# RE Onboarding & Offboarding System # Requirements ``` System Requirements Specifications ``` ## 16 - Oct- 2025 ## Version 1. 4 ## Contents - Change Log - 1.1 Change Log – Version 2.0 - 1.2 Change Log – Dealer Self-Service Enablement - 1 System Overview & Problem Statement - 2 Intended Audience - 2.1 Business & Functional Users - 2.2 External & Integrated Stakeholders - 3 Definitions and Acronyms - 4 HiFi Wireframes & Flow of Application - 4.1 Dealer onboarding - Process Flow Overview - 4.2 Dealer Resignation – Process Flow Overview - 4.3 Dealer Termination – Process Flow Overview - 4.4 Dealer Full & Final (F&F) Settlement – Process Flow - 4.5 Finance Team – Process Flow - 5 System Features & Requirements - 6 Dealer onboarding - 6.1 Dealership Application Form - 6.2 SSO Login - 6.3 Dashboard - 6.4 Opportunity & Non Opportunity - 6.5 Questionnaire Response - 6.6 Shortlisting Process - 6.7 Shortlisted Applicants - 6.8 Application Detail View - 6.9 Interview Scheduling & Coordination - 6.10 Interview Evaluation & Feedback Management - 6.11 Interview Feedback & Evaluation Summary - 6.12 Application Approval & Rejection Workflow - 6.13 Work Notes & Internal Communication Trail - 6.14 System Notifications & Alerts - 6.15 FDD (Financial Due Diligence) & Finance Module - 6.16 LOI Approval & Issuance - 6.17 Dealer Code Generation, Architectural Work & Statutory Documentation............ - 6.18 LOA Issuance, Essential Operating Requirements & Inauguration - 6.19 Essential Operating Requirements (EOR) Checklist - 6.20 Progress Tracker....................................................................................................... - 6.21 Central Document Repository - 6.22 Audit Trail & Activity Log.......................................................................................... - 7 Dealer Resignation - 7.1 Dealer Resignation Request (Initiation) - 7.2 Resignation Management Dashboard - 7.3 Resignation Details & Review - 7.4 Resignation Request Review & Action Management - 7.5 Resignation Progress Tracker - 7.6 Documents & Audit Trail - 8 Termination - 8.1 Create Termination Request - 8.2 Termination Ticket overview - 8.3 Termination Approval & Review Process - 8.4 Termination Progress Timeline - 9 Admin Section - 9.1 Master Configuration – Organization - 9.2 Zone, Region & Area Configuration - 9.3 Roles & permissions - 9.4 SLA Configuration & Escalation Management - 9.5 Email & Letter Templates Management - 9.6 Opportunity Management (Geography & Window Setup) - 10 F&F Case - 10.1 F&F Settlement Progress Timeline - 10.2 Department Responses - 11 Finance Dashboard - 11.1 Finance Dashboard Page - 11.2 F&F Settlement Module - 12 Dealer Persona - 12.1 Dealer Resignation - 12.2 Dealer Constitutional Change Management - 13 Non-Functional Requirements - 14 Technology Matrix - 15 Infra requirements & System Hygiene - 16 Not in scope ## Change Log ### 1.1 Change Log – Version 2.0 **Module:** Dealer Onboarding & Offboarding System **Change Type:** Clarifications, Role Alignment & Access Control Enhancements **Scope Enhancement :** Dealer Role and Access control **Change demarcation** : Highlighted in Yellow **Changes suggested by** : Ashok & Tariq **Changed performed by** : Rohit Mandiwal **Changes done on** : 31 - Dec- 2025 **1.1.1 Notification Channel Enhancement** - Added **WhatsApp as a supported notification channel** for reminders and workflow communications (e.g., questionnaire completion and status updates), while restricting sensitive document sharing to email only. **1.1.2 LOI Governance & Communication Clarifications** - Clarified that the **Finance team is not the decision-making authority** for LOI issuance and is responsible only for financial validation. - Confirmed that **LOI documents are shared exclusively via official email** and not through WhatsApp. - Clarified that **LOA issuance is a parallel statutory activity** and is **not dependent on** **infrastructure readiness**. **1.1.3 Dealer Code Creation Control** - Clarified that **Dealer Codes (SAP Master) are created only upon explicit trigger by the** **DD Admin** , and not through automatic system generation. **1.1.4 LOA & EOR Sequencing Correction** - Corrected the workflow sequence to ensure that **LOA is issued prior to initiating the** **EOR checklist** , with EOR serving as the final readiness validation before go-live. **1.1.5 Dealer Resignation Access & Workflow Enhancements** - Enabled **dealer portal access** for initiating resignation requests and uploading required information. - Clarified that the **Legal team issues the Resignation Acceptance Letter** in all cases. - Expanded review authority to allow **ZBH, DD Lead, DD Head, and NBH** to **Send Back or** **Revoke resignation requests** , with communication routed through **Work Notes**. - Confirmed that **Full & Final (F&F) settlement is triggered strictly on the Last Working** **Day (LWD)** and not based on approval date. **1.1.6 Termination Workflow Governance Updates** - Clarified that **CEO is the final approving authority** for dealer termination cases. - Included **CCO and CEO** as approval authorities with **Approve / Hold / Reject** options. - Confirmed that the **Legal team issues termination letters only after CEO approval**. - Removed **dealer portal access** from termination workflows. - Extended **Send Back / Revoke** authority to **ZBH and DD Lead** for termination reviews. - Aligned **F&F trigger for termination** to occur strictly on the **Last Working Day (LWD)**. **1.1.7 Role & Persona Alignment** - Added **NBH** to the personas section. - Added **RBM** to applicable review and approval tables. - Clarified that **DD ASM is responsible for interview scheduling and coordination** , with no Admin involvement. **1.1.8 Access Control & Visibility Refinements** - Defined **view-only access** for DD ASM, DD ZM, and RBM at relevant workflow stages. - Granted **approval visibility** to DD Lead where applicable. - Enabled **DD ASM and DD ZM** to upload site readiness and LOA-related documents, with **DD Lead, RBM, and ZBH** having view access. - Limited applicant and dealer portal access to **stage-specific and context-specific** **scenarios only**. - Confirmed that **dealer portal access is revoked after resignation or termination**. **1.1.9 Terminology & Documentation Corrections** - Clarified **KT Matrix as Kepner Tregoe Matrix** for consistency and correctness. **1.1.10 Super Admin Role Introduction** - Introduced a **Super Admin (Master Role)** with end-to-end access and workflow control across modules. - Defined segregation of duties by splitting Super Admin into **two DD Admin roles** with clearly scoped responsibilities. ### 1.2 Change Log – Dealer Self-Service Enablement **Version:** v2. **Section Impacted:** Section 12 – Dealer Portal (12.1 onwards) **Module:** Dealer Onboarding & Offboarding System **Change Type:** Dealer Feature Enablement (Section 12 onwards) **Scope Enhancement :** Dealer Role and Access control **Change demarcation** : Highlighted in Yellow **Changes suggested by** : Ashok & Tariq **Changed performed by** : Rohit Mandiwal **Changes done on** : 5 - Jan- 2026 **1.2.1 Introduction of Dealer Portal** - Introduced a **Dealer Portal capability** enabling onboarded dealers to initiate and track post-onboarding lifecycle requests through the portal. - Dealer actions are governed by **role-based access controls** , approval hierarchies, and audit mechanisms. **1.2.2 Dealer Resignation Enablement** - Enabled **dealer-initiated resignation requests** at outlet level via the portal. - Added structured resignation submission with: o Last Operational Date (Sales & Services) o Reason for resignation o Mandatory document readiness guidance - Enabled **dealer withdrawal option** for resignation requests **only until the case is** **pending with NBH**. - Clarified that **Legal team issues the Resignation Acceptance Letter** post approvals. - Ensured **F&F settlement is triggered based on Last Working Day (LWD)** and not approval date. - Restricted dealer portal access **post resignation closure**. **1.2.3 Dealer Relocation Request Enablement** - Enabled dealers to **initiate and track relocation requests** through a guided workflow. - Added support for: o Manual or map-based location entry o Distance calculation from existing location o Property type selection and expected relocation date - Introduced **document-driven relocation validation** , including statutory, legal, property, and infrastructure documents. - Implemented **multi-level approval workflow** with Work Notes–based communication and audit trail. - Ensured dealer has **view and upload access only** , with approvals retained by RE stakeholders. **1.2.4 Dealer Constitutional Change Enablement** - Enabled dealers to **initiate constitutional change requests** post onboarding. - Supported all approved constitution change scenarios: o Proprietorship, Partnership, LLP, and Private Limited permutations - Implemented **dynamic document requirement determination** based on target constitution. - Explicitly confirmed **no OCR-based document validation** ; all validations are manual and role-driven. - Ensured statutory compliance via Legal review before master data updates. **1.2.5 Post-Exit Access Control** - Enforced system rule to **revoke dealer portal access** once resignation or termination is completed. ## 1 System Overview & Problem Statement **1.1.1 System Overview** The **Dealer Onboarding and Offboarding System** for **Royal Enfield (RE)** is designed to **digitize, standardize, and streamline** the complete dealer lifecycle — from **application and evaluation** to **approval, resignation, termination, and full-and-final (F&F) settlement**. At present, the process operates through **manual coordination** , involving **emails, spreadsheets, and physical documentation** , which makes it difficult to maintain visibility, accountability, and consistency across teams. The proposed solution introduces a **centralized digital platform** that brings all stakeholders onto a single workflow. It ensures that every stage — **onboarding, operational approvals, financial diligence, legal validation, and final closure** — follows a **structured and traceable process**. The system integrates seamlessly with existing RE applications such as **SSO** , **SAP** , and **Finance modules** , providing **role-based access** , **real-time tracking** , and **secure document management**. It also offers **automated workflows** , **configurable approval hierarchies** , and **AI-assisted decision support** to improve efficiency and reduce turnaround time. By moving to a digital workflow, Royal Enfield will achieve higher levels of **process efficiency** , **data accuracy** , and **transparency** , ensuring faster decision-making and stronger control over the dealer network lifecycle. ## 2 Intended Audience This document is intended for all stakeholders involved in the **design, implementation, approval, and operational use** of the **Dealer Onboarding and Offboarding System** at **Royal Enfield (RE)**. The following user personas and roles are part of the system: ### 2.1 Business & Functional Users **2.1.1 Dealer Development (DD) Team** - **Super Admin (Master Role):** The **Super Admin has unrestricted access** across all modules and workflows, with authority to **configure, override, and influence workflow behavior** at every level. ``` The Super Admin role is segregated into two DD Admin roles , each with clearly defined scopes to ensure segregation of duties and governance control. ``` - **DD-Admin:** System administrator responsible for user setup, role mapping, hierarchy configuration, and workflow management. - **DD-AM (Area Manager):** Reviews and manages applications within assigned regions; performs preliminary screening. - **DD-ZM (Zonal Manager):** Conducts the first level of dealer evaluation along with RBM; prepares presentation decks for final interviews. - **DD-Lead:** Reviews zonal evaluations, validates recommendations, and forwards shortlisted applicants for senior-level approval. - **DD-Head: DD Head** is engaged in the **final review and approval** of shortlisted dealer applications before the **NBH interview** , and later **oversees final verification and LOI** **issuance** after all evaluations are complete. **2.1.2 Regional Sales & Business Team** - **RBM (Regional Business Manager):** Participates in early-stage evaluations, provides ground-level business insights, and recommends suitable candidates. - **ZBH (Zonal Business Head):** Conducts the second-level review along with DD-Lead; provides strategic feedback on market and location viability. - **NBH (National Business Head):** Holds final authority for approval or rejection of dealer onboarding; reviews consolidated feedback from all levels. **2.1.3 Supporting Departments** - **Finance Team:** Reviews financial due diligence reports, validates F&F (Full and Final) settlements, and manages monetary closure during offboarding. - **Legal Team:** Reviews agreements, issues **Letters of Intent (LOI)** or **Termination Letters** , and ensures all documentation aligns with company policy. - **Brand Experience / Architecture Team:** Manages **EOR (Essential Operating** **Requirements)** and ensures adherence to brand and infrastructure standards. **2.1.4 Dealers** Once a dealer is **successfully onboarded and activated in the system** , the Dealer role is enabled with controlled, role-based access to initiate and track select lifecycle requests. This enhancement introduces **structured self-service capabilities for dealers** , while ensuring all actions remain governed by defined validations, internal reviews, and approval workflows as per RE standards. The Dealer role is enabled to perform the following activities: - **Resignation Initiation** ``` The dealer can initiate the resignation process directly through the portal , submit the reason for exit, and track the status of the request across the defined review, clearance, and closure stages. ``` - **Relocation Request Submission** ``` The dealer can submit a relocation request in scenarios where there is an intent to shift the dealership from the current location to a new proposed location. The request is routed for internal feasibility assessment, validation, and management approval before execution. ``` - **Change in Constitution Request** ``` The dealer can initiate a Change in Constitution request to seek approval from RE management for ownership or structural changes within the dealership. Upon approval, the dealer may proceed with the legally compliant transition. ``` ``` Supported Change in Constitution scenarios include: ``` ``` o Proprietorship (Single Owner) → Partnership o Proprietorship → LLP (Limited Liability Partnership) o Proprietorship → Private Limited o Partnership → LLP o Partnership → Private Limited o Private Limited → LLP o Private Limited → Partnership ``` All dealer-initiated requests are subject to **defined validations, mandatory document submissions, role-based reviews, and approvals**. The dealer’s access is **restricted to initiation, document upload, and status visibility** , with **final decision-making authority retained by authorized internal stakeholders of RE** ### 2.2 External & Integrated Stakeholders **2.2.1 FDD (Financial Due Diligence Partner)** External agency responsible for assessing the applicant’s financial health, verifying credentials, and uploading due diligence reports into the system. **2.2.2 Dealer / Applicant** External user who applies for dealership, uploads required documents, participates in interviews, and later accesses the portal for resignation or closure status. ## 3 Definitions and Acronyms ``` Acronym Full Form / Description RE Royal Enfield DD Dealer Development DD-AM Dealer Development – Area Manager DD-ZM Dealer Development – Zonal Manager DD-Lead Dealer Development – Lead DD-Head Dealer Development – Head RBM Regional Business Manager ZBH Zonal Business Head NBH National Business Head ASM Area Sales Manager FDD Financial Due Diligence (External Partner/Agency) LOI Letter of Intent EOR Essential Operating Requirements LOA Letter of Appointment F&F Full and Final (Dealer Settlement) KT Matrix Evaluation Matrix used for scoring applicants ``` ## 4 HiFi Wireframes & Flow of Application HiFi Wireframes : https://mono-human-93592950.figma.site ### 4.1 Dealer onboarding - Process Flow Overview The **Dealer Onboarding Workflow** outlines the end-to-end sequence through which a dealership application progresses — from initial registration to final inauguration and operational readiness. **4.1.1 Step-by-Step Process Flow** ``` 4.1.1.1 Application Initiation ``` - The **applicant (dealer prospect)** submits an online