Sap Implementation: Regal Automobiles

SAP IMPLEMENTATION
Regal Automobiles
Business Blue Print
Dealer Management System Version: 1.0
Contents
..................................................................................................................................................................... 1
Handling Procedure ..................................................................................................................................... 3
Legend ......................................................................................................................................................... 4
1 Purpose of this Document .................................................................................................................... 5
2 Scope of this Documentation ............................................................................................................... 5
3. Features and Functionalities ................................................................................................................... 6
3.1 Overview ............................................................................................................................................ 6
3.2 Dealer Operations .......................................................................................................................... 6
3.2.1 Maintain Personal Profile ............................................................................................................ 6
3.2.2 Maintain Contact Information ...................................................................................................... 6
3.2.3 Vehicle’s List ............................................................................................................................... 7
4. Booking & Payment ................................................................................................................................. 7
4.1 Advance Booking Scenario ............................................................................................................ 7
4.2 Full Payment Booking Scenario ..................................................................................................... 9
4.3 Daraz Booking Scenario ............................................................................................................... 11
4.4 Dealer Investment ........................................................................................................................ 13
4.5 Order Reversal ............................................................................................................................. 15
5. After Sales ............................................................................................................................................. 16
5.1 Vehicle Maintenance System ....................................................................................................... 16
5.1.1 VMS Required Fields ................................................................................................................ 16
5.1.2 VMS Features ........................................................................................................................... 17
6. Reports .................................................................................................................................................. 18
Business Module SAP Dealer Management Business Blue Print Reviewed by Faiz Rasool
File Name / Version SAP_ DMS_V1 Created on 18/05/2020
Created By Abdul Ahad Qureshi Page No 2 of 19

Handling Procedure
Version History
Version Number Version Date Summary of Changes Changed by
V.1 09/05/2020 Created Abdul Ahad
Qureshi
BBP Agreement: This Document Reviewed and Approved by:

Name & Designation Signature Date
Mr. Miftah Ul Huda (Project Director RAIL)
Mr. Shahrukh Zaib (Project Manager RAIL)
Mr. Habib Ullah (GM - Plant RAIL)
Mr. Mutahir (Regional Sales Manager RAIL)
Mr. Hassaan Khan (Project Director CERM Pakistan)
Mr. Faiz Rasool (Project Manager CERM Pakistan)

Legend
The following describes the symbols used in the process map:
Process Start SAP Processes
Decision Document
Manual
Sub-Process
Processes
Process End Reference
Manual Document
Processes Management System
Workflow Inventory
Inventory

1 Purpose of this Document
The purpose of this document is to provide the users understanding of the Dealer Management System
web portal business processes that are being implemented at Regal Automobiles Limited (RAIL) and
mapped accordingly with the RAIL’s current business processes based on SAP best practices. As CERM
Pakistan has ensured to adopt the end-to-end process mapping approach, this document not only covers
the current business processes but also lays tremendous emphasis on integration aspects by addressing
and attending to cross-modular flow of data and information.
2 Scope of this Documentation

Dealer Management system web portal accessible from any device, allows dealers to manage their
profile, handle attachments, place their orders, manage orders, handle their payments and get booking
history. The scope of this document covers following areas:
 Features and Functionalities

 Booking & Payment
 After Sales
 Reports

3. Features and Functionalities
3.1 Overview
Dealer web portal which contains all actions and capabilities are covered in its features and functionalities
so the dealer can stay connected with the company and control the information with regal and act
accordingly. With web portal access handed over to dealer for communication and operations it makes
easier for everyone to process data while staying connected with the company.
3.2 Dealer Operations
Following are functions which are to be performed by dealer before booking of an order
3.2.1 Maintain Personal Profile
Dealer will register customer personal information by providing following information
Name Customer Name
CNIC# CNIC# (XXXXX-XXXXXXX-X)
CNIC Picture Attach CNIC Photograph
City Enter City e.g. Karachi, Lahore
Province Enter Province e.g. Sindh, Punjab
Financial Institution Optional
3.2.2 Maintain Contact Information
Dealer will enter following contact information for every customer within web portal
House Address Residential Address
Telephone Customer Telephone # (0213-XXXXXXX)
NTN# Customer NTN (XXX-XXXX)
STRN# Customer STRN #
Cell# Customer Cell#

