Atlas Central Adf Manual v41 en Nsc-Imp

Vertrieb Teile und Zubehör
ADF
System Documentation
English
Version for NSCs and Importers
History
Version Date Author Changes
1.0 27.08.2009 Bajak Initial version
1.1 17.11.2009 Staffen Formatting, Translation
1.2 24.02.2010 Gemeinder, Barnolas Revise and adaptations for German Market
1.3 08.03.2010 Gemeinder Examples for Returns and Claims
2.0 18.06.2010 Gemeinder Adaptations
2.1 12.09.2011 Staffen Amendments for ATLAS Central
3.0 27.04.2012 Wichmann Complete Revision of ADF manual for ATLAS Central
4.0 21.05.2012 Gemeinder Adaption for NSCs and Importers
4.1 07.08.2012 Gemeinder Additional information for better Understanding
Parts Aftersales
Content
1 Introduction ....................................................................................................................3
2 System Log-in ................................................................................................................4
2.1 To Do List .................................................................................................................5
3 Ordering .........................................................................................................................7
3.1 Parts Order List.........................................................................................................7
3.2 Parts Ordering ..........................................................................................................9
3.3 PMP Ordering (Ordering of coded parts) ................................................................12
3.4 Sales Deals .............................................................................................................15
4 Inquiry ...........................................................................................................................17
4.1 Parts availability ......................................................................................................17
4.2 Backorder Inquiry....................................................................................................20
4.3 Parts Detail Order Inquiry........................................................................................21
4.4 Order Status Tracking Inquiry.................................................................................23
4.5 Error Log .................................................................................................................24
5 Reports .........................................................................................................................26
5.1 Returns and Reason Codes ....................................................................................26
5.2 Invoicing..................................................................................................................26
5.3 Shipment Content List ............................................................................................28
6 Returns and Claims .......................................................................................................30
6.1 Returns ...................................................................................................................32
6.1.1 Returns ATLAS YR10 ......................................................................................32
6.1.2 Retrieve Materials YR14 ...................................................................................34
6.2 Claims .....................................................................................................................34
6.2.1 Wrong shipment return YR20 ...........................................................................35
6.2.2 Wrong shipment keep YR21 ............................................................................36
6.2.3 Shipped overage return YR23 ..........................................................................36
6.2.4 Shipped overage keep YR24 ............................................................................36
6.2.5 Short shipment YR25 .......................................................................................37
6.2.6 Damaged Goods YR26 .....................................................................................37
6.3 Exchange Parts .......................................................................................................38
6.4 Packing Slip ............................................................................................................39
7 Tools and Tips ..............................................................................................................41
7.1 General Features ....................................................................................................41
7.2 List of Abbreviations ...............................................................................................43
ADF System Documentation 2 of 44

Parts Aftersales
1 Introduction
The program ATLAS (Advanced ParTs Logistics in After Sales) deals with the
implementation of the software SAP in the parts distribution of BMW Group. This includes,
amongst others, a system change for parts ordering.
Since 2005 many Distribution Centers and DMDCs in the world (Europe, USA, Canada)
have been switched to the SAP-based ATLAS system step by step. In 2013 the CDC
(Central Distribution Center) is scheduled for the conversion to ATLAS. This includes the
launch of the ATLAS Central SAP solution as a replacement for the AVS and Warehouse
systems as well as the complete replacement of GPOS and IPSPOS systems by the new
ADF system.
The ADF offers the following functionalities:
Ordering
• Parts Ordering (rush and stock orders)
• PMP Ordering (Production Memo parts, used to be FSI)
• Promotion Ordering
Inquiries
• Parts availability
• Back orders
• Detail Orders
• Order Status Tracking
• Order Error Log
Reports
• Returns and Reason Codes
• Invoicing
• Shipment Content List
Returns
• Creation of returns and claims
• Exchange Parts (AT)
• Packing Slip
This user manual describes how these processes are covered by ADF and provides best
practice tips for using the system.
In case that you should not be able to find one of the functionalities listed above, it is
possible that you do not need this functionality. In the case that you need it, please contact
your responsible contact person at BMW AG so that they can grant the according rights.

Parts Aftersales
2 System Log-in
You can reach ADF via web access on the BMW S-Gate Portal:
https://sgate.bmwgroup.com
After logging in with your user and password to S-Gate you will find the ADF entry in the
menu on the upper left side or in the “Fastlane”:
For the individual ADF screens there is a structured menu:
The structure of this manual is in line with this menu structure.
Using the area “Shortcuts” you can directly jump

to the most important screens.

Parts Aftersales
2.1 To Do List
The To Do List comprehends all incomplete tasks which have to be finished by the NSC/
Importer. These are tasks such as erroneous orders, claims and other errors, which have
been made in ADF in the previous days.
By clicking on the To Do list in the upper right corner it is opened. All tasks for a certain delivery
address can be viewed now.
Count: This is the number of new messages per part type, which are new.
Error messages which appeared on the screen once disappear from the screen.
You can display them again with the function [Show deleted items] and a click on [Refresh].

Parts Aftersales
Clicking on the dropdown menu [Select an operation] will restore the deleted items.

