Admin User ID and Part Adjustments by Cybtech
Version Upgrade Information
“admin” user ID access to select applications:
As was the case with previous versions, select applications and fields were restricted to only be accessed or modified by the “admin” user ID. This, of course, meant that dealerships were required to contact the support team when access/changes were required.
In some cases, dealerships obtained knowledge of the “admin” user ID password which in turn reduced the security of this account and also caused a loss of an audit trail of any transactions processed by the support team.
With Version 1.23 we will be handing over the “admin” user ID to the administrator of the dealership who can then change the password to one of their choosing. Please contact firstname.lastname@example.org to receive access to this account.
You will require access to this user account in order to gain access to the GL Account Categorization for Reporting tool which is used for the mapping of GL accounts in DOC Reporting.
“cybtech” Parts Adjustments found after Upgrading
A new Part Quantity called “Qty Sp.Orders”. This new quantity allows for the complete separation of quantities related to customer special orders from your “stock available for sale values”.
For detailed information on the new “Qty Sp.Orders” quantity, see the document titled “NEW Special Handling of Special Order Quantities” http://customer.dealervu.com/media/docs/1_23/Part-Special_Order_Qty-1-23.pdf
As mentioned in the above document, the upgrade process will automatically re-align your Available & Reserved quantities while at the same time setting the new “Qty Sp.Orders” to the correct values based on active transactions in your system.
The upgrade will not modify your true Part Inventory stock levels in any way. Your “Qty In-Stock” and “Qty Short-Sales” represents your actual stock levels and the re-alignment will not touch these values. It is these two quantities which you should have been using previously to reconcile your Parts Inventory GL Account.
The “Qty Available” and “Qty Reserved” are merely a representation of “available for sale” inventory based on active transactions in your system.
We have found that sometimes this re-alignment of the Available/Reserved quantities has caused previously “unavailable” inventory to become “available” because there actually are no active transactions committing the stock. These were typically caused by manual adjustments made a number of years ago (5+) when the system allowed the available quantity to manually become misaligned with the in-stock quantity.
An example of this would be: Prior to the 1.23 upgrade a part shows one(1) in-stock and zero(0) available yet there are no active transactions committing this part. The upgrade is installed and the automatic re-alignment finds that there are no active transactions and then correctly resets the available quantity to one(1). The in-stock value of this part does not change and remains at one(1).
Part Inventory valuation and reconciliation to the Part Inventory GL is only done correctly when you are using In-Stock/Short-Sale quantities for your Parts Inventory Valuation and this has always been the case in DealerVu. As you can see in the example above, the 1.23 re-alignment in no way effects this valuation.
All that some users may notice is that parts which were previously “unavailable” for sale are now showing as “available” and they mistakenly translate this change as a change in Part Inventory Valuation which it is not. The In-Stock & Short-Sale quantities remain untouched and these are the quantities which reflect true inventory valuation.
Once you receive the Version 1.23 upgrade you can easily get a report of all the quantity adjustments processed by the re-alignment.
Simply run the “Part Inventory Adjustment” report found in the Part Reports> Part Inventory Reports of the new All Reports menu. Select a “Start Date” to equal the date you received the upgrade and be sure to select the “Include Inactive” checkbox.
Any adjustments created by the 1.23 re-alignment will have a “Created By = Cybtech”
You can then easily export this report to Excel and use it to review changes made to the “Qty Available”, “Qty Reserved” and “Qty SpOrder”.
** Important to Note ** You must ensure that you are aware that if after the 1.23 re-alignment you wish to eliminate some Available/Reserved quantities, doing so will also adjust your In-Stock/Short-Sale quantities as they would with any similar quantity adjustment on a part. If you are only adjusting out an Available/Reserved quantity because it was not there before the upgrade you must be aware that the corresponding In-Stock/Short-Sale quantity was there before the upgrade and will also be adjusted out along with its corresponding GL accounting entry.