New Harley-Davidson Canada Month End Data Submission Process Guide

Harley-Davidson Canada Month End Data Submission Process Guide

General

• Starting on February 1, 2019, all Canadian H-D dealers will be required to submit their month-end Benchmarking data using the new DealerVu-HDC month-end data submission process;
• In order to use the new BM month-end data submission feature, your dealership must be upgraded to Version 19 of DealerVu and the required setup steps must be completed.

Important Notes to the New Benchmarking Month-End Data Submission Process:

• As of February 1, 2019, Canadian H-D dealers will only be allowed to submit month-end data to HDC using the new DealerVu BM Month-End Data Submission process;
• Since the data submitted via the new DealerVu Benchmarking Month-End Data Submission process includes your sales transaction summary counts, dealer input data (staff counts, etc.) and dealer financial transaction summary data for every month-year of business, it is important that dealership accountants submit their data to HDC only once all transactions and adjustments for the reporting month have been posted to DealerVu. Please make sure that all your deals for the month have been posted and your payroll entry updated to your general ledger along with any other accrual and depreciation adjustments before you run and submit your month-end data to Harley-Davidson Canada using DealerVu;
• If a dealer has submitted their month-end data to HDC then subsequently makes adjustments to their month end, those adjustments will not be included in the HDC KPI reports unless the dealer re-runs the month end process again in DealerVu and re-submits their data.

New Month-End Data Submission Process

The steps to complete the new Benchmarking month-end data submission process are as follows:

1. Review the bottom window on the Benchmarking > Advanced BM Accounts Setup screen to make sure all GL accounts have been linked to BM accounts;
2. Use new DealerVu Benchmarking Dealer Input Data screen to enter in all dealer input data (i.e. staff counts, etc.);
3. Use new DealerVu Benchmarking Sales Transaction Summary screen to review/audit and adjust sales transaction count information;
4. Once dealer inputs have been completed, run the new DealerVu Benchmarking Month-End Data Submission process to summarize all the data as per the H-D Canada (HDC) Benchmarking accounts;
5. Submit the data to HDC from within DealerVu’s Benchmarking Month-End Data Submission screen.

Complete!

Detailed New Benchmarking Month-End Data Submission Process Instructions

Step 1: Make Sure All GL Accounts are Linked to BM Accounts

• Review the bottom window on the Benchmarking > Advanced BM Accounts Setup screen to make sure all GL accounts have been linked to BM accounts;
• Refer to Appendix A of the New Benchmarking (BM) SETUP Guide for steps to link GL accounts to BM accounts.

Step 2: Enter Dealer Input Data

• Go to the Benchmarking > Benchmarking Dealer Input Data screen:

• To see Dealer Input data in any previously saved month-year (or imported from the HDC Dealer Input Data History file), click on the month element in the Month field and click the up or down toggle arrows to change to the month you wish to view. If the year element needs to change, click on the year in the Month field and click the up or down toggle arrows to change to the corresponding year for the month selected;
• If you need to reference the data submitted in the previous month/year, display that period then click the Export icon on the top toolbar. Save the file to your computer, then open it using Excel. Click the Refresh button to display the information for the month/year selected;
• Click on the month element in the Month field and click the up or down toggle arrows to change to the month you wish to submit. If the year element needs to change, click on the year in the Month field and click the up or down toggle arrows to change to the corresponding year for the month selected;
• Enter in the Dealer Input data for the month/year selected, then click the Save button on the top toolbar.

Note: See the document named New Benchmarking-Instructions for Preparing Dealer Input Data for step by step instructions on how to use DealerVu to determine some of the values required.

Step 3: Review/Audit and Adjust Sales Transaction Summary Counts

• Go to the Benchmarking > Benchmarking Sales Transaction Summary screen and make sure that all the applicable GL sales accounts have the correct Reference numbers. Refer to Appendix A of the New Benchmarking (BM) SETUP Guide for details regarding setup of Reference numbers for Non-Financial Sales Transaction Summary Accounts;
• Click on the Transaction Summary Adjustments tab, then change the month/year to the period that is to be submitted. Click on the month or year element in the Month field and click the up or down toggle arrows to change to the month/year you wish to submit. Click Refresh to display the sales transaction summary values for the month/year selected;
• Audit the values in the Tx Count column to the related GL sales accounts and enter any + or – changes in the New Adjustment (+/-) column;
• Click the Save button to save any adjustments entered.

Step 4: Run the Benchmarking Month End Submission Process

• Go to the Benchmarking > Benchmarking Month-End Data Submission screen and click on the Benchmarking Account Summary screen;
• The History field allows you to view any prior month end that has been run;
• Click the Calculate button on the top toolbar and a new set of BM data will display on the screen. The information that displays in the History field indicates the year-month-day and time of the data calculated;
• Use the Export to Text or Export to Excel buttons on the top toolbar to export the data to a file for your further analysis if desired.

Step 5: Submit the Benchmarking Month-End Data from within DealerVu

• On the Benchmarking > Benchmarking Month-End Data Submission screen, click on Tools on the top menu and select Submit Data to start the data submission process. The file creation and submission statuses appear on the bottom line at the left side of the screen:

• When the data submission is complete, the following message will appear:

Your month-end BM data submission is complete!