3.2.3 Vehicle’s List
In Dealer web portal, after entering personal & customer data, then comes a tab where all vehicles
applicable to sell are visible, dealer will select customer desired vehicle along with variables i.e. Color,
model, interior etc.
Vehicle Name Select from list provided
Color Select from list provided
Model Year Select from list provided
Alternate Color Select from list provided
Interior Select from list provided
CC Select from list provided
Transmission Select from list provided
4. Booking & Payment
Here we will discuss in detail dealer management system three different vehicle booking scenarios which
are as follows:
 Advance payment booking

 Full payment booking
 Book vehicle from Daraz (Credit Customer)
 Dealer Investment
 Order Reversal
4.1 Advance Booking Scenario
In Advance booking scenario, dealer books vehicle by paying 30% initial payment and provisional sales
order is created, the remaining 70% of amount will be paid later and will be dispatched after full payment
is processed.
This process currently running in RAIL android application, since this is existing operation of RAIL
application so it will be covered before Go-Live.

Process Flow Diagram
TB-RAIL-DMS Advance Payment
Start
i
Registered dealer logins
into DMS Portal
ii
Bank Data
Selects Customer Account

type
DEALER PANEL
Material Data
III xii
Fill Booking Form

One week before
Pricing Data delivery. Final payment
received. Order status ->
final payment. SMS sent.
iv
PSO Created
v
viii
Order Status --> OPEN
Order Status -> Partial
SMS sent to Dealer &
Payment. SMS sent
Customer
Database
DMS
DATABASE
xiii
RESPONSE
FROM RAIL
RAIL will set delivery

schedule date against
Authorized person will
ix PSO# & SMS will be sent
approve the PSO.
to Dealer & Customer
COCKPIT
RAIL
Data
transfer
RAIL EMPLOYEE WEB PORTAL
xi xiv
Files
VII
Flat File Flat File
vi Export xv
RAIL SAP SYSTEM
x
Perform Customer Partial SAP SALE ORDER
Payment # 1 Transaction
Perform Customer Full
Payment # 2 Transaction
End
SAP DB
DATABASE

Process Description
1. Dealer will login into DMS portal, user will login with ID and Password provided by RAIL
2. In order to make booking for advance payments, dealer will select security deposit account in
account type field provided
3. Dealer will fill PSO form within application with all the necessary data and attachments provided
by both customer and dealer and is linked with bank master, Material Master and Pricing master
from SAP RAIL system
4. After filling all necessary data, PSO form will be created.
5. Application will record the order and order will be visible along with its status “OPEN” inside
orders tab and SMS will be sent to both dealer and customer
6. A person from RAIL will manually check in Bank transactions if payment is received and perform
partial transaction in SAP.
7. System will send Flat file to transfer data into DMS database
8. Order status will change to partial payment and both dealer and customer will be notified via
SMS
9. RAIL will send delivery schedule to both dealer and customer
10. After complete playment, RAIL will perform full payment transaction in SAP
11. RAIL SAP data will send flat file to transfer data into DMS database
12. Order status will update to “Full payment“ and SMS will be sent to both dealer and customer
13. Authorized person will approve all the processing data
14. After authorization, the data will be transfered to SAP systems via Flat file.
15. RAIL will create complete sales order in SAP system.
4.2 Full Payment Booking Scenario
In full payment booking scenario, dealer books vehicle by selecting one of the RAIL bank account in
which he has deposited amount and pays 100% amount thus leaving zero balance, sales order is
created after payment realization.

TB-RAIL-DMS Full Payment
Start
i
into DMS Portal
ii
Bank Data

type
DEALER PANEL
Material Data
III
Fill Booking Form
Pricing Data
iv
PSO Created
v ix

Order Status -> Full
SMS sent to Dealer &
Payment. SMS sent
Customer
Database
DMS
DATABASE
xi
RESPONSE
FROM RAIL

x schedule date against
Authorized person will
PSO# & SMS will be sent
approve the PSO.
to Dealer & Customer
COCKPIT
viii
RAIL
Data
transfer
xii
Files
Export VII
Flat File Flat File
vi xiii
RAIL SAP SYSTEM
Perform Customer Full SAP SALE ORDER

Payment Transaction
End
SAP DB
DATABASE

Process Description
2. In order to make booking for advance payments, dealer will select Full payment account in
account type field provided
orders tab and SMS will be sent to both dealer and customer
6. After complete playment, RAIL will perform full payment transaction in SAP
7. RAIL SAP data will send flat file to transfer data into DMS database
8. Data from SAP will receive into DMS database
9. Order status will update to “Full payment“ and SMS will be sent to both dealer and customer
10. RAIL will schedule delivery and notify dealer and customer via SMS.
13. RAIL will create complete sales order in SAP system.
4.3 Daraz Booking Scenario
In Daraz payment booking scenario, dealer books vehicle by selecting one of the Daraz bank account in
which he has deposited amount and pays 100% amount thus leaving zero balance, sales order is
created after payment realization.

