John Deere SMMANAGE

You can use the John Deere SMMANAGE interface to submit a monthly summary snapshot of the Service department’s performance in these areas: Standard Job Pricing Performance, Service Sales Performance, Operating Performance, WIP Performance and Aged WIP Performance.

IntelliDealer transmits the data to John Deere during the Parts Month End process for each store location (by dealer account). John Deere uses the data to generate comparative analysis reports. John Deere field people who work with the dealer can use the comparative analysis reports to help the dealer manage their service business.

Topics in this section include:

Generating SMMANAGE Data

During a parts month end, the service management totals are calculated. The values are always collected, even if the feature is not enabled. This way, if the feature gets enabled, you will be able to send your previous months values. The feature controls access to display, print, and send the values. If the feature is enabled, the WOSMM02 report prints the totals for all locations, and the transmission file is created for all locations.

To run a parts month end, navigate to Product Support > Parts > Month End. For details, see Performing a Parts Month End.

For information about the WOSMM02 report, see Service Reports Overview.

SMMANAGE History View and Reports

You can view the data being sent to John Deere by navigating to Product Support > Service > Analysis Reports, then click the Service Management tab.

The location defaults to the locations in your region, or your current assigned location. The from date defaults to the first day of the month when the last parts month end was run.

The results show a summary of the totals collected for each monthly period. If you click on the period value, you can see a preview of the report that shows all of the values collected.

Data Setup

The SMMANAGE interface requires specific configurations within IntelliDealer so it can collect data for transmit to John Deere. The following sections provide details for:

Labor Types Configuration

  1. Navigate to Configuration > General Ledger > G/L Accounts > Account Profile.

  2. Ensure there are accounts to track cost of sales values for these LaborTypes:

    • Cost of Sales Labor

    • Cost of Sales Outside Labor and Materials

    • Cost of Sales Miscellaneous

    If these labor types are not setup, they default to zero. See Account Profile.

Profit Centers and Location Configuration

  1. Navigate to Configuration > General Ledger > G/L Accounts > Profit Centers.

  2. For each Profit Center that you wish to send data for, ensure that a KPI/Default Location is configured. See Profit Centers.

    If a default location is not set, it defaults to zero.

Employee Profile and Employee Class Configuration

  1. Navigate to Financial Management > Payroll > Employee Profile.

  2. For each employee that you wish to send data for, ensure that their Class is is one of those configured as Technician. See:

    • Employee Profile for details on setting an employee's class.

    • Classes for details on ensuring an Employee Profile Class is configured as a Technician.

Hours Available for Work Configuration

  1. For each employee that you wish to send data for, from the Employee Profile, click the Service Information tab.

  2. Ensure that the Service Location and Shift Hours are set.

    The shift hours are used as the Hours Available for Work value in reports.

    Both the Service Location and Shift Hours must be set for the employee to be included in the total available hours in SMMANAGE.

To exclude an employee from the total available hours ensure any one of these is true:

  • Shift Hours is blank

  • Service Location is blank

  • The employee has a set Termination Date.

Data Information

This section provides details on the data that is collected and how it is calculated. Topics include:

Record AA: (Standard Job Pricing Performance)

The selection criteria for all these fields is:

Select the records from MNBDW (Billing History Work Order Repair Information) between the first and last day of the month (inclusive) for the location.

Field Data Calculation
Total invoiced jobs Total number of billed segments with and without job codes
Total invoiced jobs with specific job codes Number of billed segments with job code
Total invoiced jobs with general job codes Number of billed segments with no job code
Total invoiced jobs with specific job codes where the estimated hours were invoiced Number of billed segments with job code where Flatrate Hours (BWHR) DO NOT match Total Labor Hours Worked (BWTLHW) 
Total invoiced jobs with specific job codes where the actual hours were invoiced Number of billed segments job code where Flatrate Hours (BWHR) match Total Labor Hours Worked (BWTLHW) 
Total invoiced jobs with general job codes where the estimated hours were invoiced Number of billed segments with no job code where Flatrate Hours (BWHR) DO NOT match Total Labor Hours Worked (BWTLHW) 
Total invoiced jobs with general job codes where the actual hours Number of billed segments with no job code where Flatrate Hours (BWHR) match Total Labor Hours Worked (BWTLHW) 

Record AB: (Service Sales Performance)

All fields except Hours Available for Work use the same selection criteria as Record AA (from MNBDW).

