HDC Month End Submission Setup Guide

This document gives step by step instructions to set up the HDC month end data submission process.

Harley-Davidson Canada Setup Guide

General

• All dealers must use the new DealerVu version 19 containing the Harley-Davidson Canada (HDC) month end Dealer data submission process to submit January Dealer data by February 27, 2019;
• All dealers will be upgraded to DealerVu version 19 between January 28th and February 15th, 2019;
• Starting with the January 2019 reporting period for all HDC Dealer performance and incentive programs, Dealer data submitted using the old MS-Excel month end file format will no longer be accepted by HDC;
• All dealers must complete their January 2019 data submission to HDC using the new DealerVu month end process by February 27th, 2019;
• Training webinars will be provided by HDC in February 2019 to help dealers setup DealerVu and submit data using the new month end process.

Please note: Dealers failing to use the new DealerVu HDC month end data submission process will be deemed by HDC to be NON-COMPLIANT with their Dealer Agreement and excluded from Dealer Dashboard KPI calculation and reporting.

Setup Requirements Summary

Before Benchmarking month end data can be submitted to HDC using the new Dealer-HDC process, the following setup must be completed:

1. The "Legacy" GL to BM account links that existed in your DealerVu system prior to the upgrade to version 19 of DealerVu need to be imported into the new Advanced BM Accounts Setup screen and saved;
2. Non-Financial Sales Transaction Summary counting reference numbers must first be added to the appropriate GL accounts on the Benchmarking > Benchmarking Sales Transaction Summary: GL Account Setup tab;
3. If HD has provided you with a Transaction Summary Adjustments file, go to the Transaction Summary Adjustments tab and click on Tools on the top menu then select Import Summary Adjustment History;
4. Non-Financial Sales Transaction Summary counting reference numbers then need to be attached to the Non-Financial Sales Transaction BM type accounts in the bottom window of the Benchmarking > Advanced BM Accounts Setup screen (70000 series BM accounts);
5. Import the Dealer Input Data History file provided to you by HDC. On the Benchmarking > Benchmarking Dealer Input Data screen, click on Tools on the top menu then select Import Dealer Input Data history;
6. Non-Financial Sales Dealer Input Data reference numbers then need to be attached to the Non-Financial Dealer Input BM type accounts in the bottom window of the Benchmarking > Advanced BM Accounts Setup screen.

Setup complete!



New DealerVu - HDC Advanced Benchmarking Menu

The new Advanced BM screens are available in DealerVu version 19 on the Benchmarking menu:





On the new Benchmarking menu, you will find that the old Benchmarking Accounts Setup selection has been renamed Advanced BM Accounts Setup and 3 new menu items have been added:

• Benchmarking Sales Transaction Summary;
• Benchmarking Dealer Input Summary;
• Benchmarking Month End Data Submission.

Detailed New Benchmarking Setup Instructions

Advanced BM Accounts Setup Screen

The new Benchmarking > Advanced BM Accounts Setup screen and process in the upgraded version of DealerVu is basically the same as before, except that you now must setup links for the following 2 new Non-Financial BM account types:

• New* Benchmarking Sales Transaction Summary Reference account numbers have been added. These BM accounts can be linked to special BM non-financial sales transaction summary counting accounts;
• New* Benchmarking Dealer Input Data accounts have been added. These BM accounts can be linked to special BM non-financial dealer input accounts.

Note: These new features are available for the Harley-Davidson Canada standard BM Chart of Accounts in the new Advanced BM Accounts Setup screen. Before the first BM data submission can be run, the Legacy GL to BM account links must be imported and the accounts for the 2 new non-financial BM account types must be properly setup.


There Are Now 3 Types of Benchmarking Accounts

There are now 3 types of BM accounts:

1. Financial;
2. Non-Financial Sales Transaction Counting;
3. Non-Financial Dealer Input.

This document will provide you with all the steps necessary to successfully setup these new BM account types. Please refer to the Submission Process Guide for the step by step instructions for running and submitting your month end BM data using the new process.

For a detailed explanation of each of the new types of Benchmarking accounts, please see Appendix A.



