Bulletin No.

2009-55
To: Service Manager/Fixed Operations Director

Subj: BMW & MINI TeileClearing Administrative Payment

Configurations for Reynolds ERA DMS

Date: May 2009

BMW NA and Reynolds and Reynolds have worked together to provide you a simple
method to more easily manage the TeileClearing (TC) Administrative Payments for
your technicians (Refer to Service Information Bulletins: BMW B010107 and MINI
M010507). This document will provide details illustrating the changes required in
your Reynolds and Reynolds ERA DMS and the proper processes to pay the approved
TC Administrative Payment to your technicians. Included in this document are:
• Instructions on setting up a Miscellaneous Code that will be used to track when a
technician is to be paid an approved TC Administrative Payment after submitting
a valid TC case in PuMA.
• Instructions on assigning the Miscellaneous Code to a job line in the repair order
final billing screen
• Instructions on how to run the Report Generator report to list the TC
Administrative Payments recorded for a selected time period.

The changes in this document are provided as suggestions to assist you in ensuring
your technicians are paid accordingly as well as minimizing the administrative effort
at the dealership level.

Process Summary
The TC Administrative Payment received from BMW NA is paid to the technician as
an incentive for submitting a valid TC case in PuMA right the first time.

In order to receive the TC Administrative Payment, the technician must submit a

valid TC case in PuMA for authorization to replace a TC part under warranty. When
the TC Administrative Payment is approved, dealer can claim 1 Flat Rate Unit (FRU)
using this specific labor operation: 00 58 677. The warranty claim for TC part
replacement will be rejected if it does not have a prior approval in PuMA.

In order to track the TC Administrative Payment, it is suggested that a miscellaneous

code be recorded on the repair order for each job qualifying job. A Report Generator
report can then be run to list the technicians eligible for the TC Administrative
Payment. This report will allow you to choose starting and ending dates to report on
which will allow you to pay these incentives on your internal schedule such as
reimbursing on each pay cycle or once monthly.

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Note: Before the Report Generator will work, the file containing the miscellaneous
codes applied to a repair order will need to be modified by Reynolds and
Reynolds.

Please contact the Reynolds and Reynolds Technical Assistance Center to have the
changes made for the “TC Administrative Payment” report.

To reach the TAC by phone:

1. Call 1-800-767-0080

2. Select option 1 (dial by executable).

3. Enter 6910 as the executable number.

4. Select option 2 for parts and service reporting.

You can also use the Reynolds and Reynolds Online Support site
(https://my.reyrey.com) to submit an eTicket for the Advanced Reporting
Subcategory to have the changes made.

Miscellaneous Code Set Up

In order to record the TC Administrative Payment, a miscellaneous code needs to be
established and applied at the job level. To create a miscellaneous code, do the
following:
Menu Access
Service System Main Menu (3000)
Service Invoicing Main Menu (3600)
Specifications Menu (3620)
R/O Sales – GL Distribution Menu (3635)
Misc. Codes / Split Sales (3631)

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 1. Access the Misc. Codes / Split Sales screen (3631).

2. At Split Sales (Y/N) enter N.

3. At Miscellaneous Code enter TC.

Note: This can be any code you will easily recognize as the one used for the TC
Administrative Payment.

4. At Description enter ADMIN PAYMENT.

Note: This can be any description you will easily recognize as the one used for
the TC Administrative Payment.

5. At TAX (N OR T) enter N.

6. At ACCOUNT NUMBER enter any account number.

Note: No dollars will be associated with this miscellaneous code.

7. At CREDIT/DEBIT (C OR D) enter C.

8. At DEFAULT $ AMOUNT enter O.

Note: This will automatically populate DEFAULT % AMOUNT with $ ITEM and
% CALCULATIONS (L/P/T) with NOT PERCENTAGE CALCULATION.

9. At MINIMUM $ AMOUNT enter 0.

10. At MAXIMUM $ AMOUNT enter 0.

11. At AUTOMATIC CALCULATION (Y/N) enter N.

12. At REQUIRE PASSWORD (Y/N) enter Y if you want to control entry of this
miscellaneous code by password.
Note: This will require you to set up a password in 3630 (Service Passwords).

13. At USER I.D. PERMISSIONS (Y/N) enter Y if you want to limit entry of this
miscellaneous code by User Id.

14. From the command line, enter E to save your entry.

Miscellaneous Code Entry

In order to track when a TC Administrative Payment is to be paid, a miscellaneous
code needs to be entered in 3651 (R/O Close Out) for each BMW NA authorized job.
To apply a miscellaneous code, do the following:
Menu Access
Service System Main Menu (3000)
Service Invoicing Main Menu (3600)
Service Billing Menu (3650)
R/O Close Out (3651)

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 1. Access the R/O Close Out screen (3631).

