/ RO Count% Percentage of unique ROs with a future service appointment- total number of unique ROs flagged as a future service appointment divided by the total number of unique ROs.

On Time Performance – a summary of the On Time Performance by advisor is shown in a separate view:

Miscellaneous Sales Analysis – a summary of miscellaneous sales view:

Invoice Data – all invoices used to produce the above report views are show in the data table below the reports. The data fields listed in the report as follows:

FieldData Description
Invoice #Unique invoice number produced from the DMS
PostedFlag to indicate whether the invoice has been posted to accounting. Daily invoices will not post to accounting until the nightly process has run so it is normal for current day invoices to show No. Any invoice prior to the current day which remains unposted should be investigated by Admin.
RO CloseDate the invoice was closed in the service application
AdvisorAdvisor number and name linked to the service invoice
Acctg MakeAccounting make linked to the service invoice.
Sales CatSales category linked to the invoice sale type.
Sale TypeSale type assigned to the service invoice.
DeptMain department assigned to the service invoice
RORO number related to the service invoice
Inv Bill HrsTotal number of billed hours assigned to jobs linked to the service invoice.
Inv Clk HrsTotal number of clocked hours assigned to jobs linked to the service invoice.
Lab EffLabour efficiency rating (hours sold/hours clocked)
Inv Amt Ex GSTTotal invoice amount excluding GST (includes parts and non-service miscellaneous sales amounts).
Inv Amt Inc GSTTotal invoice amount including GST (includes parts and non-service miscellaneous sales amounts).
Total RO GPTotal gross profit of all items on the RO (includes parts and non-service miscellaneous sales amounts).
Total RO GP%Total gross profit percentage for all items on the RO.
Total Svc SalesTotal value of all service items on the RO (excludes parts and non-service miscellaneous sales amounts).
Total Svc GPTotal gross profit of all service items on the RO (excludes parts and non-service miscellaneous sales amounts).
Total Svc GP% Total gross profit percentage for all service items on the RO.
Labour Sale Total labour sale
Labour Cost Total labour cost
Labour GPTotal labour gross profit
Part Sale Total parts sale
Part Cost Total parts cost
POL Sale Total oil or lubricant sale
POL Cost Total oil or lubricant cost
Sublet Sale Total sublet sale
Sublet CostTotal sublet cost
RO Prom RO promise date and time
Cust Inv RO customer invoice date and time
RO Cust Collect RO customer collect date and time
Customer NameName assigned to the RO when closed.
Svc Visit Flag Flag if the RO has an scheduled service operation code assigned.
FSA Flag Flag if the vehicle linked to the RO has a future appointment date with a scheduled service operation code assigned.
Inv Cnt Flag Flag to indicate whether the invoice is included in the invoice counter. Invoice must have a sale amount not zero or a cost amount assigned.
On Time Flag Flag to indicate whether the vehicle was returned to the customer on time.
Misc Sale Total of all miscellaneous sales on the invoice.
Misc Sale Acct Miscellaneous sales accounts linked to the invoice.
Total Svc Misc Sale Total of miscellaneous sales where the account has been defined as a service department allocation.
Total Non Svc Misc Sales Total of miscellaneous sales where the account has not been defined as a service department allocation.
Last Processed Date Date the invoice was last processed into ABsee.
VINVIN assigned to RO

The data in the table can be filtered by selecting one of the fields in the filter list below the field names:

To remove the filters, select the cross beside each filter or select Remove Filters data table control panel (detailed further below) to display all records.

The following fields are available to be filtered:

Posted
Advisor
Acctg Make
Sales Cat
Sale Type
Dept
Svc Visit Flag
FSA Flag
Inv Cnt Flag
On Time Flag
Misc Sale Acct

The following additional functions exist via buttons in the Data Table Header:

  • Copy Data – copies all filtered data to clipboard
  • Export CSV – exports current data view to comma separated (.csv) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Export Excel – exports current data view to Excel (.xslx) file, downloading to your default download folder location. Subject to your browser configuration, the file can be clicked to open.
  • Column Visibility – You can also adjust the fields being displayed by selecting Column Visibility and selecting the fields as required from the list and the selected fields will display in, or be removed from the table.

