Machine Ordering Process for Dealers

Best Practices for Order Accuracy

for DBS / DBSi dealers

Asia Pacific Distribution Services

Effective August 2010, Second Edition

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Contents

 Objectives
 Grief-Free Orders
 New Machine Order Process
 Process Flow Chart
 Guided Procedures in DBS/EMS
 Caterpillar Contacts

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Objectives
 This initiative aims to have dealers transmit grief-free
orders to Caterpillar, thus eliminating unnecessary delays
in order processing and ensure accurate specifications are
transmitted.

Resend Orders This is Order Accuracy.

Grief-free Orders CAT Grief-free Orders CAT

Dealers Orders & Plant
Logistics

Grief Orders

Orders processing time for your orders are shorter with order accuracy

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Grief-Free Orders
 What are grief-free orders?

– Complete Information
All orders information must be completed in full before transmitting
to Caterpillar.

– Accuracy
All orders information must be checked correct before transmitting
to Caterpillar.

 Grief-free orders allow minimal intervention to process and release

your orders to the plant for production by your Cat order analysts. It
ensures order is configured and shipped as per customer requirement.

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New Machine Order Process

 Before you transmit your orders to Caterpillar, ensure the following
information is in place…

A.Authorized Document Type / Number (Pricing Programs such as SPAR /

FOCUS / RPI)
B.Order Pay Terms Code
C.Dealer Order Type (Differentiated Orders)
D.Compatibility Check
E.Shipping Directions
F.Charge To Dealer Code
G.Ship To Dealer Code
H.Order Notes
I.Port of Entry
J.Port of Exit
K.Complete and Accurate Information

For machines listed as Managed Allocation in the availability report, please

contact your respective Caterpillar Sales Support Consultant before
releasing in EMS.

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New Machine Order Process

A. Authorized Document Type/Number(SPAR/FOCUS/RPI)
 Best Practices
1) If Authorized Document Type/Number is AVAILABLE at the time of order.
• Transmit the order to Caterpillar with the document number.

2) If Authorized Document Type/Number is NOT AVAILABLE at the time of order.

• Do not use an invalid code to transmit your order. Leave the field Blank.
• Indicate a note in the Order Notes. Example, “SPAR TO BE ADVISED”
• Refer GCSS or contact Caterpillar Sales Support Consultant to obtain the program
number. Once the program number is available at the later stage, use CMOPS
Order Change function (MNTEMCOR) to include it in the order.

3) Authorized Document Type to be used.

• “2” RPI e.g. APDxxxxxx or Wxxxxxxx
• “5” Focus/Core Program e.g. TAxxxxxx or COxxxxxxx
• “5” OTO e.g. OTO that start with Gxxxxx or OTxxxxxx
• “8” SPAR e.g. APxxxxxxxx (the last 6 digits are always number)

* Codes can be setup in MNTSCTAB

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New Machine Order Process

A. Authorized Document Type (SPAR/FOCUS/RPI)
 Remember…
1) If your order is under a pricing program and is available at time of order release,
be sure to enter the valid program number before transmitting the order to
Caterpillar else the order change charges may apply.

2) If program number is not available, leave the field blank. Do not transmit your
orders to Caterpillar with an invalid program number. Example “TBA” or “As per
John Doe”. Indicate a note in the Order Notes. Example “SPAR TO BE
ADVISED”.

3) Do not enter expired or invalid program number in the order.

4) Once you have obtained the program number or authorization code, use the
CMOPS Order Change (MNTEMCOR) in EMS and transmit to Cat. Your CAT
order analyst will be informed of the new addition

5) Global Commercial Support System (GCSS) DOES not eliminate the

procedures stated above

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New Machine Order Process

A. Authorized Document Type/ Number (SPAR/FOCUS/RPI)

Select the type of pricing

Auth Doc Number program.
(SPAR, FOCUS, RPI)

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New Machine Order Process

B. Order Pay Terms Code

 Best Practices

1. If Order is under Standard Payment term.

 Transmit the order to Caterpillar with the standard payment term code.
 If you are not aware of the Standard Payment term code, contact
Caterpillar District or Finance Rep for instructions.

2. If Order is under Special (deferred) Payment term.

 If Special Pay Terms Code is AVAILABLE at the time of order - Transmit
the order to Caterpillar with the valid special pay term code.