BENCHMARKING SETUP STEPS

Setup Step 1: Import Your Old GL to BM Account Links

Once your DealerVu software has been upgraded to version 19 or higher, the top window of the Benchmarking > Advanced BM Accounts Setup screen will be blank, and all your GL accounts will be displayed in the bottom window as all of the GL account links were removed during the software upgrade.

Before you proceed any further, please click on the Refresh button on the top toolbar to download the new HDC standard Chart of Accounts (CoA) so that they appear in the top window.

Once you have downloaded the new HDC CoA, you can restore the links by manually linking each GL account or you can choose one of the two import options available as seen in the menu selections under Tools on the top menu:



In order to restore the GL to BM account links that existed before the version 19 upgrade of DealerVu, select the Import form Legacy BM Account Links option. You will be warned that answering Yes to continue will delete any links that exist and load in the original links. Answer Yes to proceed, then Save the links and all your links will be restored. Please Note: The import function applies to Financial type accounts only.

Please make sure there are no GL accounts attached to BM accounts in dark grey highlight that have DO NOT USE in their description. Click the Collapse icon, then click on the + sign on each of those BM accounts to see if there are GL account links. Remove the link, then re-link the GL account to an appropriate BM account.

If you have a new file of BM links in the prescribed file format, you can import it with the Import from BM Account Link File option. Please ignore this option as it is not applicable for this setup process.


Setup Step 2: Adding Sales Transaction Summary Reference Numbers

1. Go to the Benchmarking > Benchmarking Sales Transaction Summary: GL Account Setup tab;
2. For the most part all the Reference numbers should already be filled in on your screen in the Reference # column. However, if you are starting from scratch or need to change or add a Reference number, enter in the applicable reference number in the Reference # column from the Sales Transaction Summary Accounts chart provided in Exhibit 1 at the end of this guide;
3. Only add reference numbers to GL accounts that are categorized as INCOME in DealerVu (i.e. sales GL accounts).

Note: Some of your sales GL accounts do not require a reference number because the counts are not used in the Benchmarking data. These exceptions are:

• Wholesale unit sales - new or used
• Consignment sales
• F&I other sales
• Storage
• Vehicle rentals
• Vehicle other income
• P&A or General Merchandise other income i.e. freight and shipping
• Sublet labour
• Shop supplies
• Delivery charges
• Service other income i.e. dyno fees
• Miscellaneous income

The following screenshot shows a sample GL Account Setup screen with Reference numbers added:


 

4. Once you have added reference numbers to all the active GL sales accounts, click the Save button on the top toolbar;
5. Once reference numbers added have been saved, click the Recalculate button on the top toolbar to recalculate all the counts of sales transactions found in the referenced GL accounts;
6. Click on the Transaction Summary tab on the Benchmarking Sales Transaction Summary screen to see the results of adding the reference numbers to the GL sales accounts. All this information is what is used by the BM process to provide sales transaction summary count information to HDC for the calculation of KPI’s. Information for sales transaction counts is summarized here by GL account for each day for every month of each year since your dealership started using DealerVu. This entire set of data can be exported to Excel for further analysis by using the Export button on the top toolbar.

Setup Step 3: Import Transaction Summary Adjustments History (if provided by HDC)

If HDC has provided you with a Transaction Summary Adjustments file, go to the Transaction Summary Adjustments tab and click on Tools on the top menu then select Import Summary Adjustment History. You will first be prompted to acknowledge that all the previously saved adjustments will be deleted and replaced by the data in the import file. Accept that message, then navigate to the location where you saved the HDC supplied Transaction Summary Adjustments file and complete the adjustment history data import. Click Save to finish:





Setup Step 4: Attach Reference Numbers to Non-Financial Sales Transaction BM type accounts on Advanced BM Accounts Setup screen

• On the Benchmarking > Advanced BM Account Setup screen, scroll down to the 70000 series of BM accounts and find the accounts with both the Financial and Dealer Input checkboxes unchecked as seen in the following screenshot:

• Clicking on any of the 70000 series BM accounts in the top window will display any unlinked Sales Transaction Summary Reference numbers from the Benchmarking Sales Transaction Summary: Transaction Summary tab in the bottom window;
• In order to properly link the sales transaction summary (counting) reference numbers to the BM accounts, please use the table shown in Exhibit 1;
• Attach the reference numbers as per the chart, then click Save at the top of the screen.