Click outside of the list to return to the table.

  • Show All – allows you to view all of the fields in the data table (including costs by sale category), Click the button to reveal the fields and slide ride to view.
  • Reset Cols – reset the field list to the default list (as per the table detailed earlier).
  • Remove Filters – removes all of the filters so the data shows all records.
  • Search – any field available in the data table can be searched. Type the text within the search box and the results will be filtered live with each character entered.

Parts Reporting

a. Parts Department Performance

This suite of reports tracks the parts department sales reports from the invoice data and shows the performance against target, with a detail by counterman, sale type, territory and region.

Select the PARTS menu and select DEPARTMENT PERFORMANCE to view the report.

The report is updated from ERA on the default schedule every 2 hours between 7am and 8:30pm with the last update date and time shown in the report header:

Report filters can be applied to the report views as follows:

  • Month – monthly data is archived and can be viewed by selecting the applicable month from the drop down. Alternatively you can view the following date ranges:
    • Today – filter all transactions with an RO close date for the current day
    • Yesterday – filters all transactions with an RO close date for the previous day.
    • This Month – filters all transactions with an RO close date within the current month.
    • Last Month – filters all transactions with an RO close date within the prior month.
    • Custom – filters all transactions with an RO close date within a nominated start and end date range. Note: When using the custom filter the Daily Tracker tabs are not available as they only track values within a nominated month. Data is restricted to a 3 month period.
  • Sale Categories – all sale categories are included by default, if you wish to review results by either of Customer, Warranty or Internal, the individual sale category can be selected from the drop down and the report views will be updated. Note: Only Dept Sales Perf and Adv Sales Perf views are linked to this filter.
  • Sale Types – all sale types are included by default, if you wish to review results by a specific sale type, the sale type can be selected from the drop down and the report views will be updated. Note: Invoice Analysis, Counterman Performance and Pending Invoices are linked to this filter.

All report filters can be reset by selecting reset beside the Sale Type field.

The report views are displayed as follows:

Daily Gross Tracker – This summarises the daily performance of total parts gross profit against target.

The header summary shows the following details:

  • MTD Gross Profit total – the total service gross profit as at the report date
  • Target Gross Profit Total – the total month service gross profit target.
  • Projected EOM Gross Profit – the calculated EOM gross profit target based on the current daily service GP value.
  • MTD Daily Average GP – the daily average parts gross profit for the current month as at the report date.
  • Required Daily GP to Target – the calculated daily parts gross profit required for each of the remaining trading days to meet the gross profit target.
  • Days Traded -shows the number of days traded (includes the current day if a regular trading day).
  • Total Work Days – shows the total number of working days in the month. This is a calculated field which is the total number of week days within the month less any public holiday dates, as assigned in the configuration screen, within the month.
  • Parts Daily Gross Target – this is the total parts gross profit target divided by the number of workdays and is the daily gross target used in the performance against target calculations. If the target has not been, select the arrow icon to jump to the setup screen to complete.

The daily results showing the daily actual against target and the MTD actual against target. Weekends are shown, if invoice transactions are processed on the day the values are included in the MTD totals but not recognised in the daily target performance:

Any day where the daily or monthly actual result meets or exceeds the daily target, the actual versus target value will be coloured green, conversely days when the daily or monthly actual does not meet target will be shown in red.

The system will automatically include the current day in the trading calculations to provide the most current result however should you have a need to review the results as at close of business the prior day you can change the toggle for Include Today in Days Traded to No:

This will adjust the trading days and related values. Note: This only applies to the Daily Gross Tracker Screen.

Invoice Analysis – this shows the analysis of the accounting sales invoice data as per the following:

  • Sales by Counterman
  • Sales by Sale Category
  • Sales by Sale Type
  • Sales by Region (the ERA territory codes are mapped to a custom Region codes in the Parts Configuration screen).
FIELDDATA DESCRIPTION
Parts SalesTotal of the parts sales assigned to the counterman
Parts GPTotal of the parts gross profit assigned to the counterman
GP%Total gross profit percentage percentage of sales assigned to the counterman
No InvsTotal number of invoices assigned to the counterman
Credit%Total credits as a percentage of total sales assigned to the counterman
Avg Sls/ InvAverage sales per invoice assigned to the counterman, the total invoice sales divided by the number of invoices.
Avg GP/InvAverage gross profit per invoice assigned to the counterman, the total invoice gross profit divided by the number of invoices.
Oth ChgsTotal other charges included on the invoice, assigned to the counterman. This charges include freight, miscellaneous, surcharge and handling charges.