2. At R/O NO. use one of the available search methods to locate the repair order
for which you are paying a TC Administrative Payment.

3. At the command line enter 8 to access the Misc Code Entry screen.

4. At the command line enter A to add a new miscellaneous code.

5. At J# enter the job number for which you are paying the TC Administrative
Payment.
Note: You should not use the A (All Jobs) option.

6. At CODE enter TC or the code you used to identify the TC Administrative

Payment in 3631.
Note: This will fill the Description field, T/N field, % amnt field.

7. At CWI enter W.

8. At PRICE press ENTER.

9. At J# press ENTER.

10. From the command line, enter E to save your entry.

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Report Generator – Set Up Report
In order to list the repair orders for which a TC Administrative Payment is to be paid,
you will need to create a report in the Report Generator. To create the report, do the
following:
Menu Access
Service System Main Menu (3000)
System Director Main Menu (6000)
General Systems Utilities (6900)
Report Generator (6910)

1. Access the Report Generator screen (6910).

2. At Report Name enter TC ADMIN PAYMENT.

Note: This can be any description you will easily recognize as the one used for
the TC Administrative Payment.

3. At File Name enter WIPMISC.

4. At Report Type enter SORT.

5. At ENTER FIELD(S) TO SORT BY enter TECH#.

6. At Select Sort Sequence enter A (Ascending).

7. To enter selection criteria, do one of the following:

A. Select Miscellaneous Code

1. At Field enter Miscellaneous Code #. You can also pick #14 from the
list that appears when a “?” is entered at the field prompt.

2. At Condition enter = (EQUAL). You can also pick #1 from the list that
appears when a “?” is entered at the condition prompt.

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 3. At Value enter [TC] or the code you used to identify the TC
Administrative Payment in 3631.

Note: the square brackets ([]) must be entered as part of the value.

4. At And/Or enter AND.

B. Enter Date Range

1. At Field enter W&I CLOSE DATE~. You can also pick #33 from the list
that appears when a “?” is entered at the field prompt.
Note: In order for an invoice to appear on the report all sale types
present on the repair order must be closed.

2. At Condition enter >= (GREATER THAN OR EQUAL). You can also pick #2
from the list that appears when a “?” is entered at the condition prompt.

3. At Value enter <<START DATE>> so that you will be prompted for

starting date when you run the report.

4. At And/Or enter AND.

5. At Field enter W&I CLOSE DATE~. You can also pick #33 from the list
that appears when a “?” is entered at the field prompt.
Note: In order for an invoice to appear on the report all sale types
present on the repair order must be closed.

6. At Condition enter <= (LESS THAN OR EQUAL). You can also pick #5
from the list that appears when a “?” is entered at the condition prompt.

7. At Value enter <<END DATE>> so that you will be prompted for ending
date when you run the report.

8. At And/Or press ENTER.

8. At Enter Column Headings enter the following:

RO#;W&I CLOSE DT~;JOB#;TECH#;MISCELLANEOUS CODE #;+COUNT~

Note: you can also select the field numbers 18, 33, 8, 28, 14 and 4 from the list
that appears when a “?” is entered at the Enter Column Headings prompt.
Be sure to insert a plus sign (+) before COUNT on the column heading
line.

9. At ENTER DESCRIPTION FOR TOTAL LINE enter COUNT.

10. At PRINT TOTALS ONLY enter N.

11. At Enter Field(s) to break on enter TECH#.

12. At Change page at each break (Y/N) enter N.

13. At Enter Special Format (Y/N) press ENTER.

14. From the command line, enter S to save your entry.

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Report Generator – Run Report
In order to list the repair orders for which a TC Administrative Payment is to be paid,
you will need to run the report in the report generator. To run the report, do the
following:
Menu Access
Service System Main Menu (3000)
System Director Main Menu (6000)
General Systems Utilities (6900)
Report Generator (6910)

1. Access the Report Generator screen (6910).

2. At Report Name enter TC ADMIN PAYMENT or the name you used to identify
the report when you built it in 6910.

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3. If the report is present, the fields will be populated and the cursor will be
positioned at the command line.

4. At the command line enter O to show on screen or P to print.

5. At START DATE enter the first date you want to report on.
Note: This is the Warranty and Internal Post Date.

6. At END DATE enter the last date you want to report on.
Note: This is the Warranty and Internal Post Date.

7. Press ENTER when report is complete.

8. At the command line enter B to exit to menu.

Online Support
You can also locate this bulletin on Online Support. Go to https://my.reyrey.com and
enter your Login information or click Help for assistance. Click the Online Support
tab. Enter bulletin number 2009-55 in the Search box and click Go to locate the
bulletin.

If You Have Any Questions

If you have any questions or need more information, please contact your Reynolds
and Reynolds Technical Assistance Center Representative.

Sincerely,

The Reynolds and Reynolds Company

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