TB-RAIL-DMS Daraz Account
Start
i
into DMS Portal
ii
Bank Data

type
DEALER PANEL
Material Data
III
Fill Booking Form
Pricing Data
iv
PSO Created

SMS sent to Dealer
Database
DMS
DATABASE
RESPONSE
FROM RAIL

vii
vi schedule date against
PSO# & SMS will be sent Authorized person will
to Dealer approve the PSO.
COCKPIT
RAIL
Data
transfer
viii
Files
Flat File
RAIL SAP SYSTEM
ix x xi xii
Payment Realized on
Auto SALE ORDER Delivery Invoice
Daraz Payment Terms
End
SAP DB
DATABASE

Process Description
2. In order to make booking for advance payments, dealer will select Daraz account in account type
field provided
orders tab and SMS will be sent to dealer
6. RAIL will schedule delivery and notify dealer via SMS.
9. Sales order in RAIL SAP systems will be created automatically
10. After sucessful sales order creation, RAIL will process order towards delivery.
11. Invoice will be created after completing delivery document and PGI (Post Goods Issue)
12. Payment will be received from Daraz and it will be realized by RAIL on daraz payment terms
4.4 Dealer Investment
In Dealer Investment scenario, dealer books vehicle by investing 30% of payment amount. The purpose
of this scenario is to handle transactions and records of display cars in showroom.
Since this is not an existing operation of RAIL application so it will be covered after Go-Live.

TB-RAIL-DMS Dealer Investment
Start
Dealer logins into Web

Portal
ii
Dealer Selects Account

Type
Dealer
iii
Dealer provides
Vehicle with
information for
variants
investment
iv
Dealer will process

payment
RAIL SAP System
v
Perform Dealer
Investment Payment End
Transaction
Process Description
2. Dealer selects Investment in account type
3. Dealer will fill form by providing data related to available vehicle along with it’s variant.
4. Dealer will process payment and attach payment slip in form.
5. RAIL will perform transaction of dealer’s investment in SAP

4.5 Order Reversal
In Order Reversal scenario, dealer will request to return 30% payment which was paid in advance for
order. In this process, RAIL will perform order reversal and accounts will be updated and dealer will
receive initial payment which was paid to RAIL in advance.
Since this is not an existing operation of RAIL application so it will be covered after Go-Live.

TB-RAIL-DMS Order Reversal
Start
i
Dealer logins into DMS
Portal
ii
DEALER PANEL
Selects PSO Reverse

Order
III
Select order from order

history or enter PSO#
iv
Request for Order

Reversal
RAIL COCKPIT
vi
Change order status to

End
Reversed
RAIL EMPLOYEE
RAIL SAP SYSTEM
Perform Reversal
transaction

Process Description
2. Dealer will proceed for order reversal process.
3. Order history will be displayed so dealer can select which order to perform reversal, dealer can
also input PSO form#.
4. After selecting order, dealer will request for reversal by clicking reverse order button
5. RAIL will perform transaction in SAP to reverse dealer’s order
6. RAIL will manually update order status to “Reversed“ and it will be reflected in DMS system.
5. After Sales
RAIL will provide dealers to maintain their parts consumption balances and vehicle maintenance. Portal
will cover following features which makes dealer easier to manage and handle inventory while staying
connected with RAIL systems.
 Vehicle Maintenance System

 Spare Parts Booking System
Currently there are no after sales processes for dealers, so it will be implemented and provided to RAIL
after Go-Live.
5.1 Vehicle Maintenance System
A system which will be provided to all RAIL‘s dealers, a portal in which inventory of vehicle list and parts
list is maintained. Parts can be managed in terms of consumption, balances, non-consumed parts.
Dealers will also have the ability to place order for spare parts. RAIL will have complete visibility of parts
which are used and not used by dealer on vehicles issued by RAIL in the form of balances.
5.1.1 VMS Required Fields
Dealer will provided follwoing data so dealer vehicle maintenance can be easier.
Vehicle Select vehicle from inventory list
Part Select part from inventory list
Quantity Enter Quantity
Color Select from list provided (Optional)

