DBS 2.3.4 to 5.0 Delta Presentation
Finance Integration
© 2008 Caterpillar All Rights Reserved
Caterpillar: Confidential Green
Agenda
• Retired functionality
– IAS Menus and functions
• Changes to existing functionality
– IAS Menus
– DBS Menus
– DBSi functions
2
Agenda
• New functionality
– System
– Menu functions
3
Agenda
• Retired functionality
– IAS Menus and functions
• Changes to existing functionality
– IAS Menus
– DBS Menus
– DBSi functions
4
2.3.4 Retired functionality
The TFRAAIAS function on the FNMENU has been removed:
CODA V10 will be accessed via a URL and not
through DBSi.
5
2.3.4 Retired functionality
Main IAS Menu has been removed.
All IAS functions have been either moved to other
DBSi screens or to CODA V10.
6
Agenda
• Retired functionality
– IAS Menus and functions
• Changes to existing functionality
– IAS Menus
– DBS Menus
7
Changes – IAS functions
Where have all the functions gone?
The lettered functions with IAS are CODA functions
and will still be done within CODA.
8
Changes – IAS functions
Where have all the functions gone?
The D1 – D4 screen functions have moved to other
DBSi screens.
9
Changes – DBS/IAS Integration
Parameters (D1)
D1 – DBS/IAS Integration Parameters:
The functions above have been moved to a new
menu called the Accounting Menu (ATMENU).
10
Changes – Accounting Menu
(ATMENU)
5.0 Accounting Menu (ATMENU):
The outlined transactions on the Accounting Menu are
the 2.3.4 IAS functions from D1.
11
Changes – IAS functions
2.3.4 D1 – DBS/IAS Integration Parameters:
The above outlined functions have been moved to the
Entry Code Menu (ECMENU).
12
Changes – Entry Code Set Up
Menu (ECMENU)
5.0 Entry Code Set Up Menu (ECMENU):
The above outlined functions are from the IAS D1
Menu.
13
Changes – IAS functions
2.3.4 D1 – DBS/IAS Integration Parameters:
The above outlined functions have been moved to the
Finance Menu (FNMENU).
14
Changes – Finance Menu
(FNMENU)
5.0 Finance Menu (FNMENU):
The above outlined functions are from the IAS D1
Menu.
15
Changes – IAS functions
2.3.4 D2 – Finance Conversion Programs:
The above outlined function has been moved to the
Accounting Menu (ATMENU).
16
Changes – IAS functions
5.0 Finance Menu (ATMENU):
The above outlined function has been moved to the
Accounting Menu (ATMENU).
17
Changes – IAS functions
2.34 D3 – DBS/IAS Batch Job Submission:
The above outlined functions have been moved to the
Finance Menu (FNMENU).
18
Changes – Finance Menu
(FNMENU)
5.0 Finance Menu (FNMENU), page 2:
The above outlined functions are from the IAS D3
Menu.
19
Changes – IAS functions
2.3.4 D3 – DBS/IAS Batch Job Submission:
The above outlined function has been moved to the
Finance Menu (FNMENU), function LSTFNDALY.
20
Changes – Finance Menu
(FNMENU)
5.0 Finance Menu (FNMENU):
LSTFNDALY function lists various daily jobs for
submission.
21
Changes – Finance Menu
(FNMENU)
• LSTFNDALY, page 2:
FNJN2500S – EMS – FI Transaction Update
replaces option 60
22
Changes – IAS functions
2.3.4 D3 – DBS/IAS Batch Job Submission
Cat Reporting – FMRG Report Maintenance
23
Changes – IAS functions
2.3.4 D4 – Caterpillar Purchase Analysis System
All functions from the D4 IAS Menu have been
moved to the Finance Menu (FNMENU), page 2.
24
Changes – Finance Menu
(FNMENU)
5.0 Finance Menu (FNMENU), page 2:
The above outlined functions are from the IAS D4
Menu.
