SVAP 2.0 Onboarding Workbook...Service Admin Homepage Filterable RSS Feed (Latest Activity) will show activities from the past 10 days Quick Links:Expert Alerts, Agreements, Work Queue

SVAP 2.0OnboardingWorkbook

Updated: February 2018

Management

InvoicingSell Agreements

Develop Plans

AgreementManagementProcess

DealerAgreement

Strategy

ActivationDeliver

Expiration

Gaining Access to SvAP

Dealer Profile Administrator – User Access

On DealerPath Business Admin & HR Business Management AuthorizationManagement App (DPA)

• Dealer Administrator – This is the highest level of authority and can perform all processes. This is the onlyrole that can publish templates/Components on to the market

• Dealer Agreement Setup User - Second highest level of authority and can perform all the processes exceptpublishing to the market

• Dealer Manager- Has the ability to view basic info and perform high level processes like creating Services toAgreements and logging the work has been completed

• Dealer Agreement Servicer- A special role focused on scheduling work to be completed and logging thecompletion of the work. This role cannot change the structure or job needs to be done on Template orAgreements

• Dealer Salesman- A role focused specifically on selling Agreements. This role cannot change the structure ofTemplates or Agreements. They cannot change total price on Agreements and select specific Components toadd to Agreements

• Dealer Viewer- Has the right to view very basic high level info about templates and Agreements

• Dealer Expert Alert – Specific role to manage Expert Alerts. This has to be selected in combination withDealer Administrator, Dealer Agreement Setup User, Dealer Manager or Dealer Agreement servicer to manageAlerts received from the machine

Note: Please select only ONE role (except for Dealer Expert Alert) against any user in DPA Set AccessScreen. When more than one role is setup, functionalities will not be working as expected.

Dealer Profile Administrator – User Access

Updated Website

svap.deere.com

Initial EQUIP Setup

Setting Up Sales Invoice Accounting

Purchase Order EQUIPSales Invoicing

Deferred Revenue

MiscellaneousCode

Deferred Revenue does not recognize revenue until work is performed; this willmake sure revenue and cost appear at the same time for the income statement

A Miscellaneous Code will allow the processor to drive the sales value to any accountthat has been setup as an option (upcoming setup).

Setting up a Deferral Account

In Your Menu EQUIP Utilities Location Configuration Maintenance

A deferral account will need to be added for each location; same account can be usedfor all locationsThis account will be used when you choose to defer revenue at the time of sale

If your 270 account is already in use, it is recommended that a new sub account be used

Accounting for “Immediate” Type Sales

In Your Menu General Ledger Maintenance Misc Code Maintenance

It is recommended that a new Authority Group be created for agreements

These Miscellaneous Codes will be used for activities that are not being DeferredThis Authority Group will be used only at the time of selling agreementsNeed to create an authority group for all locations or one authority group with accountsfor all locations

**The screenshot is just an example, create accounts relevant to your dealership

Integrated Solutions Technicians (if applicable)In Your Menu ServiceMaintenance TechnicianMaintenance

Create Integrated SolutionsTechnicians (if applicable)

Change BillingDepartment to IntegratedSolutions

The Billing Department isthe default for thetechnician but can bechanged at the time ofinvoice

Salaried Employees havean hourly cost of $0 toavoid double costing

Work Order Accounting Setup (if applicable)

In Your Menu System IntegrationService Integration

If Technicians have been assigned toIntegrated Solutions, you will need toset up your Integrated Solutions“Labor” Revenue accounts

This is the setup that will enableEQUIP to differentiate accountingbetween departments

**Note: If a technician is set up forIntegrated Solutions but this setup isnot completed, an error message willappear upon work order invoicestating that the department has notbeen set up

Integration Between JDQuote2 and EQUIP™

In Your Menu PmLink WebTrader Trading Supplier Maintenance

Username: The XID and Dealerpath password of an SVAP Administrator; Vendor Code: 1https://jdquote2ws.deere.com/services/PODataService_Version1_1Impl**Note: The XID password will need to be updated when Dealerpath password is changed

Integration Between Service Admin and EQUIP™

DO NOT UPDATE THISSUPPLIER TYPE ANYMORE!!!