application through the Dealer Onboarding Portal. - The system checks the **location’s availability** in the Royal Enfield dealership network: o If the location has **no open opportunity** , a **Non-Opportunity Email** is triggered automatically. o If an opportunity exists, the applicant receives an **Opportunity Email** with login credentials and a link to the **Dealer Questionnaire**. ``` 4.1.1.2 Questionnaire Completion ``` - The applicant fills out the **comprehensive questionnaire** covering business, infrastructure, and financial readiness. - The system auto-scores responses, generating a **Questionnaire Score** and **initial** **ranking** for that applicant. - Completed applications move to the **Admin review bucket**. - The system shall trigger automated reminders to users for completing the questionnaire. These **reminders will be sent through WhatsApp** , to ensure timely submission. Reminder needs to be configured from Admin. ``` 4.1.1.3 Admin Validation & Shortlisting ``` - **DD-Admin** reviews all submitted applications and validates details and attached documents. - Based on eligibility, applications are either **shortlisted** for evaluation or **archived** for future opportunities. - Shortlisted applications are distributed to respective **zones or regions** for further assessment. ``` 4.1.1.4 Interview Evaluation (Multi-Level Process) ``` - Admin schedules interviews in **Level 1** , **Level 2** , and **Level 3** , as applicable. - Each interview can be **Virtual or Physical** , with calendar invites sent via Google Calendar. - Evaluators at each level (DD-ZM, RBM, DD-Lead, ZBH, NBH, DD-Head) record their feedback through: o **KT Matrix Scoring** (quantitative) o **Interview Feedback Form** (qualitative) - The system consolidates panel feedback and generates an **AI-driven summary and** **ranking** for decision support. ``` 4.1.1.5 Financial Due Diligence (FDD) & Finance Review ``` - Upon shortlisting, the application is assigned to the **FDD Team (external agency)** for financial validation. - FDD users, using SSO credentials, can: o View assigned applications in a restricted interface. o Upload FDD reports and add remarks in the **Work Notes** section. o Flag cases of **non-responsiveness** or incomplete data, returning them to Admin. - The **Finance team** reviews submitted FDD reports, validates findings, and decides whether the application proceeds to **LOI approval**. The finance team is not the decision maker for LOI Issuance. ``` 4.1.1.6 LOI (Letter of Intent) Approval & Issuance ``` - Based on Finance clearance, **DD-Head and NBH** review and approve the **LOI request**. - The system tracks document approvals, timestamps, and supporting artefacts. - Once approved, the LOI document is generated, uploaded, and shared **with the** **applicant via official email communication** and not on WhatsApp - Notification emails are triggered to all relevant stakeholders. ``` 4.1.1.7 Dealer Code Generation & Setup ``` - After LOI issuance, the **DD-Admin triggers** the Dealer Code creation process. Based on this trigger, the **Dealer Code is created in the SAP Master** and **mapped to the applicant** within the system. - The code links all downstream modules, including Architectural, Statutory, and EOR checklists. ``` 4.1.1.8 Architectural Work & Statutory Documentation ``` - Architectural activities are initiated (site plans, layout approvals, branding elements). - The applicant and assigned Architecture Team upload documents, drawings, and blueprints. - In parallel, the applicant uploads **Statutory Documents** such as: o GST certificate, PAN, Partnership Deed, Firm Registration, Rental/Lease Agreement, etc. - Each upload is timestamped and visible with file name, uploader, and document type. ``` 4.1.1.9 Payment Verification & Finance Validation ``` - Applicant uploads proof of advance payment or security deposit. - The **Finance team** verifies payment details (transaction ID, amount, and bank record). - Status is updated to **Verified** once the payment is reconciled. - Verified payment triggers readiness for final operational setup. ``` 4.1.1.10 Essential Operating Requirements (EOR) Checklist ``` - All functional teams (Sales, Service, IT, Finance, Training, Architecture) verify their respective readiness parameters. - Progress is tracked through a **completion bar** until 100% EOR compliance is achieved. - The **EOR checklist is initiated only after LOA issuance**. All functional teams verify their respective readiness parameters, and progress is tracked until **100% EOR compliance** is achieved. ``` 4.1.1.11 LOA (Letter of Authorization) & Final Go-Live ``` - After LOI issuance and Dealer Code generation, the **Letter of Authorization (LOA) is** **generated and approved by NBH and DD-Head**. Upon successful LOA issuance, the ``` application proceeds to the Essential Operating Requirements (EOR) checklist for final readiness verification. ``` - Final verification includes: ``` o EOR document review o Brand readiness assessment o Site validation and inspection ``` - The **LOA** officially authorizes the dealership to operate under Royal Enfield. ``` 4.1.1.12 Inauguration & Closure ``` - Post-authorization, the **Inauguration** event is scheduled and logged. - Completion of inauguration marks the dealership as **Active** in the system. ``` 4.1.1.13 System-Driven Governance & Audit ``` - Each stage automatically logs: o User action, timestamp, and remarks o Uploaded artefacts and version control o Notifications sent and approvals received - The entire lifecycle remains accessible under **Audit Trail** for future reference, compliance, or offboarding workflows. ### 4.2 Dealer Resignation – Process Flow Overview **4.2.1.1 Overview** ``` The Dealer Resignation Process manages the structured offboarding of a dealership initiated by the dealer. The process begins when a dealer formally submits their resignation via email to the Area Sales Manager (ASM) , after which the workflow transitions into the system-managed approval sequence. ``` ``` Dealer resignation requests are initiated by the dealer through the portal and subsequently reviewed and processed by Admin, Finance, Legal, and relevant business stakeholders. ``` ``` This flow ensures that each resignation is verified, discussed, and approved across all required levels — maintaining proper documentation, compliance, and traceability until the final Legal Acceptance Letter is issued. ``` **4.2.2 Step-by-Step Process Flow** ``` 4.2.2.1 Dealer Initiation ``` - The dealer submits a **formal resignation email** on the dealership’s official letterhead to the **ASM**. - The resignation reason must be clearly stated (e.g., personal, financial, business restructuring). - The **dealer is provided portal access** to initiate the resignation request directly through the system. The dealer submits resignation details, reason for exit, and proposed timeline via the portal, after which the request enters the internal review and clearance workflow. ``` 4.2.2.2 ASM Review ``` - The **ASM** reviews the dealer’s resignation request and supporting letter. - Uploads the **resignation email** and **dealer’s letterhead document** onto the portal. - Adds remarks summarizing the discussion and reason for resignation. - Forwards the request to **RBM + DD-ZM** for evaluation. ``` 4.2.2.3 RBM + DD-ZM Joint Evaluation ``` - The **Regional Business Manager (RBM)** and **Dealer Development Zonal Manager (DD-** **ZM)** review the uploaded documents. - Conduct a joint discussion with the dealer to confirm the intent and understand any issues. - Uploads the **Minutes of Meeting (MOM)** or discussion summary. - Adds comments and recommendations before forwarding to **Zonal Business Head** **(ZBH)**. - Actions available at this stage: o **Approve** → Send forward for next-level review o **Send Back for Clarification** → Returns to ASM o **Withdraw** → Cancels the request (with remarks logged) ``` 4.2.2.4 ZBH Review ``` - The **Zonal Business Head (ZBH)** reviews the resignation summary and all remarks. - Adds their comments and recommendations. - Forwards the request to **DD-Lead** through the system. - Worknote is updated automatically to reflect action and timestamp. - The resignation request is reviewed by authorized business stakeholders, including **RBM, ZBH, and DD-Head**. During the review stage, the **ZBH is authorized