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ID667 - Update Service Leases in eAuto Overview & Sample:

This APP assists you in keeping your Service Lease Records current

Jump to Overview | Samples | Accessing App | App Functionality | Best Practices & Tips |  Related Alerts |

 

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Overview

Overview

Ensuring your reps are on top of lease end deals is critical (ID65 helps), ensuring techs are not putting parts in machines about to go back to the leasing company is also important (ID799) and you also need to ensure your leasing company is charging correctly when it comes to increases etc and that your reps have accurate information when quoting upgrade options.

Up to now getting all your lease data in eAutomate and keeping it updated is a very manual process and can be a challenge!

This process uses an App to compare the lease data you have in eAutomate with your leasing company and choose what to update in eAuto. We can pull the leasing information through an API for Great America customers and pull from a spreadsheet for others (chase them to get us API access, no charge to leasing company).

We also often see where an addendum is signed and while the dealer has the original lease entered correctly, the update never makes it to eAuto.

If no data is in eAuto then just push everything in.

We see very few dealers take the time to list all the equipment on each lease as it is just too much work, so we added that also.

 

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Sample

Sample

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Accessing App

Accessing App

1. Access via URL: http://<webserver>:8888

(replace <webserver> with the name of the server where the ceojuice software is installed, the Juice box). Email us at help@ceojuice.com if you do not know the name.

2. For ECi hosted clients, please see THIS LINK on accessing your apps.

3. DO NOT USE INTERNET EXPLORER AS YOUR BROWSER.

4. Login using your ceojuice.com credentials. Missing needed permissions? Please use THIS LINK on how to set access.

5. This app has two levels of security access. Main Juice Contact (Admin Level user for setting security access via Security App) will be the only user able to make full changes to the Dispatch Board. All other users will have scaled down permissions to only change Database & Branches.

 6. Select lease-reconciliation

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App Functionality

App Functionality

1. App will push new and/or update existing Service Lease Records. These records are found via Service / Leases:

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2. REQUIRES at least one Service Lease Record in eAuto for each of your Lease Companies so our app can recognize which are your Lease Companies.

3. Requires basic lease info so our app can help you get those loaded into eAuto even if you have nothing yet.  The basic requirements for the Service Lease record are shown below with red * .

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4. If you have leases through Great America, then you can enter your GALC API credentials and your portfolio will automatically upload into the app. Click here to see how to enter your GreatAmerica API key.

5. For any other lease companies (not GALC), you can upload your excel file containing your portfolio data. 

6. We show the eAuto columns in yellow next to the leasing company data. The Pink fields are where the data does not match.

  1. Choose how many rows you want to work with at one time (we suggest all before next step)
  2. Ask our app to match the lease company data to your eAuto data, we know you may not always add the trailing -001 etc and allow for this.
  3. Option to check all at once to update lease number in eAuto OR just check the box in row to update just that one(s)

Other Options:

  1. Filter by leasing company
  2. Just see the ones that don't match
  3. Search for a specific lease
  4. Bulk update everything on that page or update lines/items individually

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  1. Below we show if the lease is active in eAutomate
  2. The Asset column compares the number of assets (equipment) on each lease
  3. Clicking on the asset number takes you to the assets for that lease
  4. "Lease Occurs Multiples Times in EA" - mapping will not edit, need to correct on eAuto side first

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7. The app sees duplicate assets and allows you to delete and ignore:

ID667_Ass_2.png

8. To ignore the mapping, click on the trash can icon next to the lease, and then click on the - icon. Once you have ignored the mapping for the lease, that lease will not show in the list. To see the leases that you have ignored, click on the Show Ignored option (1), then you will see the leases ignored in the list again (2):

Click on the + icon to undo the ignore mapping on the lease.

Id667_show_ignored.jpg

 

GALC API Key

GALC API Key

Contact Great America to get your unique key: integrations@greatamerica.com 

Login to our site at www.ceojuice.com / Go to your PROFILE (requires Admin Security role to our website)

1. Select Integrations

2. Select Great America under Integrations

3. Enter your Dealer Key

AND DON'T FORGET TO HIT SAVE!
**Please note, only users set with Customer Admin rights have access to Account Details

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3-Dig

3-Digit Prefix or Suffix

Great America changes the first 3-digits (prefix) of lease numbers as amendments are made, while US Bank changes the last 3-digits (suffix). Some our clients want to create a new Service Lease Record for each of these Lease Numbers and other clients do not. To accommodate the Lease App offers you option to tell us whether to ignore the 3-dig prefix (for Great America) or suffix (for US Bank) when matching on Lease Number for reconciliation.

