Company: Link Technologies
Case No: L12183
Logged By: Vineet (Link Business Solutions) on 26 Feb 2021 04:09PM
Priority: Medium
Product: Point of Sale
Group: New Feature
Time Taken: 8.50 (Weight: 20.00)
Assigned To: Vineet (Link Business Solutions)
Circulation: Sanjay, Vineet
Resolve By: Friday, 19 February 2021 11:59 PM [1146 days since logged date]
Status: Closed
Subject: OTGL Fleet Enhancement Mobil Sales Delivery Docket and Customer Statement Report - Multiple Changes
Summary:    

A. Business Process

  1. OTG facilitates Mobil Customers to fuel up at the OTG outlets. 
  2. Since VMS is not enabled at OTG sites, The Mobil Customer will not work out with a Tax Invoice but rather a delivery docket. Figure 1.1 and Figure 1.2 below shows the sample of the delivery docket. However, when VMS is enabled, we will print VMS Tax Invoice followed by Sales Delivery. OTG will give the relevant docket to the Customer.
  3. This sale will need to be transmitted to FRCS using the customer name Mobil as a B2B sale instead of B2C. To achieve this, we will need to identify ‘Parent Customer’ in the customer profile.
  4. At the end of the Month, the SAP export file will be generated for Mobil customers and sent to Mobil.
  5. Mobil will then send the invoices to these customers from their system at a discounted price. (We don't need to handle discounts in the Link System)
  6. OTG will send the tax invoices together with a statement to Mobil for all Transactions that have been processed for Mobil Customers at the OTG outlets.
  7. Mobil will make the payment to OTG for these customers. Payment will be received for Parent Customer and allocated to the individual child customer invoices

B. Change Required:

  1. Sales Delivery docket to be printed and issued to customer tagged under Category Mobil. Sample in Figure 1.1 and Figure 1.2 below.
  2. Actual Invoice to be completed under customer Mobil (Parent Customer)
  3. Mobil SAP file to incorporate the fleet customer name and details. Attached sample MobilMassUploadFileCustomerA&B.xlsx
  4. Customer Statement for Mobil to contain the customer name and vehicle number in the Reference Field as shown in Figure 3.1 below

C. Business Scenario

Customer A has been registered with OTG as a Mobil Customer. Customer A buys 40 Litres of Unleaded Fuel from OTG Nabua Outlet. Customer A will be given a delivery docket similar to figure 1.1 below

Figure 1.1 Sales Delivery Docket Customer A


Customer B has been registered with OTG as a Mobil Customer. Customer B buys 35 Litres of Diesel Fuel from OTG Nabua Outlet. Customer B will be given a delivery docket similar to figure 1.2 below 

Figure 1.2 Sales Delivery Docket Customer B





2. SAP Output File

Attached is the SAP output file (MobilMassUploadFileCustomerA&B.xlsx) that will be sent to Mobile at the end of the Month. The Customer in this file will be the actual customer who has refuelled from OTG.

3. Customer Statement

Statement to Mobile shown as Figure 31. below. Note the reference of the statement contains the names of the Mobil Customers together with their Vehicle Numbers. The Fleet Statement and Fleet Transaction Listing report will be generated for Mobil Customers only and Mobil should be able to log in and generate these reports from the portal on their own at the end of the month. 

Figure 3.1 Customer Statement for Mobil

Attached is the Signed Copy of the Signoff of the above.

Audit Notes:Edited by sanjay on 09/04/21 16:32. Edited by sanjay on 24/03/21 11:23. Edited by sanjay on 10/03/21 14:17. Edited by vineet on 09/03/21 14:36. Edited by vineet on 09/03/21 14:35. Edited by vineet on 03/03/21 08:23. Edited by vineet on 03/03/21 08:17. 
16 Feb 202111:01AM Comment 1 by Sanjay (Link Technologies) Assigned To: Vineet (Link Business Solutions) Followup Date: 16-02-2021 10:53 AM Time Taken: 1.00

Thanks, Vineet. In our previous discussion, we agreed that we will print the standard docket and mark the changes required so that there is no confusion on what is delivered.

My comments below:

  1. The numbering of the requirements does not allow me to reference the figures and the changes required, Can you label the Table and add numbers to the changes?
  2. There is NO QR code on the receipt. You need FRCS approval to remove QR code.
  3. You need FRCS approval to change the document title from "TAX INVOICE" to "Sales Delivery Docket"
  4. I have attached a sample INVOICE that FRCS required for compliance. See attachments named "NormalSale" and "NormalRefund". Can you make amendments to this and get FRCS to approve the change? Then attach this as "ApprovedNormalSaleForMobil" and ApprovedNormalRefndForMobil"

I know this is a lot of work, however, it is better to get clarification before we make the change so that we do not double up the development effort.