Parts Aftersales
3 Ordering
By using the menu item “Parts Ordering” you are able to create rush and stock orders for
different modes of transport.
After opening the related menu item you will first see a list of incomplete orders.
3.1 Parts Order List
ADF stores all newly created orders in this list. You can work with an order until you have
sent it to ATLAS Central. Afterwards no more change or cancellation –as usual- is possible.
If you still need to enter an order or cancel one, please contact your responsible partner at
BMW AG.
The following status messages are possible:

Incomplete The order can still be changed.
Send in Process The order has been sent to ATLAS, but there is no confirmation so
far. Orders with this status can only be displayed, but not be changed
anymore.
Sent to BMW The order has been successfully sent to ATLAS and a confirmation
is available. No errors have occurred.
Unsuccessful Send The order has been sent to ATLAS, but an error occurred that has to
be corrected. Afterwards, the order either has to be directly
corrected (Rush Orders) or has to be recreated with the correct order
data (only erroneous order lines for Stock Orders). A way to avoid
this problem would be to process an order simulation before sending
the order (description see below).
You can sort the lines in the work list according to the underlined headlines. A click on the
headlines sorts the lines descending or ascending. Furthermore, you can filter the list of

Parts Aftersales
orders based on different criteria offered in the upper part of the screen. You can also filter
certain data in the head of the screen. Just pick the preferred criteria, fill in the data you
know and click [Search].
Search Fields
Date All order are displayed which have been created from a defined date
onwards with your user number.
Part Number Exclusive display of all orders, which contain the specified part
number. The number has to be entered with 11 digits. Via the button
“Magnifier” you can search for part numbers (please go to

chapter 0Error! Reference source not found. for further details
on this function)
Location Reduction of the list to one location (only relevant for USA).
Dlr Order Nbr In order to search for a specific customer order number. For this
purpose there is the need to enter the complete order number.
Order Status You can reduce the displayed order to a certain status (see above.).
The default value is “Incomplete”. You can also display all orders
without filtering on a status.
Sales Order Nbr For the search of a specific BMW Order number. You have to enter the
complete number.
The display of the filtered list is triggered with the key [Search]. In order to process the
order or to see the details of the order you have to click the underlined order number.
Using the boxes in the left row you can select several orders. In addition to that there is the
possibility to mark all displayed orders with a click on the button [Select all]. Additionally,
you can deselect all orders with a click on the button [Clear all]. The number of selected

Parts Aftersales
orders is displayed on the lower left side. Using the buttons on the lower left side the
selected orders can be deleted, sent and printed.
3.2 Parts Ordering

Rush and Stock Orders are entered in the same screen.
Process at a glance:
1. Select Parts  Ordering  Parts Ordering in the menu
2. In the right corner below the list, click on [Create]
3. Enter your own order number (must be unique)
4. Choose Order Type
5. Choose Ship-to if more than one available.
6. Create order header by clicking on [Save]
7. Create order line data and save by clicking on [Create].
8. Where appropriate simulate ordering by clicking on [Simulate Order].
9. Send your order via [Send].
10. If needed, correct errors (for rush orders correct directly, for stock orders call your contact
partner or create new order).
11. You receive an order confirmation with a BMW order number.
With the help of the red arrow you can open a table in which you can create up to 10
order lines. By clicking on [Create] the lines will be transferred into the order.
Please be aware that the order will not be sent to ATLAS before you click the
according button [Send]!

Parts Aftersales
Entry fields
Ship to: Ship-To Address (in case you have more than one)
Ship via: Type of transport (e.g. Airliner, Parcel Service)
Separate Click if separate delivery of order lines requested
Part number 11-digit BMW part number
Qty Order quantity
Comment Comment (up to 45 characters)
ADF has a separate data base with parts order description and prices. After creating the
order line, additional information will be shown.
Display fields
Parts Description Material description
Ref. Unit Price Unit price per part in EUR (BVP)
Ext. Price EUR Complete price of all order lines in EUR
Total Qty Total quantity of all parts in this order
Total Ext Price Total sum in EUR
To check the order and get information regarding the parts availability, you can use the
function [Simulate Order]. Thus you can avoid an unsuccessful transmission of your order.
It is recommendable to use this function to avoid the necessity correct orders after sending
or to create a new order if the initial one contains errors. Additionally you can see the
availability of parts at once.

Parts Aftersales
After a click on the corresponding button in the lower part of the screen, the following
information from ATLAS will be available:
Display fields
Alloc. Expected allocated quantity
B/O Current back order quantity
SRC Warehouse location, from which the parts will be delivered
Possibly, you will receive the message that the order simulation has been sent to ATLAS
and is still in process. You can then check the status of the order in the order list.
The availability of parts is updated constantly. Thus you know at any time how many parts
are stored in the CDC. To process the order after the simulation, you need to click on [Edit
Order]. Order lines can still be edited after the creation. To calculate the totals again, you
have to click on [Save/ Recalculate]. To delete lines you can mark them with help of the
boxes next to the lines (left side) and click on [Delete]. To navigate to a different order you
can go back to the order list via [Back to List].
Only if you hit [Send] the order is transferred to ATLAS.
If a part is not available in the CDC, it will be converted to back order. The expected delivery
date will then be indicated in the screen “Back Order List” in the field “Estimated
Availability date” (see chapter 4.1).

Parts Aftersales
The processing in ATLAS is differing, depending on the order type.

