Table of contents

Introduction

Welcome page

Figure 1. YMPULSE Home Page / Country Selection

YMPULSE Computer Minimum Specifications:
Operating System:
Pc's capable of running Vista or Windows 7 should have enough capacity for YMPULSE to run.

However, for Windows XP the minimum recommended specifications are:
1 GB internal memory and 1 Ghz processor, HDD 5GB
YMPULSE is designed for Internet Explorer, version 6.0 and higher.
Internet speed 5 Mbit/s down 0,5 Mbit/s up
Graphics card: DirectX 9.0 capable
Graphics memory 128Mb or higher.

YMPULSE can be accessed on a computer with access to the Internet using the URL: https://ympulse.yamnet.com/
Please be advised that YMPULSE does not work as expected when using Internet Explorer. It is recommended to use Chrome or Firefox. Only use internet explorer when you want to launch Service Portal from Yamaha links.

The system is common to all European Yamaha Dealers so it is necessary to select a country to get the appropriate data and language.

Click the country button on the taskbar to take you to the site where you want to go.

N.B. for all screens and menu's the options can be different than shown on the examples in this manual, due to different settings in each environment. However, since this is a generic manual we have included as many variables as possible.

Login page

Figure 2. Login Page

Without Single Sign On:

For security reasons, you must log on to access YMPULSE.

1. Enter your Yamaha dealer number in the field provided.
2. User ID is a unique ID within your dealership. It can be up to 3 positions in length. Each staff member should have an individual User ID.
3. This is where you enter your password. The security user within your dealership will supply it to you. Each individual user will be assigned a unique password. Your security user or your distributor can change your password via the Administration menu.

Note that to move between input fields throughout YMPULSE, you can either use the TAB key or position yourself with your computer's mouse and click in the field.

When the three boxes have been filled correctly click the "Logon" button to access YMPULSE.

With Single Sign On:

For users correctly configured both in Salesforce an YMPULSE, a new way of accessing YMPULSE will be available. To access, the user can select the option for “Salesforce logon” in the YMPULSE login page:

• If the user is already authenticated anywhere in the MyYamaha network, he will be re-directed automatically to the YMPULSE homepage.
• Else, he will be asked to provide his credentials:
  

If the sign-on information is correct then you will be granted access to YMPULSE. If the sign-on is not verified or incorrect, an error message is displayed. You can have three successive attempts to sign on, after which your account will be suspended. In this event, your account will have to be reset by the security user within your dealership or the distributor before you can access the application.

Figure 3. General Terms and Conditions


As YMPULSE can be accessed without special software, it is important for dealer security that employees who leave the dealership have their password changed or blocked to prevent unauthorised access. It is very important that you keep your password secret. If you feel that someone has guessed your password please inform the security user at your dealership and he will change it. You should change your password every month. YMPULSE will force a password change every three months if it has not been previously changed.

Password Reset

A user can press the 'Password forgotten' link to request a new password in case the user has forgotten the log in password. The user will be lead to below page where the dealer number, user ID and email are requested.

Figure 4. Password Reset Page

The email provided must be the one registered for the user, if a different email is provided, then YMPULSE will give an error to notify the user that the credentials provided are incorrect or unknown.

The user will get an email with a link to enter a new password. The link is valid for 60 minutes from the time the email is received. If the user is suspended due to inactivity then he/she will also get an error. In this case the user needs to notify the security user of the dealer or the distributor to activate their account. These users can also send an email with password reset link to the user, after the user has been activated.

Home page

Home Page

Figure 5. YMPULSE home screen after log on

Once you have successfully logged on to YMPULSE, the Home Page will appear. This will give access to the documents, parts and accessories, units including warranty sections and the dealer holiday calendar. It will also provide additional links to other Yamaha websites.

1. Messages: A number of possible messages can be shown to the user. The column 'Type' will indicate what kind of message it is, and next to that there is the option to delete a message. A new message that has never been displayed before will be displayed with bold letters.
2. Contains links to other Yamaha related web pages.
3. Logs the user out of the current session.
4. Delete selected messages, messages from the distributor cannot be deleted.

Menu Bar for Dealer User

Figure 6. Working with the Menu Bar

The Menu Bar allows you to choose the operation you wish to perform. When you click with your mouse one of the main menu items you will be taken to a page describing the function available for that menu option.The various options will be listed below the menu item.

Depending on the settings agreed with your distributor more or less menu options are visible. The menu example above displays some options that may not be available to all users. This is also dependent on the authorisation given by either the dealer's security user (See Section 6), or distributor's administrator user.

Links Page

Figure 7. Yamaha links page

1. Clicking the "Yamaha Links" menu option opens the Links Page. This will give you direct access to other Yamaha sites. In general, links shown depend on what is set by your distributor. Some of the above sites require a login which is taken care of by YMPULSE.
2. Gives access to the local Yamaha home page.
3. Allows you to access press and marketing information etc. You have to be initially registered using the e-mail link shown. This will provide you with a password and user ID to the site.
4. Clicking this button will connect you to the Technical Information Website where you can find technical information on Yamaha products.
5. Clicking this button will give you direct access to the Yamaha Service Portal. The Service Portal gives direct access to all service related information (service manuals, bulletins etc.). No additional password is required and you can toggle between the Service Portal and YMPULSE directly.
6. Clicking the "YPEC web login" button gives you direct access to the on-line parts catalogue system without the need for additional passwords. YPEC can remain open whilst you work in YMPULSE.
7. Clicking the Technical Information Website button takes you to the Yamaha Service Data System website.
8. By clicking the SDS website you are transferred to the Quick-SDS site of Yamaha to look up for the Safety Data Sheets of various products.
9. Clicking the "Yamaha Training Academy button" takes you to the login screen of Training Academy. To get access to the "Yamaha Training Academy" please contact your distributor.

Documents Page

Figure 8. Documents list page

This menu gives access to the various documents for the dealer. Some are general for all dealers of the distributor, some are specific to the dealer like the warranty certificates and planning & orders.

1. Documents: lists the old and new documents from the distributor that are available for download. PDI sheets, flat rate manuals, parts and accessory fact sheets etc. can be found here.
2. Warranty certificate: a list of the last warranty certificates that were generated by this dealer.
3. Planning and orders – shows all unit order confirmations and planning documents.
4. Invoices – shows all information about invoice issued from Distributor to the Dealer.

The distributor has the option to upload documents to Ympulse. These documents can be found using the document search screen. As you can see on the example above there are a number of fields that can be used to search for specific documents, for example the product group or name. In the list of results you can see the category for which the document is valid and also if you have opened it already. You are only allowed to see documents for the product groups that you have been given access to in Ympulse by the distributor or the security user of your dealership.

Document menu for dealer

Dealer can check document that has been sent by distributor. In document screen, there are search fields that dealer can use to find specific document.

If the document is clicked, then it will automatically download the document file and column read will be ticked to mark that the document has been clicked/downloaded. For compulsory column, it means that the document is required to read.

Distributor to Dealer Invoices

In this menu option the invoices and credit notes issued to the dealer from the distributor can be seen and retrieved.
The user can search for an invoice, with the invoice number, item number and HIN or VIN of the unit. The user can download a copy of the invoice, or request a copy if it is not available. The invoice will not be emailed to the dealer, but it will become available at a later time to this menu (approximately an hour after the request). The user can also select one or multiple invoice, to download information on the invoice as CSV file (based on a setting agreed with your distributor).