to** ``` Send Back or Revoke the resignation request for clarification or correction. Send Back actions are communicated to the dealer and internal teams through Work Notes , with mandatory remarks captured for traceability. ``` ``` 4.2.2.5 DD-Lead Review ``` - The **DD-Lead** consolidates all discussions, documents, and feedback. - Prepares a **Resignation Presentation** with recommendations and supporting data. - Uploads the presentation to the portal. - Forwards the case to **NBH** for final decision. - The resignation request is reviewed by the **DD-Lead and DD-Head**. At this stage, both roles are authorized to **Send Back or Revoke** the resignation request for clarification, correction, or reconsideration. **Send Back actions are communicated through Work** **Notes** , with **mandatory remarks** recorded for audit and traceability. ``` 4.2.2.6 NBH Final Approval ``` - The **National Business Head (NBH)** reviews the entire resignation dossier. - Adds final remarks with one of the following outcomes: o **Approve** → Case moves automatically to Legal for letter issuance. o **Send Back for Clarification** → Returns to DD-Lead or ZBH for revalidation. o **Hold** → Temporarily pauses the process pending further discussion. - Upon approval, the system triggers a **Worknote Notification** to DD-Lead, RBM, ZBH, and Finance teams. - The resignation request is reviewed by the **NBH** , who may **Approve, Send Back, or** **Revoke** the request based on business considerations. Any **Send Back or Revoke action** **must be accompanied by remarks recorded in Work Notes** , ensuring transparent communication and governance. ``` 4.2.2.7 Legal Acceptance Letter ``` - Once approved by **NBH** , the request is **auto-assigned to the Legal team**. - Legal verifies the uploaded resignation and issues a **Resignation Acceptance Letter**. - The letter is uploaded to the portal, visible to all relevant personas including **DD-** **Admin** and **DD-AM**. - Legal can also raise clarifications through worknotes if required. - Upon completion of all approvals, the **Legal team issues the official Resignation** **Acceptance Letter** and shares it with the dealer through authorized communication channels. ``` 4.2.2.8 DD-Admin Closure ``` - The **DD-Admin** downloads and shares the final **Resignation Acceptance Letter** with the dealer. - Marks the resignation as completed and triggers the **F&F (Full and Final) process** by forwarding the case to the Finance team. - The **Full & Final (F&F) settlement process is initiated only on the Last Working Day** **(LWD) of the dealership**. The system shall **enable and trigger the F&F workflow strictly** **based on the LWD date** , and **not based on the resignation approval date**. ### 4.3 Dealer Termination – Process Flow Overview ``` 4.3.1.1 Overview ``` ``` The Dealer Termination Process governs the structured offboarding of a dealership initiated internally by Royal Enfield due to operational, contractual, or ethical concerns. It ensures that any termination—whether due to working-capital issues, poor performance, or unethical practices —is investigated, documented, reviewed at multiple managerial levels, and legally validated before final execution. The process maintains full transparency and traceability through digital records, comments, and worknotes until the Termination Letter is issued and the Full & Final (F&F) settlement begins. ``` **4.3.2 Step-by-Step Process Flow** ``` 4.3.2.1 ASM – Case Initiation ``` - The **Area Sales Manager (ASM)** regularly visits dealers and records **Minutes of Meeting** **(MOM)** for performance or compliance concerns. - After two consecutive unsatisfactory commitments or escalations, the ASM initiates a **Termination Request** in the portal. - Fills all operational details (Dealer Code, LOI, LOA, Sales Data, etc.), selects a **Termination Category** (Working Capital, Performance, Unethical Practice), and uploads supporting documents (MOMs, commitments, dealer letters). - Submits the case to **RBM + DD-ZM** for review. ``` 4.3.2.2 RBM + DD-ZM Review ``` - The **Regional Business Manager (RBM)** and **Dealer Development Zonal Manager (DD-** **ZM)** jointly evaluate the case. - Conduct a meeting with the dealer and record fresh MOMs; upload dealer commitments on letterhead. - Provide remarks and supporting evidence. - Actions available: o **Approve** → Forward to ZBH o **Send Back for Clarification** → Returns to ASM with comments o **Withdraw** → Terminates workflow with justification ``` 4.3.2.3 ZBH Review ``` - The **Zonal Business Head (ZBH)** reviews the full chronology (ASM visits, RBM/DD-ZM remarks, uploaded MOMs). - Validates escalation authenticity and dealer communication record. - Adds remarks and forwards to **DD-Lead** for deeper review. - The termination request is reviewed by the **ZBH** , who is authorized to **Approve, Send** **Back, or Revoke** the termination request. **Send Back actions are communicated** **through Work Notes** , with **mandatory remarks** recorded for traceability. ``` 4.3.2.4 DD-Lead Review & Legal Assignment ``` - The **DD-Lead** cross-verifies case chronology with all stakeholders (ASM, RBM, ZBH). - Prepares a **Termination Presentation** summarizing facts, dealer history, and recommendations. - Assigns the case to **Legal Team** for inputs through the system (visible in worknotes). - The termination request is reviewed by the **DD-Lead** , who is authorized to **Send Back or** **Revoke** the termination request for clarification or reconsideration. All such actions require **mandatory remarks captured in Work Notes**. ``` 4.3.2.5 Legal Verification ``` - The **Legal Team** reviews documentation, ensures contractual breaches are well- supported, and checks all precedents. - May raise queries via **Worknotes** or **Send Back** the case to DD-Lead for clarification. - Once satisfied, forwards the verified case back to **DD-Lead** for next action. ``` 4.3.2.6 DD-Lead → DD-Head Review ``` - The **DD-Lead** attaches Legal’s feedback and forwards the case to **DD-Head** for strategic review. - **DD-Head** validates the case, evaluates impact, and presents it to **National Business** **Head (NBH)** for final business decision. ``` 4.3.2.7 NBH Evaluation ``` - The **NBH** reviews all documentation and Legal remarks. - May choose one of three actions: o **Go Ahead** → Approve for issuance of **Show Cause Notice (SCN)** o **Hold Decision** → Pause temporarily for further monitoring or negotiation o **Raise Query** → Sends back to DD-Lead for additional input ``` 4.3.2.8 Show Cause Notice (SCN) Issuance ``` - Upon NBH approval, the system triggers Legal to prepare and issue the **SCN**. - The **DD-Lead** formally shares the SCN with the dealer through **DD-Admin**. - Dealer replies to the SCN by email or letter, which **DD-Admin uploads** to the portal. - For termination cases, the **F&F settlement process is triggered only on the Last** **Working Day (LWD)**. The system shall **control the F&F trigger based on the LWD date** , irrespective of the termination approval date. ``` 4.3.2.9 Evaluation of Dealer Response ``` - The **DD-Lead** , **ZBH** , **RBM** , and **DD-Head** jointly review the dealer’s SCN response. - Uploads internal comments, Legal feedback, and recommendation for NBH’s final decision. ``` 4.3.2.10 NBH Final Decision ``` - The **NBH** reviews the compiled case with Legal advice and decides among: o **Approve Termination** → Moves to CEO/CCO for confirmation o **Reconsider** → Allow additional time or corrective action o **Reject** → Case closed without termination ``` 4.3.2.11 11. CEO & CCO Authorization ``` - **CEO** and **Chief Commercial Officer (CCO)** review the NBH-approved termination. - Provide authorization on the portal. - Once signed off, the decision becomes final. ``` 4.3.2.12 12. Legal Termination Letter ``` - The **Legal Team** generates the **Termination Letter** to the portal. - The letter is auto-visible to **DD-Lead** , **DD-Admin** , and **Finance**. - A system notification is triggered to all linked personas. ``` 4.3.2.13 13. DD-Admin Communication & F&F Trigger ``` - The **DD-Admin** shares the official **Termination Letter** with the dealer and field team. - Marks the case as “Terminated” in the portal. - Forwards the case to **Finance** for **Full & Final Settlement** initiation. - Updates the worknote with final