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ID945 - Tracking ShipOut & ShipIn (ITT) Dealer relationships - Overview

It is not easy to understand from eAutomate who all your ShipOuts are and what, if any, business you get back from those dealers (ShipIns).

This report will identify ShipOuts (dealers as vendors) and ShipIns (dealers as customer) so you can see how many devices you are sharing between other dealers.

We suggest a Best Practice of an Equipment Condition of ShipOut and another Condition of ShipIn. We also suggest a Customer Type of Dealer. As Vendors do not have a Type we add a Custom Property to Vendors that is a lookup on Customer Type and we also suggest adding this to your dealer vendors. Some dealers may want to have additional types to identify their preferred choice, perhaps Preferred Dealer or CDA Dealer as well as Dealer.

See THIS LINK for suggested Best Practice on eAuto Customer & Equipment Record Set Up

You may also have Vouchers for non Dealers charges, such as an invoice for moving equipment that while still a cost of the contract, the vendor should not show on your list for service. Use the same custom property on the Vendor to remove these.

We expect you to run a 1st pass of the report and then narrow down by adding Conditions and Types.

Dealers have many different ways they identify ShipIns and ShipOuts and we have to allow for all. Hence there are A LOT of variables. However you only need to use the variables that apply to you. We also give you a date range so you can see who serviced what, for any time period. If you update the variables on the alert we will auto populate those fields on the report.

The 1st page shows you your ShipIn and ShipOut dealers and the # of equipment and # of contracts for each, sorted alphabetically. The 2nd page is sorted with the highest # of Equipment at the top so you can see who you do the most business with. The 3rd page shows it by Customer and then Contract. Perhaps you are renewing a contract and need to talk to all dealers who service equipment on that contract, use page 3 for this.

For ShipOuts this report looks at all vendor vouchers linked to a contract (with or without a machine linked). Also, you have the option to filter these vendor invoices (ShipOuts) to only those where the equipmentid was not left blank AND where the equipment condition / territory / status / billcode matches the selected parameters (which would mean that it would ignore any vendor invoices linked to the contract but not a specific machine. If you apply the filter then the report would be returning only dealers/vendors where the equipment records were configured to your standards.  

ShipIns are determined by specified condition, or status on an equipment record for the appropriate ShipIn variables below.

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Variables:

All variables are only required if you're using the matching code (conditioncodes, statuscodes, billcodes, territrycodes, etc.). Most dealerships will use just one of the codes, but some might mix. 

The custom property variables are not required, but if you want run the report for 'only dealerships', then we need the customertypes and the vendor custom property to filter to only customers/vendors flagged as a dealership. 

If you populate the variables on your alert subscription, this will transfer to the SSRS Report to match to appropriate filter settings, so you don't have re-select each time you run the report.

Variable1: ShipOut Condition Code(s) - If you use the equipment condition code to identify equipment shipped out of your territory and is being service by another dealer, then indicate the condition code(s) you use here. (Separate list with commas)

Variable2: ShipOut Status(s) - If you use the equipment status code to identify equipment shipped out of your territory and is being service by another dealer, then indicate those status code(s) you use here. (Separate list with commas)

Variable3: ShipOut BillCode(s) - If you use the equipment billcode to identify equipment shipped out of your territory and is being service by another dealer, then indicate those billcode(s) you use here. (Separate list with commas)

Variable4: ShipOut Territory(s) - If you use the equipment territory to identify equipment shipped out of your territory and is being service by another dealer, then indicate those territory(s) you use here. (Separate list with commas)

Variable5: ShipIn Status(s) - If you use the equipment status to identify equipment shipped-in to your dealership you are servicing for another dealer, then indicate those status(s) you use here. (Separate list with commas)

Variable6: ShipIn ConditionCode(s) - If you use the equipment condition to identify equipment shipped-in to your dealership you are servicing for another dealer, then indicate those conditioncode(s) you use here. (Separate list with commas)

Variable7: VendorCustomerLink - We suggest that you create a custom property (an attribute that has a datatype of 'Lookup' and for the 'Lookup type:'  and from the the drop down...select 'Customers (Number)'...and the lookuptype will be stored as  'AR_CUSTOMER_NUMBER' ) .  You would assign this attribute to your Configuration  (custom properties) that is associated to the Vendor table.

This is the only way we can truly determine that a dealer you are servicing equipment for (typically setup as customers for you to bill the dealer) may also be servicing equipment for you (where they are a vendor).  

Of course, you might be shipping equipment out to a dealership who does not have any equipment shipped in for you to service, but the missing 'link' helps us identify to you who you are spending money with and they might not be sending you business.

Variable8: Dealer CustomerType(s) - This is where you tell the alert what customertype you use to assign to Dealers so that we can advise you of any vendors/customers you are doing shipin/shipout business with are not set correctly. 

Some clients have 2 dealertypes...one for 'Dealer' and another for 'PreferredDealer' so their staff knows which dealers are first choice for shipouts. 

Enter your customertype(s) here , separate list with commas

Variable9: VendorAttributeName for Type - If you have created a custom property attribute associate a vendor 'type' (like we have for customers) , please provide us the name of the custom property you have setup.  

This would be used to tag a vendor as a 'Dealer' for example, when you didn't have a reciprocating relationship where they shipped equipment in for you to service (meaning you don't have a corresponding 'customer' record created for this vendor)

Sample Report:

Shows qualifying vendors that match your filter settings. Also shows you if this Vendor set for ID890/ITT Sync:

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Drill down detail under vendor, shows customer information:

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Last page of report shows Vendor Linked Contract Record details:

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