Figure 9. Screen of Invoices look up

1. The user can filter for invoices which are older then or due in 30, 60 or more than 60 days.
2. The user can search for an invoice with the invoice number and item number
3. The user can filter for invoices per product group and also search based on the HIN/VIN of a unit.
4. The user can click on the invoice and this will open the details of the invoice
5. If an invoice is available as a PDF document the button to download it appears. If it is not available the user can request a copy. After some time the invoice will become available and the button will change to download (approximately an hour after the request).
6. The user can also select multiple or one invoice to download as a CSV file (based on a setting). Information from the header and the details of the invoice are included in the file, not the layout of the invoice.
7. The user can filter invoices for a specific item number
8. The user can filter invoices for a Frame or Engine Prefix or Frame / Engine Number

Forms Page

This page contains forms that the distributor has created, to get feedback or information from the dealers.

Figure 10. Forms Page

On the forms page you can see the forms that you are currently requested to fill out. You can see that there are some forms waiting for you.When you click on 'open' you can see the form i.e. "Please select whether you would like to receive promotional material for the new YZF-R1 from your distributor.".

Figure 11. Example of a form

You can enter the data you want to enter and either print this page or save and submit. When the form is finished the distributor will get all the results from all the dealers.

Parts & Accessories section

When a user clicks on the 'Parts & Accessories' menu he is transferred to a page briefly explaining the main functions available for that menu.

Figure 12. 'Parts' menu initial screen

Parts Stock Enquiry

Figure 13. Stock P&A Enquiry

1. Stock enquiry can be found under the parts main menu, option stock enquiry.
2. Dealer can search item in YMPULSE stock enquiry by entering part of the item number or item description. Option will also available to filter item by parts/accessories or both.

3. By clicking filter now, it will show the list of matching item for selected itemnumber.

   

4. Discount column is only show for some environment that requested to show discount.

5. If part number is clicked, then it will show more detail of stock enquiry such as if it is centrally stocked (Japan) and advise minimum pack quantity (Rounding Quantity) and if C9 claim types are allowed for this part. If the components are oversized or hazardous to ship, this could affect the delivery method or time.

6. Additional information will only show for some environment that requested to show discount.

   
7. If part number has supercessions part then there is a button of next supercessions part, if the button is clicked then it will open up a new screen to show details of supercession part.
   
8. The "Show Additional Information" button will reveal net dealer price and discount percentage. This can be hidden again if required.

Parts Quote

This option allows you create a quotation for your customers with parts and accessories he or she might be interested in.

Parts Quote Home Page

Figure 14. Parts Quote home page

This option allows you to create a Customer Quotation and include labour, other charges etc

All quotes are shown at recommended retail prices with & without VAT.

The process of creating a quotation is very similar to creating a parts order.

1. Click the Parts menu and the Quote Entry option.
2. Click the "Create New Quotation" button to enter part numbers manually.
3. To get the correct file from YPEC select in YPEC the order button (shopping cart). This will popup a window to select an order type, enter an order referrence and download the file. YMPULSE will recognise an emergency YPEC order type and treat all other types as normal orders. To import a saved parts file created in either YPEC or your Dealer Management System (DMS), use the "Import a YPEC order file" button select the file and click "Open". The status bar will advise you of progress. An incomplete quote or file initially imported from disc will be given a sequence number (underlined in the first column) and will appear in red text.
4. Click on any part of a line to check, amend and complete a quote. This will change the text colour to blue. The "Delete" button removes it from YMPULSE.
5. Once a quote is completed, (blue) it can be imported into the "Order Entry" system by selecting it and using the "Convert to Order" button. If more than one quote is selected, you can select them as required into a single order. Note that the Order References of combined orders will be deleted by this process. Quotes that have been converted to an order have green text and are allocated an order reference sequence number (this can be seen on the Order Entry page).
6. Clicking on the Order Reference listed for converted quotes on the Status column, will take you to the order details of that order.
7. Select the Quotation you would like to delete and press the Delete button. Only one quotation can be deleted at once. Please note that if you converted multiple quotations to a single order, then if one of the quotes is deleted they will not be shown anymore on the Order entry page, but the parts will remain in the order. See Figure 15.

 
Figure 15. Order from Multiple Quotes

Parts Quote Header

Create a new quote using YPEC:

A new parts quote can be created by using YPEC. In order to do this, the user needs to click on the Open YPEC "For Quote" button at the bottom of the Unit Details screen for a specific unit:  

After clicking on this button, the YPEC Parts Catalog for the selected unit will be opened, where the user can create an order:

After the required items are added to the YPEC picklist, the user can press the "Order" button :

The following screen will appear, where the user needs to click on the "Order Data Transmission" button: 

YMPULSE will open again, with the P&A Quote Entry screen open in a new order with the parts selected in YPEC:

From here, quote entry is the same as for manual creation.

Create a new quote using the  "Create New Quotation" button:

When you select to create a new quote, you can change some details on the header and enter parts.

Figure 16. Parts Quote Header

1. Select the "Create New Quotation" button (shown on the previous page) and a new quote header will open.
2. Note that the quote reference will default to a sequential number preceding the user name unless a parts file is imported from YPEC or DMS, in which case the order reference will be the file name or the order reference number from the file. This can be overwritten if required. Input any special instructions if required.

The quote lines can then be entered below, as shown on the next page.

Parts Quote Lines

Figure 17. Parts Quote Lines details

1. For manual input, input the part numbers and quantity required. It is not necessary to type in all of the trailing zeroes in a part number, these are automatically added.
2. Add labour costs and miscellaneous costs.
3. Add more lines as required.
4. Mark the quote as complete, print or save as draft.

Parts Quote Line Entry Warnings

Figure 18. Parts Quote Line warnings

As soon as the part numbers have been entered they are validated. Messages will appear below each line giving details about the part.

In the example above the first line gives a warning that the packing quantity for the part is 200 items. The quantity will not be rounded to the packing quantity here, but when the quote is selected to be converted to an order, the rounding will occur. Then the order created for this quote will have the packing quantity for that part.

The second line shows a part that does not allow for returns if ordered wrongly. Then an error follows that this part is discontinued and cannot be ordered. This stops the quote from being completed if this isn't addressed. When the user clicks on complete, an error message will appear at the top informing the user that he must solve this issue before the quote can be saved.

The third line is for a part that has been superseded and in the message the number of the part that will be delivered is shown. Any general warnings that are shown here apply to the part number that will be delivered, not the superseded part. If any other messages are shown for superseded parts, they are always valid for the part that will be delivered.
The fourth line gives a warning 'No returns if ordered wrongly'.

Parts Orders

This option allows the user to enter orders for parts and track the progress of these orders.

Parts Order Entry

Figure 19. Parts Order Entry page

This option allows you to create an order, amend it as required and transmit it to Yamaha. All parts are shown at the recommended retail price or at standard trade discount without VAT, depending on your settings by your distributor. Reduced discounts for Emergency Orders etc. are not shown.

1. Click the "Create New Order" button to enter part numbers manually.
2. To get the correct file from YPEC select in YPEC the order button (shopping cart). This will popup a window to select an order type, enter an order referrence and download the file. YMPULSE will recognise an emergency YPEC order type and treat all other types as normal orders. To import a saved parts file created in either YPEC or your Dealer Management System (DMS), use the "Import an order file" button, select the file that you want and press "Open". The Status Bar at the top of the screen will advise you of progress. The completed parts line will appear automatically below the Parts Header.
3. An incomplete order or file initially imported from your PC will be given an Order Sequence Number and will appear in red text with status "Saved or orders with errors". The Sequence Number is clickable and takes you to the details screen where you can check, amend and complete the order. The status text of a complete order will be "Ready to send" and change to blue. Orders can still be amended or cancelled at this stage. The "Delete" button removes it from the system.
4. Once an order is complete, (blue) it can be placed with Yamaha using the "Select" and "Transmit Selected" buttons. Transmitted orders cannot be amended or cancelled but can only be viewed. These are shown in green text.
5. You can merge several orders into one larger order by using this button. The selected orders will then all be put in one order. This way the dealer can also avoid charges for orders of small total value. Emergency orders cannot be merged with non emergency orders.

