Feature User Guide for CDK UJ050B

The new features available in the CDK UJ050  include the following:

• DMS Tax & Misc. Fee Calculation (from CDK)
• Customer Credit Status
• Customer Add
• Parts Pre-Assigned/Sold to the RO on the DMS Sent to Decisiv
• Parts Search
• Switch/Replace Customer on RO
• Update hours sold in Decisiv and Export to DMS RO
• Update Description of Operations
• Update Labor Type

See the sections below for information on using these new features.

DMS Tax & Misc. Fee Calculation

The feature allows you to call the DMS from within Decisiv to get taxes, shop supplies fees, and hazardous materials fees based on the parts and labor selected for a case in Decisiv. It also enables you to capture this information prior to creating a RO on the DMS.

The taxes and fees will be calculated when parts are sold to the RO and will update in the case when the user clicks Calculate Charges on the case.

NOTE: To get an accurate calculation, all parts must be set to SOLD to the RO before you click Calculate Charges. If any parts are still set to PRE-ASSIGNED instead of SOLD, they will not be included to the RO calculations.

To calculate charges taxes and fees from the DMS:

1. Open the case for editing in Decisiv.
2. Scroll down to the Operations section, locate the Case-Level Actions, and click Calculate Charges. 
   A green checkmark will appear beside Calculate Charges. 
3. Refresh the page.
   If any changes have been made to the estimate, the amount will be updated accordingly with the calculation of the necessary taxes, shop supplies, and hazardous materials from the CDK based on the parts and labor added to the case.
   

NOTE: Any time you add parts or labor charges to a case, you must click Calculate Charges before submitting the estimate for approval. Calculations will only be based off of labor and parts sold in the RO in CDK. If a part is pre-assigned but not sold, it will not be calculated in the charges.

Customer Credit Status

This feature allows you to obtain the following Customer A/R Credit details from the DMS and view it in the Customer Info section of a case:

• Credit Limit
• Available Credit

To view Customer Credit Status: 

1. Open the case for editing in Decisiv.
2. Locate the Customer Info section of the Editing Case page.
3. You will see a swirling icon indicating they system is pulling information from CDK. 
4. Once the information is retrieved from CDK, the Credit Limit and Credit Available of the customer will display in the Customer Info section.

This credit request will refresh each time you refresh the screen. If it is a cash customer, “$0” will display as the credit limit.

NOTE: If there is an exclamation mark on either of the fields, the CDK integration is not enabled or the system was not able to connect to the CDK. 

Customer Add

With this feature, when a new customer comes into the dealership, you can add that customer directly into CDK from Decisiv. 

When enabling this feature, the recommended setting for the “Customer Sync Behavior” is ONLY SYNC WHEN DMS ID IS NOT PROVIDED.

See also: Setup Instructions for CDK UJ050B

NOTE: This feature only adds the customer profile to CDK. It does not add any assets related to the customer.

To add a new customer:

1. To prevent duplicates, start by searching for the customer.
   NOTE: It is possible to create a duplicate customer, so it's recommended to search extensively for a customer before creating a new one.
   
   1. Go to the Search page, and use the CUSTOMER section to search for the customer.
   2. If your search returns no results in the CDK Customers list, you can add a New Customer. 
2. At the bottom of the page in the CDK Customers section, click NEW CUSTOMER.
3. On the New Customer page, enter the customer information EXCEPT the Customer Number.
   NOTE: Leave the Customer Number field blank. This will be populated by the CDK.
4. Click Create.

A green banner will appear on the top of the page to confirm Customer was successfully created. The customer profile will be added automatically to the CDK the next time they sync.

Clicking the Customer Link will display the customer record on the with Customer Number populated by the CDK.

You can continue to add an asset and create the case as normal, if needed.

Parts Pre-Assigned/Sold to the RO on the DMS sent to Decisiv

With this feature, you can update the case in Decisiv with parts added or removed in the Parts Pre-Assigned/Sold to the repair order in the DMS.

When you exit out of Function PRO on the DMS, it will send an update to Decisiv (Both Pre-Assigned = Virtual and actually sold parts). 

NOTE: To prevent duplication of parts on the estimate or repair order, always export case to RO in Decisiv after entering parts. If entering parts into CDK, always save and exit the RO in the PRO function before working in Decisiv.

To quote parts through CDK, use the PRO function:

1. Enter into the PRO function in CDK and enter the repair order.
2. To quote parts select “F6-Quote”. This will not relieve your inventory.
3. Add the parts you would like to Quote.
4. When complete, select “F3-Save”. The parts will automatically be sent to the case in ASIST.
5. The parts may be sold in the Pre-assigned Parts section as normal.

NOTE: Parts that are deleted in Decisiv must be manually deleted from CDK.

Parts Search

With this feature, you can search the CDK for a part by entering a partial Part # or Description, return your results in Decisiv, and quickly add that part to your case.

To search for a CDK part from within Decisiv: 

1. Open the case for editing in Decisiv, then select the operation that needs the part.
2. Enter a parts number and then click SUBMIT PARTS.
3. When no results are returned, a Go to Search option appears. 
4. Click Go to Search, then use the popup that appears to search for parts by partially entering a Part # or Description.
5. Select the Parts from the list you want to add.
6. Click on SUBMIT PARTS to add the parts to the operation and check for Parts Pricing and Availability.

Switch/Replace Customer on RO

This feature allows you to:

• Change the name on the repair order for billing purposes to a Bill To customer instead of the asset owner.
• Re-price the labor on the estimate and print the Bill To customer's information on the Service Invoice without having to change ownership of the asset.

NOTE: To change the billing information to a Bill To customer, the RO must already be open with the CDK associated asset owner, and then changed to a new Bill To after creating the RO.

Update hours sold in Decisiv and export to DMS RO

Automatically enabled with this upgrade

With this feature, you can update Sold Hours (Labor time) on case and export them as well as choose Labor operations.

Labor Time can be changed and the Labor Total Price will reflect the change based on the hours keyed in.

Upon saving the Labor charges, it will update estimates and be reflected in the RO.

Once this is completed, you must export it to RO to update the RO with the corrected labor hours.

Update description of operations

Automatically enabled with this upgrade

This feature allows you to update the description of operation in Decisiv and export it to RO so that the description will be updated on the CDK RO.

To update operation descriptions: 

1. Open the case for editing, and select the operation to update. 
2. On the Operations page, change the description of the operation.
3. Click Save.
4. Back on the Editing Case page, locate the Case-Level Actions section, and click Export Case to RO.

The RO in the CDK will update with the new operation description.

Update Labor Type

Automatically enabled with this upgrade

This feature allows you to update Labor Type on a case and export those changes to the RO in CDK. 

NOTE: Within Decisiv Platform, the term Price Code is used as a reference to what is called a Labor Type on the CDK system.

When changing the Price Code on Decisiv Platform, a predictive drop-down will appear for you to select from.

If needed, you can type in a new Price Code that has not been set up on Decisiv Platform. Click Save to confirm and save your changes or edits. 

After you save the Price Code, the integration will trigger a check in CDK system.

• If the Labor Type does not exist on CDK system, it will return an error message. 
• If the Labor Type does exist in CDK system, a green confirmation message will appear.

 

If the change is successful, when reviewing the Operations for the Labor Type, an icon will display for Money on the Hourly Labor rate. This indicates that the labor rate is available and it matches what's in the CDK system.