Rush Orders will be directly processed and ADF will show you all errors that need to be
corrected before the order can be accepted on ATLAS side.
Stock Orders will be stored in ATLAS and the allocation only happens overnight. Possibly
occurring errors will be shown in the error log on the next day (see chapter 4.5). If for some
lines you will find indicated errors only these lines have to be created again in a further
order.
To avoid these additional steps, it is highly recommendable to execute the order simulation
before the sending and to correct directly possible errors in rush and stock orders.
Possible errors during the sending process may include:

Error Feedback from ATLAS Part is blocked after exhaustion. This means that your order
contains a blocked part. In this case, the order has to be
recreated for the erroneous parts with alternative part numbers.
Sent without Feedback Check status in the order list and contact your contact partner
at BMW AG.
3.3 PMP Ordering (Ordering of coded parts)
The abbreviation PMP stands for Production Memo Parts formerly known as FSI parts.
These are coded parts as well as all parts which need further information such as the
indication of the color, size, material etc. for ordering. The principle of ordering PMP parts
does not differ from the process explained above for Rush and Stock orders. You only have
to add the step to add information for the part depending on the External Material Group.
For new parts you need to enter, if possible, individual part numbers per variant so that in
most cases you only need to enter the vehicle identification number (VIN).
1. Select Parts  Ordering  PMP Parts Ordering in the menu
2. In the right corner below the list, click on [Create]
3. Enter your own order number (must be unique)
4. The contact is automatically retrieved from the data base when saving, but you should enter
a telephone number.
5. Choose Location if more than one available.
6. Create order header by clicking on [Save]
7. Create order line data and save by clicking on [Create]
8. Add further information in separate pop-up window and click [Save] here.
9. Send your order via [Send].

Parts Aftersales
10. If needed, correct errors directly.

Entry fields
Dlr Order Number Your unique order number
Contact Phone Phone number of contact person
Ship to Ship to location
Condition Shipping Condition
Qty Order quantity
Comment Comment (up to 15 characters)
Via the parts lookup tool (button “Magnifier” ) you will find the PMP code in the result
list (for further information on parts lookup please consult the hints indicated in chapter 0

Parts Aftersales
Tools and Tips). After clicking on [Create] a pop-up window opens and you can add the
information depending on the type of product. You will find fill-out hints in the pop-up
window and in the following table.

Parts Aftersales
PMP Product Memo Field (Length) Explanation

Code Group
05 Individual part VIN (7) The VIN needs to be entered and will be
checked by the system. In the case of
Text (10 lines with 80
“retrofitting” you need to enter further
characters each) information as text. Minimum entry: “#”
11 Mechanical key and VIN (7) One of the fields has to be entered. When
entering the VIN the system will determine
lock Key number (10)
the key number. When entering the key
number there is no system check.
12 Painted parts VIN (7) One of the fields has to be entered. When
Code (48) the code. When entering the code there is no
system check.
ATTENTION: for individual colors the code
409 will be displayed. In this case the real
code has be searched in ASAP and entered
into the Code field.
13 VIN independent Code (48) The code needs to be entered correctly. It

will be checked by the system.
material
14 Identification plates VIN (7) The VIN needs to be entered correctly. It will
be checked by the system. Further indication
Text formula (variable)
of information is optional.
15 Control units VIN (7) One of the fields has to be entered. When
Code (48)
the code. When entering the code there is no
system check.
18 EWS- key and lock VIN (7) The VIN needs to be entered correctly. It will
be checked by the system. The requirements
Name of the customer
for person related data are differently treated
(25) in depending on the country.
ZIP code (10)
Country key (3)
Vehicle owner (25)
Passport number (25)
19 EWS and mechanical: VIN (7) One of the fields has to be entered. When
unified lock Code (48)
system check.
21 Internal trim and Type (5) The entry is not checked by the system.
uphols. Year of construction (4)
Code (48)
Model (10)
Addition (50)
22 Floor mat (specific Quality (10) The entry is not checked by the system.
color) Code (48)
Model (10)
Addition (50)
23 Individual paints VIN (7) One of the fields has to be entered. When
Code (48)
system check.

Parts Aftersales
24 Uphols. leather color Color (10) The entry is not checked by the system.
Description of
manufacturer (10)
25 Ski and baggage box Color (10) The entry is checked by the system.
(specific color) Description of
manufacturer (10)
28 BMW online VIN (7) The entry is checked by the system.
29 KSK batch production VIN (7) The entry is checked by the system.
31 Code Nightvision VIN (7) The entry is checked by the system.
32 DVD area code VIN (7) The entry is checked by the system.
33 Code SWT ASAP VIN (7) The entry is checked by the system.
35 Ibac (VIN and mail) VIN (7), Only the VIN entry is checked by the system.
Email Address
85 Certification of Conf. VIN (7) The entry is checked by the system.
(CoC)
The PMP code is only needed for system internal processing and you do not need to enter
it in any place.
With a click on [Save] the pop-up window closes and the additional information will be
saved. The VIN is shown in the list of order lines. Next to the order lines, on the right side,
there is a button called [Details] via which the entered additional information can be
checked and edited at any time.
For the purpose of recalculating the sums you need to click on [Save/Recalculate]. To
delete order lines, mark them with the help of the boxes on the left side and click on
[Delete]. To work on a different order, you can use the button [Back to List] to jump to the
order list. Remember, only when you click on [Send], the order will be transmitted to
ATLAS. If the order is erroneous ADF will indicate it and you need to correct it right away
before ATLAS can accept the transmission (compare to rush order above).
3.4 Sales Deals

For the processing of sales deals ADF offers a separate screen. Information on conditions
for each sales deal will be provided by the BMW National Sales Company or by BMW AG
directly via mail or S-Gate (depending on the country).