When you click on an order you are transferred to a new page showing the header and the lines of an order.

Parts Order Header

Create a new order using YPEC:

A new parts order can be created by using YPEC. In order to do this, the user needs to click on the Open YPEC "For Order" button at the bottom of the Unit Details screen for a specific unit:  

After clicking on this button, the YPEC Parts Catalog for the selected unit will be opened, where the user can create an order:

After the required items are added to the YPEC picklist, the user can press the "Order" button :

The following screen will appear, where the user needs to click on the "Order Data Transmission" button: 

YMPULSE will open again, with the P&A Order Entry screen open in a new quote with the parts selected in YPEC:

From here, order entry is the same as for manual creation.

Create a new order using the  "Create New Order" button:

Figure 20. Parts Order Header

1. Select the "Create New Order" button (shown on the previous page) and a new order will open.
2. Type in any special instructions and tick the "Emergency Order" box if required. This should only be used if the customers' unit is off the road or out of commission awaiting parts. It will reduce the dealer discount. Again whether this button is available or not depends on the settings set by your distributor.
3. Note that the order reference will default to a sequential number preceding the user name unless the parts file is imported from YPEC or DMS, in which case it will be the file name or the order reference number from the file. This can be overwritten if required.
4. The "Request Date" defaults to today's date. This field can be changed to delay delivery of the order if required.

The order lines can then be entered below, as shown on Figure 21.

Parts Order Lines Entry

Figure 21. Parts Order Lines

1. For manual input, enter the part numbers and quantity required. It is not necessary to type in all of the trailing zeroes in a part number, these are automatically added.
2. Messages for an item, appear below the item.
3. With this button you cann add more lines as required.
4. "Save as Draft" allows you to create an order and save it for later so you can add to it parts as required. The order status remains as incomplete with red order header text. A completed but not transmitted order can be saved as incomplete by saving it as draft.
5. "Complete" button saves the order, the text changes to blue and you are returned to the Order Entry home page.
6. The "Cancel" button deletes all changes made to a parts order and returns you to the Order Entry list page.

Parts Order Line Entry Warnings

Figure 22. Parts Order Lines warnings

As soon as the part numbers have been entered they are validated. Messages will appear below each line giving details about the warnings or errors for the part. In the example in Figure 22, the first line gives a general warning 'No returns if ordered wrongly' and that the part will be shipped from Japan, thus increasing the delivery time.
The second line is a warning for ordering perhaps too much. The third line has no warnings.

The fourth line is informing us that the part has a supersession. This means that a new part has replaced the one you try to order. The new part may be delivered instead if there is no stock available of the old part. The general warning that is shown here applies to the part number that will be ordered, not the superseded part. If any other messages are shown for superseded parts, they are always valid for the part that will be delivered.
The fifth line is giving a warning, that the quantity entered has been rounded up to match the packed quantity.

The sixth line shows a red error, that is not a warning but an error, and will stop the order from being completed if this isn't addressed. When the user clicks on complete, an error message will appear at the top informing the user that he must solve this issue before the order can be saved. See figure 13.1

Figure 13.1 order saved with error

Parts Order Enquiry

Figure 23. Parts Order Enquiry

1. You can check on an order by using either the Order Reference, Part Number, or Yamaha Order Number. The MPG (Main Product Group) defines if you are checking parts or finished goods orders. For the above screen, this is set to "All".
2. Filtering based on YAMAHA order number is also possible.
3. Orders can also be filtered by date.
4. By selecting which type of order you are looking for, you can reduce the output even further.
5. It is possible to sort the orders based on YAMAHA order number, type, order reference, MPG, invoiced status, shipped status and credit status by ascending or descending order.
6. Search on notes you have made while creating an order.
7. You can also select some orders with a tickbox on the left of the order number and press the button 'Create CSV' to get a CSV export of your orders.

Parts Order Header and Lines Details

Clicking on an order on the previous page displays more information about the order and the individual parts requested. It will show all lines that were ordered and what is outstanding. If an expected delivery date is known, it will also be displayed.
 
Figure 24. Parts Order Header and Lines Details
Parcel numbers associated with the order are shown. If an ordered quantity is split to many deliveries, additional parcel numbers will be shown. Parcel numbers are links, clicking on them will lead the user to the Parcel Inquiry Page for that parcel number.
Clicking an order line will bring up further detail of the part including price details. This is shown on the next page.

Parts Order Line Details

Figure 25. Parts Order Line details

The order line details will display further information including a tracking number and Yamaha parcel number if applicable.

1. Clicking the "Show Additional Information" button will show price and discount information. This button will toggle to "Hide Additional Information".
2. Based on the status of the order in the YAMAHA system, if a part has not been shipped yet, you can click on the "Request Back Order Cancellation Button" to cancel a specific order line. The response to the request will depend upon where the order is within the system. It is not guaranteed that the order will definitely be cancelled.

If a back order cancellation request has been made for an item, you cannot make a second back order cancellation request for the same item and order.

Parcel Inquiry

This page lists the parcels the dealer has received, for the P&A orders he has placed with YAMAHA.

Figure 26. Parcel Inquiry Page

The user can search with the parcel number, YAMAHA order number and order reference of the order the dealer has received. Parcels are grouped per order number on the list, but as a parcels can contain also parts from other orders the dealer has placed, it is possible to group the list also per parcel number like in below Figure.

Figure 27. Parcel Inquiry Page Grouped per Parcel Number

When a user clicks on any parcel line, is transferred to the parcel details page where the exact contents of the parcel are displayed.

Figure 28. Parcel Details Page

In the above example, the parcel contains items from three different orders of the dealer. Also for one item there is less quantity than what was ordered. So the dealer should expect another parcel to complete that order.

Units Section

When a user clicks on the 'Units' menu he is transferred to a page briefly explaining the main functions available for that menu.

Figure 29. Units Landing Page

Unit Search

The users can search for units that are under their dealership, or units that are sold in their country.

Unit Search Dealer Stock

Figure 30. Unit Search within dealership

This screen will allow you to list and look for units. It opens on the dealer stock overview and shows all units that are currently available to be sold at the current dealership. Clicking on one of the units in the overview list will take you to the unit details screen (more on Section 4.2).
Some of the columns shown above may not be visible to you, that depends on the settings in your environment.

1. Click on the "Units" tab and then "Unit search" option.
2. Selection of the unit overview that you want to see by status. Depending on the settings set by your distributor, more or less status selection options will be available
3. Search options for main product group and model can be selected here.
4. You can also filter for units based on how long they have been unsold. Possible options are Less than 1 year, less than 2 years and more than two years.
5. With this option a dealer can add a unit to his dealership. The owning dealer, must have first made a transfer request (see Section 4.2).