Menu Maintenance – Agreement Programs

Add new programs or update existing programs

Multiple Unit Sales Entry (MUSE)Used by sales processors to process purchase orders containing equipment

Agreement SalesUsed by sales processors to process agreement only purchase orders

Stock Unit Sales ReversalUsed by the back office to reverse a sale processed through MUSE

Work Order Maintenance & Invoicing (non Service Delivery)Used by the service department to invoice work orders

Service Invoice Reversal (non Service Delivery)Used by the back office to reverse work orders

Agreement Event MaintenanceThis program stores the job codes imported from the service admin portal

Agreement Reports

To access Menu Maintenance go to Administrative Tools Menu Maintenance

Menu Maintenance – Multiple Unit Sales Entry

Parameter Setup:

ServiceAgreementAuthorityGroup

Select the Authority Groupcontaining your AgreementMiscellaneous Code(s)

RetrieveServiceAgreementDetail

“Y” Allows the Import ofAgreement Information

This program is used by yoursales processors

Purchase orders that includeequipment

Menu Maintenance – Agreement Sales

Parameter Setup:

AuthorityGroup (Stock & Rental)

Select the Authority Groupcontaining your AgreementMiscellaneous Code(s)


“Y” Allows the Import ofAgreement Information

EnableTabs“C” for Customer Agreements“S” for Stock Agreements“R” for Reversals

This program will be used forAgreement ONLY purchase orders

Menu Maintenance – Stock Unit Reversal

Parameter Setup:


“Y” will notify Service Adminthat a reversal has taken place

This program will be needed byemployees who reverse purchaseorders

Menu Maintenance – Work Order Maintenance

Parameter Setup:

LogServiceAgreementCompletion

“Y” Allows EQUIP™ andService Delivery to Log JobCompletion within ServiceAdmin Portal

This program will be needed byanyone who can close workorders

**Service Delivery dealers do notneed to perform this setup unlessthey are invoicing in EQUIP™

Menu Maintenance – Service Invoice Reversal

Parameter Setup:

LogServiceAgreementCompletion

“Y” will notify Service Adminthat a reversal has taken place

This program will be needed byanyone who can reverse a workorder

**Service Delivery dealers do notneed to perform this setup unlessthey are invoicing in EQUIP™

Service Admin PortalPreferences (Setup)

Service Admin Portal Homepage

Preferences can be setup at an Enterprise, Location, and User level based on user access

Preferences – Basic

Default settings are created at the Enterprise level

Users can set their own preferences with the exception of the settings in the second column

Preferences - Notifications

Can be set up at the enterprise and location level (each location can be setup individually)

Individuals set up for notifications at the enterprise level will receive notifications for alllocations as long as no location specific settings have been made.

Alert Type– notify a user for the alert type based on the selectionDepartment – notify a user when any alert type triggers for a specific or all departmentsResource – notify a user for any or all the resources based on the section

This set up is for email notifications. SVAP will push job due notifications to EQUIP Serviceor Service Delivery, when appropriate, regardless of this setup

Preferences – Labor Pricing


Labor pricing will be utilized by SVAP’s Preventative Maintenance Feature and can also beused for price calculations in job code setup.

**Location settings will override enterprise settings.

Preferences – Parts Pricing


Parts pricing will be utilized by SVAP’s Preventative Maintenance Feature and can also beused for price calculations in job code setup.

**Location settings will override enterprise settings.

Preferences – Travel Pricing

Travel Pricing can be set up at the enterprise and location levels

A Travel additive can be added to agreements during creation or at the time of sale.

Preferences – Tags & Terms and Conditions

Tags are user defined filters and can be added at the time of plan creationThe use of tags is completely optional

The language in Terms and Conditions will be added to the bottom of a purchase ordercreated in Service Admin Portal

Enterprise Preferences – PreventativeMaintenance

Preventative Maintenance can be set up at the Enterprise and location levelsThe location level can only override the default parts

Preventative Maintenance – PlanTransformations

Preventative Maintenance – PlanTransformations

Manage Intervals allows you toremove a maintenance interval,merge intervals together, or declarethe customer responsible for certainintervals.

