These are some of the ways Evopos can integrate with Yamaha systems to help you to become more efficient and productive. Please contact us if there are any other ways we can help.
Yamaha Price Books
The latest Yamaha price files can be downloaded from the Yamaha DealerNet web site or from our Evopos Help Desk (if subscribing to Price Books).
There are three common formats of file.
•Yamaha format (starts with P)
•OPEA format (starts with Q)
•Evopos CSV format (starts with AU) - Combines multiple Parts files into the one file, Accessories still separate as normally need to price on original margin
Evopos can import any of these formats by selecting Items / Price Books / Maintenance. When you import the price files you have the option to specify and store an additional markup. This can be based on Retail or Cost price. Some dealers like to add a margin to cover freight etc. If there is not a Price Book already set up you can create one in Settings / Stores. Often there are multiple files to Import. Accessories are normally in a separate Price Book as there is not normally an additional margin. If there are multiple files to import for Parts you need to ensure the ‘Delete existing records first’ option is ticked on the first one and un-ticked on subsequent ones.
Once the prices in the Price Book are as you want them you should use these prices to update your prices in the Stock file by selecting Items / Price Books / Maintenance / Update Stock (Store).
•Part numbers should all be 12 digits long without any dashes in both the Stock table and the Price Book. This way if you enter the number with less digits or with dashes it will still find it.
•You should also keep the last number in any superseding chain in your Stock table so if you enter an earlier number it will find the last number from the price book.
•Make sure you Price Book has a default Category set (Settings / System / Stores)
•Make sure your Category has a default Supplier set (Items / Categories)
•Once you have imported a price file you would normally use it to automatically update any Yamaha parts in your stock file (mainly Retail but also options for Supersede No, Description and Cost. Note, you would not normally update Cost as the Cost should be what you originally paid for the item and this would increase the value of your stock which can affect profits.
Electronic Parts Catalogues (YPIC EPC)
Evopos can import a parts list selected in YPIC. This saves time and keying errors and also ensures we always check our stock availability before ordering.
In YPIC make sure it is configured to have the Send Parts to DMS option (You may need to upgrade to a later version if you have a really early version).
Initial Setup Evopos for EPC linking
In Evopos, on each computer that uses the Yamaha EPC (YPIC) select Settings / Workstation and set ‘Yamaha EPC File name’ to the file name the EPC creates. The file name is normally ‘C:\DEALER\o9999991.001’ (Where 999999 is your 6 digit Yamaha Account Code).
Export selected parts in YPIC
Select parts as normal in YPIC EPC. When you have finished select the ‘Complete Order / Send to DMS’ icon (Normally a Page with a hand on it), this should bring up a window where you should set the OrderNo to: 1 and set the Order Method to anything (We select the order method when producing the Purchase Order). This should create a file as set above, eg: ‘C:\DEALER\o9999991.001’
Import selected parts into Evopos
Switch back to the Sales screen in Evopos (Tip: You can press Alt+Tab to switch windows). Then make sure the cursor is in the Part No entry and press the Enter key.
Evopos will then look for the above file and if found it will prompt you if you want to Customer Order any item you do not have in stock. For example: if just doing an estimate you would normally select ‘No’ (lines with no stock will be coloured Blue). If a customer was ordering parts or you were booking them to a job, you would normally answer ‘Yes’ and then any parts not in stock would be Customer Ordered.
The parts should then appear on the sales screen and you can select to Invoice or Book to Job etc. Note: Lines are only Customer Ordered when you print the transaction.
You can create a Purchase Order at any time which can automatically bring up customer orders and / or low stock.
Send Purchase Orders to Yamaha electronically
Evopos can send Purchase Orders electronically (EDI) directly to Yamaha to save time and help avoid errors re-keying part numbers.
In Evopos, select Contacts, select the contact record that you will use on the Purchase order (eg: Yamaha Australia’. Then select the ‘Sales’ tab and set the Account number as follows: ‘EDIYAMAU999999’
(where 999999 is your 6 digit Yamaha account number)
Sending the Order
Create the Purchase order in Evopos as normal. When you save a Purchase Order the default option should be ‘Send to File’ and a file will be created eg: C:\Dealer\Orders\O9999991.ORD
You can then select the Upload Order file option from the Yamaha DealerNet web site
Yamaha Excellence Reports (Composites)
To comply with the Yamaha Excellence program you will need statistics and data from different sections of your business. This can normally very time consuming to produce, however Evopos can producing a single report and file with the information in a specific format.
To produce select Accounts, from the Quick Reports drop down select Yamaha Excellence, select ‘Go’ and confirm the appropriate dates.
This report may be subject to change