The possible options for status selection are:

1. Dealer stock
2. Last registrations
3. One day registrations
4. Demonstrators
5. Market place
6. Contract riders
7. Consignment stock

Again these options depend on the settings set by your distributor.
This is a short explanation of all the status options:

1. Dealer stock are all units that are currently at the dealer and ready to be sold to a customer. This may include units that have been registered as demonstrators or who are in the market place (see below).
   
   
2. Last registrations is a list of all units that have been sold to a retail customer by the specific dealer, ordered by sales date descending. So the last unit that has been sold is at the top of the list. This will allow the dealer to quickly find units that he has sold recently. A unit is considered sold when there is a warranty registration for it.
   
   
3. A unit that is registered for one day can be sold by the dealer for a lower price, because it is not officially not new any more. This can be used by dealers who have the opportunity to sell a unit they have in their stock, which otherwise would not be sold (maybe too expensive for the customer). The dealer is registered as the first owner of the unit, and the customer is the second owner. The unit cannot be used on the road until the second owner registration has been done. You can see the status of these units in the second to last column of the dealer stock overview.
   
   
4. A demonstrator unit can be used for demonstration purposes or test rides by customers. The dealer is registered as the first owner, a license plate and insurance are required for these units. When the unit is unregistered as a demonstrator it goes back into the normal dealer stock. Or the unit can be sold to a customer, who will then be registered as the second owner of the unit. Demonstrator units and former demonstrator units are shown in the dealer stock list, because they are actually available to be sold to a customer. You can see the status of these units in the second to last column of the dealer stock overview.
   
   
5. The market place can be used as an on-line exchange system for units. If a dealer has difficulties selling a unit then he can put this unit in the market place. That will make it visible to all dealers in the market place list. If another dealer has a customer for one of the units in this list, then he can call the owning dealer and arrange for a transfer. The owning dealer makes a transfer request and after that the requesting dealer can add it in stock with the button shown in Figure 30 & Figure 31. When the unit has been transferred, the dealer who now has the unit can sell it to his customer. If the owning dealer wants to take the unit out of the market place, then he can do this by unregistering the unit. You can see the status of these units in the second to last column of the dealer stock overview.
   
   
6. A contract rider is a customer that agrees to sign a contract that in 1, 2, 3 or 4 years he will buy another Yamaha unit. This promise is then rewarded by the dealer with a discount on accessories or clothes.
   
   
7. Consignment stock is stock located at dealers but, still owned by the Yamaha distributor. There is no sales invoice from the distributor to the dealer.

It is possible to have a unit in dealer stock that is currently a demonstrator and also available in the market place. The dealer is using the unit for test rides, and is also saying to the other dealers 'if you want this unit, you can have it if you contact me'.

Unit Search All

Figure 31. Unit search within dealer's country

This screen will be visible when button Search All has been selected. You can see the search options for the unit details.

This search will be done in all units sold, not just the dealer stock for the current dealer. That means that you can find units that are in the dealer stock of other dealers, but when you click on the unit to see the unit details you may not see as many details and option buttons as you would for your own dealer stock.

Unit Details

Figure 32. Unit details screen for unsold unit

When selecting a unit, the unit details screen is displayed and all the actions that can be done with that unit are shown in the buttons. In the above example you can see some options. Depending on different settings and conditions the number of buttons and actions can vary.

1. The Remove from stock button allows you to do a Transfer request, which allows you to trade a unit to another Yamaha dealer. A dealer user selects a unit for transfer and then the user of the receiving dealer needs to add it in stock with the relevant button shown in Figure 30 and Figure 31.
2. The Demonstration Unit button allows you to mark a unit as a demo unit. This will create a warranty registration where the owner is your dealership. When the unit is sold to a retail customer you can register a second owner.
3. Contract rider is used to register a sale to a contract rider.
4. Warranty registration is the button you click when you want to register the warranty for a unit. This will also change the status of the unit and will no longer be listed in the unsold one in Unit Search, but will be considered as sold.
5. Damaged in Transit Claim entry will let you enter a damaged in transit claim.
6. Warranty claim for unsold unit, If a unit is unsold this button will appear allowing to create a claim for an unsold unit.
7. The Market Place Registration button will allow you to mark an unsold unit as available for a sale to other dealers.

Demonstration Unit

Figure 32.1 User administration screen

Demonstration unit button will only show up if current user has enabled the setting to do warranty registration 

Figure 32.2 Unit detail screen

Click the demonstration unit button and it will direct you to Demonstration Registration, ensure all the information are correct and click save changes. It will put the unit to Demonstration Unit status

Claim History

A Claim History button will appear if there are already claims made for this unit. When pressed it will display all the claims for this unit

Figure 33. Unit details screen for sold unit

At the bottom of the Unit Details screen, there are two buttons that will allow the user to create an order using the YPEC Parts Catalog and transfer the information to a new P&A quote / order in YMPULSE. More on this functionality will be included in the Parts Quote and Parts Order sections of this document.  

Also, Information about PDI Status for the unit will be shown. Possible values are:

• Not confirmed:
  
  
  
  
• Confirmed
  

For unsold units with PDI status not confirmed two additional feature will be displayed:

1. A button to download the PDI Sheet (Marine units) or the Assembly Manual (PTW)
2. A link to confirm the PDI: when clicking on it, the PDI status of the unit will change to "Confirmed"

Only for countries that have extended warranty registration with Wakam:

In case of issues with extended warranty registration , where the process did not finish correctly, the user will have the option to:

1. Cancel the contract created with the third party
2. Finish processing the extended warranty

The appropriate options will be displayed in the page:

When the Finish Extended Warranty Registration button is pressed, a new screen will open with all of the information for the initial failed registration displayed. Here, the user will not be able to make any changes. After the save button is clicked, the process will finish:

Unit Order Entry

Figure 34. Unit Order Entry

When the user selects to enter a new order for a unit he sees a prompt to select a product group (MPG) and either create a new order or show the existing ones for that MPG.

Unit Order Entry, New Order

When the 'Create new order' button is pressed the following screen appears, which shows all item numbers that are available for the selected MPG.

Figure 35. Unit New Order Entry

1. The order gets a temporary order reference number which is a number followed by the user ID of the user who placed the order.
2. The user selects the desired delivery date, can also be further in the future.
3. He can select different delivery addresses. If a new delivery address is required please contact your distributor.
4. The order quantity can be entered.
5. YMPULSE shows the status of the current stock. YMPULSE shows that the stock is more than one or more than X number, depending on your distributor's settings.
6. The Recommended Retail Price is displayed, without any discounts or the price with discounts, based on the settings by your distributor.
7. The total price for this item will be displayed when more than one unit is ordered.

When the user is finished, he can select to transmit the order to YAMAHA or save it as a draft.

Unit Order Entry, Show Existing Orders

When the 'Show existing orders' button is pressed, the following screen is shown.

Figure 36. Unit Order Entry, Show Existing Orders

A list of orders is displayed. Lines with blue colour status "Ready to Send" are orders saved as draft and with green "Sent" are orders that are already sent to YAMAHA. The user can select an order to review or sent to YAMAHA. An order that is already sent cannot be edited.

Ordering Units with Kits and Flexible Rigging

Some units can be ordered with additional options or extras. A + in front of line means the line can be expanded to show a number of possible options/extras for the unit, examples are units including side-cases or outboard engines with propellers or remote controls. Some motorbikes can be ordered as kits with accessories and some marine products can be customized with flexible rigging. Units that are delivered as kits and units that have flexible rigging options available are distinguished by having a cross sign on the left of the item number. When clicked the extra options and parts of a kit are displayed.