Parts Aftersales
1. Select Parts  Ordering  Promotion Ordering in the menu
2. Click on the number or the title of the campaign in which you want to participate.
3. Enter your own order number (must be unique).
4. Enter the planned order quantity into the table.
5. Save via [Save & Recalculate].
6. Do any changes you need and save again via [Save & Recalculate].
7. Send your order via [Sent].
9. For the planned order quantities the system will automatically generate and execute orders
periodically.
Display Fields
Total Order Qty Total quantity of parts indicated to be ordered in the lines (is
automatically filled)
TT/MM/JJJJ For all date columns: Quantity of parts that you want to receive until this
point in time.
Total Promotion Value The total will be automatically calculated.

Parts Aftersales
4 Inquiry
In the menu „Inquiries“ you will find a collection of transactions that will give you
information on parts including prices and availability information, but with which you can
also make inquiries on order processing and status. Furthermore, you will find lists with
information on parts in back log as well as an order log for the order transmission.
4.1 Parts availability

The inquiry on parts availability shows information on prices and the delivery situation. You
can retrieve information on up to 10 parts at a time. For your support, you will find a search
functionality for part numbers.
In the parts availability screen you can see the prepacked quantity. It has nothing to do with
the minimum purchase.
Example
Part no. 7 609 963 prepacked quantity = 10, minimum purchase = 1
The minimum purchase can only be seen in the order simulation.

Parts Aftersales
1. Select Parts  Inquiry  Availability in the menu
2. Enter the parts number in the according field and add with [Add item] to the list.
3. If necessary use the magnifier for the search
4. Click [Submit Inquiry]
In the upper part of the screen a list is shown with the inquired order lines. For
supersession parts you will see a list when clicking on [SS+] with the supersession chain.
The newest part is listed at the bottom.
With a click on the parts number, the system will display the according pricing and
availability information in the lower part of the screen. The red arrow marks the active
part number.
Display Fields in the parts overview:

Parts number 11-digit BMW parts number
Description Material description
Inter Code Information in which direction the parts are interchangeable (see below)
Line Make Source B0 = Motorcycle, B1 = BMW Car, MI = Mini, C1 = C1

Parts Aftersales
Price EUR Dealer Base Price (BVP)

Natl. Qty Avail. Available quantity in the distribution centre (NSC or Central)
Campaign Part Indication if part belongs to a campaign (Y=Yes/ N=No)
Safety Data Sheet Safety data sheet in ASAP available (Y=Yes/ N=No)
Interchangeability
Both ways Old and new part can be used
Forward only Only the new part is allowed. The old part cannot be used anymore.
Empty No proposition
Display Fields for details

Parts number 11-digit BMW parts number
Coded Part PMP part (Y=Yes/ N=No)
Product class Product class (key available via ASAP)
Available quantity Available quantity in the distribution center (NSC or Central)
AG Quantity Available quantity in CDC
Car Tool Part Nbr Part number of company Car Tool
AG Est. Date For backorders in CDC: Date, for which the delivery in CDC is expected
SRC Quantity Avail Quantity available in Regional Distribution Center (RDC)
SRC Location Regional Distribution Center (RDC)
Sugg Retail Suggested Retail Price in local currency
Dealer Price Dealer Price
BD Dealer base difference (difference between suggested retail prices and
dealer price in percentage without decimal places)
Core Charge Core Charge for Exchange parts (see Error! Reference source not
found.)
Pre-Pack Qty Pre-Pack quantity
VAT Value Added Tax
NLA Not longer available (Y=Yes/ N=No)
Part Type Part type
Product Hierarchy Product Hierarchy
Returnable Ind Indicator if claimed parts may be sent back (Y=Yes/ N=No)
On Order There are orders created for this part (Y=Yes/ N=No). You can consult
further information for this order via the tab [Backorder Details].
The tab [Search] in the upper part of the screen leads you back to the entry screen for part
numbers. There, you can mark part numbers individually in the list and you can delete them

Parts Aftersales
via [Remove Item]. With the button [Clear All] you are able to delete all listed part numbers
once at a time.
The tab [Backorder Details] in the lower part of the screen leads you to the list of all orders
for which open backlogs exist linked to the part marked in the upper screen.
Display fields for Backorder Details

Parts number 11-digit BMW part number
Select Select for the printing via Button [Print Backorder Details]
Order Date Date of order creation
Qty Order quantity
Dlr Order Nbr Your specific order number
Sales Order Nbr BMW order number
Line Item Number Line item in the order
Order Type YOR = Stock Order, YVOR = Rush Order,
YSRD = SRD-Order
SRC Warehouse from which the delivery should take place
Loc Location of goods recipient
Delivery Block Indication when the delivery of the part is blocked by BMW
Estimated Availability Date on which the delivery is expected in the central warehouse. (Please
Date be aware that the parts could be allocated first to other dealers/NSCs
and Importers). This field might be empty if no data is available.
4.2 Backorder Inquiry

With the parts backorder inquiry you can display a list of parts for which orders with
backlog exist.