Field Data Calculation Notes
Hours available for work
  • Calculate number of each "day" between the start and end of the month (inclusive).
  • Get list of technicians from EMPLOYEE file employed before the end of the month. Technicians have a "T" as their employee class.
  • Calculate the number of hours technicians are scheduled on those days and multiply by the number of days in the month.
  • Subtract any Time Off (EMPLTO) from the total hours available.
 Example: if an employee is scheduled for 3 hours on Wednesdays and there are 4 Wednesdays in the month, this would be 12 hours available for work.
Hours worked Total Labor Hours Worked (BWTLHW)  
Delay hours If Downtime Delay Code (BWDDC) is not blank, add Total Labor Hours Worked (BWTLHW)  
Rework hours If Rework Technician Number (BWRETC)is not blank, add Total Labor Hours Worked (BWTLHW)  
Hours over standard If Estimated Labor Hours (BWEHR) > 0 and Total Labor Hours Worked (BWTLHW) > Estimated Labor Hours, add the difference between the two fields (BWTLHW - BWEHR)  
Other hours If Labor Sale Account is Non-Revenue (N) or Non-Revenue Miscellaneous (NM), add Total Labor Hours Worked (BWTLHW)  

Record AC: (Operating Performance)

All fields use the same selection criteria as Record AA (from MNBDW).

Field Data Calculation
Total hours sold If Rework Technician Number (BWRETC) is blank, add Total Labor Hours Worked (BWTLHW)
Net hours worked Hours Worked - Delay Hours - Other Hours

Record AD: (WIP Performance)

WIP data is selected from all open work orders and segments (WOH and WOR) and their respective requisitions (SALDET) and labor entries (WOLAB).

Field Data Calculation Notes
Total WIP labor $ at cost

If Work In Process Method (WIP table) is Cost, add Average Cost (LLAVN)

If Work In Process Method (WIP table) is Selling Price, add Price (LLPRC)

Labor amounts are only included under these conditions:

  • System Name (LLSYS) is W/O
  • Time Card Entry (014) Status is not Deleted
  • Cash Code (LLCASH) is not *
  • Date Billed (LLDTB) is > 0
Total WIP $ at cost

Total WIP Labor $ at Cost, PLUS Total WIP Part $ at Cost

Total WIP Part $ at Cost calculation: If Work In Process Method is Cost, add Average Cost (SDAVN) multiplied by the Total Quantity Ordered (SDTORD)

If Work In Process Method is Selling Price, add List Price (SDPRC) multiplied by the Total Quantity Ordered (SDTORD)

To get the Work In Process Method:

  • If the requisition has a WIP Code (SDWIP), use that value
  • If the requisition Non-Stock Code (SDNSC) is T, use Selling Price
  • If the Work In Process Method switch in the WIP table is Cost, check if either the Cost of Sale Account (SDGLC) is blank or the Sale Account (SDGLS) is the same as the Inventory Account (SDGLI) and use Selling Price if either of those is true
  • Otherwise use Cost
Last-12 months labor COS Total Last 12 Months Labor CoS SeeDetailed Cost of Sale Calculations
Last-12 months service COS Total Last 12 Months Labor +  Outside Labor + Miscellaneous + Parts SeeDetailed Cost of Sale Calculations
Average Billing cycle Days Average days between Billing Run Date (BWBDT) and Last Labor Activity Date (BWDLL) See Record AA: (Standard Job Pricing Performance) selection criteria. If the Last Labor Activity is on the same day as the Billing Run Date, this counts as zero (0) days between.
Aged WIP Labor $ at cost TBD  
Aged WIP Total $ at cost TBD  

Detailed Cost of Sale Calculations

Labor and Miscellaneous COS data is selected using this logic:

Retrieve the list of Cost of Sale Accounts for the given location. Cost of Sale Accounts are selected from active Accounts (ACCMAST) with Labor Type (ACLT): Labor (CL), Outside Labor and Materials (CO), or Miscellaneous (CM). Use these Cost of Sale Accounts to retrieve the Department Master Daily (DEPTMC) records for the previous 12 months.

Alternatively, if looking at historical data from 24 or more months, the GL Calendar Month End Balances (GLCAL) file is used instead

Field Data Calculation
Total Last 12 Months Labor CoS

If Account is Cost of Sales Labor, add either the relevant Current Year Bucket (DPC1-12) or Last Year Bucket (DPL1-12).

If the run date is more than 24 months in the past, instead add Amount (GBAMT) from GL Calendar Month End Balances.
Total Last 12 Months Outside Labor CoS See above. This applies to Cost of Sales Outside Labor and Materials accounts.
Total Last 12 Months Miscellaneous CoS See above. This applies to Cost of Sales Miscellaneous accounts.
Total Last 12 Months Parts CoS Select from Billing History Details (MNBDD) the sum of Current Cost (BDNET) on Billing Code (BDBC) Requisitions (R) over the past 12 months.

 

Data Source: SERVMGMT

Feature: 6187 - John Deere Service Management

Security: 816 - Service Analysis Reports

Revision: 2024.10.04