Setup Step 5: Import the dealer Input Data History file provided to you by HDC

HDC has provided you with a file of your Dealer Input Data History which must be imported into your DealerVu system. Go to the Benchmarking > Benchmarking Dealer Input Data screen and click on Tools on the top menu, then select Import Dealer Input Data History. You will first be prompted to acknowledge that all the previously saved history will be deleted and replaced by the data in the import file. Accept that message, then navigate to the location where you saved the HDC supplied Dealer Input Data History file and complete the history data import. Click Save to finish:




Setup Step 6: Attach Reference Numbers to the Non-Financial Dealer Input BM type accounts

To complete the setup on the Advanced BM Accounts Setup screen, you must attach the Reference number for all the Dealer Input accounts from the Benchmarking > Benchmarking Dealer Input Data screen to the 70000 series Benchmarking accounts that have a checkmark in the Dealer Input column.

This process simply requires linking the reference number accounts shown in the bottom of the Advanced BM Accounts Setup screen to the same number BM account. All of the BM Dealer Input accounts that are active and used in the HDC KPI reporting system are listed in Exhibit 2. Please note that the following reference numbers do not require linking to BM accounts as they are no longer used:



SETUP DONE



Exhibit 1 - BM Sales Transaction Summary GL Account Reference Numbers

For Step 2: When assigning Reference numbers to GL sales accounts on the Benchmarking Sales Transaction Summary: GL Account Setup tab, enter the values shown in the Reference # column below to fill in the Reference # column on the GL Account Setup tab for your corresponding GL INCOME accounts.

For Step 4: When assigning the Sales Transaction Reference numbers to the BM Non-Financial Sales Transaction accounts on the Advanced BM Accounts Setup screen, please note the incompatibility of account numbers highlighted in yellow.



Exhibit 2 - BM Dealer Input Data Account Reference Numbers





Appendix A
Benchmarking Account Types in DealerVu version 19

Financial BM Account Type
Financial BM type allows links to be made to one or more of your GL accounts. By creating links between your GL accounts and the BM accounts, you are grouping like GL accounts under the appropriate BM accounts so that reporting standardization amongst all dealers can be achieved for the purpose of calculating KPI's used in the comparisons provided by HDC.





Management of GL to BM Financial Account Links

• Advanced BM Accounts Setup screen allows you to link one or more of your GL accounts to any BM account;
• Unlinked GL accounts automatically display in the bottom window (Note: the Show Unassigned Only checkbox must be checked for this to display);
• Use the Collapse button on the top toolbar to hide all the linked General Ledger (GL) accounts so that the list shows only Benchmarking (BM) accounts;
• To show GL accounts attached to BM accounts, click on the + sign beside any BM financial account or click on the Expand button on the top toolbar;
• Use the Account # field and the Find Next button in the top portion of the BM setup screen to search for an account number (either BM or GL number - click Find Next again to find the next occurrence of the account number entered for the search).

Linking GL Accounts:

• Click on the target BM account in the top portion of the screen;
• Click on the checkbox beside the GL account or accounts in the bottom portion of the screen you want to link to the BM target account;
• Click on the Add button in the bottom portion of the screen to add the GL account links to the BM target account. A red flag will appears to the left of the newly added GL;
• Click the Refresh button on the bottom portion of the screen and the linked GL accounts will disappear.

Unlinking GL Accounts from BM Accounts:

• Click on the GL account in the top portion of the screen that you want to unlink;
• Click on the large red X button (delete) on the top toolbar to delete the link and the GL account will disappear from the top portion of the screen;
• Click the Refresh button at the bottom of the screen and the unlinked GL account will appear;
• Note: All of your work linking and unlinking accounts will not be saved until you click the Save button at the top left of the screen or accept the request to Save your changes upon exiting the screen.

RULE for Financial Accounts:

• Always check the bottom of this screen before submitting your month end data to HDC;
• Always make sure that all GL accounts (active and inactive) have been linked to the HDC BM accounts (bottom portion of the screen should be blank) before you make your month end BM data submission to HDC. Failure to link all your GL accounts can potentially distort the data used in the calculation of operating results, dealer KPI’s and averages compiled and used by HDC and reported to dealers to measure dealer performance.