Report Data – the invoices which are the data source for the above reports as shown in the data table below the reports. The data fields listed in the report are as follows:

FIELDDATA DESCRIPTION
Invoice#Invoice number assigned to the transaction
Inv DateDate invoice was produced
Post DateDate invoice was posted
PostedFlag to indicate if invoice is posted
AgeThe number of days since the invoice was created but not posted
Age CatCategory for which the age calculation applies
–         Current
–         31-60
–         61-90
–         91-120
–         >120
CountermanName and ID of counterman assigned to the closed invoice
Sale TypeSale type assigned to invoice
Sale CategorySale category assigned to sale type via Parts Configuration
TerritoryTerritory code assigned to customer from DMS
RegionRegion assigned to the territory code via Parts Configuration. This enables you to group multiple territories into a single region.
Inv SalesTotal Invoice sales value
Inv CostTotal invoice cost value
Inv GPTotal invoice gross profit
Part SaleInvoice parts sale value
Part CostInvoice parts cost value
FreightFreight amount charged to the invoice
Misc
Surcharge
Handling
Pay Method
Acctg Make
Customer Name

b. Parts Franchise Performance

This suite of reports shows the parts sales by franchise from the posted invoice data with the detail by franchise, source and counterman.

Report Data – the invoices which are the data source for the above reports as shown in the data table below the reports. The data fields listed in the report are as follows:

FIELDDATA DESCRIPTION
MakeFranchise make code and name assigned to part.
SourcePart source code
Invoice#DMS invoice number
Inv DateDate invoice was posted
CountermanParts counterman assigned to invoice
Sale TypeSale type assigned to invoice
Sale CategorySale category assigned to sale type via Parts Configuration
TerritoryTerritory code assigned to customer from DMS
RegionRegion assigned to the territory code via Parts Configuration. This enables you to group multiple territories into a single region.
SalesInvoice sales value
Cost
Tot GP
Tot GP%

c. Parts Customer Sales Analysis

This report shows the sales by customer showing the sales by franchise, MTD and financial YTD results, and includes the prior financial years sales.

System Update

The system is set to automatically update every 30 minutes, should you wish to send a manual file and do not wish to wait for the next scheduled update you can initiate a manual update from the Home page. (Refer to the instructions on sending a manual file detailed in section 6)

When you have confirmed the email has been generated from ERA2, access the home page and Click [Update Now] (which is above the buttons and below the last process date) and this will initiate an update.
Note: When the update runs it validates your system parameters (including the email address used to send the 3619 Report) and if these do not match the system parameters the update will not occur and a notification message will appear on screen.

Pushing a Manual Update

3619 has been queued to run daily with the date range selection from the 1st of the month until the date run. It runs after trading has completed and is emailed to 3619@ABsee.net.au.

The files are updated half-hourly however if you make a correction or want to run a manual update you can run do so and then manually run the ABsee.net.au update process.

a. Resend a daily file

If after completing updates to records you want to push another daily file, the fastest way is to go into 6950 and find the 3619 entry.

Job Scheduler

Select the entry to display the following screen: Select line 1 and change the date to the prior day.

Email Report

This will bring the job to the front of the queue and will run immediately with the normal settings. Ensure you are copied on the report so you can be aware when the file generates. To do this select Recipients to view the following screen: If it is not already present, select Cc and then enter your email address. Enter through the records until you return to the menu and wait for the job to process.

b. Resend EOM full file

If the EOM file is not showing in the system and there are no files to process you can manually send a prior month file, wait for it to be received and then initiate the system update.

A full file for the prior month is configured to run on the 4th day of each month, if you need to re-send the file you can access the job and change the date to the 4th of the prior month so the job will re-run and then go back into the schedule for the next month.