16 Feb 202112:34PM Comment 2 by Vineet (Link Business Solutions) Assigned To: Sanjay (Link Technologies) Followup Date: 18-02-2020 10:00 AM Time Taken: 0.50

Hi Sanjay

The images have been labeled and referenced in the detail for clarity. Also, find attached approval from FRCS on confirmation to Mobil to issue Fiscal receipt and OTG to issue delivery docket for signoff for Mobil Customer

Regards
Vineet Ram


19 Feb 202105:28PM Comment 3 by Sanjay (Link Technologies) Assigned To: Vineet (Link Business Solutions) Followup Date: 19-02-2021 05:04 PM Time Taken: 2.00

Hi Vineet, Apologies for the delay in getting back, this is a tricky one and I needed some time to think through this.

Effectively, this SOP requires us to treat Mobil as the "Parent Customer" of all customers under its umbrella, however, you have chosen to use the "Customer Category" to flag this dependency. This causes some issues in standardization as "category" does not imply "Parent Customer"

Here is the best way and "least-cost means" that I can accommodate this change:

  1. Add the following custom fields to the customer maintenance:
    1. Receipt Print - Yes/No. For Mobil Customers, this will be "No"
    2. Delivery Docket Print - Yes/No. For Mobil Customers, this will be "Yes"
    3. Delivery Docket Customer Name - Text Field. For Mobil Customers, this will be "On the Go Limited on Behalf of Mobil"
  2. Modify the Receipt to take into account the above custom fields
  3. Create the Delivery Docket and modify the report to take into account the above custom fields
  4. Write an OTG specific trigger to set the values in 1. above whenever the CATEGORY = "Mobil", and remove the values when the CATEGORY != "Mobil"

Change Cost: 20 hrs
Delivery: 2 weeks from confirmation

Questions:

  1. Item 2 says something about the SAP Output file. Where is Item 1?. I see Sections A and B and then number 2 for the SAP Output file. I am assuming there is a change required to this file?  If so, can you let me know what the change is?. I am assuming you want the custom field added to this file which contains a Mobil Customer code??
  2. Item 3 "3. Customer Statement" seems like a simple change. We can do this in 6 hours of work. This will have to be a custom report as the Logo and Addresses are in different places compared to our standard reports.

26 Feb 202104:08PM Comment 4 by Vineet (Link Business Solutions) Assigned To: Vineet (Link Business Solutions) Followup Date: 11-03-2021 12:00 AM Time Taken: 2.00

In addition to comment 3, the following changes are required:

  1. Integration SAP output file (Attached file name MobilMassUploadFileCustomerA&B.xlsx)- Change the following data
    1.  Column K - Additional field of Customer. The additional field name is MobilCustomerNumber.
    2. Column L: Customer name.
    3. Column M: Customer name.
  2. VMS signing for customers under the Mobil Banner will need to be signed under Under Mobil. To achieve this we have to add a parent customer. If a parent customer is available the financial ownership need to be applied to the parent customer i.e VMS will be signed against the parent customer.
  3. On the customer statement, change the reference column to show the customer and vehicle details.

03 Mar 202108:16AM Comment 5 by Sanjay (Link Technologies) Case L12183 added to project 12.3
03 Mar 202108:17AM Comment 6 by Vineet (Link Business Solutions) ETC was changed from 19/02/2021 to 19/02/2021
05 Mar 202104:07PM Comment 7 by Sanjay (Link Technologies) Assigned To: Vineet (Link Business Solutions) Followup Date: 09-03-2021 04:07 PM
Hi Vineet, can we discuss this case first thing on Monday please?  there are some clarifications needed before we can make this change.

09 Mar 202111:10AM Comment 8 by Sanjay (Link Technologies) Assigned To: Vineet (Link Business Solutions) Followup Date: 10-03-2021 11:05 AM Time Taken: 2.00

Hi Vineet, As discussed this morning, here is what needs to be done:

  1. To SIgn invoices Against MOBIL, the customer Name and Tax ID needs to be Mobil
  2. All the other details can be the Customer details. W can add "Address 1,2,3" in the Customer Profile
  3. We can add a functionality to Receipt one account and allocate it to Multiple accounts on an "Oldest Invoice first" basis. Users can then maintain the allocations seperately
  4. Figure 3.1 cannot be done as a Customer Statement must be individualized. We agreed to remove this as Mobil will get a file for all its customers.

Since this case has a lot of incomplete items, can you create a fresh case with the requirements so we can start this build?


10 Mar 202102:17PM Comment 9 by Sanjay (Link Technologies) Assigned To: Vineet (Link Business Solutions) Followup Date: 11-03-2021 02:17 PM Time Taken: 1.00
Refer to changed requirements - case L12196

09 Apr 202104:32PM Comment 10 by Sanjay (Link Technologies) Case L12183 removed from project 12.3
If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L12183 in the subject line of all emails regarding this issue.

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