Manage tasks allows the addition orremoval of activities from amaintenance interval.

Manage parts allows the addition,removal, or replacement of parts fora maintenance interval.

Preventative Maintenance - Consumables

Consumables are the items that are used in partial quantities in association with a workorder (towels, oil, grease, etc.)

Using the Update Deere Pricing will update pricing based on your SVAP parts preferencesUsing the Update Dealer List will update any blank price with the Deere list price

Developing in theService Admin Portal

Managing


Develop Plan


DealerAgreement

Strategy

ActivationDeliver

Expiration

Service Admin Homepage

Filterable RSS Feed (Latest Activity) will show activities from the past 10 days

Quick Links: Expert Alerts, Agreements, Work QueueTakes you directly to the manage screen with information filtered based on your selection

Developing Plans and Packages

Service Plan – Work to be performed on a set date or hour intervalSVAP will send a notification when work is to be scheduled

Support Plan –Coverage for a period of time; customer contacts dealer for serviceSubscription –Coverage for a period of time; no work will be performed (Access)Package – a bundling layer for combining service, support, and subscription plans

Developing a Service Plan

Start Date will allow you to publish a plan for sale on a future dateInitial Quote Status gives the option for a plan to be auto-accepted

The plan can still be declined but a salesperson must offer the planSales Type

Prepaid – Customer pays up frontPay As You Go – Customer pays at time of serviceIncluded – Plan is included (i.e. free) to the customer – price changed to $0.00

Revenue RecognitionDeferred – Revenue recognized at the time of serviceImmediate – Sales amount can be driven to any account

Auto-Activate on Invoice/PO will process activation automatically without user input

Developing a Service Plan – Add Equipment

Select equipment using the enterprise product hierarchy or by searching for a model number

Developing a Service Plan – Add Job

Integrated DBS:Entering the job code numberfrom the DBS will populate thejob code information includingthe complaint, correction,estimate time, and pricing.

Non-Integrated DBS: Add ajob code, complaint,correction, and pricinginformation.

The job code will beincluded in notificationemails so it isrecommended that youutilize your DBS job code inthis setup

Developing a Service Plan – Job Code Integration

Adding the job code from the business system will link the job code in the DBS to the jobcode in SVAP which will allow for automated updating.

Job Code Integration – Automated Updating

Utilizing the DBS job code integration will allow SVAP to identify changes to a DBS job codeand suggest updating the job and associated plans and packages to incorporate thechanges.

Developing a Service Plan

Developing a Service Plan - Pricing

Pricing will default to the total of the jobs on the service planList price can be edited and will adjust the price of jobs accordinglyUser can choose between unit and per acre pricingAllow multiple quantity will enable this plan to be sold in quantities

Allowing multiple quantities will also enable the ability to do volume discounting

Developing a Service Plan – Volume Pricing

Volume pricing allows for dealer defined tiersProgressive pricing will charge a unit price for each additional quantityFlat Rate pricing will adjust the per unit price based on the quantity tier that is met

Developing a Service PlanOnce your service plan has beenput together, select an action:

Make Draft will save theservice plan for later but willnot make it available for saleor to be included in packagesMake Available for SalesPackages makes it so youcan add this plan to a packagebut the plan will not beavailable for sale by itselfMake Sellable in ServiceAdmin will allow the ability tosell this plan from the ServiceAdmin Sell Screen but notavailable in JDQuote2Publish toQuote/Configurator willmake this plan available forsale within JDQuote2

The plan can be saved as youwork, deleted when no longerbeing used, or a copy can bemade that can be further edited.




Developing a Support Plan

The basic setup for a support plan will have the same options as were available on aservice plan. However, there are a few differences detailed in the upcoming slides.