Figure 37. An example of a unit that can be ordered as a kit

With flexible rigging the user can select some extra accessories to be ordered and delivered with the unit. A group of accessories may be optional and selecting one will increase the total order price. The number of optional accessories that can be ordered may be limited. These optional accessories are distinguished by having a square select box to select them.
Another group of accessories is mandatory and at least one must be selected with the unit (e.g. given propellers). These mandatory accessories may or may not add to the total price of the order, depending on the setup of the group structure. It is not possible to order more than one. These mandatory accessories are distinguished by having a round select box to select them.

Figure 38. Example of a unit that has flexible rigging available

Unit Order Enquiry

This menu is similar to that for parts, but now it is listing orders for units.

Figure 39. Dealer Order Enquiry
The filter options are the same as the ones described in Section 3.3.5 for parts.

Unit Order Enquiry, Order Header and Details

Figure 40. Unit Order Enquiry, Order Header and Details

When an order is clicked the order header and details are shown. Again this is similar to what is described for parts orders in Section 3.3.6.

Unit Order Enquiry, Line Details

The user can further click the order line to get details about a particular item in the order. This is also similar with what is described previously from parts in Section 3.3.7.

Figure 41. Unit Order Enquiry, Line Details

Unit Open Orders

Figure 42. Unit Open Orders Screen

In this screen, the open orders the dealer has on his account are shown. The dealer can view per order and per item what is the date he placed the order and what is the expected delivery date. This is just an information screen as there are no user actions possible, like cancellation or change.

The information details are per item or order line, so for example if an order has more than one items, each item will appear separately in the list, since it may have a different expected delivery date.

Unit Availability

Figure 43. Distributor Unit Availability

The user can select the Product Group he wants, the model and the model year to get a list of the available item numbers and their availability. He can also search for a specific item number. In the screen the dealer can see the item number, the item description, the model year, colour, product group, whether the unit is available in NPTS pallet and the stock status. Stock status will show the latest information compared to the current date. If there is stock available it will show the relevant stock according to the settings, if delivery is expected far in the future it will show the month the units are expected and if it is in the near future it will show the week number the units are expected.

Units Service Functions

Specific actions related to the regular maintenance of a unit can be performed from the Unit details screen. There are three button available and they appear for both sold and unsold units:

1. Service checklist, where the user can download a PDF for the services allowed for a unit, that detail the steps needed to perform the relevant service to the unit.
2. Register Service, where the user can directly register the service he wishes to perform or has performed on a unit.
3. Calculate service cost, where the user will be directed to the Parts Quote Entry page with the part numbers and quantity prefilled on the screen.

Unit Service Checklist

Figure 44. Documents describing the services that can be performed on the unit

When the user clicks on the button 'Service Checklist' in Figure 33, he is transferred to the above screen, where he can download the relevant document for the service he wants to perform in that particular unit.

Note: If there are no checklists available for a unit then the relevant button will not appear.

Unit Register Service

Figure 45. Register the service for a unit

When the user clicks on the button 'Register Service' in Figure 33. Unit details screen for sold unit, he is transferred to the above screen, where he can select the service he has performed, the mileage or running hours of the unit when the service was performed and the date it was performed. Mileage and date are mandatory fields, while date can be only the current date or a date in the past.

Unit Calculate Service Cost

When the user clicks on the button 'Calculate Service Cost' in Figure 33. Unit details screen for sold unit, he is first prompt to select a desired service for the unit and then is transferred to the above screen. Here the user can calculate what will the cost for the service be and make a quote for the customer that can be printed. Normal validation of parts is done.
The user can also enter the date and time he has agreed to perform the service with the customer.

Figure 46. Select service interval for the calculation

On the Quote Entry page below a new column appears, indicating whether a part should be included in the order or not. For example oil should be included in the quote as it is part of the calculation for the cost, but it is not necessary to be ordered as well.
The labour charges will be calculated with the labour rate that applies for the dealer and the unit's product group (see Section 4.7.5), multiplied with the labour time known for each unit and service interval.

Figure 47. Quote Entry Page for service calculation

If there are no parts information for the selected unit and service interval, then there will be no parts pre-filled on the screen.

Unit Service Records

Under menu Units and option Service Records, the dealers can see the services they have performed in their own dealership. When searching for a specific unit, then they can see also services performed by other dealers as well with less details.

Figure 48. List of units with regular maintenance performed by the dealer

The list displays information on the unit, the service performed, mileage, if there was a quote created, it is displayed, when the service was scheduled and performed and when is the recommended next service.

Figure 49. Service intervals stored for a unit

When a unit is clicked from the list, the details of the unit appear with the various service intervals performed. If the dealer has created a service quote for a customer then this will also appear in the above list, showing also the number of the quote like in below Figure.

Figure 50. Service Record with a Quote Number

The user can click on the above line and will be lead to the service maintenance page for that particular record, where he can indicate when that particular service has been performed and fill in the mileage for the unit.

Figure 51. Service Details Maintenance

Dealer Labour rate for regular maintenance

There is a new Menu called 'Dealers' where the dealer can see the labour rate which applies, per Product group, for his own customers. The labour rate can be set by the security user of the dealer and/or the Distributor depending on the settings for the country.

Figure 52. Dealer to Customer Labour rate

This rate is multiplied with the labour time that is known for each unit and service interval and appears in the labour charges for in the Quote Entry screen, after the user has clicked the 'Calculate Service Cost button'. The value of the labour rate can only be maintained by the security user of the dealer and the distributor.

Note: This labour rate is valid only towards the customers of the dealer, for the use of the regular maintenance calculation. It DOES NOT relate to the warranty labour rate agreed with the Distributor!

Additionally, dealers will be able to give / withdraw their consent for displaying their dealership in the stock locator per MPG. This will be configured in the dealer charges screen and the option will be available only for users with authority level 1 (security dealer). The default setting for all dealers will be to be included in stock locator. Dealers that do not wish to participate, will be able to withdraw their consent. This means two things:

1. The dealer will not be able to see the stock of other dealers
2. The dealer's stock will not be visible in stock locator

Dealer Holiday Calendar

Figure 53. Dealer Holiday Calendar

When a user clicks on the Dealers menu he is transferred to the Dealer page. The second option is the Dealer Holiday Calendar as shown in the screen above. A date can be selected where a Dealer is closed or unavailable to receive P&A, Units or both. After selecting the proper option press save you will be returned to the calendar and see the entry directly as shown in screenshot below.
After an order is placed, the YAMAHA system will check if the delivery is actually possible on the specified date and modify the target delivery date according to the holiday dates of the dealer, the distributor and YAMAHA's forwarders.

Figure 54. Dealer Holidays Registered

Units Warranty Registration

Users will be able to easily register multiple products to one single customer, without having the user selecting each product separately and filling the registration form with the same information multiple times. 

To enter a new warranty registration go to Units - Warranty registration

The customer search screen will open where the user can decide to select an existing customer or create a new customer record.

Select an existing customer 

To retrieve a customer record from the database, the user will need to use the search filters available to retrieve a list of possible matches at the bottom of the screen.

It is important to note that in order to be able to disclose customer information in this screen, the identity of the customer needs to be verified by entering at least three matching fields. It is mandatory to enter a postcode as a search filter.
A message will be displayed at the top of the screen, in red, encouraging the user to refine his search:

When three or more matching fields have been entered and Filter button is pressed, a list of retail customers that fit the search criteria will be displayed at the bottom of the screen:

When clicking on a record to select a customer, the "Warranty Registration" button will be activated to continue with the process:

The "Warranty Registration" screen will open with the customer information already filled out:

Create a new customer

To create a new customer record, press the "New Customer" button in the customer search screen.