Parts Aftersales
1. Select Parts  Inquiries  Backorder in the menu
2. Via the pull-down list entries the list can be filtered on single locations/ship-tos. Click
on [Update] to apply the filter.
3. Mark particular part numbers (up to 10) in the boxes on the left side and click on
[Parts Avail]. This will lead you to the view which was described in the chapter above.
4. Click on one order number to obtain the details of the order below in the tab
[Availability Details] which are linked to the according part number.
4.3 Parts Detail Order Inquiry

When the document has been received in ATLAS, an order is generated. You can check
details for order tracking via Inquiries  Detail Order.
1. Select Parts  Inquiries  Detail Order in the menu
2. Enter your own (unique) order number, the BMW sales order number or the delivery number.
3. You can display a list of existing numbers with the help of the magnifier button .
4. Start the inquiry with [Search]

Parts Aftersales
You will see all documents belonging to the entered number. In the following example you
see two deliveries belonging to a BMW sales order number:
Display fields in order details:

Delivery Number Delivery Number (separate section for each delivery number)
Sales Order Nbr BMW sales order number
Dlr Order Number You unique order number
YOR = Stock Order, YVOR = Rush Order,
Order Type
YSRD = SRD-Order
Facing RDC Warehouse from which the delivery should take place
Ship via Carrier
Block/Rlse Date Block/Rise Date referring to the customer
Invoice Date Date of Invoice
Picked Date Date of Picking
Shipped Date Date of Shipping
Entry Date Date of order creation
Location Location of goods recipient
LN Order line
Open Qty Delivery quantity

Parts Aftersales
SRC Warehouse from which the delivery should take place

VIN Vehicle Identification Number
Invoice Invoice number
NLA Indication of obsolete part
Comments Comments, created during order creation
Rlsd B/O Marked, when delivery was a released backorder
4.4 Order Status Tracking Inquiry

The Order status tracking inquiry shows all orders (also from Wholesale systems) of one
goods recipient.
1. Select Parts  Inquiries  Order Status Tracking in the menu
2. Choose date (inquiries possible for specific days in this case)
3. Click on Delivery Number, Sales Order Number or your own order (unique) number to show
order details.
Display fields in order list:

Entry Date Date of order creation
Dlr Order Nbr Your unique order number
Delivery Number Delivery Number
Sales Order Nbr Sales Order Nbr
Source of delivery (for example CDC Dingolfing= Y190, RDC
SRC
Strasbourg = A187)
Rlsd B/O Marked, when delivery was a released backorder
Order Type YOR = Stock Order, YVOR = Rush Order, YSRD = SRD-Order
Picked Date Date of Picking

Parts Aftersales
Shipped Date Date of Shipping

Invoice Date Date of Invoice
Invoice Nbr Invoice Number
Ship via Carrier
Tracking Number Tracking order number of carrier
4.5 Error Log

ADF shows entry errors for rush orders directly after the sending and need to be completely
corrected, so that the system can accept them. For stock orders and orders from your
Wholesale system, the error check will be executed time-delayed. The results will be
shown in the error log which is created each night.
1. Select Parts  Inquiries  Order Error Log in the menu.
2. Click on Dlr Order Nbr to show order details.
3. Correct the errors based on the hints in the system.
4. You may return to the error list, mark the entries which you have corrected via the boxes on
the left side and delete them with the button [Delete].

Parts Aftersales
In the details view you will find different kinds of errors, for example that the customer
number does not exist in ATLAS, that materials are obsolete or not recognized or that the
customer may not be allowed to order certain part numbers. If you should have questions
concerning the error texts, please contact your responsible contact partner at BMW.

Parts Aftersales
5 Reports
Additionally, to the explanation of abbreviations, the menu entry “Reports” offers access to
invoices and loading lists.
5.1 Returns and Reason Codes

This menu entry shows a list of abbreviations, mainly from the area of returns and claims.
1. Select Parts  Reports  Returns and Reason Codes in the menu.
2. The list of return indications is displayed.
5.2 Invoicing
Via this menu entry you can display copies of invoices, credit and debit memos. The
original invoice will be sent with the delivery depending on the legal requirements in your
country. If you do not receive anything, this ADF functionality or the invoice archive
provides you with the invoice copy.

Parts Aftersales
1. Select Parts  Reports  Invoicing in the menu.
2. Enter known search criteria and click on [Search].
3. Mark invoice on the left side and click [View]
Current invoices will be automatically displayed. The search of the invoice can be done via
the menu. You can use different search criteria.
Search Fields:
Date Filter on invoices from a specific date on
Shipment Number Shipment number (information via carrier)
Part Number 11-digit BMW part number
Invoice Number Invoice Number
Sales Order Nbr BMW order number
Display Fields in the list:

Shipment Number Shipment number (information via carrier)
Invoice Number Invoice number
Invoice Type Invoice type (for example debit memo, credit memo, etc.)

Parts Aftersales
Invoice Date Invoice date

Last printed Date on which the document was last printed
Last Printed By User who printed the document last time
5.3 Shipment Content List

The electronic list of shipment contents includes detailed information about shipments,
collos and part numbers within one delivery.
The documents are provided to you in pdf format. Therefore you need to make sure that
the Adobe Acrobat Reader is installed on your PC.
1. Select Parts  Reports  Shipment Content List in the menu.
2. Mark one or more document numbers with the help of the boxes on the left hand side.
3. Click on the button [Print] for printing. When doing so, the system will log the printing date
and time as well as the user who created the print out.
Search Fields:
Date Filter on shipments from the indicated date until today
Shipment Number Shipment number (information by BMW)
Tracking Number Tracking order number of carrier
Part Nbr 11-digit BMW parts number
Invoice Number Invoice Number
Collo Number Collo Number (information by BMW)
Location Location of goods recipient (if more than one recipient)
Dealer PO Number You unique order number