remarks and due-date for settlement. ### 4.4 Dealer Full & Final (F&F) Settlement – Process Flow ``` 4.4.1.1 Overview ``` The **Full & Final (F&F) Settlement Process** governs the financial closure of a dealership following **Resignation** or **Termination**. It ensures that all financial obligations between Royal Enfield and the dealer — including **security deposits, recoveries, payables, and department-wise dues** — are transparently reconciled, verified, and documented before closure. **4.4.2 Step-by-Step Process Flow** ``` 4.4.2.1 F&F Initiation ``` - Triggered automatically once the **Resignation Acceptance Letter** or **Termination** **Letter** is uploaded by **Legal**. - The **DD-Admin** or **DD-Lead** initiates the F&F case in the **Finance Dashboard** , which creates a unique **FNF Case ID** linked to the dealer code. - The system auto-fetches dealer details, associated documents, resignation/termination date, and due dates. - Notification is sent to the **Finance Team** and all functional departments to begin the clearance process. ``` 4.4.2.2 Department-wise Response Collection ``` - The system automatically prompts all mapped **functional departments (16 in total)** to submit their clearance inputs — including NOC, payables, recoveries, and remarks. - Each department updates: o Financial dues (if any) o Clearance confirmation (NOC) o Supporting document uploads (e.g., debit note, invoice copy) - The system dynamically updates progress (e.g., _12/16 Departments Responded_ ) with color-coded indicators: o 🟢 **No Dues** – Cleared ``` o 🔴 Dues Pending – Outstanding financial liability o ⚪ Pending – Awaiting department input ``` - SLA-based reminders are auto-triggered for pending responses nearing the deadline. ``` 4.4.2.3 Finance Summary Consolidation ``` - Once all departments respond, the **DD-Admin Team** consolidates inputs into the **Final** **F&F Summary Sheet** , which consists of: o **Payables to Dealer** (e.g., refundable deposits, reimbursements) o **Receivables from Dealer** (e.g., outstanding invoices, recoveries) o **Deductions** (policy penalties, non-compliance adjustments) - At this stage, **department-claimed amounts are frozen** and become read-only for departments. - Finance does **not overwrite department claim values**. Instead, Finance validates each row in a dedicated validation layer by recording: - Finance decision (Accepted / Partially Accepted / Rejected / Under Clarification) - Finance-validated amount - Variance amount and mandatory variance reason (if changed) - Supporting proof/document - The system automatically calculates: - Net Settlement = Total Payables – Total Receivables – Total Deductions - Final totals are computed from **finance-validated values only**. - Status updates to _Finance Summary Prepared_ once complete. ``` 4.4.2.4 Internal Review & Clarification ``` - The **Finance Team** may use the **Work Note** section to raise clarifications to **DD-** **Lead** , **Legal** , or concerned departments. - If discrepancies exist (e.g., mismatched values or missing NOCs), the case remains _Under_ _Clarification_ until resolved. - Once validated, Finance locks the summary for further edits. ``` 4.4.2.5 Dealer Discussion & Acknowledgment ``` - The **Finance Team** , along with **Legal** and **DD-Lead** , discusses the settlement summary with the dealer. - Dealer acknowledgment is captured either via written confirmation or attached email communication. - The case then proceeds for **Final Finance Approval**. ``` 4.4.2.6 Final Finance Approval & Payment Processing ``` - The **Finance Team** reviews the approved summary and enters payment or recovery details: o **Transaction Type:** RTGS / NEFT / Cheque o **Transaction ID & Date** o **Bank Name & Account Details** (auto-fetched from dealer profile) o **Settlement Remarks** - Finance takes one of three actions: ``` o Approve Settlement → Marks the case as “Finance Approved.” o Request Clarification → Sends query to DD-Lead or Admin. o Reject Summary → Returns for re-verification. ``` - Upon approval, notifications are sent to DD-Admin and Legal for record update. ``` 4.4.2.7 F&F Completion & Closure ``` - Once approved, the case is automatically marked **Completed** , and the **Finance** **Dashboard** updates status as _F&F Closed_. - The **Settlement Proof** (e.g., payment confirmation or recovery adjustment) is uploaded by Finance. - The **DD-Admin** communicates official closure to the dealer and archives all artefacts. - System triggers final alerts to DD-Lead, NBH, and Legal confirming completion. - The case is archived in the **Audit Trail** for future reference. ### 4.5 Finance Team – Process Flow ``` 4.5.1.1 Overview ``` The **Finance Team Process Flow** governs all financial activities related to dealer lifecycle management — from **security deposit validation at onboarding** to **final settlement at resignation or termination**. It ensures complete financial traceability, proper verification of payments, and compliance with Royal Enfield’s financial governance standards. The process flow integrates with **Admin, Legal, Dealer Development (DD)** , and **Departmental Modules** , ensuring accurate financial updates and timely closure of all financial transactions. **4.5.2 Step-by-Step Process Flow** ``` 4.5.2.1 Security Deposit Validation (Onboarding Stage) ``` - **Trigger:** Initiated when a new dealer’s onboarding application reaches the Finance stage after DD approval. - **Action:** The **Finance Team** verifies the **Security Deposit** payment made by the dealer via **RTGS/NEFT** or other approved channels. - **Outcome:** o Verified deposits are marked as _Approved_ , triggering system notifications to DD- Admin and DD-Lead. ``` o The verified payment data is stored permanently in the dealer’s financial profile for audit and reference. ``` ``` 4.5.2.2 Financial Summary Preparation ``` - **Action:** Once departmental inputs are received, Finance consolidates all data into the **F&F** **Summary Sheet**. - **System Steps:** o Segregates entries under: ▪ **Payables to Dealer** (e.g., refundable deposits, reimbursements) ▪ **Receivables from Dealer** (e.g., outstanding payments, penalties) ▪ **Deductions** (e.g., policy recoveries, warranty holdbacks) o The system auto-calculates: o Net Settlement = Total Payables – Total Receivables – Deductions o Finance validates each record, uploads supporting documents (receipts, invoices, credit notes), and adds remarks. - **Outcome:** The computed **Net Settlement Amount** is reflected in the dashboard, categorized as _Payable to Dealer_ or _Recoverable from Dealer_. ``` 4.5.2.3 Internal Clarification & Approval ``` - **Action:** Finance initiates clarification rounds with departments or DD-Lead for mismatched data. - **System Steps:** o Uses the **Work Notes** section for comments, tagging users like _@DD-_ _Lead_ , _@Legal_ , or _@Admin_. o Tracks status as _Pending Clarification_ until resolved. o After reconciliation, Finance locks the summary and updates case status to _Ready for Approval_. ``` 4.5.2.4 Final Review & Dealer Confirmation ``` - **Action:** Finance conducts an internal review of the consolidated settlement and initiates a financial discussion with the dealer. - **System Steps:** o Reviews summary details on-screen with Legal and DD-Lead. o Records dealer’s acknowledgment via Work Note or attached email confirmation. o Once confirmed, proceeds to payment verification. ``` 4.5.2.5 Payment Processing & Record Update ``` - **Action:** Finance executes the financial transaction (payment to or recovery from dealer). - **System Steps:** o Enters **Mode of Payment** , **Transaction Reference Number** , **Date** , and **Remarks**. o Uploads proof of payment (RTGS confirmation or bank statement). o Marks case as _Finance Approved_ and sends completion notification to DD-Admin and Legal. o System automatically updates the **Progress Timeline** and **Audit Trail**. ``` 4.5.2.6 F&F Completion & Closure ``` - **Action:** Finance reviews all entries, confirms ledger reconciliations, and marks case as **Completed**. - **System Steps:** o Locks financial data and supporting artefacts. o Status changes to _Closed – F&F Completed_. o Final confirmation sent to all stakeholders — DD-Lead, NBH, DD-Head, Legal, and DD-Admin. o Finance Dashboard updates counters under “Completed Cases.” ## 5 System Features & Requirements Here, we describe the **system features** along with their respective **Width** and **Depth** to provide complete visibility of each requirement. The **Width** defines the **functional coverage** of a feature — outlining what the feature does, its **boundaries, use cases, and user interactions**. It answers the question: _“What scenarios and actions are covered by this feature?”