Accounting and Reporting eCommerce Parts, Accessories and General Merchandise Retail Sales to Harley-Davidson Canada

Commencing May 1, 2020, H-DC requires all dealers to track and report track retail sales made through their eCommerce platform separately within their general ledger and monthly H-DC Benchmarking data submission. In order to comply with this requirement, please perform the following steps:

1. Setup sale and cost of goods sold (COGS) general ledger accounts that record eCommerce retail sales separately
2. Create two new Transaction Types to handle 1) eCommerce – P&A and 2) eCommerce – Gen Merch and reference the eCommerce general ledger accounts created in step 1 (Hint: You can use the Clone function in Transaction Types to create a new record with all the accounts pre-filled then you only have to change the sale and cost of goods sold account reference). 

   Please Note:

   • The Exclusive checkbox on the new Transaction Type will need to be checked at the time you create each new Transaction Type in DealerVu so that the general ledger accounts assigned to the transaction type will override the sale and COGS accounts associated with the H-D category attached to each item sold.
   • You can still get the breakdown of eCommerce sales by H-D Category. In Version 20.0 of DealerVu there is a new enhancement to the Part Sales by Group/Category Report that adds a filter for Transaction Type. This filter will allow you to breakdown your eCommerce sales by H-D category so that you can analyze and track category and item trends of your online sales
   • In the odd case of a customer placing an online order for multiple items that are both P&A and General Merchandise, the suggested method of processing the sale in DealerVu is as follows:
   • Post the full credit online card payment as a credit on the customer’s account
   • Create 2 separate invoices for the items sold (1 for the P&A item(s) and 1 for the General Merchandise item(s)) and apply the appropriate amount of the account credit to each invoice to finalize them as paid in full
3. Go to the Benchmarking>Advanced BM Account Setup screen and link your new general ledger accounts to the new BM accounts shown in the chart below:

4. Once you have recorded sales in the new general ledger accounts, go to the Benchmarking>Benchmarking Sales Transaction Summary: GL Account Setup screen and locate your new eCommerce sale accounts in the list. In the Reference # field enter in the BM account # reference as follows and click Save:

5. Once you have saved the new account references, go to the Advanced BM Account Setup screen, locate the two accounts. Click on one of the accounts in the top window and you should see the corresponding Reference # appear in the bottom window. Click on the checkbox next to the applicable record in the bottom window then click Add. Once both BM counting reference #’s have been assigned you can click Save at the top of the screen