Parts Aftersales

Shipment Number Shipment number
Invoice Number Invoice number
Invoice Type Invoice type (for example debit memo, credit memo, etc.)
Invoice Date Invoice date
Last Printed Date on which the document was last printed
Last Printed By User who printed the document last time

Parts Aftersales
6 Returns and Claims
A distinction is made between the following areas:
Returns (Chapter 0)
Returning of part, related to the BMW Group and that is both technically and optically in a
mint and saleable condition.
Claims (Chapter 6.2)

Parts, related to the BMW Group but in terms of quantity or quality do not meet the
requirements of the distributor.
All returns and claims are entered in a similar manner described in the following chapters.
On the first screen you are able to see all returns and claims created in the past.
Search Fields:
Date Filter on Returns and Claims from the indicated date until today
Part Nbr 11-digit BMW parts number
Dealer Return Nbr Your specific return number
Filter on a specific status (see below). The default selection is
Status „Incomplete“. You can also display all returns and claims independent
of the status.

Parts Aftersales

Dealer Return Nbr Your specific return number
Type Returns/Claims Type (for example YR10 Returns ATLAS)
Return Date Creation date of return/claim
Status Status (see below)
Line items Number of line items in the return/claim
The following statuses are possible:

The return/claim has not yet been sent to ATLAS and can still be
processed.
Incomplete This status can also mean that there was a mistake in the sending
process and that you need to process the return/claim again before the
ATLAS system can accept it.
The return/claim has been sent to ATLAS but there is no response so
far. Returns/claims in this status can only be displayed but not
processed anymore.
Sent to BMW
If this status does not change after one day please get in touch with
your ATLAS contact person to check if an error has occurred.
Approximately after one day, the assessment process for

In Process
returns/claims starts on BMW side.
The return/claim has been rejected. You can inform yourself about the
Rejected
reason on the detailed view of the document.
The goods receipt has been processed for this return/claim (if
Closed
necessary) and the credit memo has been booked.
All returns/claims are created in the same way. A description follows in the next chapters.

Parts Aftersales
6.1 Returns
Return Description Application Example Reference

type Chapter
YR10 Returns Is used when parts are An engine hood was 6.1.1
ATLAS sent back within a certain ordered but is not
period of time with a needed.
markdown.
YR14 Retrieve Is used when BMW asks A specific oil filter shall 6.1.2
Materials for a general return of parts not be used anymore and
for example to replace a is replaced by another
certain part. part.
6.1.1 Returns ATLAS YR10

With these return type parts can be returned at a discount within a specified period of time.
1. Select Parts  Returns  Returns and Claims in the menu.
2. At the bottom of the page, select: „YR10 Returns ATLAS‟.
3. Click [Create].
4. Assign your unique return number (=dealer return number).
5. Use the drop down box to specify the reason for the return (if different alternatives exist)
6. Enter invoice number or delivery number as a reference (manual input).

7. Click [Save].
8. Enter the return details (return lines) and click on [Create].
9. Select [Send].
10. If errors occur create new return order.
11. Send again via [Send].
Parts Aftersales
12. Wait for feedback.

13. Print shipping ticket and send the part back (1 day later).
The return number can be individually assigned; it just has to be unique.

Either on the invoice or the delivery number, the return/claim will be assigned
unambiguously. The reason for return must be specified in each case. You can check the
available reasons in the menu Reports  Returns and Reason Code (see chapter 5.1).
The following is valid for all returns and claims:

Although multiple part numbers can be entered per returns request, the selected return
reason is valid for all the part numbers. The input can always be changed. Once the request
has been sent the reason will be fixed and is then permanent.
Entry fields for return delivery:

Part number 11-digit BMW part number (part description is determined by the system)
Quantity Return quantity
Line # Line number on the invoice or delivery note
Comments Comment (Up to 45 digits)
Within the return details the part numbers and quantities which are the matter of the return
(or claim) are entered. Again the exact part numbers are found with the help of the
magnifier button. The part description is determined by the system. You have to enter the
exact line number of the invoice so that the system is able to assign the part to the invoice
in a clear way. In the comment field an individual comment can be entered per part.
With [Create] the entered request position will be saved. Subsequent changes will be
saved with [Save]. Individual items can be marked with the help of the boxes on the left
hand side and deleted with [Delete].
Parts Aftersales
With [Send] the request will be transmitted to BMW. Press [Back to List] to get back to the
work list.
Returns and claim requests of BMW are checked automatically or by an employee. The
result of this test is reported to ADF and displayed at the bottom of the request. To some
extent codes may be used. For the explanation of these reason-codes see chapter 5.1.
6.1.2 Retrieve Materials YR14