_ The **Depth** captures the **operational and behavioral details** — describing how the feature behaves through its **logic, workflow, system responses, and edge-case handling**. It answers the question: _“How does the system execute and respond in these scenarios?”_ --- ## 10 F&F Case The **Full & Final (F&F) Settlement** process enables the Finance team to close all financial obligations with a dealer after resignation or termination. Once triggered by Legal, the system consolidates inputs from all departments to capture dues, recoveries, and clearances. Finance reviews and validates these entries, prepares the final settlement summary, and executes payment or recovery based on the calculated net amount. All actions, remarks, and proofs are recorded in the system for transparency, and the case is marked as **F&F Completed** once the transaction and approvals are finalized. ### 10.1 F&F Settlement Progress Timeline **10.1.1 Functionality Scope** The **F&F Settlement Progress Timeline** provides a sequential, stage-wise overview of the dealer’s Full & Final (F&F) settlement journey — right from initiation to final completion. It acts as a unified visual tracker for Finance, Legal, DD, and Admin teams, enabling transparent monitoring of all financial closure activities, departmental dependencies, dealer discussions, and documentation milestones. Each stage dynamically updates in real-time based on workflow actions performed by responsible stakeholders, showing the exact case status and progress across all involved departments. **10.1.2 Width** The timeline integrates all key phases and users involved in the financial closure ecosystem, including: - **DD-Lead / DD-Admin:** Initiate the F&F process upon Legal approval of Resignation or Termination. - **Finance:** Validate departmental responses, calculate payables/recoverables, initiate discussion with the dealer, and finalize settlement disbursement or recovery. - **Departments (16 Functional Units):** Submit financial clearances or pending dues data through their respective interfaces. - **Legal:** Verify settlement completion for compliance and record-keeping. **10.1.3 Depth** The timeline comprises six structured stages, each with clearly defined ownership, system actions, and dependencies. ``` 10.1.3.1 F&F Initiated ``` - **Owner:** DD-Lead / DD-Admin - **Description:** Marks the creation of the F&F case post-approval of Resignation or Termination. System auto-generates the **Case Number** (e.g., _FNF- 2025 - 001_ ) and pre-populates dealer details such as name, location, and request type. - **System Actions:** o Case record created under Finance module. o Notification sent to Finance and departmental stakeholders. o Status: _Completed_ once initialization is confirmed. ``` 10.1.3.2 Department Responses Received ``` - **Owner:** All Functional Departments - **Description:** Each department submits its NOC or dues-related information through the integrated F&F clearance form. Departments that owe or are owed amounts mark respective payables/receivables with remarks. - **System Actions:** ``` o Progress bar updates with response count (e.g., 12 of 16 Departments Responded ). o SLA-based reminders triggered for pending responses. o Timeline stage remains Pending until all NOCs are received or escalated. ``` ``` 10.1.3.3 Finance Final Summary ``` - **Owner:** Finance - **Description:** The Finance team consolidates all departmental responses, computes total payables, receivables, and deductions, and prepares a comprehensive **Settlement Summary** **Report**. - **System Actions:** o Auto-calculation using predefined formula: Net Settlement = Total Payables – Total Receivables – Deductions. o Finance reviews and verifies supporting documents. o Work Notes used to raise clarifications to departments or DD-Lead. o Status changes to _Pending Dealer Discussion_ after internal approval. ``` 10.1.3.4 Financial Discussion with Dealer ``` - **Owner:** Finance + Legal + DD-Lead - **Description:** The Finance and Legal teams review the computed summary with the dealer to confirm payable or recoverable balances. Dealer may be invited to review supporting documentation and validate accuracy. - **System Actions:** o Discussion details logged under **Work Notes** with date and participants. o Dealer confirmation captured in remarks. o Settlement sheet locked for final processing once dealer agreement is confirmed. ``` 10.1.3.5 Full and Final Settlement ``` - **Owner:** Finance - **Description:** All financial actions — including payments, recoveries, and internal ledger updates — are executed. Proof of payment, transaction IDs, and settlement receipts are uploaded. - **System Actions:** o Transaction details (Mode, Reference, Amount, Date) entered in **Settlement** **Verification**. ``` o Status updated to Processed once Finance approves the settlement. o System triggers automated notifications to DD-Admin, Legal, and DD-Lead. ``` ``` 10.1.3.6 F&F Complete ``` - **Owner:** Finance + DD-Admin + Legal - **Description:** The final stage confirming that the F&F process has been fully completed, all payments or recoveries are reconciled, and all documentation is finalized. - **System Actions:** o Case status updated to _Closed_. o Settlement report archived in **Audit Trail**. o Final closure notification sent to all stakeholders. **10.1.4 Personas-wise Accessibility & Visibility** ``` Persona Timeline Visibility Actions Allowed DD-Lead / DD- Admin ``` ``` Full visibility of all stages from initiation to completion. ``` ``` Initiate F&F, Upload Docs, Add Notes Finance Complete visibility across all stages with actionable control from Stage 3 onwards. ``` ``` Verify, Approve, Reject, Comment Departments (16 Units) ``` ``` Visible until Department Responses stage. Submit NOC, Add Comments Legal Visible from Dealer Discussion to Final Closure. ``` ``` Review, Comment ``` ``` NBH / ZBH / DD- Head ``` ``` View-only summary of financial progress. None ``` ### 10.2 Department Responses **10.2.1 Functionality Scope** The **Department Responses** section serves as a consolidated interface for tracking NOC submissions and financial dues from all departments involved in the dealer’s Full & Final (F&F) settlement. It provides Finance and DD teams with a transparent view of each department’s clearance status, whether the department owes a payment to the dealer ( _Payable_ ) or the dealer owes the department ( _Recovery_ ). This enables complete financial visibility before the final settlement summary is prepared. Departments are the **owners of initial claim input only**; final settlement values are owned by Finance validation. **10.2.2 Width** This module connects all **functional departments (up to 16 units)** including Sales, Service, Parts, Finance, Warranty, Marketing, HR, IT, Legal, Logistics, and Quality. Each department inputs its clearance data — marking whether any dues exist — and provides supporting remarks or payable/recovery amounts. The respective department user logs in and submits the department claim amount and proof during the response window. **10.2.3 Depth** - **Status Indicators:** Each department’s submission is color-coded and categorized as: o 🔴 _Dues_ – Outstanding amount identified. ``` o 🟢 No Dues – Cleared with no financial impact. o ⚪ Pending – Awaiting departmental response or review. ``` - **Amount Details:** When dues are identified, the department specifies the **Amount Type** (Payable or Recovery) and corresponding **Claim Value**. This value is treated as a department claim and is not directly used as the final settlement amount until Finance validation is completed. - **Edit Lock Rule:** Once all departmental submissions are complete or SLA freeze is triggered, department amount fields become read-only. Any subsequent correction must follow an authorized reopen flow with version tracking. - **Remarks Section:** Every response includes contextual remarks for clarity, such as “Outstanding amount identified” or “Cleared,” ensuring traceable communication between departments and Finance. **10.2.4 Personas-wise Accessibility & Visibility** ``` Persona Role in this Section Access Level Finance Reviews all departmental submissions, verifies payable/recovery entries, adds notes. ``` ``` Full Access ``` ``` Departments (16 Units) ``` ``` Submit NOC, mark dues/no-dues, enter remarks, and upload proofs if applicable and add amount (if any) ``` ``` Edit / Submit ``` ``` DD-Lead / DD- Admin ``` ``` Monitors overall progress of departmental responses and follows up on pending inputs. ``` ``` View / Comment Legal / NBH / ZBH Verify final status before case closure. View Only ``` ## 11 Finance Dashboard The **Finance Dashboard** provides a unified workspace for managing all financial activities related to dealer onboarding and offboarding. It gives Finance users complete visibility into **pending verifications, approved transactions, and Full & Final (F&F) settlements** across both Resignation and Termination cases. The dashboard is divided into two key segments — **Onboarding** , which focuses on verifying dealer security deposits and initial payments made via RTGS or NEFT, and **F&F Settlement** , which consolidates all department-wise responses, calculates final payable or recoverable amounts, and facilitates settlement approvals. ### 11.1 Finance Dashboard Page **11.1.1 Functionality Scope** The **Finance Dashboard** serves as the centralized workspace for the Finance team to verify dealer-related financial transactions and settlements — both during onboarding and offboarding processes. It ensures end-to-end visibility of **Security Deposit verifications** for new dealerships and **Final F&F settlements** for dealers resigning or terminated, thereby providing financial traceability across the dealership lifecycle. The dashboard operates in two distinct functional tabs: - **Onboarding:** For validating advance payments (Security Deposit, Initial Fees, etc.) submitted by dealers during application onboarding. - **F&F Settlement:** For managing Final Settlement workflows upon **Resignation** or **Termination** , involving multi-department inputs and Finance validation before closure. The system provides summarized counters for quick insights — _Pending Verification_ , _Verified Payments_ , _Pending F&F Summaries_ , and _Completed F&F_ — enabling Finance to prioritize action items efficiently. **11.1.2 Width** The Finance Dashboard is cross-functional, connecting the following stages and roles: - **During Onboarding:** o Receives dealer payment data (Security Deposit, Bank Details, Transaction ID, Mode of Payment, etc.). o Enables Finance users to verify authenticity of RTGS/NEFT transactions by cross- checking with corporate account statements. o Allows upload of verified transaction proof or remarks in case of mismatch. - **During Offboarding (Resignation / Termination):** o Auto-fetches the list of dealers approved for exit by NBH and Legal. o Tracks the **F&F Summary** preparation status and department responses. o Consolidates financial liabilities, recoverables, or pending clearances. o Generates a unified view of financial closure and triggers completion once all departments respond. The dashboard integrates with **Legal** , **DD-Admin** , and **DD-Lead** modules to ensure that once a dealer exit is approved, the Finance team receives all relevant data automatically for settlement initiation. **11.1.3 Depth** ``` 11.1.3.1 Onboarding – Payment Verification ``` - **Initiation:** Dealer payment details (Security Deposit, Mode of Payment, Transaction ID, and Bank Name) are captured during onboarding. - **Verification Process:** o Finance validates the transaction against company account records. o Uploaded documents like **Payment Receipt** or **Bank Statement** are reviewed. o Finance user confirms verification by entering the verified transaction ID, received date, and remarks. - **System Actions:** o On successful verification, payment status updates to **Verified** , triggering an email + in-app notification to DD-Admin and DD-Lead. o If discrepancies are found, Finance can flag the payment for review with remarks in Work Notes. - **Dashboard Counters:** o **Pending Verification:** Lists all onboarding payments awaiting Finance confirmation. o **Verified:** Displays successfully validated payments along with transaction logs and verifier details. ``` 11.1.3.2 Offboarding – F&F Settlement Summary ``` - **Trigger:** Once Legal uploads the **Resignation Acceptance** or **Termination Letter** , the case automatically appears in the Finance Dashboard under _F&F Settlement._ - **Process Flow:** 1. System collates the **Dealer Exit Case (Resignation/Termination)** details. 2. Pulls financial obligations, pending dues, recoverables, and credit balances from connected departments (e.g., Parts, Apparel, DMS, Marketing). 3. Displays a departmental response tracker (e.g., _16/16 Departments Responded_ ). 4. Finance reviews the consolidated data and creates the **Final Settlement** **Summary**. 5. On approval, status changes from _Pending Finance Summary_ to _Completed_ and the record is archived for reporting. - **Work Note & Communication:** 1. Finance can use the **Work Notes** tab to tag DD-Lead, Legal, or Admin in case clarifications are needed. 2. Each note gets timestamped and appears under **Audit Trail** for traceability. 3. Upon finalization, a system-generated confirmation triggers notification to DD- Admin for closure. - **Automation & Notifications:** 1. SLA reminders alert Finance for pending verifications nearing expiry. 2. Status changes (Pending → Verified / Completed) are reflected across modules instantly. **11.1.4 Personas-wise Accessibility & Visibility** ``` Persona Responsibilities & Actions Access Level ``` ``` Finance (Primary Owner) ``` ``` Verify onboarding payments, review RTGS details, create and approve F&F summaries, add Work Notes. Full Access^ ``` ``` DD-Admin Upload payment proofs during onboarding, upload dealer reply or Legal letters during offboarding, view Finance remarks. ``` ``` Upload / View ``` ``` DD-Lead ``` ``` Review verified payment records, view F&F progress, respond to Finance queries in Work Notes. ``` ``` View / Comment Legal Cross-reference Finance completion before case closure. View Only ``` ``` NBH / ZBH Monitor high-level financial progress for terminated or resigned dealers. ``` ``` View Only ``` ``` Dealer (Read-only) ``` ``` Can view payment verification and F&F closure confirmation in dealer portal. Once a dealer resigns or is terminated , portal access is permanently revoked , preventing any further system interaction. ``` ``` View Only ``` ### 11.2 F&F Settlement Module **11.2.1 Functionality Scope** The **Full & Final (F&F) Settlement module** enables Royal Enfield’s Finance division to execute, validate, and document the final financial closure of any dealer account following **Resignation** or **Termination** approval. It consolidates all monetary data — payables, receivables, deductions, and department-wise clearances — into a unified interface for transparent and compliant settlement processing. The module provides a structured workflow that ensures all dependencies are cleared across departments, settlement calculations are system-validated, and final payouts or recoveries are accurately recorded with bank transaction details. The process is fully integrated with Legal, Dealer Development (DD), and Admin workflows, ensuring that once a dealer exit is approved, the F&F process is automatically triggered within defined SLAs. **11.2.2 Width** The F&F module covers both **Resignation** and **Termination** closure workflows, integrating all stakeholders and systems that influence the final settlement outcome. - **Dealer Development (DD-Lead / DD-Admin):** Triggers F&F process after Legal uploads the acceptance or termination letter. - **Finance:** Leads the overall settlement process, validates departmental inputs, performs reconciliation, and confirms final payment or recovery transactions. - **Departments (16 Functions):** Submit NOC and financial inputs through automated task prompts (e.g., Parts, Service, Apparel, HR, Legal, Quality, Marketing, IT, Logistics, etc.). - **Legal:** Verifies F&F completion before case closure and maintains compliance documentation. - **Admin:** Uploads settlement proof and coordinates