Preparing and Submitting Your UCS PBD Inventory File to OEC

KB Article #2914

If your dealership uses a UCS Dealer Management System (DMS) and you subscribe to PartsBrokerDirect, OEC can receive parts inventory information from your dealership's DMS for use in our solutions. Important: Please keep in mind that the instructions below are designed to act as guide. Variations such as system software updates, site-specific system customization, etc. may not be reflected in these instructions. For specific information on report generation, please contact your DMS representative for assistance.

Information is extracted out of a UCS system by running certain reports against the UCS database, saving those reports, and then uploading the reports to OEC. In order to provide OEC with the information needed for PartsBrokerDirect, you will need to create and upload two reports--one for stocked parts and one for non-stocked parts.

Select a topic below or scroll down for complete information:

• Create Your Stock Report
• Create Your Non-Stock Report
• Export The Reports
• Submit Your Inventory File to OEC

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Creating your UCS Stock Report 

1. From your UCS Home Page, click Applications.
   
2. Click Options and then click Parts.
3. The PTS Control window will display, click MIA Report Setup.
   
4. The MIA Report Lookup window will display. Click Close to create a new report.
   
5. Click File and then Add Record.
   
6. Type a Report number in the field provided (Example: 100). Note: Reports in the system cannot have the same number.
   
7. Click Add.
8. Type OEC Stock Parts in the Description field.
   
9. From the Options tab, select Part Number from the Sort Field drop-down.
   
10. Under Special Report Options, leave all boxes unchecked.
11. Click the Select Criteria 1 tab and verify all fields are blank.
    
12. Click the Select Criteria 2 tab.
    
13. Select No from the Non-Stock drop-down.
14. Click the Select Criteria 3 tab.
    
15. Verify all fields on this screen are blank.  
16. Click the Print Format tab.
17. Use the Add button to move the following fields to the Selected Fields box in the order listed below. (If any fields are already present in the Selected Fields box, use the Remove button to delete.)
    • Part  
    • Source  
    • On-Hand  
    • Outstanding  
    • Entry  
    • Last Sale Date  
    • 12 Month Sales  
18. Type the following field character size in the Length box for each field:
    • Part: 20
    • Source: 2
    • On-Hand: 4
    • Outstanding: 4
    • Entry: 8
    • Last Sale Date: 8
    • 12 Month Sales: 4
19. Use the icon to select the appropriate data type from the Edit box:
    
    
    • Part: C
    • Source: UT
    • On-Hand: LT
    • Outstanding: LT
    • Entry: D/
    • Last Sale Date: D/
    • 12 Month Sales: LT
20. Click Add (or press F12 on the keyboard) to save the new report.
    

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Creating your UCS Non-Stock Report  

1. Click MIA Report Setup.  
   
2. The MIA Report Lookup window will display. Click Close to create a new report.
   
3. Click File and then Add Record.
   
4. Type another Report number in the field provided (Example: 100). Note: Reports in the system cannot have the same number.  
   
5. Click Add.
6. Type OEC Non-Stock Parts in the Description field.
   
7. From the Options tab, select Part Number from the Sort Field drop-down.
   
8. Under Special Report Options, leave all boxes unchecked.
9. Click the Select Criteria 1 tab and verify all fields are blank.
   
10. Click the Select Criteria 2 tab.  
    
11. Select Yes from the Non-Stock drop-down.
12. Click the Select Criteria 3 tab.
    
13. Verify all fields on this screen are blank.  
14. Click the Print Format tab.
15. Use the Add button to move the following fields to the Selected Fields box in the order listed below. (If any fields are already present in the Selected Fields box, use the Remove button to delete.)
    • Part  
    • Source  
    • On-Hand  
    • Outstanding  
    • Entry  
    • Last Sale Date  
    • 12 Month Sales  
16. Type the following field character size in the Length box for each field:
    • Part: 20
    • Source: 2
    • On-Hand: 4
    • Outstanding: 4
    • Entry: 8
    • Last Sale Date: 8
    • 12 Month Sales: 4
17. Use the icon to select the appropriate data type from the Edit box:
    
    
    • Part: C
    • Source: UT
    • On-Hand: LT
    • Outstanding: LT
    • Entry: D/
    • Last Sale Date: D/
    • 12 Month Sales: LT
18. Click Add (or press F12 on the keyboard) to save the new report. You are now ready to schedule your reports.
    
     

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Exporting Inventory Reports 

1. Click Go To.
2. Click Home Page.
3. From your UCS Home Page, click Reports.
4. Under Report Access, type MA in the Job ID box.
   
5. Type the Report Number you gave the OEC Stock report in the provided field and click the search icon.
   
6. Click Request. 
   
7. Type the Report Number you gave the OEC Non-Stock report in the provided field and click the search icon.
   
8. Click Request. 
   
9. Click the Jump to ERM option.  
10. Click the Completed Reports tab to view your reports.
    
11. Locate your OEC reports and then double click each to open.
12. Click File.
    
13. Click Save and select Local PC from the drop-down.
14. Both files will download to your UCS system's preconfigured folder. This is typically either the C:\Ucc\Download or the C:\Ucc\Pcattach folder. Open this folder to view your files.
    
15. Right click on each file to rename as instructed by OEC. Files should use the following convention:
    • Stocked Parts: The file must be named PubIDstock. The PubID is provided to you by OEC. (Example: 00123stock)
    • Non-Stocked Parts: The file must be named PubIDnonstock. The PubID is provided to you by OEC. (Example: 00123nonstock)

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Submitting Your Inventory Files to OEC

After exporting and renaming your inventory files, they must be uploaded to the OEC. Note: Files that are larger than 95 megabytes (MB) will be rejected by the system.

To upload your file to the Inventory Management website:

1. Using your internet browser, access http://inventorymanagement.oeconnection.com/File.
2. The Log On As window will display. Type in your OEC Username and Password (the same one you use to log into OEC solutions) into the fields provided. Note: You will need to use your D2DLink login information--and not the FTP credentials--to access the Inventory Management website.
   
3. Click Login. If you have logged into the site successfully you should see the UCS File Delivery Tool window.
4. Type your Pub ID in the provided field.
   
5. Use the Browse buttons to locate both the Stock File and Non-Stock File that you exported from UCS.  
   
6. Click Upload. If the process is successful, you will see the Upload Successful message. If not, follow the on-screen instructions to correct the file. Note: You will not be able to delete or change the file after it is uploaded.
7. Close the browser window. Your inventory files will be available within the hour.

To ensure dealers have access to your latest stock, be sure to send this file every day!