You can enter this return according to the given description above for Returns ATLAS
YR10 (see chapter 6.1.1).
6.2 Claims
We distinguish the following types of claims:
Claim Description Application Example Reference
type Chapter
YR20 Return of Used when the ordered 4 brackets are ordered 6.2.1
wrong part number has not been and invoiced. Instead in
deliveries supplied and the wrong the delivery 4 spacer
delivery should be rings are included that
returned. have not been ordered.
The spacer rings are to
be returned.
YR21 Keep wrong Used when the ordered 4 brackets are ordered 6.2.2
deliveries part number has not been and invoiced. Instead in
supplied but the received the delivery 4 spacer
parts should will be kept. rings are included that
have not been ordered.
The spacer rings should
be kept.
YR23 Return Used when more parts 4 brackets are ordered 6.2.3
overage than ordered are delivered and invoiced. The
delivery (overage delivery) and delivery includes 6. The
when these excess parts excess 2 brackets should
need to be returned. be returned.
YR24 Keep overage Used when more parts 4 brackets are ordered 6.2.4
delivery than ordered are delivered and invoiced. The
(overage delivery) and delivery includes 6. The
when these excess parts excess 2 brackets should
will be kept. be kept.
Parts Aftersales
YR25 Short Used when less parts than 4 brackets are ordered 6.2.5
shipment ordered are delivered and invoiced. The
(short shipment). delivery only includes 2.
For the missing 2
brackets a credit note
has to be created.
YR26 Damaged Used when some or all of 4 brackets are ordered 6.2.6
parts the ordered parts are and invoiced. The parts
damaged. received are damaged.
The approach and entry forms for the different types of contracts are similar to the
complaint entry of returns.
1. Select Parts  Returns  Returns and Claims in the menu.
2. At the bottom of the page, select the relevant return type (e.g. „YR20 Wrong Shipment ret‟).
3. Click [Create].
4. Assign your unique return number (=dealer return number).
5. Use the drop down box to specify the reason for the return (if different alternatives exist).
6. Enter invoice number of delivery number for reference (manual input).

7. Click [Save].
8. Enter the return details (return lines).
9. Select [Send].
10. If errors occur create new return order
11. Send again via [Send].
12. Wait for feedback.
13. Print shipping ticket and send the part back (1 day later).
In the following only the individual steps and entry fields which are specific to the according
order type will be explained in details.
6.2.1 Wrong shipment return YR20
For this complaint type please take care to enter the following information:
 Enter adequate return reason in order header.

Parts Aftersales
 Ordered part number and quantity; with invoice reference.

 Part numbers that have been delivered and will be returned.
Ordered part number Ordered quantity Line Nbr in Invoice Part number that was delivered
(as invoiced) Text field for comments
6.2.2 Wrong shipment keep YR21
 Ordered parts number and quantity; with invoice reference.
 Part numbers that have been delivered and are to be kept.
Ordered part number Ordered quantity Line Nbr in Invoice Part number that was delivered
(as invoiced) Text field for comments
6.2.3 Shipped overage return YR23
 Ordered parts number and quantity that were over delivered and need to be returned; with
invoice reference.
 In this case no part number is entered in the field “Received PartNbr”.
Ordered part number Overage delivery quantity Line Nbr in Invoice Field not to be filled
(quantity to be returned) Text field for comments
6.2.4 Shipped overage keep YR24

 Ordered parts number and quantity that were over delivered and need to be kept; with
invoice reference.
Ordered part number Overage delivery quantity Line Nbr in Invoice Field not to be filled
(quantity to be kept) Text field for comments

Parts Aftersales
6.2.5 Short shipment YR25

 Ordered parts number and quantity that were not delivered and need credited; with invoice
reference.
Ordered part number Short delivery quantity Line Nbr in Invoice Field not to be filled
(Qantity to be credited) Text field for comments
6.2.6 Damaged Goods YR26

 Enter adequate return reason in order header and dependent on that also the Detail Error
Field:
 Ordered parts number and quantity that were not delivered but are damaged; with invoice
reference.
 Filling in the comment field is mandatory; an error code and a description of the damaged
material needs to be entered.
Ordered part number Damaged delivery quantity Line Nbr in Invoice Field not to be filled Text field for Error Description
(quantity to be returned) Text field for comments
Click on the Detail Error field enter an alternative for the error in the pull-down field and the
description of the damaged materials and click on [Save]
As today, you can also send images to your contact partner at BMW AG.

Parts Aftersales
6.3 Exchange Parts

Certain old parts can be returned to BMW. Some of those parts require a deposit. This
means that when getting the parts a certain amount will be invoiced and charged to your
account. This amount will be credited as soon as you are sending a used unit with this part
number back to BMW.
1. Select Parts  Returns  Exchange Parts in the menu.
2. A list of all exchange parts in your warehouse is displayed.
3. Filter on part number (11-digits) and Click on : Part number is displayed in the
first line of the list
4. Enter the amount to be returned in the field „Qty to return“
5. Click to start the return process.
6. When the return has been approved by BMW, you can print the Return Slip and
add it to the shipment (Information on that can be found in the 2Do List).
7. Prepare the parts for shipping according to the guideline in ASAP (i.e. drain the oil
on engines, take away add-on pieces) and pack everything adequately.
8. The shipment is sent to the according department and the goods receipt is
booked.
9. If you paid a deposit on the part, you will get a credit note.
Display fields in the exchange parts list

Part number BMW part number 11-digits
Description Part description
Deposit price in EUR Deposit price; the price that will be credited after returning the part
to BMW
Invoice No. Invoice number of the invoice with which the part has been

Parts Aftersales
delivered.
Invoice date Date of the invoice with which the part was delivered
FIN/ VIN Vehicle Identification number
Handled quantity Quantity of the part number on stock
Pending Quantity of the according part number in the return process
6.4 Packing Slip

Under this menu you will find all documents that are required for returns.
1. Select Parts  Returns  Packing Slips in the menu.
2. Select „Dealer return number‟ to view a document
3. Select one or more documents by ticking the boxes on the left and print via [Print].
When the parts have been accepted by BMW the delivery note can be printed and returned
with the parts.