5.1.2 VMS Features
Following are features which will be available for Dealer and RAIL in VMS system.
Parts Maintenance Process Flow Diagram
TB-RAIL-DMS Vehicle Maintenance System
Start

Portal
iii
Inventory of parts will be

Dealer
displayed with balances
viii
iv
Inventory balances
Dealer will
updated
physically receive
Vehicle/Parts
v vi vii
Fill in fields which are
Dealer will confirm Dealer will select part to
necessary to consume
receiving process
part
ii
RAIL SAP System
Material goods issued

from RAIL
ix
RAIL
RAIL have visibility of

dealer s part inventory in End
DMS portal
Process Description
2. Material data is obtained through RAIL SAP system for each part they have issued to the dealer
3. Inventory of parts will be displayed to dealer in portal with balances
4. Dealer will receive parts physically, it is a manual process
5. Dealer will confirm when the parts/vehicle has been received
6. Dealer will select part from list provided and proceed further
7. Dealer will provide data in fields which are necessary for part consumption
8. After processing consumption balances will be updated
9. Rail will have complete visibility of all parts which are consumed and not consumed of each
dealer.

Spare Parts Booking Process Flow Diagram
TB-RAIL-DMS Vehicle Maintenance System
Start

Portal
iii
Dealer will select part to

Dealer
process
iv
Fill in fields which are
necessary to order part
and attach payment slip
ii v vi
RAIL SAP
System
Perform payment Create Sales Order for

Material Data from End
transaction Spare Parts
SAP
Process Description
1. Dealer will login into spare parts booking portal, user will login with ID and Password provided by
RAIL
2. Material data is obtained through RAIL SAP system to dealer
3. Data of spare parts will be displayed to dealer and will select part to order
4. Dealer will provide data and attach payment slip to place order for spare parts
5. RAIL will perform payment transaction manually in SAP.
6. RAIL will proceed to create sales order.
6. Reports
Reports within Dealer portal can be generated

1. Provisional Sale Order Report (GO – Live )
2. Payment Report (GO – Live )

3. Investment Report (After GO – Live )
4. Vehicle Maintenance Report (After GO – Live )
5. Spare Parts Inventory Report (After GO – Live )
6. Spare Parts Consumption Report (After GO – Live )

Sap Implementation: Regal Automobiles

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SAP IMPLEMENTATION

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 2 of 19

BBP Agreement: This Document Reviewed and Approved by:

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 3 of 19

The following describes the symbols used in the process map:

Process Start SAP Processes

Process End Reference

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 4 of 19

2 Scope of this Documentation

 Features and Functionalities

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 5 of 19

3.2 Dealer Operations

3.2.1 Maintain Personal Profile

Dealer will register customer personal information by providing following information

Name Customer Name

CNIC# CNIC# (XXXXX-XXXXXXX-X)

CNIC Picture Attach CNIC Photograph

City Enter City e.g. Karachi, Lahore

Province Enter Province e.g. Sindh, Punjab

Financial Institution Optional

3.2.2 Maintain Contact Information

House Address Residential Address

Telephone Customer Telephone # (0213-XXXXXXX)

NTN# Customer NTN (XXX-XXXX)

STRN# Customer STRN #

Cell# Customer Cell#

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 6 of 19

Vehicle Name Select from list provided

Color Select from list provided

Model Year Select from list provided

Alternate Color Select from list provided

Interior Select from list provided

CC Select from list provided

Transmission Select from list provided

4. Booking & Payment

 Advance payment booking

4.1 Advance Booking Scenario

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 7 of 19

TB-RAIL-DMS Advance Payment

Selects Customer Account

Fill Booking Form

RAIL will set delivery

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 8 of 19

4.2 Full Payment Booking Scenario

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 9 of 19

Selects Customer Account

Fill Booking Form

Order Status --> OPEN

RAIL will set delivery

Perform Customer Full SAP SALE ORDER

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 10 of 19

4.3 Daraz Booking Scenario

File Name / Version SAP_ DMS_V1 Created on 18/05/2020

Created By Abdul Ahad Qureshi Page No 11 of 19