Developing a Support Plan

A support plan provides the customer coverage over a period of time for an undeterminedamount of work.

By default, sessions are unlimited, but you can set a session limit in the above section

You will have two options for schedulingFrom Activation will start the plan on the activation dateFrom Specified Start Date will start the plan on a date that you select

Specifying a start date will also give access to advanced scheduling detailedon the next slide

Advanced Scheduling

With Advanced Scheduling, you can setup a time periods that dictate the start date ofyour plan. For instance, in the above picture, a plan sold between Jan 1 and Jun 30will begin on Feb 1 of the current year. A plan sold after Jun 30 will begin Feb 1 of thefollowing year.

Developing a Support Plan – Multiple Job Options

Support Plans offer the customer support over a period of time, but also allow for flexibilityin the type of support offered.

The jobs loaded for a support plan are the jobs that are available to be used at the time ofservice. In the above example, the technician assisting the customer can complete aRemote Display Access or In Field Monitoring segment.

The Estimated # of Sessions can be used to help determine an appropriate price forthe support plan. By estimating the number of times each session will be used, thesystem will suggest an appropriate price.

**Note: The number of times a job can be performed is based on the session limit set upin the Support Plan Details section.




Creating a Subscription

The basic setup for a subscription will have the same options as were available on a serviceor support plan. However, there are a few differences detailed on the next slide.

Creating a Subscription

Subscriptions show customer access over a period of time and do not have jobs, therefore,the job section has been removed.

You will have two options for schedulingFrom Activation will start the plan on the activation dateFrom Specified Start Date will start the plan on a date that you select

Specifying a start date will also give access to advanced scheduling detailedon the next slide




Developing a Package

A Package is a bundle of plans. Less decisions need to be made in the setup of a Packagebecause accounting, payment options, and job scheduling will carry through from the Plansthat are included.

Developing a Package

Plans can be bundled together to create Packages

Pricing will default to the total of all added plans but can be changed

Required check boxes appear in each planNot requiring a plan will allow a salesperson to remove a plan from a package tocustomize the package at the time of sale (removing a plan also removes the priceassociated with the plan)

Selling in JDQ2

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Selling in JDQuote2

The selling options in JDQuote2 will come in based on the settings selected when developingthe plan or package.

The Quantity field will be editable if multiple quantity was selectedPricing will calculate based on the quantity and any volume discount settings

Auto-Accepted Plans will show already with Accepted already checkedAn auto-accepted plan can only be changed to declineA plan that has not been auto-selected can be removed by clicking accept a secondtime

Accepted and Declined plans will show on the Purchase Order with the appropriate status

Selling in JDQuote2

The Purchase Order in JDQuote2 has been updated to reflect the quantity and paymenttype on the left hand side.

Accepted and Declined plans will display on the Purchase OrderIncluded, Pay As You Go, and Declined plans will show a grayed out price field

Selling in ServiceAdmin Portal

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Selling in Service Admin

The selling options in Service Admin will come in based on the settings selected whendeveloping the plan or package.

The Quantity field will be editable if multiple quantity was selectedPricing will calculate based on the quantity and any volume discount settings

Auto-Accepted Plans will show already with Accepted already checkedAn auto-accepted plan can only be changed to declineA plan that has not been auto-selected can be removed by clicking accept a secondtime

Accepted and Declined plans will show on the Purchase Order with the appropriate status

Invoicing in EQUIP™

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Invoicing Through Multiple Unit Sales Entry (MUSE)

MUSE should be used for purchase orders that include equipmentClick the “Retrieve JDQUOTE PO” button

Enter the purchase order number (stock or serial number can also be used)

Click “Get Details”

The purchase order will be pulled from JDQuote2 including the agreement information

If a plan has been set up as “Immediate,” the processor will input the appropriate miscellaneous code

If a plan was “Included,” the processor will select the miscellaneous code to charge

An invoice will be generated upon accepting the order

Invoicing Through Agreement Sales

Agreement Sales should be used for purchase orders that do not include equipmentEnter the salesman’s PIN