25
Changes – IAS/DBSi function crossreference
IAS
MENU
IAS Function
IAS FUNCTION
DBSi MENU
DBSi FUNCTION
D1
01
Integration Parms
ATMENU
MNTFNCOCD
D1
02
System Codes
ATMENU
MTNFNSYCD
D1
03
Program Numbers
ATMENU
MNTFNPGNO
D1
04
Transaction Codes
ATMENU
MNTFNTRCD
D1
05
DBS to IAS Updates
ATMENU
MNTFNTRIN
D1
06
Document Type X Ref
FNMENU
MNTFNCRDP
D1
07
Credit Check Parms
FNMENU
MNTFNCRDP
D1
08
Cust Account Balance
FNMENU
MNTFNDIST, pg 2
D1
09
Invoicing Entry Code
ECMENU
MTNFNCREC
D1
10
Entry Code Desc
ECMENU
MNTFNDIST, pg 2
D1
11
Entry Distribution
ECMENU
MNTFNDIST
D1
12
Information Codes
ECMENU
MNTFNINFO
D1
13
Statistics Codes
ECMENU
MNTFNINFO
D1
14
Sequence Numbers
ATMENU
MNTFNDSEQ
D1
15
EC Access Search
ECMENU
MTNFNECAC
D1
16
Store Reporting Lvl
ATMENU
MNTFNRLVL
26
Changes – IAS/DBSi function crossreference
IAS
MENU
IAS
Function
IAS FUNCTION
DBSi MENU
DBSi FUNCTION
D2
92
Customer
NA
NA
D2
94
Vendor
NA
NA
D2
99
Company Code
ATMENU
MNTFNCOUP
D3
60
Update EMS
FNMENU
LSTFNDALY
D3
61
Maintain Dist Recs
FNMENU, pg 2
MNTFNDREC
D3
62
PI Transactions
FNMENU, pg2
CRTFNPITR
D3
63
Purge Invoices
FNMENU, pg 2
CRTFNPAPI
D3
64
Match
FNMENU, pg 2
MNTFNMINV
D3
65
Parts Acct Purge
FNMENU, pg 2
CRTFNPPTA
D3
66
Cat Reporting
??
??
D4
20
Dealer Code
FNMENU, pg 2
MNTFNPADC
D4
21
PSO Store
FNMENU, pg 2
MNTFNPAPS
D4
22
Major Charge Code
FNMENU, pg 2
MNTFNPACC
D4
23
Misc. Charge Code
FNMENU, pg 2
MNTFNPAMC
D4
24
Invoice
FNMENU, pg 2
MNTFNPAIN
D4
25
Invoice PSO Store
FNMENU, pg 2
MNTFNPAIP
D4
26
Invoice Item
FNMENU, pg 2
MTNFNPAIM
D4
63
Purge Invoices
FNMENU, pg 2
CRTFNPAPI
27
Agenda
• Retired functionality
– IAS Menus and functions
• Changes to existing functionality
– IAS Menus
– DBS Menus
– DBS functions
28
Changes in DBSi menus:
2.3.4 Finance Menu (FNMENU):
TRFAAIAS replaced with URL for 5.0 CODA
GLMENU and MNTGLREAC functions done within
CODA V10
29
Changes in DBSi menus:
2.3.4 General Ledger Menu (GLMENU):
The General Ledger (GLMENU) no longer exists in DBSi 5.0.
MNTFNDIV has been moved to the Finance Menu (FNMENU),
otherwise the rest of the functions are performed in CODA.
30
Changes in DBSi menus:
5.0 Finance Menu (FNMENU):
MNTFNDIV Division Codes is now located on the
FNMENU for 5.0. The other five outlined functions
have also been added to the FNMENU.
31
Changes in DBSi Menus:
5.0 FNMENU, page 2:
The FNMENU now has a second page
32
Changes in DBSi Menus:
5.0 Accounting Menu (ATMENU):
The ATMENU is new to the DBS 2.3.4 users. These
functions come from the CODA D1 and D2 screens.
33
Changes in DBSi Menus:
2.3.4 Entry Code Set Up (ECMENU):
MNTCINAA has been combined with MNTCICUS. The
customer financial information is now screen 3 of the
customer maintenance function .