To manually resend the file you will need to complete the following steps

  • Access 6950 Job Scheduler Maintenance and identify the 3619 scheduled on the 4th of the next month.
  • Access the job to display the following screen

  • Select the Execution Date (line 1) and change the date for the 4th of the prior month e.g. if in the example above the date will be 04/07/19
  • Select Recipients to view the email recipients.
  • Select Cc and enter your email address. This will ensure you will receive the email when it runs and can confirm the report has been generated.
  • Press Enter to save the email list and Enter to save the configuration. This will move the job to the front of the scheduler and when the report runs it will automatically reschedule to the 4th of the next month.
  • Wait for the email to be received to your inbox and confirm the report is correct, access  access the ABsee home page and Click [Update Now] which will process the new file received.
  • When the the update has finished, access Tech Performance Report and select the required month to view the data.

Note: You may want to remove your email from cc so you do not receive the file each day.

c. Manually run a file for a specific date range.

If you wish to view a report for a specific period which is different to the nightly file you can manually run 3619 and email the report (in HTML format) with the following parameters:

FieldDescription
MakePress Enter for all makes otherwise enter the specific make you wish to report on.
DepartmentPress Enter for all departments otherwise enter the specific department you wish to report on.
TechnicianPress Enter for all technicians otherwise enter the specific technician you wish to report on.
Starting DatePress Enter for the current date or type the beginning date.
Ending DatePress Enter for the current date or type the ending date.
Technicians OnlyEnter “T” to display technicians only, or “B” for both to also include those employees which are flagged as being able to generate ROs.
Consolidated CWIPress Enter for the detail breakdown of the sales categories (i.e by sale type). You can select “C” to show the consolidated view of each sales category (i.e only Customer, Warranty or Internal) however this will mean that you will not be able to analyse the sale type performance.
Display RatesEnter “Y” to display technician rates which will be used to calculate costs.
Generate Detail ReportPress Enter to not generate detail.
PrinterType “N” at the Accept prompt and then enter your email printer name which creates an HTML output (you may need to check with your system administrator). Type “C” at the Size prompt (or accept the value) to print in compressed format (this will ensure no text is cut off from the output).
ToEnter 3619@ABsee.net.au as the email address
SubjectEnter the subject line provided to you by ABsee.net.au support when your system was configured. If unsure, view the Recipient list in the daily queued job and copy that. This is important as it identifies the Dealership and store to which the file applies.
CcType “C” to access the cc field and enter your email address so you will know when the file has been generated.

c. Manually run a file for a specific date range.

If you wish to view a report for a specific period which is different to the nightly file you can manually run 3619 and email the report (in HTML format) with the following parameters:

FieldDescription
MakePress Enter for all makes otherwise enter the specific make you wish to report on.
DepartmentPress Enter for all departments otherwise enter the specific department you wish to report on.
TechnicianPress Enter for all technicians otherwise enter the specific technician you wish to report on.
Starting DatePress Enter for the current date or type the beginning date.
Ending DatePress Enter for the current date or type the ending date.
Technicians OnlyEnter “T” to display technicians only, or “B” for both to also include those employees which are flagged as being able to generate ROs.
Consolidated CWIPress Enter for the detail breakdown of the sales categories (i.e by sale type). You can select “C” to show the consolidated view of each sales category (i.e only Customer, Warranty or Internal) however this will mean that you will not be able to analyse the sale type performance.
Display RatesEnter “Y” to display technician rates which will be used to calculate costs.
Generate Detail ReportPress Enter to not generate detail.
PrinterType “N” at the Accept prompt and then enter your email printer name which creates an HTML output (you may need to check with your system administrator). Type “C” at the Size prompt (or accept the value) to print in compressed format (this will ensure no text is cut off from the output).
ToEnter 3619@ABsee.net.au as the email address
SubjectEnter the subject line provided to you by ABsee.net.au support when your system was configured. If unsure, view the Recipient list in the daily queued job and copy that. This is important as it identifies the Dealership and store to which the file applies.
CcType “C” to access the cc field and enter your email address so you will know when the file has been generated.

Press Enter until you return to the “generating report” prompt, the report will run and when you have received the email you can log into ABsee.net.au and manually process the file.