Enter the EQUIP Customer Number

Input the Agreement ID and “tab” or “enter” out of the field, the remaining data will be pulled in

If a plan has been set up as “Immediate,” the processor will input the appropriate miscellaneous code

If a plan was “Included,” the processor will select the miscellaneous code to charge

An invoice will be generated upon accepting the order

Invoicing Stock Agreements – Agreement Sales

Agreement Sales will allow agreements to be sold to dealer owned equipmentEnter the salesman’s PIN

Enter the EQUIP Customer Number

Input the Agreement ID and “tab” or “enter” out of the field, the remaining data will be pulled in

In this situation, the agreement will apply to the equipment’s inventory value

Note: If the equipment has already been sold, this can create an out of balance situation

Activating Agreements inthe Service Admin Portal

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Activating an Agreement

On the home screen, youwill be able to see anyplans that requireactivation in theAgreements quick linksection.

Note: Plans set to Auto-Activate will not require thisactivation step

Activating an Agreement

In New Manage, you can identify plans needing activation by clicking on Plans to Activateunder Plans either group by Machine or Customer.

Clicking Activate All at the machine level will activate all the plans that need to beactivated

Activating a Plan

During activation,each job can beassigned toindividual locations,notificationdates/hours can beupdated, and theequipment serialnumber can beupdated.

Once updates arecomplete, each jobcan be activated orthe entire plan canbe activated byselecting Activate allat the the top of thepage.

Managing Agreements inthe Service Admin Portal

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Managing AgreementsThe Manage in SVAPwill provideMachines/Customerswith Jobs/Plans/alertsinformation based onquick view, group by,and user filteredsettings.

Color dots in Newmanage indicates themachine helath or thejobs/plans whichneed immediateattention

Jobs/Plan can begrouped by Machineor Customer. Quickview on the left handside helps to quicklyfilter throughdifferent status ofJobs/Plans

Searching EQUIP for an Agreement

Once an Agreement has been invoiced in EQUIP, it can be found on the Agreements tabwithin Customer Inquiry. Similarly, if it was sold to a specific piece of equipment, it canfound on the equipment record.

Delivering Jobs in ServiceDelivery, EQUIP™, andService Admin Portal

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Deliver an Agreement – Reactive Alert (EQUIP)

When trying to open a work order for equipment or a customer with an Agreement, EQUIPwill alert the user that agreement events are available to be included on the work order

The job number as well as other information about the agreement will be displayed

To use an agreement event as a segment on the work order, check the box on the left and click “select”

The notification will know whether the job was prepaid and whether revenue was recognized atthe time of sale

If revenue was deferred, the work order will open as an “Agreement” type work order and chargethe deferral account rather than the customer

If a sundry code was used at the time of sale, a sundry work order will be opened

If a pay as you go plan was used, the work order will be opened as retail

The technician on the work order will dictate which department revenue and costs are attributed to;this can be toggled in the labor punch by a user with appropriate access.

Deliver an Agreement – Reactive Alert (SD)

Reactive alerts in Service Delivery are displayed on the top bar

A green check by “Service Admin” appears when an agreement event is available

A red X by “Service Admin” indicates that the equipment/customer does not have anavailable agreement event

Deliver an Agreement – Reactive Alert (SD)

Selecting the Service Admin when a Green Check is present will bring up a list of events

To open a work order, select the check box on the left then select OK

Deliver an Agreement – Proactive Alert

When an agreement hits its alert date, a notification will show up in the Service Activity CenterThe job number as well as other information about the agreement will be displayed

To open a work order for an agreement notification, click on the notification and click “Open New W/O”

The notification will know whether the job was prepaid and whether revenue was recognized at thetime of saleIf revenue was deferred, the work order will open as an “Agreement” type work order and charge thedeferral account rather than the customerIf a sundry code was used at the time of sale, a sundry work order will be openedIf a pay as you go plan was used, the work order will be opened as retail

The technician on the work order will dictate which department revenue and costs are attributed to; thiscan be toggled in the labor punch by a user with appropriate access.