34
Changes in DBSi Menus:
5.0 Entry Code Set Up Menu (ECMENU):
Functions from the CODA D1 screen have been moved to the
Entry Code Set Up screen (ECMENU).
MNTEMACL has been moved from the right to the left column.
35
Agenda
• Retired functionality
– IAS Menus and functions
• Changes to existing functionality
– IAS Menus
– DBS Menus
– DBSi functions
36
Changes to DBSi functionality:
5.0 Accounting (ATMENU):
Changes have been made to the Company Integration
(MNTFNCOCD) function for DBSi 5.0.
37
Changes to DBSi functionality:
DBS 2.3.4 Maintain Company Integration Parameters (01):
• Password and Data Library have been removed.
• Error processing account has been removed
• Credit check at open/close has been moved to the Credit Check
Parms (MNTFNCRDP) on the Finance Menu
38
Changes to DBSi functionality:
5.0 Company Integration (MNTFNCOCD):
• Web Server Path has been added.
• Child instead of Vendor is assigned to an element
• EMS Previous/Future posting periods has been added
39
Changes to DBSi functionality:
• Company Integration Parameters
–
–
–
–
–
–
–
–
Operator: This is a name used for all interface access to CODA from DBSi.
Capability Group: Usually same as operator
Web Server Path: This is the server address to access CODA from DBSi
Element No and Account Template for Customer: This is the Element
Template setup in CODA for customer. This template is accessed by DBSi
for specific information when DBSi sends new customers to CODA.
Element No and account template for CHILD: Level and Account
Template for Child Customer – This is the Element Template setup in CODA
for child customer. This template is accessed by DBSi for specific
information when DBSi sends new child customers to CODA. This
information is required only if parent/child functionality is being used and the
child is being sent to CODA as an element.
Transaction Update Error Processing: Posting Option (I:Intray P:Books) –
If Intray is specified then DBSi will always send transactions there. If Books
is specified then DBSi will send transactions to the books. Posting options
established on specific CODA document masters will determine if there is a
posting to the intray if errors occur.
Tax code: If this field is populated, special processing takes place for VAT
tax
EMS Posting Periods: Determines if EMS transactions can post to previous
periods (how many periods) and if EMS transactions can post to future
periods (how many.
40
Changes to DBSi functionality:
2.3.4 Document type X ref (option 06):
• Now MNTFNDTCR on the ATMENU in DBSi 5.0
• Customer invoice type has had options 5, 6 and 7 added for
VAT tax customers.
41
Changes to DBSi functionality:
2.3.4 Store Reporting LVL (option 16):
DBSi 5.0
• MNTFNRLVL on the ATMENU in DBSi 5.0
• Store Next and Next Level have been removed
• Parts has changed position, it is now listed last
42
Changes to DBSi functionality:
5.0 Accounting Integration (ATMENU):
• Two new functions have been added:
– MNTFNCURR and MNTFNIFSP
• These functions will be covered in more detail under the New
Functionality of 5.0
43
Changes to DBSi functionality:
5.0 Customer Information Menu (CIMENU):
• To view or update customer financial information,
formerly MNTCINAA on the Entry Code Set up
Menu, use function MNTCICUS on the CIMENU.
44
Changes to DBSi functionality:
5.0 Customer Information (MNTCICUS):
• Once the customer number has been entered, select option 1
for Name and Address
45
Changes to DBSi functionality:
5.0 Customer Information (MNTCICUS):
• On page 2 of MNTCICUS, there are two finance fields that you
should be aware of:
– Credit Manager
– Financial Parent
46
Changes to DBSi functionality:
5.0 Customer Information (MNTCICUS):
• On page 3 of MNTCICUS, you set:
– Credit limit and credit category for each credit area being
used by your dealership
– Special payment terms that will apply for this customer
47
Changes to DBSi functionality:
i 5.0 Entry Code Distribution (MNTFNDIST):
2.3.4 Option 11
• Formerly 2.3.4 option 11
• Element string has been added to the List of Entry
distributions
48
Changes to DBSi functionality:
5.0 Entry Code Distribution (MNTFNDIST):
2.3.4 option 11
details
• In 5.0 there are now 8 elements instead of 4. The rest of the
functionality remains the same.