with Finance for record finalization. This ensures that no dealer account is financially closed until all clearances, proofs, and validations are in place. **11.2.3 Depth** ``` 11.2.3.1 Case Overview and Summary ``` Each F&F case is system-generated with a unique ID (e.g., _FNF- 2024 - 001_ ). Key case metadata displayed includes: - Dealer name, code, and location - Termination type (Resignation / Termination) - Submitted and due dates - Associated domain and sales/service codes - Case age and current status ( _Pending Finance Review_ , _Completed_ ) A **Net Payable / Receivable Indicator** at the top visually represents whether the company owes payment to the dealer or vice versa. For example: _Payable to Dealer – ₹9,75,000_ indicates a net payout scenario after adjustments. ``` 11.2.3.2 Department-wise Clearance Tracking ``` This section provides a real-time tracker of department responses and clearances. It includes: - **Progress Bar:** Displays total responses received vs. pending (e.g., _12 of 16 departments_ _responded_ ). - **NOC Statuses:** o _NOC Submitted_ – Department confirms zero dues. o _Dues Pending_ – Department flags financial obligations. o _Pending_ – Awaiting department review. - **Response Details Table:** Lists each department with submitted date, clearance remarks, and any recovery or payable amount. - **Response Guidelines Panel:** Summarizes submission protocols and auto-reminder SLAs. Departments with dues or recovery inputs automatically impact the **Receivable / Deduction Summary** under Finance Calculation. ``` 11.2.3.3 Financial Calculation Summary ``` Finance users can view, verify, and edit financial items categorized into **three structured sections:** ``` 11.2.3.4 Payables to Dealer (Editable) ``` Represents refundable amounts due from the company to the dealer, such as: - Security Deposit refund - Inventory valuation - Equipment and fixture reimbursements - Outstanding credit notes For department-originated items, Finance validates each submitted claim into a finance- validated payable value, with decision and variance reason if changed. Finance can add new line items only when they are finance-originated adjustments and must tag source and reason. Only finance-validated values auto-calculate into the total payables panel. ``` 11.2.3.5 Receivables from Dealer (Editable) ``` Captures outstanding recoverables and pending dues, including: - Outstanding invoices (Sales / Parts / Service) - Marketing recoveries - HR or Finance advances - Compliance or penalty adjustments For department-originated records, Finance cannot overwrite department claim history; it must record a validated receivable value with variance tracking. Finance-originated receivable rows may be added with mandatory remarks and supporting documents. ``` 11.2.3.6 Deductions (Editable) ``` Represents contingent deductions such as: - Pending warranty claims - Policy violations - Miscellaneous settlements Each item includes claim value (if department-sourced) and finance-validated value. Only finance-validated values feed into the **Total Deductions** summary. ``` 11.2.3.7 System-Calculated Formula ``` At the bottom, a dynamic calculation displays: ``` Net Settlement = Total Payables – Total Receivables – Total Deductions ``` Calculation source rule: - `Total Payables` = Sum of finance-validated payable values - `Total Receivables` = Sum of finance-validated receivable values - `Total Deductions` = Sum of finance-validated deduction values A positive balance indicates _Payable to Dealer_ ; a negative balance indicates _Recovery from Dealer_. ``` 11.2.3.8 Settlement Verification Panel ``` Located on the right side, this panel captures the **final transaction details** once the Finance review is complete. Fields include: - **Payment Mode:** NEFT / RTGS / Cheque - **Transaction / Reference ID:** Corporate transaction number - **Bank Reference Number:** Optional for verification - **Settlement Amount & Adjustments:** Auto-fetched from calculation summary - **Settlement Date:** Date of transfer or adjustment posting - **Verification Remarks:** For audit or cross-team comments Finance can then take one of three workflow actions: - **Approve Settlement:** Marks case as “Finance Approved.” - **Request Clarification:** Sends query back to DD-Lead or Admin with remarks. - **Reject Settlement:** Moves case to “Returned for Correction” with detailed reason. Each action automatically logs under **Audit Trail** and triggers email + system notifications. ``` 11.2.3.9 Documents Section ``` This tab centralizes all artefacts submitted or generated during the F&F process. It includes: - Dealer documents (e.g., _Resignation Letter_ , _Asset Handover Receipt_ , _Inventory_ _Report_ , _Bank Statement_ ). - Uploaded proofs by Finance (e.g., _Settlement Proof, Payment Receipt_ ). - Legal or DD attachments for traceability. A **drag-and-drop upload zone** allows Finance or Admin to attach additional records (PDF, DOC, XLSX, JPG) up to 10 MB each. Each file is logged with: - File name and type - Upload date and user - Download option for audit access ``` 11.2.3.10 Bank Details Tab ``` Displays dealer bank information to validate payment transfer: - Account holder name - Account number - IFSC and branch name - Bank name A system alert prompts the verifier to validate details before disbursing payment: _“Bank Verification Required – Please confirm bank account before processing settlement.”_ ``` 11.2.3.11 Settlement Checklist ``` A final control checklist ensures financial compliance before marking the case as complete. It includes mandatory checks for: - Verification of all financial calculations - Confirmation of bank account details - Review of all department responses - Upload of settlement proof - Entry of accurate transaction information All checklist points must be validated before the “Approve Settlement” button becomes active. **11.2.4 Work Notes & Communication Flow** - Every clarification, remark, or inter-team discussion is captured through the **Work** **Note** feature integrated into the F&F module. - Finance, DD-Lead, and Legal can tag specific users (e.g., _@Admin_ , _@Legal_ ) to address pending actions. - Notes are timestamped and visible in the case timeline. - Work Notes become part of the permanent **Audit Trail** and ensure transparent communication without relying on emails. **11.2.5 Personas-wise Accessibility & Visibility** ``` Persona Responsibilities Access Rights ``` ``` Finance (Primary Owner) ``` ``` Review, calculate, and approve final settlements; update transaction details; upload settlement proof; communicate via Work Notes. ``` ``` Full Access ``` ``` DD-Admin Upload dealer responses, asset handover, and supporting docs; coordinate with Finance for closure. ``` ``` Upload / View DD-Lead Review and confirm financial summaries; respond to clarifications. ``` ``` Review / Comment Legal Validate compliance and verify settlement proof before closure. ``` ``` View / Comment Departments (16 Units) ``` ``` Submit NOC, recovery, or clearance via linked tasks. Limited Edit Access NBH / ZBH / DD- Head ``` ``` Monitor overall settlement status and amount trends. View Only ``` ``` Dealer (Read- only) ``` ``` View F&F confirmation and settlement proof post-closure. View Only ``` --- ## 13 Non-Functional Requirements ``` Category Requirement Performance Average response time < 3 seconds for standard operations. Scalability Should scale horizontally on GCP. Security JWT tokens, encrypted passwords, HTTPS enforced. Usability Intuitive UI, consistent icons, and simple navigation. Reliability 99% uptime target. Backup & Recovery Daily database backup and weekly full snapshot. Compliance Follows RE IT data privacy guidelines. ``` ## 14 Technology Matrix ``` Component Specification Database PGSQL (Managed or local instance) Application Stack Node.js (Backend) + React.js (Frontend) Authentication RE SSO Bridge ``` ## 15 Infra requirements & System Hygiene ``` Component Specification Environment QA / Testing # of Virtual Machines (VMs) 1 CPU Configuration 4 - Core Memory (RAM) 16 GB Disk Size 500 GB Operating System Ubuntu 24.04 LTS ``` ``` Storage Type Cloud ``` Backup and Recovery - Daily incremental and weekly full backups. - Restore process must not exceed 2 hours. ## 16 Not in scope Anything which comes beyond the scope defined above in terms of Width and depth