Deliver an Agreement – Proactive Alert - SD

Notifications in Service Delivery come into the Notification Center

Selecting “Agreement Queue” will display events that have reached their notification date

To open a work order for the event, click on the notification and select “Create RO”

Deliver an Agreement – Service Admin Portal

Most of theactions on theJobs/plans can beperformed rightfrom the managedashboard

Clicking on the jobname willnavigate the userto the Job details

Clicking on theLog WO on a jobwill direct the userto theWO/Completiondetails screen

Deliver an Agreement – Service Admin PortalThe Log WO screen willallow you to inputinformation about thework performed. It isimportant to rememberthat the cost figures in thebottom right of this screenwill be used in the SVAPReporting section soproviding more detail willensure the most accuratereporting.

If you have anintegrated DBS, thispage will fill out theinformationautomatically uponcompletion of the workorder in your DBS.Completing a workorder in SVAP will notmake financial entriesin your DBS

Expiring Agreements inService Admin Portal

Managing


Develop Plans


DealerAgreement

Strategy

ActivationDeliver

Expiration

Relieving Unearned Revenue: Single Entry

In Your Menu General Ledger Maintenance GL Account Maintenance Schedule Tab

• Identify expired agreements that still have unearned revenue

In Your Menu General Ledger Transactions GL Journal Update

• Create an entry to relieve the 270 account and apply the funds to a revenue account

Relieving Unearned Revenue: Single Entry

If you chose to create a single entry, you will need to reference match to complete the process

Select your clearing entry and all of the expired agreements to apply the reference match

• After processing the reference match, the expired agreements are no longer on theschedule report

Relieving Unearned Revenue: Multi-Line Entry

Utilizing the amounts and reference numbers for your expired agreements:• Debit the deferral account for each agreement• Credit the revenue account(s) where you would like to apply the funds• After processing the entry, the expired agreements are no longer on the schedule report

Note: These entries can be built in Excel and imported using the Import feature

In Your Menu General Ledger Maintenance GL Account Maintenance Schedule Tab

• Identify expired agreements that still have unearned revenue

Reporting in theService Admin Portal

Agreement ReportingThe reporting section in SVAP willgive you a dashboard view ofagreement activity within yoursystem.

Agreement Reporting

The Offered, Sold, and Activated line chart will give you the ability to see agreementsales activity for the past 12 months.

An Offer occurs anytime an agreement is accepted on a Quote or Offer for a customerAn agreement is considered Sold when the Quote is turned into a Purchase OrderActivation occurs when an agreement has been put in an active status through eitherinvoicing in an integrated DBS or by marking the agreement active within SVAP

Agreement Reporting

The revenue section will give you a few different ways to look at agreement revenue activity.

The Revenue section will display the total revenue of all agreements that have beenactivated in the past 12 months. This information is broken out by recognized anddeferred revenue to show what has been reported on your income statement to date.The Revenue Pipeline will show you when deferred revenue is expected to be claimedbased on the due date of jobs where revenue has been deferred.The Sales Funnel will allow you to take the total dollars of agreements on offer sheetsand convert, by percentage, the amount expected to become purchase orders and thenthe percentage of purchase orders that will become active agreements. This will allowyou to estimate upcoming agreement sales based on offer sheets and historical salesinformation.

Agreement Reporting

The above charts will show the top selling packages and plans by quantity. In addition, youwill have a pie chart showing the break down of the various types of plans you are sellingand what percentage of total plan sales they make up.

Agreement Reporting

Clicking on any of the charts on the dashboard will drilldown further into the informationand provide detailed reporting. There is a variety of ways that detailed reports can befiltered and sorted including by customer, location, salesperson, offering, etc. Detailedreporting can show agreements being offered and sold or agreement profitability.

Detailed reports can also be exported to Excel for further manipulation.

Documents

SVAP 2.0 Onboarding Workbook...Service Admin Homepage Filterable RSS Feed (Latest Activity) will show activities from the past 10 days Quick Links:Expert Alerts, Agreements, Work Queue