GMS
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Mantis
- 0003321 [Profit Sharing Module]
Scope
Covers this one module - Profit Sharing Module.
Glossary
Business Requirements 1
Intro
This is as received from Module Owner.
General Requirements
A “Gross Margin split” is to be implemented between all offices in 2012.
For 2012, the Gross Margin split will follow the suggested rules listed below.
Please keep in mind, every client will be assigned an single “Owner Office”. This office is responsible for selling to and maintaining the relationship with the client and will receive benefits from the related sales through the Gross Margin split.
It is expected that CyberTrax will automatically generate the needed internal invoices which will distribute the Gross Margin to the correct office.
Files will automatically be closed down daily with set dates, after the actual date of departure, according to the mode of shipment as outlined in the table below:
However, functionality will also be provided so CT records can be closed down manually ahead of the ‘automated closing date’ and this is strongly encouraged.
Files can be opened after their system close date for changes by and approved group of users (management or super users), but it is expected this will be the exception.
If a file is “re-opened” after “closing”, it will need to be “closed” again – at which point a recalculation of the GM Margin Split will need to be processed again.
Ability to report on II’s issued automatically will be required, average time it takes for files to be closed, how many files are “re-opened” after closing etc.
Systems Requirements
Admin Section
1. Client Company to JFS Office link “Owner Office”
2. GM Split Models and Percentages table
3. Automated File Closing table (mode, days)
4. Manual file “lock” and “unlock” subject to user type access rights
Accounting Section
1. Ability to view / search automated invoices (report to see II’s only? Multiple lines on reports to see CT level details?
2. Scope requirements for a Gross Margin Split report (I believe we ALREADY HAVE a Gross Margin Split Report)
Automated Invoices
1. Generate automated “detail sheet” showing CT/Record transactional info
Ideally One Invoice between two offices, per day. Attached to that invoice is a ‘detailed report’ for what CT’s are included in the report.
Ops
1. Manual “lock file” feature, “unlock file” feature for selected users
2. Show II in P&L
KPI type reporting
Could we include a KPI type reporting in the Admin Tables?
For example:
- Average time to lock files (per mode, office, team, client) with trending information
- Average files ‘unlocked’ after ‘locked’ – weekly (per mode, office, team, client) w/trending
The idea is to keep KPI’s where they belong rather than clustering them (where they are not “critical”)
Calculation Models: Definitions
OO = Owner Office (Link/Table to be created)
EO = Export Office (identified by “export reference number”)
IO = Import Office (identified by “import reference number”
TO = Third party office (identified by “third party reference number”)
There is a Minimum of 1 “reference number” in a record, with a Maximum of 3 “reference numbers” in Cybertrax.
Reference Numbers: Found on General Tab of CT record (A, B, C)
The OO almost always plays one of the other roles (EO, IO, TO).\
Reference numbers are being automated (Tira is the SA for this task)
Calculation Models: RULES
“Handled by OO” means the OO is either the EO or IO If the “OO” is the “Third Party Reference” the OO did not “handle” the shipment.
60/40 rule
If the shipment is handled between two offices and one is the OO;
60% going to the OO (IO, or EO) and
40% going to the other (non OO) office (IO, or EO)
No TO office under this rule
45/45/10 rule
If a shipment is handled by an OO and a sister office is noted as the import or export office on the record with a third office handling other details,
45% of GM to the OO (IO, or EO);
45% to the handling office listed on the record and (IO, or EO – non OO)
10% to the 3rd office involved (TO, non OO)
TO cannot be = to OO under this rule
20/40/40 rule
If a shipment is not handled by an OO and two other office are listed as the export and import offices,
20% of GM to the OO (TO)
40% to each handling office (IO and EO)
TO must be = to OO under this rule
20/80 rule
If a shipment is handled by only one office but is not owned by that office,
20% of GM is attributed to the OO
80% to the handling office (IO, EO)
No TO Office under this rule
Only 1 office on the record (cannot be the OO)\
100% rule
– If a shipment is handled and owned by only one office, the only office listed in the ‘ref’ numbers is also the OO
100% GM goes to the OO
Only 1 office on the record (must be the OO)
Closing dates
Files will automatically be closed down daily with set dates, after the actual date of departure, according to the mode of shipment as outlined in the table below:
Air - 35 days
FCL - 60 days
LCL - 70 days
Truck - 35 days
The above need to be editable by ‘management’ with a record of updates.