Non-Financial Type BM Accounts

The BM Chart of Accounts (CoA) contains a series of accounts numbered in the 70000 series. These accounts are either Non-Financial Sales Transaction Summary (counting) Accounts or Non-Financial Dealer Input Accounts. The following chart indicates how you can tell the type of non-financial account from the check marks in the Financial and Dealer Input columns:





If you click on any BM Non-Financial account in the 70000 series, you will see that the bottom window of the screen will show a special set of ‘Reference #’s’. These Reference numbers must be linked to the appropriate BM Non-Financial accounts in order to combine the sales transaction counts and dealer input data with the financial data:





Non-Financial Sales Transaction Summary Accounts

Non-Financial Sales Transaction Summary Accounts in the Benchmarking CoA provide a way of recording and transferring the number of unit sales transactions by H-D model family, F&I contracts, P&A, General Merchandise and service invoice counts to HDC in the Benchmarking month end submission file. To derive the sales transaction counts, a counting ‘Reference #’ must be attached to each applicable GL sales account. These ‘Reference #’s’ look in the GL sales accounts and capture the number of sales transactions by the type of GL transaction posted within a sale account (i.e. unit sale GL accounts count the number of VIN’s on deal transactions). The values of the Reference numbers are then available to be associated or ‘linked’ with the Benchmarking Chart of Accounts on the Benchmarking > Advanced BM Accounts Setup screen via the Non-Financial Sales Transaction type Benchmarking accounts.

In order to make the Non-Financial Sales Transaction Summary counting Reference numbers available in the bottom window of the Advanced BM Accounts Setup screen, the correct ‘Reference #’s’ must first be added to the appropriate GL accounts on the Benchmarking > Benchmarking Sales Transaction Summary: GL Account Setup tab. Until that step has been performed, the correct count reference numbers will not appear on the Advanced BM Accounts Setup screen.

The following instructions will help you add the Reference numbers to the Benchmarking > Benchmarking Sales Transaction Summary: GL Account Setup tab:

1. In the Reference # column, enter in the applicable reference number from the Sales Transaction Summary Accounts chart provided in Exhibit 1 at the end of this guide;
2. Only add reference numbers to GL accounts that are categorized as Income in DealerVu (i.e. sales GL accounts).

Note: Some of your sales GL accounts do not require a reference number because the counts are not used in the Benchmarking data. These exceptions are:

• Wholesale unit sales – new or used
• Consignment sales
• F&I other sales
• Storage
• Vehicle rentals
• Vehicle other income
• P&A or General Merchandise other income i.e. freight and shipping
• Sublet labour
• Shop supplies
• Delivery charges
• Service other income i.e. dyno fees
• Miscellaneous income

The following screenshot shows a sample GL Account Setup screen with Reference numbers added:



 

3. Once you have added reference numbers to all the active GL sales accounts, click the Save button on the top toolbar.

Non-Financial Dealer Input Data

For the legacy Benchmarking process, you were required to provide a month end Excel file to HDC that contained staff counts, service labour hours, specific parts & accessories and general merchandise data as well as facilities square footages. This data is all information that either does not exist in DealerVu (i.e. staff counts) or data that cannot be easily transferred from DealerVu (i.e. labour hours). In the new Benchmarking month end process, that data can now be entered directly into DealerVu for each month using the Benchmarking > Benchmarking Dealer Input Data screen.

The Benchmarking > Benchmarking Dealer Input Data screen contains the HDC supplied Reference numbers and descriptions for each of the Dealer Input Data accounts. Consequently, the values of the Dealer Input Data Reference numbers are then available to be associated or ‘linked’ with your Benchmarking Chart of Accounts on the Benchmarking > Advanced BM Account Setup screen via the Non-Financial Dealer Input Data type Benchmarking accounts.

In order to add all the historical Dealer Input Data previously submitted to HDC to your DealerVu system, HDC has provided you with a file of your Dealer Input Data History. That data must be imported into your DealerVu system through the Benchmarking > Benchmarking Dealer Input Data screen. Refer to Step 5 in this guide for detailed instructions on how to import the history file.