Go to Misc / Lease App Settings and check box if you want the digits ignored by our app:

ID6673Dig.png

 

 

GALC Batch

Importing GALC Portfolio Data

The general overview of this process:

1. Create a batch of Great America Lease details per GALC. 

2. Once the batch is imported into the Lease Mapping App, the mapping app will be populated with a comparison of your spreadsheet details to your eAuto Service Lease details

 

Step by Step Instructions: 

1. Select Import / GreatAmerica

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2. Select Fetch Lease Data from GreatAmerica

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As it downloads, you will see: 

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Once completed, you will see batch with details. Your batch is now ready to begin for mapping. CLICK HERE for Step-By-Step instructions on mapping, reconciliation, and updating eAuto.

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Other Lease Co Batch

Importing Templates & Creating Other Lease Co Batch

You can use this App to update your eAuto Service Lease details with the spreadsheet from your leasing companies (i.e. DLL, GE, USBank).  From the USBank website you'll need The Maturity Report.

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Step by Step Instructions:

1. Select Import Templates:

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2. Select Add Template (we have pre-populated template for US Bank available you can use if you like)

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3. Name your Template (i.e. DLL, GE Capital):

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4. Default template format populates. You will need to assign Column Name per your lease company spreadsheet in the LeaseCompanyField (at least for those with green check mark indicating required):

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5. Have your lease company spreadsheet available to you so you can see its column headers and how they directly correspond to the template:

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As you go along the template, make note of indication whether column header to be mapped is at lease or asset level (asset level fields only required if you choose to record assets in your eAuto Service Lease Records:

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Be sure to save your template once completed:

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Will see template is updated/saved:

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6. Now that you have needed template, you can create your batch for the Other Lease Co. Go to Import / Other Lease Co:

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The lease companies listed are based on lease companies used in your eAuto Service Leases:

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7. Import Steps as follows:

  1. Select the lease company you're importing for
  2. Choose the lease company excel spreadsheet file from your PC
  3. Upload the file
  4. Once uploaded, you will see quantity of records uploaded and a preview of the information and what information has come through

Template12.png

Then scroll down to create batch (5)

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You will see batch with details. Your batch is now ready to begin for mapping. CLICK HERE for Step-By-Step instructions on mapping, reconciliation, and updating eAuto.

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Updating/Creating Leases

Updating/Creating Leases

Any time you are ready to update your eAuto Equipment Lease information, you will need the most recent "batch" uploaded to the app for that Leasing Company. This is automated for Great America. For your other leasing companies, you will need to manually import the lease company spreadsheet data into the app to create the "batch". The "batch" is your lease data that will be used to populate your Lease Mapping App. The Mapping App is where you will see variances between your eAuto Leases and your Leasing Company batch detail. Then you can determine what you do / do not want updated in your eAuto Lease record.

Once your batch(es) are updated, follow these steps for reconciliation and eAuto updating of your Leases:

1. Go to Leases at top of menu bar:

You will see all your lease data from the batch compared to your eAuto Lease Record 

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2. If no errors show, then proceed to Apply Mapping. This is only going to compare your lease data to your eAuto lease data (no changes will be made by the app at this step):

-Please note the various filter options at the top - Records to show (defaults to 25 per page), Lease Co (defaults to ALL, though you may want to change to one lease company at a time if you have multiple batches). Other filters available if you want to dig into details of specific Customer or Lease #. Diffs Only will only work AFTER you have applied mapping (see below for more details on that).

-You will see listing of lease company information alongside EA (eAuto, highlighted in off white) Service Lease Record details.

-Pink areas show where there are differences

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Note the boxes you can use to check by field, or by row for anticipated updates to eAuto to match what lease company shows. Check off what you are wanting to change on each row, page, etc.

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If the App picks the wrong lease or can't get a match use the search function. Will look at eAuto Service Leases so you can search and manually map:

L4.png

 

3. We show the eAuto columns in yellow next to the leasing company info. The Pink fields are where the info does not match.