 If Special Pay Terms Code is NOT AVAILABLE at the time of order –

 Use the Standard Payment term code to enter the order
 Do not use an invalid code to transmit your order to Caterpillar
 Indicate a note in the Order Notes. Example, “SPECIAL ORDER PAY
TERMS CODE TO BE ADVISED LATER”
 Contact Caterpillar district finance rep to obtain the order pay term code.
 Once the code is available at the later stage, use CMOPS Order Change
function (MNTEMCOR) to include it in the order.

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New Machine Order Process

B. Order Pay Terms Code

Remember…
1) Use the CMOPS Order Change Function (MNTEMCOR) to amend
the Order Pay Terms Code at the later stage if you need to change
from a Standard Payment Term to a Special Payment Term.

2) Indicate a note in the Order Notes. Example, “SPECIAL ORDER

PAY TERMS CODE TO BE ADVISED”

3) Do not enter invalid information (e.g. 45 days, etc) other than the
term code provided. If unsure of payment code, please approach
your Caterpillar Finance Rep.

4) Do not enter payment term code which has expired.

5) Payment Term Code is always a combination of a 5 digit Alfa-

Numeric format (e.g AZZVZ, AZZ30, etc)

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New Machine Order Process

B. Order Pay Terms Code

Order Pay Terms Code

in alpha numeric

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New Machine Order Process

C. Dealer Order Type (Differentiated Orders)
 Best Practices
1) Understand the use of the order type codes:
– C = Customer
– I = Inventory
– R = Rental Replenishment

2) Use order type “C” only when you have confirmed customer
commitments.

3) If you need to change the customer in a “C” order after transmission

to Caterpillar, use CMOPS Order Change (MNTEMCOR) function to
make the change and transmit the change to Caterpillar.

 Remember…
1) Do not leave the Dealer Order Type field blank for your orders.
Contact your EMS consultant if you need any assistance.

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New Machine Order Process

C. Dealer Order Type (Differentiated Orders)

Dealer Order Type

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New Machine Order Process

D. Compatibility Check

 Best Practices
1) Price Update Job (EMJN5100S followed by EMJN5105A) in EMS
must be run daily. Contact your IT Department to set it up.
2) Do not use Aged Configurations to configure new orders.
3) If you encounter compatibility errors, please check with your
application or engineering team for verification.
Always refer to the web price list for resolving compatibility errors or
pricing changes. The price list is located at:
http://esl.cis.cat.com/multimedia.nsf/$$ESLDocument
4) If the compatibility error remains unsolved despite best effort,
contact your respective APD Product Specialist or Orders Account
coordinator for assistance

 Remember…
 Do not transmit grief order to Caterpillar if you have not perform the
necessary steps above.

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New Machine Order Process

D. Compatibility Check (Aged Configurations)
The highlight indicates
there might be
something wrong for
this reference number.

This message indicates

that you have out-dated
reference numbers in
your configuration.

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New Machine Order Process

D. Compatibility Check

Resolve the error by :

A. Run the latest price

update job daily

B. Avoid using aged

templates to
configure and
submit orders.

C. Getting your
application or
engineering team to
review again.
Please refer to this document
D. Refer to the web for more information on Error
price list for Codes.
configuring
instructions.
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New Machine Order Process

E. Shipping Directions – Ship before /Ship After/Required Delivery Date
 Best Practices
1) For lane 1 orders, ‘ship before’/’ship after’ will be ignored
2) For non-lane 1 orders, ‘ship before’ will be ignored even if it is present, and
‘ship after’ is only allowed for Customer order (order type C)
3) ‘Required Delivery’ date is not used.

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New Machine Order Process

F. Charge To Dealer Code
 Best Practices
1) Ensure this field is populated correctly with your dealer buyer code
(dealer code).

2) Please contact your CAT order analyst if you are unsure of which code
to use in the order.

 Remember…
1) Do not use the wrong dealer code for your orders.
2) Note that in DBS, the dealer code is defaulted in the field.

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New Machine Order Process

F. Charge To Dealer Code

Charge To Dealer Code

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New Machine Order Process

G. Ship To Dealer Code
 Best Practices
1) Please use the appropriate dealer code in the Ship To Dealer Code
field when you wish to ship the equipment to an alternate location.

