Table of contents
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.
Figure 2. Login Page
Without Single Sign On:
For security reasons, you must log on to access YMPULSE.
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 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.
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.
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.
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.
Figure 7. Yamaha links 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.
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.
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
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.
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
Figure 13. Stock P&A Enquiry
By clicking filter now, it will show the list of matching item for selected itemnumber.
Discount column is only show for some environment that requested to show discount.
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.
Additional information will only show for some environment that requested to show discount.
This option allows you create a quotation for your customers with parts and accessories he or she might be interested in.
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.
Figure 15. Order from Multiple Quotes
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
The quote lines can then be entered below, as shown on the next page.
Figure 17. Parts Quote Lines details
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'.
This option allows the user to enter orders for parts and track the progress of these orders.
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.
When you click on an order you are transferred to a new page showing the header and the lines of an order.
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
The order lines can then be entered below, as shown on Figure 21.
Figure 21. Parts Order Lines
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
Figure 23. Parts Order Enquiry
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.
Figure 25. Parts Order Line details
The order line details will display further information including a tracking number and Yamaha parcel number if applicable.
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.
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.
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
The users can search for units that are under their dealership, or units that are sold in their country.
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.
The possible options for status selection are:
Again these options depend on the settings set by your distributor.
This is a short explanation of all the status options:
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'.
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.
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.
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
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:
For unsold units with PDI status not confirmed two additional feature will be displayed:
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:
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:
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.
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
When the user is finished, he can select to transmit the order to YAMAHA or save it as a draft.
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.
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
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.
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.
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
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.
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.
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:
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.
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.
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.
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
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:
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
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.
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:
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:
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.
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:
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:
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:
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:
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.
Figure 56. Warranty registration document
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:
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.
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:
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.
The option is available through the "Units" menu and then "Claims" option.
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
Figure 59. Warranty Claim List for Units, alternate screen
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.
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.
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).
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.
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.
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.
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.
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
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
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:
The list at the bottom of the screen will display the dealers who currently have stock for the selected item.
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.
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.
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.
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:
Below you can find a detailed description per claim code on what information needs to be provided
Please enter the following information for C2 claim code:
Claim code
Select claim code from dropdown menuParcel 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.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.Quantity
You can add the quantity of the item you want to return from this parcel.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.Please enter the following information for C5 claim code:
Claim code
Select claim code from dropdown menuParcel 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.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.Quantity
You can add the quantity of the item you want to return from this parcel.VIN
VIN of the unit is mandatory (exception for items like for example apparel)Batch label
Can be found on part number label.Problem description
Short description of the problemUpload Files
Upload files clarifying the problem description / providing evidence for the claim.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.Please enter the following information for C7 claim code:
Claim code
Select claim code from dropdown menuParcel 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.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.Quantity
You can add the quantity of the item you want to return from this parcel.Batch label
Batch label can be found on part number label.Problem description
Short description of the problem.Upload Files
Upload files clarifying the problem description / providing evidence for the claim.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.Please enter the following information for C9 claim code:
Claim code
Select claim code from dropdown menuParcel 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.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.Quantity
You can add the quantity of the item you want to return from this parcel.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.Please enter the following information for WA claim code:
Claim code
Select claim code from dropdown menuRetail sales date
Enter retail sales date as printer on retail invoiceRetails sales invoice Number
Part Number
Quantity
VIN
VIN of the unit is mandatory (exception for items like for example apparel).Problem description
Short description of the problem.Upload Files
Upload files clarifying the problem description / providing evidence for the claim.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, 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”
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’.
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.
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.
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.
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.
Figure 77. User Allowed Links
In this screen the security user can set which links are available to the specific user.
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.
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".
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".
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.
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!
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.