49
Changes to DBSi functionality:
• Elements for 5.0:
– There will be eight elements instead of four
– Each element will have a limit of 24 characters
– It will be possible to concatenate a maximum of four info
codes per element.
– Translated element strings cannot exceed 79 characters.
50
Changes to DBSi functionality:
5.0 Entry Code Distribution (MNTFNDIST):
2.3.4
F11=Variables
• The F11=Variables screen offers:
– An entry code description (option10 in 2.3.4)
– 6 external references per element
– 4 quantities (formerly known as statistic codes) per element
51
Changes to DBSi functionality:
• External References for 5.0:
– There will be six external references instead of three.
– External references will be 32 characters.
– External references will be assigned by entry
code/sequence in DBSi in function MNTFNDIST.
– Document prototypes in CODA V10 will determine whether
or not external references will be allowed at the line item
level for the document code/type in question.
52
Changes to DBSi functionality:
• 5.0 Quantity codes (formerly statistic codes in 2.3.4)
– Quantity fields are assigned by entry code/sequence/element in
MNTFNDIST in DBSi
– All quantity fields will need to be set up in CODA V10 as well as
DBSi
– Quantity fields contain numeric info codes
– There can be up to 32 quantity codes set up, 4 for each of the 8
elements
53
Changes to DBSi functionality:
Information Codes (MNTFNINFO) (Option 12 in 2.3.4):
There are seven new information codes for 5.0:
– CCTR – Cost Center
– CHLD – Child Customer number
– CRAR – Credit Area
– DIVI – Division Indicator 2
– MSEG – Market Segment
– MSSG – Market Subsegment
– PCTR – Profit Center
54
Changes to DBSi functionality:
2.3.4 Store Reporting LVL (option 16)
5.0 Store
Reporting LVL
The following fields have been removed from the 5.0 screen:
• Store (ST)
• Next lvl
• Last Maintenance
55
Changes to DBSi functionality:
5.0 Customer Account Balance (option 08 in 2.3.4)
• Document Source has been replaced by Credit Area
• Sequence and elements have been replaced by a CODA
ledger name.
56
Changes to DBSi functionality:
5.0 PI Transactions (option 62 in 2.3.4)
In 5.0, User reference 1 replaces User Reference 2
57
Changes to DBSi functionality:
5.0 List of Parts Movement entry codes (MNTFNMOVE)
In 5.0 User Ref 1 replaces User Ref 2 in 2.3.4
58
Changes to DBSi functionality:
5.0 Submit Daily jobs (option 30 in 2.3.4):
LSTFNDALY is available on page 2 of the Finance Menu
(FNMENU).
59
Changes to DBSi functionality:
5.0 Submit Daily Jobs:
• Rental and RMS have been added as systems to
be selected for the FNJN5200S job.
• Customer EFT Payments has been removed
60
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• FNJN5200S generates a report:
– It displays the submission parameters to the job.
• Rental and RMS have been added
• Customer EFT Payments has been removed
61
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• The only change to the FNJN5300S job, Transaction Distribution
Error Report is:
– IAS Document has been changed to Reference Document.
• Several new error messages have been added to the program.
62
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• Four reports are generated from FNJN5400S
• The first is “Details of Document Posted to Finance Intray” ,errors
such as:
– Out of balance condition
– Account combination
63
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• The second report is “Documents Ineligible for Posting to Finance”.
– DBSi transactions which failed the CODA edits
• Invalid accounting period
• External references or quantities that failed edits
• These are fatal errors and are not posted to CODA or to
Intray. Require manual booking to finance system
64
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• The third report is ”Results of Documents Processed”.
– Number of documents processed
– Number of documents not sent to Finance
– Duplicate document type and sequence
– Number sent to Finance
65
Changes to DBSi functionality:
5.0 Submit Daily Job Reports:
• The forth and final report is ”Details of Documents Failed in Posting
to Finance”.