The following screen will open where the user will be able to enter the new customer's information:

Required fields for customer creation are:

• Title
• First name
• Surname
• Country
• County (only for countries that have provinces- currently UK and IT)
• Address 1
• City
• Postcode
• Language

Also, no duplicate e-mail addresses are allowed when creating a new customer.

If you want to register an address in a country different than where you are at the moment, then first choose the correct country, and then do the address check.

Correct Customer Data

When needed, the user can make changes to customer information. This functionality will remain linked to a unit Id, meaning that there is no menu option available in YMPULSE for this. Changes in customer information will affect all of the units that belong to a certain customer Id. Also, there are some retail customers that cannot be edited by an YMPULSE user, for example, when the customer is a Dealer. 

Warning: Changes made to customer data will update the retail customer record in the retail customer master. These changes will affect all of the units linked to the current customer’s Id.

To correct customer information, select a unit in the "Unit Search" screen and click on the "Correct customer data" button in the "Unit details screen".

The user will be asked to prove the identity of the customer by entering at least three matching fields. Postcode is a mandatory search filter.

After the last step is completed, a screen will open displaying the customer information in editable format, so the user can make the desired changes. When the selected customer record is linked to more than one unit, a warning will be shown at the top of the screen to alert the user of the consequences of making changes to the customer's information:

Select units to register

After the retail customer for the warranty registration has been selected, either by retrieving it from the customer search or by creating a new record, a new screen will open:

For dealers not in Salesforce or Retail customers without pending opportunities in Salesforce: only the top portion of the screen will be available.

For Salesforce dealers when the selected retail customer has pending Salesforce opportunities: the screen will have to sections:

• The top section will be used to add units not linked to Salesforce opportunities
• The bottom section will show the pending opportunities from Salesforce for the selected customer / current dealer combination. The user will be able to match dealer stock to these opportunities.

Adding units not linked to Salesforce opportunities

To add a unit, click on the "Add" button located at the top of the screen:

The following screen will open:

Here, the user can select one or more units to include them in the registration. There are filters at the top of the screen to refine the search.

Also, there is a search field located at the top of the unit list that performs further filtering of the results in the table. This filter will match the value entered with any of the values in the table columns:

Units can be selected by clicking on the checkbox located on the left side of each unit record:

To finish with the selection, click on the "Add Selected" button. The units will be displayed as selected in the Pending Opportunities screen:

Linking a unit to an existing Salesforce opportunity

To link a unit to an opportunity on the list, click on the "Select Unit" button located at the right side of each opportunity shown on the table:

The following screen will be displayed:

Here, the user will only see the units from dealer stock that match the selected opportunity.

There is a search field located at the top of the unit list that performs further filtering of the results in the table. This filter will match the value entered with any of the values in the table columns:

A unit can be selected by clicking on it. The selected unit will be shown next to the opportunity in the Pending Opportunities screen:

Enter warranty registration data

After unit selection is done in the Pending Opportunities screen, the warranty registration process can continue by clicking on the Continue button at the bottom of the screen:

The following screen will open:

Figure 55. Unit Sales/Warranty registration

At the left of the screen, customer information will be displayed. Customer data is editable.
Depending on the country you are, more or less fields are visible inside the grayed box.
Depending on the settings in the country there are more or less fields visible inside the grayed box, example e-mail address mail opt in and opt out options. If options are not visible, then they are not available in the country.

When the selected customer record is linked to more than one unit, a message will be displayed at the top of the screen warning the user about the consequences of changing customer data.

Warning: Changes made to customer data will update the retail customer record in the retail customer master. These changes will affect all of the units linked to the current customer’s Id.

At the right side, all of the selected units for registration are shown, so that the user can complete warranty data such as Retail Sales Date, Warranty Start Date, Usage Code and plate information (for units that require it). 

Fields marked with an asterisk are mandatory and need text input. Other fields are optional.
Certain data such as key numbers can only be viewed once the form is submitted.
The warranty and sales dates default to today's date.  They can be amended if required. The "Usage" field can be changed as required for any other use than the default.

After completing the required information, the user can click on the Save Changes button to complete the process.
If not all mandatory fields are filled, then you will get an error message on the top of the page.
If process is completed the following screen will be displayed:

Here, users will be able to download the warranty documents for the units registered. Depending on the warranty product selected the number of documents generated per unit may vary.

Warranty Certificate

Figure 56. Warranty registration document

1. Once the user has completed the warranty registration of a unit, a message will appear on the status bar notifying the user that a warranty certificate is available.
2. Click on the message to open the warranty certificate for that unit. This can be printed immediately if required.
3. If the certificate is not printed at this point, it will be saved as a .pdf file showing the VIN. This will appear in the "Warranty certificates" section of the YMPULSE Home Page.

Change owner

Warning: Changes made to customer data will update the retail customer record in the retail customer master. These changes will affect all of the units linked to the current customer’s Id.

To change the owner of a unit, the process starts by clicking on the "Change Owner" button in the "Unit Details" screen:

Select existing customer

After clicking on the "Change Owner" button, the following screen will be displayed, where an existing customer can be retrieved or a new one can be created: 

To retrieve a customer record from the database, the user will need to use the search filters available to retrieve a list of possible matches at the bottom of the screen.

It is important to note that in order to be able to disclose customer information in this screen, the identity of the customer needs to be verified by entering at least three matching fields. It is mandatory to enter a postcode as a search filter. A message will be displayed at the top of the screen, in red, encouraging the user to refine his search:

When three or more matching fields have been entered, a list of retail customers that fit the search criteria will be displayed at the bottom of the screen:

When clicking on a record to select a customer, the "Change Owner" button will be activated to continue with the process:

The "Change Owner" screen will open with the customer information already filled out.
Customer related fields will be editable, so the user can make changes, if needed. If the selected customer is linked to more than one unit, a message will appear at the top of the screen alerting the user of the consequences of updating the customer's information:

After saving, the user will be returned to the "Unit Details" screen as per original functionality.

Create a new customer

To create a new customer, there is a "New Customer" button available in the customer search screen.

After clicking this button, the "Change Owner" screen will open immediately, with the customer related fields empty, so that the user can fill them out and create a new retail customer record:

Required fields for customer creation are:

• Title
• First name
• Surname
• Country
• County (only for countries that have provinces- currently UK and IT)
• Address 1
• City
• Postcode
• Language

Also, no duplicate e-mail addresses are allowed when creating a new customer.

If you want to register an address in a country different than where you are at the moment, then first choose the correct country, and then do the address check.

After saving, the user will be returned to the "Unit Details" screen as per original functionality.

Warranty Claims

The option is available through the "Units" menu and then "Claims" option.

Warranty Claims Home Screen

Figure 57. Warranty Claims Home screen

On this screen there are a number of possibilities available to view current claims that have not been processed yet (audit trail), and older claims that are currently in progress. You can select the different tick boxes to include in progress, approved, rejected, and cancelled claims in the overview that will be generated by clicking on the button 'View Claims'. This will bring the following screen:

Figure 58. Warranty Claim List for Units

1. The reference claim number fo the dealer is displayed, created by YMPULSE.
2. This is the YAMAHA reference number for the claim, it is more convenient to include this in your communication with the distributor.
3. The date the claim was made is listed here.
4. This is the date the problem was fixed.
5. Here the frame prefix and frame number of the unit is listed
6. This displays the problem code that is valid for the claim.
7. The status of the claim will be in blue when in "In progress", green when it is "Approved and reimburshed" and red when it is "Rejected".
8. If there are notes in the claim from the Distributor, an exclamation mark in a red circle will appear in this column, next to the claim.
9. When this button is clicked, then the display is changed and instead of the frame prefix/number and the problem code, the customer's name and the claim's description are displayed as shown in Figure 59.

