Daily Operating Control Reporting DOC
Daily Operating Control Reporting
Daily Operating Control reports are available for each of your departments and can be found in the Accounting Reports section of the new My Reports menu.
Each of these reports allow you to group your Sales and Cost of Goods Sold GL accounts into groupings logical to your dealership and to provide transaction information and comparisons for;
- The date range you select
- Current (MTD) Month to Date
- Previous Year same MTD
- Budgeted Targets for the current month.
Any single item on these reports will show information in the following format:
For the reports to be customizable they make use of a tool found in the Chart of Accounts called “GL Account Categorization for Report” which will also be referred to as the “Mapping Tool”.
In this Tool you will find a Report Mapping for each one of the DOC Reports:
For each of the Reporting Mappings it is the “Mapping Accounts” which control the outputs of the actual DOC Report.
“Mapping Accounts” allow you to have a generic Account# to which you can link any number of actual Sales & Cost of Goods Sold GL accounts. An example of the “Mapping Accounts” for the Parts & Accessories department could be as follows:
The symbol to the left indicates that the entry is a “Mapping Account” and the symbol indicates that actual GL accounts have been linked to that mapping account.
Mapping Account Number Structure
All mapping accounts follow a preset structure and are broken down into as many as four(4) sections, each section is separated by a dash “-“.
Section 1 – this value must always be “dc” as this defines it as a DOC mapping account.
Section 2 – this is a two character code which defines which Department the mapping account belongs to. Possible values are “FI” (Finance & Insurance), “UN” (New Units), “UU” (Used Units), “PA” (Parts & Accessories), “GM” (General Merchandise) and “SR” (Service).
Section 3 – This is a single character representing “Primary” items to be reported. This will control the order in which items are reported so it is suggested that you use letters of the alphabet as shown in the above example.
Section 4 – This is an single character representing “Secondary” items to be reported. These secondary items are only used when the related “Primary” item is flagged as being a “SUM Only” mapping account
Mapping Account Examples
There are basically three(3) different types of mapping accounts you can define in a mapping report.
Report Summary Type: This mapping account is used to define the name used for the report summary as well as the High/Low Benchmarks (BM) to use in the report summary. This account uses only the first two sections of a mapping account and for each report it would only be used once. As an example, mapping account “dc-PA” is for the report summary in the Parts & Accessories report.
Primary Accounts: Primary accounts define the main list of items to be reported on the DOC report. This type of account uses only the first three sections of a mapping account. If a Primary account is not flagged as being a summary account (SUM-Only=No), this means that this mapping account is reported on its own and will have GL accounts linked to it. When a Primary account is flagged as being a summary account (SUM-Only=Yes), this means that it is a “Sub-Total” for its related “Secondary” accounts. Examples of Primary accounts are… “dc-PA-A” & “SUM-Only”=No… would have GL accounts linked to it and reports their totals on the report…. The other example is… “dc-UN-A” & “SUM-Only=Yes… cannot have GL accounts linked to it and defines the sub-total summary for all related accounts such as “dc-UN-A-1”, “dc-UN-A-2”, etc
Secondary Accounts: Secondary accounts are the last possible level of detail on a DOC report. This type of account makes use of all four sections of a mapping account and should have a related Primary account with the same three sections. These accounts cannot be flagged as being “SUM-Only”=Yes.
Examples of Mapping Account combinations in a DOC report
A simple DOC report which only lists items with a summary at the end of the report would be defined like this:
A more complex DOC report which lists items with sub-totals using a combinations of Primary/Secondary mapping accounts and shows some Primary accounts as being summaries and other Primary accounts as being reported items would be defined like this:
Linking GL Account #’s to Mapping Account #’s
Once you have defined your Mapping Accounts you can now link your existing GL Accounts to these mapping accounts. For the purpose of DOC Reporting you will only be allowed to link GL Accounts that have an Account Type of Income, Cost of Goods Sold or Other Income. Other types of GL accounts would be of no use with the information that is being reported.
When you highlight one of your Mapping accounts you will see at the bottom of the screen that you can select GL Accounts as seen here:
You can make use of the Filters in the Chart of Accounts section to control which GL accounts are listed for selection:
Changing the filters and using the “Refresh” icon will change the list of GL accounts displayed.
The “Show Unassigned Only” controls whether or not GL accounts already assigned elsewhere on the report are displayed in the listing. Any GL’s listed with a red flag have already been assigned in the mapping report.
Select the checkbox beside the GL account # for any GL’s you would like to link to the Mapping Account you have highlighted above. Once selected, using the “Add” icon will link the GL account and will be shown in the top half of the screen.
When GL accounts are linked to Mapping accounts, the results will look like this:
Running the DOC Reports
Regardless of which DOC report you select, the date filters will work the same way.
When you first enter the report, the date range will default to Yesterday.
You can change the date range to cover any period of time provided that both dates are within the same month. Because of the types of information reported we cannot provide useful information if the date range spans more than a single month.
If you change one of the dates to be in a different month, the other date will automatically be set to the same date.
Explanation of Information Reported
All of the DOC reports will give you the same types of information. For each item reported the information is grouped in rows and columns.
The rows are as follows:
The columns are as follows:
Pre-Loaded Mapping Accounts in Reports
We will provide you with a generic set of Mapping Accounts for each of the reports. You can modify these to suit your operations and then link your GL accounts to the mapping accounts.
For Harley Canada and Harley Australia we will provide you with an additional set of reports in a format required by the distributor. These should not be modified if provided to you.