Parts Aftersales

Parts Aftersales
7 Tools and Tips
7.1 General Features

In the following section, tips are given for the use of ADF and functions that are used in
different menus.
Searching for parts

As there is now consistent material master data in all the countries, you need to enter the
11-digit part number to avoid a double use of part numbers in different countries.
Therefore ADF requires the input of the 11-digit part number. If this is not known, the
magnifier button next to the entry field helps to search for it.
This leads to a pop-up in which a partial part number or description can be entered.
The 11-digit part number can be found on the basis of the 7-digit part number:
1. Enter the 7-digit part number.
2. Click on the magnifier.
3. The search pop-up will open and an 11-digit part number is displayed.
4. Click [Select]. The 11-digit part number is transferred to the previous screen.
Print
In every ADF screen there is a [Print] button. With this every search can be displayed in a
print version and printed if necessary
Help
The help function is opened by clicking either on the question mark or [Help] on the top
right of the screen.
A new window opens in which advice can be found for the use of the relevant screen.

Parts Aftersales
Control buttons
 One step further
 One step back
? Help searching
Detailed information on
i
operation
All steps in a table
Common mistakes
Double order number The repeated use of the same numbers on the system side is
not allowed. There must be a different part number selected.
Part number too short Look for a part number in the search function, if it is not
complete.
Part number is not in ADF Search the part number by description (maybe the part number
database has been replaced).
Part number is valid, but Search the part number by description.

incorrect MG/ SG (main
group/subgroup)
General ATLAS error Click [Back] and try again. If the error occurs again, close all
windows and log in again. If this does not solve the problem,
please contact your responsible contact partner at BMW AG.

Parts Aftersales
7.2 List of Abbreviations

ADF ATLAS Dealer Frontend – Application for dealers to order parts
ATLAS Advanced ParTs Logistics in AfterSales
AVS ArbeitsVorratsSystem – the system for processing orders in CDC Dingolfing
DMDC Dealer Metropolitan Distribution Center – Small warehouse near major cities
DMS Dealer Management System
DC Distribution Center
ETK Electronic Parts Catalogue
FI Finance
GPOS Group Parts Ordering System
IPS/ IPSPOS International Parts System/
International Parts System Parts Ordering System
PMP Production Memo Part – coded parts (for example: control devices, keys,
painted parts)
RDC Regional Distribution Center
SAP Name of the software manufacturer
SCE Supply Chain Execution
SCP Supply Chain Planning
SRD Supplier Replenishment Dealership
WM Warehouse Management
ZTA (= CDC) Central Delivery Center

Atlas Central Adf Manual v41 en Nsc-Imp

Încărcat de

Informații document

Descriere originală:

Titlu original

Drepturi de autor

Formate disponibile

Partajați acest document

Partajați sau inserați document

Opțiuni de partajare

Vi se pare util acest document?

Este necorespunzător acest conținut?

Drepturi de autor:

Formate disponibile

Atlas Central Adf Manual v41 en Nsc-Imp

Încărcat de

Drepturi de autor:

Formate disponibile

Vertrieb Teile und Zubehör

ADF System Documentation 2 of 44

ADF System Documentation 3 of 44

For the individual ADF screens there is a structured menu:

The structure of this manual is in line with this menu structure.

Using the area “Shortcuts” you can directly jump

ADF System Documentation 4 of 44

ADF System Documentation 5 of 44

ADF System Documentation 6 of 44

3.1 Parts Order List

The following status messages are possible:

ADF System Documentation 7 of 44

“Magnifier” you can search for part numbers (please go to

ADF System Documentation 8 of 44

3.2 Parts Ordering

ADF System Documentation 9 of 44

ADF System Documentation 10 of 44

Only if you hit [Send] the order is transferred to ATLAS.

ADF System Documentation 11 of 44

The processing in ATLAS is differing, depending on the order type.

Possible errors during the sending process may include:

3.3 PMP Ordering (Ordering of coded parts)

ADF System Documentation 12 of 44

10. If needed, correct errors directly.

ADF System Documentation 13 of 44

ADF System Documentation 14 of 44

PMP Product Memo Field (Length) Explanation

13 VIN independent Code (48) The code needs to be entered correctly. It

ADF System Documentation 15 of 44

31 Code Nightvision VIN (7) The entry is checked by the system.

3.4 Sales Deals

ADF System Documentation 16 of 44

ADF System Documentation 17 of 44

4.1 Parts availability

The minimum purchase can only be seen in the order simulation.

ADF System Documentation 18 of 44

Display Fields in the parts overview:

ADF System Documentation 19 of 44

Price EUR Dealer Base Price (BVP)

Display Fields for details

ADF System Documentation 20 of 44

Display fields for Backorder Details

4.2 Backorder Inquiry

ADF System Documentation 21 of 44

4.3 Parts Detail Order Inquiry

ADF System Documentation 22 of 44

Display fields in order details:

ADF System Documentation 23 of 44

SRC Warehouse from which the delivery should take place

4.4 Order Status Tracking Inquiry

Display fields in order list:

ADF System Documentation 24 of 44

Shipped Date Date of Shipping

4.5 Error Log

ADF System Documentation 25 of 44

ADF System Documentation 26 of 44

5.1 Returns and Reason Codes

ADF System Documentation 27 of 44

Display Fields in the list:

ADF System Documentation 28 of 44

Invoice Date Invoice date

5.3 Shipment Content List