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 and 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.

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. 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.

  5. 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.


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 reference 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.

    To upload an order this has to be in a specified YEPC-format. The YEPC-format is the format in which the Yamaha Electronic Part Catalogue-application creates Quote-files.
    The YPEC website will also generate this format. More detailed information regarding the YEPC-format can be found in the following file: YEPC_format description YMPULSE -D.doc .

    YEPC-format order example: order1 yepc (format example).txt

  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 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. Notes entered are for internal use of the dealer (YME will not read these notes).
  2. Messages for an item, appear below the item.
  3. With this button you can 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.

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 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.

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.


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