    1. Choose how many rows you want to work with at one time 
    2. Apply mapping will update discrepancies and show new matches, but not change in eAuto yet 
    3. Bulk update to complete mapping for just checked off item - changes immediately
    4. Check all and update the whole page or Check the line and update that line
    5. Filter by leasing company if needed

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(1) Edit /  (2) Add Lease Option:

 The Edit Lease option will only appear if lease already had been added to eAuto

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To Add Lease:

Manually add lease to eAuto:

Select Add Lease:

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You can then search for the Customer Record to create Service Lease in eAuto, then select Save Lease to EA:

You will need to manually enter

1. Customer Record

2. Lease Code

3. Interest Percent (if needed, but be sure to enter 0 if not needed, don't leave it blank)

Other required fields should already be populated from your lease company provided data in your batch.

Be sure to select Save Lease to EA

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After you have saved the lease to eAuto, the asset/equipment per the Leasing Company portfolio you imported (batch) will populate, select applicable Equipment Records for asset level details to be saved to your eAuto Lease Record. This is searching for serial number to match.

If the Equipment Record is not populating, then you will need to create the Equipment Record in eAuto first. Note color coding key to determine potential issues with asset level imports.

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3. Now you are ready to Bulk Update which will change your eAuto Service Lease Records to match Lease Company data (don't worry this can be undone, see below for those details):

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You will receive notice of bulk update completed and successful with details of quantities of what changed:

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4. Now you are done! :) You can check out your Service Lease Records to spot check a few!

 

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Best Practices & Tips

Best Practices & Tips

FAQ's

FAQ's

1. Can the Lease App import our lease info if it doesn't already exist in eAuto?

YES! Once you have created the batch for your lease company, go to Leases and use (1) Add Lease:

Add_Lease_option_.png

You can then search for the Customer Record to create Service Lease in eAutor, then select Save Lease to EA:

You will need to manually enter

1. Customer Record

2. Lease Code

3. Interest Percent (if needed, but be sure to enter 0 if not needed, don't leave it blank)

Other required fields should already be populated from your lease company provided data in your batch.

Be sure to select Save Lease to EA

Add_Lease.png

After you have saved the lease to eAuto, the asset/equipment per the Leasing Company portfolio you imported (batch) will populate, select applicable Equipment Records for asset level details to be saved to your eAuto Lease Record. This is searching for serial number to match.

If the Equipment Record is not populating, then you will need to create the Equipment Record in eAuto first.

Afer_select_save_to_EA__if_not_match__then_they_have_to_add_equip_record_.png

As a reminder the minimum requirements to create a Service Lease are shown below with red *.

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2. What if I want to delete mapping done already?

You can delete and revert back to the previous values on eAuto Service Lease Record:

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If you want to delete a new Service Lease Record created via app using 'Lease Edit':

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This then takes you to the details of that lease record and you can then select ‘Delete Lease From EA’:

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3. Can I audit what has been done?

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 See before and after values:

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If you want to go back to previous value, Just be sure to check box in left column to update to the old value:

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4. My excel file isn't naming columns correctly.

Look at your original excel doc to make sure first row is column names (and not a title or other misc info). You will need to go back to excel doc, delete extra row then re-import.

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5. Can I see what eAuto Service Lease Records I haven't picked up from Lease App to reconcile? 

If you want to see what eAuto Service Lease Records have not been considered through the app, go to Misc / Eauto Leases Not Mapped. 

Use this function to inactivate lease records in eAuto.

This will help you find any eAuto Service Lease Records not uploaded to your app via a batch:

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6. How can I tell if lease portfolio vs. eAuto shows lease as Active or Inactive?

Updated versions to our alert show column indicating if Lease Co portfolio and eAuto Service Lease Record is "Active":

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7. Why does Great America show a lease as active when it was disposed of months ago?

Per Great America "we still have the machine and it gets removed when we dispose the machine.  It is not ideal, but we may be having a system update in the next year (2020) that might clear this up."

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8. How do I stop the app from linking to a specific lease?

You can use the ignore mapping function to delete the mapping between a lease record in eAutomate and one you have imported. To do that:

A. Find the lease in the list and click on the trashcan icon to delete the mapping:

id667_ignore_a.jpg

B. Then click on the - icon to ignore the mapping:

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C. You can still find these ignored leases by clicking on the Show ignored check box in the search filters:

id667_c.jpg

To undo the ignore mapping, click on the + icon

 

 

 

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Related Alerts

Related Alerts

ID65 - Leases Still Active and Expiring Within VariableW Months

ID593 - Service Call That is Possible Lead

ID787 - Lease Expiration Report

ID799 - Service call for a lease end machine

 

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