2) Therefore, the Charge To Dealer code and Ship To Dealer code may
not always be the same.

3) Please contact your CAT order analyst if you are unsure of which code
to use in the order.

 Remember…
1) Do not use the wrong dealer code for your Ship To Dealer Code field.
2) Note that in DBS, the dealer code is defaulted in the field. Please
remember to change the code if you wish to ship to an alternate
location.

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New Machine Order Process

G. Ship To Dealer Code

Ship To Dealer Code

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New Machine Order Process

H. Order Notes
 Best Practices
User Order Notes to indicate:
1) Any special ordering and shipping instructions

2) Freight quotations to be applied (e.g. CAPL-XXXXXX). If quote has

expired, please request for a revised freight quote from your CAT
Logistics Analyst.

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New Machine Order Process

H. Order Notes
 Remember…
1) Do not include conflicting or contradicting information in the order notes
against the information entered in the fields.

2) Information stated in the Order Notes should match with the

information entered in the fields.

3) Mandatory information to be indicated in Order Notes:

 Pricing Program if still pending
 Order Pay Terms Code if still pending
 Freight Quotation Number if applicable

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New Machine Order Process

H. Order Notes

Advise your Pricing

Program status and
Freight Quotation Order Pay Terms Code
Number must be status
included if any.

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New Machine Order Process

I. Export/Import Booking - Port of Entry Code
 Best Practices
1) You are required to key in the Port of Entry codes. Please refer to the page
on Port of Entry Codes to obtain the port codes:
http://www.unece.org/cefact/locode/service/location.htm

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New Machine Order Process

I. Export/Import Booking - Port of Entry Code

 Remember…
1) Do not leave the Port of Entry field blank for your orders

2) There should not be any spaces in the codes.

For example, a port code in Singapore should be entered as
“SGSIN” instead of “SG SIN”.

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New Machine Order Process

I. Export/Import Booking - Port of Entry Code

Port of Entry codes field

can be maintained via here.

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New Machine Order Process

I. Export/Import Booking - Port of Entry Code

Port of Entry Code field

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New Machine Order Process

J. Export/Import Booking - Port of Exit Code

 Best Practices
1) Leave the Port of Exit empty. Caterpillar will default The Port of Exit
code for your order based on Origin of Goods of the machine.

2) In special situations when order needs to be shipped from a

designated Port of Exit, please contact your respective Cat Order
Analyst separately to determine the feasibility.

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New Machine Order Process

J. Port of Exit Code

Port of Exit Code field

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K. Complete and Accurate Information
Best Practices – Which is more efficient?
1) Time spent in obtaining complete and accurate order
information before transmitting to Caterpillar…

is more efficient than…

2) Transmitting non-complete and inaccurate order information to

Caterpillar which may delay the orders by up to 2 weeks.

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Guided Procedures
EMMENU - MNTEMORD

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Guided Procedures
1. Basic Order A = Merchandising Programs
B = Order Pay Terms Code

B
A

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Guided Procedures
1. Basic Order C = Dealer Order Type
(Differentiated Orders)

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Guided Procedures
1. Basic Order D = Compatibility Check

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Guided Procedures
2. Shipping Directions E = Freight & Routing Code F = Charge To Dealer Code
G = Ship To Dealer Code

E
E
E

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Guided Procedures
3. Order Notes H = Order Notes

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Guided Procedures
5. Export/Import Booking J = Port Of Exit
I = Port Of Entry

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Caterpillar Contacts
Matters Region Name Contact No.
By Request Form Only
CMOPS/Web- APD Orders Helpdesk Services
All
MOCS Issues APD_Orders_ [email protected]

APDNet  business tools

 Orders & Processes 
orders account information
Other Orders Issues All Caterpillar Order Analyst for dealers
https://apdnet.cat.com/cda/l
ayout?m=7860&x=7
Orders & Logistics – Desmond Chng
All +65-68287-283
Freight Issues [email protected]
Payment terms All Caterpillar District Finance Rep.
Caterpillar Machine Sales Support
SPAR/FOCUS All
Consultant

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This presentation material is available here:

https://apdnet.cat.com/cda/layout?m=18486
1&x=7&mode

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