Figure 59. Warranty Claim List for Units, alternate screen

Warranty Claim Information

Figure 60. Warranty Claim Information and Claim details

There are two ways to get to this screen. Selecting the "Claim History" option on the unit details page will display any previous claims that have been made against that unit, as seen in Section 4.2.

Or you can select a claim from the list of claims.

1. Reviewing the claim history will display details of a particular claim. Selecting the review button will open the claim information screen.
2. This screen can be scrolled down to display any notes made for that claim.

Warranty Claim Entry

Figure 61. New Warranty Claim entry

Selecting the "Claim Entry" option, from the unit details screen (see Section 4.2), opens the above screen. Complete the boxes as required. Make sure you know parts information before continuing.

1. Add a customer name (not mandatory but makes it easier to find specific claims)
2. The Problem Group Code will be automatically filled once the Problem Code is selected
3. Select the defect that caused the problem from the drop-down list, you can type and search.
4. Enter the mileage or the run hours of the unit. (not required for DT/unsold claims)
5. Files like pictures can be uploaded.
6. You can select the ship to address where the parts for the repair should be delivered to.
7. There is a button that can be clicked to use YPEC to add parts to the claim. More about this functionality in the Warranty Claim Parts & Jobs Entry section.

Once all of the above have been completed, you can continue with the parts and jobs and sublets entry. YMPULSE will not allow you to save a claim if the above mandatory information is incomplete or the primary part failed is not entered.
N.B. If there is an outstanding recall or modification campaign, this will automatically appear before you can start a new claim and you can choose to enter the modification campaign. (see an example in Figure 68).

Warranty Claim Parts & Jobs Entry

Add parts to the claim using YPEC:

To add parts to the claim using YPEC, click on the "Add Parts from YPEC Catalog" button in the New Claim Entry screen. YPEC will open on the Parts Catalog for the current unit where the user will be able to select parts to order:

After creating a picklist with parts to order the user will click on the "Order" button . The following screen will be displayed where the user needs to click on the "Order Data Transmission" button:

YMPULSE will open in the claim Parts and Jobs screen, where the items selected in YPEC will be already have been added to the claim:

After this step, claim entry can continue in the same way used for manual parts entry.

Add parts to the claim manually:

Figure 62. Screen to enter parts required for a service and job codes that need to be performed

Clicking the "Parts and Jobs" button opens the above screen.

1. The part numbers can be imported from YPEC or DMS in the same way as the order entry section of YMPULSE.
2. Alternatively, they can be input manually. To do this, type in the part numbers and quantities.
3. Click this button if you know that this part is the "Primary Failed Part". You can also set the PFP as for reference only. In this case the PFP will be excluded from the warranty order.
4. Select the general location of the component from the "Job Code" after your press add, the job code, description and labour time will be added to the claim. If a supplementary labour code is applicable (e.g. left and right hand mirrors) repeat the above procedure and use the "Add" button again.
5. Click "Done" to return to the claim header page.

Battery claims on motorcycle, ATV, SSV, ROV and Snowmobile : Factory warranty is 6 months, an additional 6 month is covered only if the Battery check sheet is filled out.

The battery sheet is automatically supplied by the YMPULSE system the moment a battery claim is made when problem date is higher then 6 months and within 1 year, calculated after the warranty start date.

Warranty Claim Sublets Entry

Depending on the settings for your country the warranty sublets may not be visible, and don't need to be filled in.

Figure 63. Warranty Claim Sublets Entry

If additional items are claimed, such as a specialized repair (thread repair, welding or paintwork etc.) this screen should be used. Input the specialized repair details, quantity and cost per repair. Additional lines are added when a line is filled.
Click "Done" to return to the claim header page and the cost to the claim.

N.B. Yamaha's warranty department may contact you to discuss any sublet claims and will require copies of invoices etc. to substantiate the claim. Remember to upload these when creating the claim.

Warranty Claim Notes

The appearance of this functionality also depends on a setting set by your distributor.

Figure 64. Warranty Claim Notes

Input details about the claim. Notes should include details of the problem (what was the complaint) and the condition upon inspection (what caused the problem). Depending on the settings in your environment you may see one or both of the entry fields.
More lines will be added automatically as you type. Select the "Done" button to return to the claim header page.

N.B. If the claim is supplementary to an earlier claim (e.g. crankshaft bearing selection done after crank being supplied) it is important that the claim details are identical to the earlier claim with respect to problem codes and mileages etc. In the "Notes" section there must be a clear reference to the earlier claim with an explanation.

Modification Campaign Claim Entry

On the unit search screen the color of the line will indicate if an outstanding modification campaign exists. If it does, and the button for claim entry is clicked, then another screen will be shown as indicated above. Modification campaign claims can be entered for both sold and unsold units.

Modification Campaign for Unsold Unit

When the unit is still unsold, meaning there is no warranty registration, the button "Modification campaign" will appear as in Figure 65.

Figure 65. Unit Details for Unsold Unit

When the button "Modification Campaign" is clicked you reach below screen, where you can ignore the warning about the warranty registration. You can click the magnifying glass icon to proceed and make the modification campaign

Figure 66. Modification Campaign for Unsold Unit

When clicked the user need only enter the mileage of the unit, 0 mileage is allowed for unsold unit.

Figure 67. Modification Campaign Claim Entry

Modification Campaign for Sold Unit

If the unit is already sold, meaning there is a warranty registration, the button "Modification Campaign" does not appear in the Unit Details. Instead the user can select to make a modification campaign claim when he presses the button to enter a normal warranty claim. He is transferred to the same screen as shown in Figure 66, but this time without the warning about doing warranty registration.
Of course it is possible to enter only a normal claim for warranty as shown in below figure where both options appear.

Figure 68. Warranty Modification Campaign Claim

Stock Locator

This functionality allows users to be able to visualize unit stock availability across all dealerships that are set up to participate. 

When opening the screen, it will be empty:

After using the filters at the top of the screen, results will be displayed at the bottom of the screen:

• Franchise: active franchises for the dealer will be displayed in this dropdown.
• Stock item: Items linked to the franchise selection will be shown.

The list at the bottom of the screen will display the dealers who currently have stock for the selected item.

Claims & Parts Returns

Claims & Returns Home Page

Figure 69. Claims & Returns Overview

On selecting 'Claims & Returns' from the task bar you will be presented with the screen as shown in Figure 69. This is the overview screen for all claims that have been entered and shows also the status of all these returns.

1. You can create a new claim or return by clicking on the 'Claim entry' button at the top left of the screen.
2. The different statuses will be "Ready to be sent", "In progress", "Accepted" and "Rejected".
3. The returns that have been entered can be sent to the distributor. You can select to transmit or delete the returns shown in blue with status 'Ready to be sent". Or you can select to view a return that has been sent to Yamaha already. You will not be able to change any details on these returns (green text).
4. You can choose to transmit only the selected returns, or all un-transmitted returns.
5. If the return you want to review or transmit isn't shown in this list, then click on the 'Get More Records' button to get more parts returns in the list of the screen.

An additional button “Return Parts Letter” could be displayed next to claim numbers that meet the following conditions:

NOTE: Please contact your distributor for confirmation of this function in your region.