• Before sending a transaction to CODA, the processing indicator on
the FNPTRHD0 file is set to “6”.
• If a Document is successfully posted to Intray, the processing
indicator on the FNPTRHD0 file is set to “5”.
• If a document is not successfully posted to the finance system, the
processing indicator on the FNPTRHD0 file is set to “4”.
66
Changes to DBSi functionality:
5.0 Submit Daily Jobs (LSTFNDALY), page 2:
• FNJN2500S – EMS – FI Transaction Update takes the
place of option 60 (Update EMS invoice payments in
DBS 2.3.4.
• The three other jobs are new to 5.0
67
Changes to DBSi functionality:
5.0 Submit Monthly jobs (option 34 in 2.3.4):
LSTFNMONT is available on page 2 of the Finance
Menu (FNMENU).
68
Changes to DBSi functionality:
5.0 LSTFNMONT – Submit Monthly Jobs:
• The Sort Code and Vendor Account parameters have
been removed
• The Report Only or Both and Post Non-Current
Transactions parameters have been added
69
Agenda
• New functionality
– System
– Menu functions
70
New functionality in DBSi 5.0
• System
– The CODA Financials system will run on a Microsoft Windows
platform using Microsoft SQL Server.
– Financials will use XMLi, CODA’s integration tool to inquire from or
update the Financials tables.
– Each call to CODA Financials using XMLi is made up of a request
(information being sent to CODA) and a response (receiving
information from CODA) call.
– All programs handling XMLi calls are named FNC7nnn (nnn being
any number).
71
Agenda
• New functionality
– System
– Menu functions
72
New functionality in DBSi 5.0
5.0 LSTFNDALY – Submit Daily Jobs
There are three new jobs on the LSTFNDALY screen:
• Exchange Rate Update
• Purge Blocked Orders Documents
• Update Blocked Orders Days Outstanding
73
New functionality in DBSi 5.0
5.0 FNJN2560S – Exchange Rate Update
This job updates the exchange rate file (FNPEXRT0)
with current rates from CODA.
74
New functionality in DBSi 5.0
• Exchange rate update
– If a translation is needed between currencies there is a
program that is called in DBSi that will handle the
conversion.
– This job interfaces with CODA to pull over the new rates
and update the exchange rate file (FNPEXRT0).
– Only exchange rates set up in DBSi (FNPEXDD0 file,
function MNTFNCURR on the ATMENU) are retrieved and
updated. So if a new currency code is set up in CODA, the
new code must also be set up in DBSi.
75
New functionality in DBSi 5.0
5.0 FNJN0409S – Purge Blocked Orders Documents
This job purges transactions from the blocked orders
file (FNPBLKO0).
76
New functionality in DBSi 5.0
• This job purges transactions from the blocked orders file
(FNPBLKO0).
• Orders become blocked when a customer fails credit
check
• The prerequisite for purging records is:
– Part - not on the PCLCODB0 file or on the file and
the status is “C” (Closed)
– SRVC – not on the WOPHDRS0 file or on the file and
the document is 6 months old
– Rent - Not on the EMLCTRH0 file or on the file but
the activity indicator is “N” (not active)
– Others – Document status on FNPBLKO0 file is “C”
(Closed) or “R” (Rejected)
77
New functionality in DBSi 5.0
5.0 FNJN0406S – Update Blocked Orders Days
Outstanding
This job updates the blocked orders file (FNPBLKO0)
aging buckets with the most recent information for
CODA.
78
Changes to DBSi functionality:
5.0 Maintain Currency Code (MNTFNCURR):
• A new function, Maintain Currency Code has been added
• This function is used to list valid currency codes in DBSi.
79
New functionality in DBSi 5.0
5.0 Maintain Currency Code (MNTNFCURR):
• Valid currency codes for DBSi are entered here.
• The default company currency is indicated with a “Y” in the
Default column.