Files can be opened after their system close date for changes by and approved group of users, but it is expected this will be the exception.
If a file is “closed” and then “opened” again – it needs to be “closed” (manually -> Action required e-mail? Something else? How do we identify a file that was “opened” and not “closed” again??).
When a file is “closed again” the file needs to be included in the next automated “GM Margin” calculation and invoicing.
Questions: File “closing” -> What updates should be allowed? Comments, Internal Comments? What else?
All in one place
Marc: Can we have all related functionality in one place in the system - admin, reports, etc.
SOW 1
- 0003403: [Profit Sharing Module] SOW 1 - part B - Misha
Add OO field to Client Company entity
Owners Office (OO) is a field that identify what Jaguar office is the OO for particular Client Company - see Client Companies.
Relationship is one to one.
Add this to "Part A." section on UI.
Identify and Display OO EO IO TO on Gen Tab
- OO is identified by #Add OO field to Client Company entity
- EO, IO, TO are identified by File Reference Numbers
See mock up below.
Add GM Split section to Admin
Add number of configuration options - see below.
Add under Acc > GM Split.
Closing time frames
Represents pairs: MOT/Days.
Example:
Air - 35 days FCL - 60 days LCL - 70 days Truck (all 3 sub-modes) - 35 days
Number of days is editable field.
GM Split rules
See table below.
%-ages must be stored in the system.
Need a view of current %s.
User could edit %s.
New edit of the table should have associated time frame (from date to date) affecting GM Split re-calculations.
Add this as a property into User Access table
Right to re-open closed file
Add this as a property into User Access table
Limitations on pending GMS and closed file (CT)
List of check boxes that indicates what can not be done with "closed" file:
- generate sales invoice/credit note
- map PI invoice
- edit any CT field
- posting into Com
- generating docs
- upload files
Schedule for GM Split calculation
For example it would be possible to say that GM Split calculation will happen once a day at 17:00 EST
Credit to the office
Ability to post some credit to the office. This amount will be taken into account when calculating GM split.
Example:
Post 100,000.00 USD against Paris office on February 15, 2012.
Log for Admin Changes
Post all changes into Log.
SOW 2
- 0003322: [Profit Sharing Module] SOW 1 - part A - Sasha
Mechanism to close / open files manually
Subject to #Right re-open closed file
Mechanism to close files automatically
Based on #Closing days.
Run GM Split and Generate Internal Invoices
System has to generate internal invoices between offices to re-distribute profit.
System would Run GM Split and Generate Internal Invoices periodically for example once a day.
Exact schedule would be defined here: #Schedule.
One invoice would cover many many CTs.
Algorithm for GM Split Run triggered by closing a shipment
Re-calculate GM Split for CT right after its status is changed from open to closed.
(CTs that have new PI or SI invoices/CCs posted would have change in GM split for this CT/group).
Algorithm for scheduled GM Split Run triggered by Scheduler
1) For every non closed CT re-calculate and update GM Split on P/L tab
(CTs that have new PI or SI invoices/CCs posted would have change in GM split for this CT/group)
2) create global internal interoffice invoices that would "cover":
- #1 above and
- GM Split changes triggered by closing CTs - see #lgorithm for GM Split Run triggered by closing a shipment
Algorithm for scheduled GM Split Run triggered by change in GM Split table
See #GM Split rules .
Every time this table is changed system should recalculate GM Split all CTs subject to above time frame.
How P/L tab is affected
Removing existing II functionality that conflicts with new GM split functionality
- no need to issue II from CT profile