1. 1. The status of the claim is "In progress"
   2. Quantity to return for the claim line is greater than the quantity returned.
   3. Quantity returned is equal to 0.
      
      
      After pressing this button the letter will be generated in pdf format.

Spare Parts Return Review

Figure 70. Spare Parts Return Review

Clicking the claim number will show you the details of the transmitted claim. For the red ones that have been rejected you will see a rejection code and date for the rejection. The accepted returns will give you no rejection code, but the date decided will be filled. This is the date the return has been accepted.

New Claim or Return Entry

A new claim entry can be made return after clicking the "Claim entry" button in the top left.

Following claim types can be selected from dropdown menu:

• C2 – Under delivery (missing qty)
• C5 – Part not according to specification
• C7 – Damaged in transit
• C9 – Part no longer required
• WA – Warranty P&A

Below you can find a detailed description per claim code on what information needs to be provided

C2 – Under delivery (missing qty)

Please enter the following information for C2 claim code:

1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list.Click on ‘back to overview’ or proceed with the next claims.

C5 – Part not according to specification

Please enter the following information for C5 claim code:

1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number+ Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. VIN

   VIN of the unit is mandatory (exception for items like for example apparel)

6. Batch label

   Can be found on part number label.

7. Problem description

   Short description of the problem

8. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

9. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list.Click on ‘back to overview’ or proceed with the next claims.

C7 – Damaged in transit

Please enter the following information for C7 claim code:

1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. Batch label

   Batch label can be found on part number label.

6. Problem description

   Short description of the problem.

7. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

8. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. Click on ‘back to overview’ or proceed with the next claims.

C9 – Part no longer required

Please enter the following information for C9 claim code:

1. Claim code

   Select claim code from dropdown menu

2. Parcel Number

   Enter the first three numbers of the parcel number and a list of parcel numbers is shown where you can select the parcel from which you want to return a part.

3. Part number + Yamaha Order No. + Line

   When you select a parcel number by clicking it, the item numbers are shown for that specific parcel. The screen will show between brackets the order number and order line from which the part or accessory was ordered.

4. Quantity

   You can add the quantity of the item you want to return from this parcel.

5. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. click on ‘back to overview’ or proceed with the next claims.

WA – Warranty P&A

Please enter the following information for WA claim code:

1. Claim code

   Select claim code from dropdown menu

2. Retail sales date

   Enter retail sales date as printer on retail invoice

3. Retails sales invoice Number

4. Part Number

5. Quantity

6. VIN

   VIN of the unit is mandatory (exception for items like for example apparel).

7. Problem description

   Short description of the problem.

8. Upload Files

   Upload files clarifying the problem description / providing evidence for the claim.

9. Add

   When all information is provided, select ‘add’ button to submit the claim to the overview list. click on ‘back to overview’ or proceed with the next claims.

Upload files for claim type C5, C7 and WA

Upload files, claim type C5, C7 and WA a document upload will be mandatory. Then the button to upload documents for that claim will be available. 
The screen will look similar to below (fig 72), please upload photo’s / video via the ‘Choose file’ button, and add a description to the file.

When All files are uploaded click on “done”

Submitting claims to YAMAHA.

After adding a claim the user needs to select all applicable claims in the Overview List and press the transmit button (1) in order for the claim/return to be sent to YAMAHA.
Selecting more than one claims/returns to transmit is also possible by selecting multiple claims via the tick boxes on the left (2)

The new added claim(s) / claims which have not been submitted to YAMAHA, can be recognized by the status ‘Not yet transmitted’.

Dealer Security User

Security user home page

Figure 73. Dealer Security User Home Page

The distributor will issue the user ID and password for the security user of a dealership. The security user can log on to the system and will see the home page as shown above. He can choose from a number of menu options under the Admin main menu option: "Admin", "Delete transmitted orders" and "Delete warranty audit records". There are also a number of messages and files available for download. The security user will use the Admin-button more than the other two options.

Security User Administration Page

YMPULSE follows below logic for suspending/deleting users.

Dealer users are suspended after 60 days of inactivity and security dealers when there are no active dealers.

Dealer users who have not logged in for 1 year and who are suspended get deleted. Also, security dealers who have not logged in for 30 days get deleted when there are no regular dealer users.

Figure 74. Security User Administration Page

In Figure 74 you see the administration page where the security user can see a list of all the users that he has created for the dealership. The security user can see if a user is live or suspended (without a tick), the last time he logged in, the default MPG group of the user and reset the password if a user is not suspended. Lastly, he can edit a user, copy the settings for a new user from an existing one and delete a user from his dealership.

Security User Administration Page, User Details

Figure 75. User Details

The security user can set the status of the user, the name, the email address, the language, if he is able to place order for multiple ship-to addresses and what the default ship-to address is.

Security user can also update the user status and set it back to Live if the account get suspended.

Security User Administration Page, User Allowed MPGs

Figure 76. User Allowed MPG's

In this screen the security user can set permissions for the allowed MPG's and the type of documents that can be seen for the specific user.

Security User Administration Page, User Allowed Links

Figure 77. User Allowed Links

In this screen the security user can set which links are available to the specific user.

Security User Administration Page, User Access Restrictions

Figure 78. User Access Restrictions

In Figure 78 we see the options for the security user; to specify the user type (dealer or security user) and what is allowed for the specific user.

Note that for new users all permission tick boxes are unticked. This will encourage the security user to think about which permissions to give to which user, and no new user will have default permissions to do more than he or she should be able to do. Some authorisations may be more or less compared to what is shown in Figure 78 as this depends on what is enabled for your country by the distributor.

Security User, Delete Transmitted Orders

Figure 79. Security User, Delete Transmitted Orders

The security user can choose to delete transmitted orders older than the parameter that is filled in. The action is confirmed by clicking on the button "delete orders".

Security User, Delete Warranty Audit Records

Figure 80. Security User, Delete Warranty Audit Records

The security user can choose to delete transmitted warranty audit records older than the parameter that is filled in. The action is confirmed by clicking on the button "delete warranty audit records".

Security User, Further Use of Personal Data

Figure 81. Security User, Further Use of Personal Data

In this screen the security user verifies that he agrees on the usage of the personal data of other dealer's employees to be in line with the Yamaha Marketing Strategy.

Security User, Set labour rate

Figure 82. Security User, maintenance screen for Service Labour Rate

The user can select the different product groups and set the labour rate for these product groups.

Note: This labour rate is valid only towards the customers of the dealer, for the use of the regular maintenance calculation. It DOES NOT relate to the warranty labour rate agreed with the Distributor!

Technical Support

If you are experiencing problems with the system you should check the following BEFORE you contact the distributor.

Is your Internet connection working?
Try and visit a different web site such as www.microsoft.com or http://www.google.com/. Check that you are getting information from these sites. If you cannot access these sites then you should contact your Internet Service Provider (ISP) directly to resolve this problem.

If your Internet connection is OK.
Take screenshots of any error messages that you have on your screen, where the page's URL can be clearly seen. In addition it is very useful if you can tell the distributor what you were doing when the error occurred e.g. "My dealer number is 10928. I did a stock enquiry on part number XXXXX followed by order entry. When I clicked on the 'Complete' button the screen showed the following error message:…..."

Could not Contact Host - please try later
If you get this message the system is experiencing a general error. As the message says you may try again later. If the message persists then check to see if you can use any other options from the task bar such as order enquiry or stock enquiry. If all these options fail and the re-try does not work then contact your distributor.