80
New functionality in DBSi 5.0
DBSi 5.0 Maintain Currency Code (MNTNFCURR):
• These currency codes are used to validate currencies entered in
DBSi screens
• These currency codes must also be set up in the financial
system
• Rates are maintained within the financial system
• A job exists in DBSi on the LSTFNDALY batch job submission
screen. When run, it pulls the currency rates from the finance
system into DBSi
• Only the rates listed in the DBSi function MNTFNCURR will be
updated with this job.
81
New functionality in DBSi 5.0
• Exchange Rate Extraction Error Report:
• An error report is generated from FNJN2560S:
– The number of exchange rate records sent to CODA (the
number in the FNPEXDD0 file)
– The number of exchange records processed successfully
– The number of failed exchange rate records
82
New functionality in DBSi 5.0
MNTFNRMSE- Maintain RMS Entry Codes:
One new function has been added to the ECMENU
83
New functionality in DBSi 5.0
5.0 MNTFNRMSE – Maintain RMS Entry Codes
The RMS statement load job reads the mailbox file and
generates accounting transactions according to these
entry codes.
84
New functionality in DBSi 5.0
5.0 MNTFNRMSE – Maintain RMS Entry Codes
• You can specify the external reference number that will include the invoice
number to be sent to CODA
• It is very important that the entry code specified here has not been set up to
pass different information in this external reference in function MNTFNDIST. It
will override this setup.
85
New functionality in DBSi 5.0
5.0 Accounting Menu (ATMENU):
MNTFNIFSP has been added to the Accounting
Menu.
86
New functionality in DBSi 5.0
5.0 MNTFNIFSP – Maintain IFS Parameters
All programs that will interact with CODA will need to
be set up on this screen.
87
New functionality in DBSi 5.0
5.0 Maintain IFS Parameters (MNTFNIFSP):
• This set up by program, names a request and response
streamfile used by XML when sending information back and
forth to CODA.
88
Where to Get More Information
• ADMS Website (https://www.acndms.com)
• DBSi 5.0 Significant Changes
• Technical  DBSi 5.0
• Self Study
• Finance  DBSi 5.0
• Application Service Packs
• Technical  5.0 Application Service Packs
• CODA Help from CODA main menu
89
Questions?
90
Application Service Packs
March 2008
Finance
91
List of All Improvements
4. Submit Ledger Update or IFS Cleanup
Submit Ledger Update
Today the way to initiate the eFinance ledger maintenance functionality is to go into CODA
and manually select the ledger maintenance function. These ledgers are used for customer
statements and credit checking. They can also take some time to run and should be run after
the master update to finance is completed. This makes it difficult to submit them with the
proper timing to pick up the invoices and payments from the current day and complete before
the next day.
FNJN7650S is accessed from the second page of the LSTFNDALY - Submit Daily Jobs
IFS Cleanup
•
Purges old CODA temporary transaction files, based on age parameter.
FNJN7994S is accessed from the second page of the LSTFNDALY - Submit Daily Jobs
92
Application Service Packs
May 2008
Finance
93
List of All Improvements
2.
Finance Systems
Switch to Identify Dealers on Stand-alone Version
Today customer maintenance program prevents the use of specific characters that
CODA cannot handle. Stand-alone dealer are not using CODA and there is no
value added for them to cleanup there customer files to remove these characters
not allowed in the customer maintenance program. Therefore, we have provided
a new switch to identify that they are a stand-alone dealer. This switch will be
maintain by going into the MNTFNDLRP screen found on the FNMENU. There will
be a new CF key labeled “F10=Add’l
Parms”. When pressing that key the new parameter function will display any
finance switch available. At this time the stand-alone switch is the only
parameter switch available using this function. Use can change the setting by
entering a “C” in the option field and “Y” or “N” on the switch. The default is “N”.
The key to this switch is called STANDALONE. When switch is set to “Y” the
customer maintenance function will not go through the process of validate the
field for invalid characters. If the switch is set to “N” or the switch record is not
found, the customer maintenance function will validate that no invalid character
have been used and an error message will display if one is found.
94