© Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 For Automobile Sales and Services.

© Tally Solutions Pvt. Ltd. All Rights Reserved

Tally.ERP 9 For Automobile Sales and Services

© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2© Tally Solutions Pvt. Ltd. All Rights Reserved

Agenda

• Automobile Vehicle Sales and Services-Overview

• How Automobile Vehicle Sales and Services Operations Structured

• Tally.ERP 9 For Automobile Vehicle Sales and Services

• Business Process Flow

• Primary Requirement

• Tally.ERP 9- Fitment


Automobile Vehicle Sales and Services-Overview

Automobile Vehicle Sales and Services Overview

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Business Process FlowAutomobile Vehicle Sales and Services

Purchase Management Sales Management Accounting & MIS ReportsInsurance Renewal

Dealer place the PO or Indent for vehicles and spare parts to parent

company/manufacturer

Manufacturer deliver the vehicles and spare parts to dealer as per the

order.

Dealers godown manager conduct PDI (Pre-Delivery Inspection)

During PDI, if dealer identify/notice any damage , they prepare the insurance document and send it for claim or inform the company for replacement of vehicle or spare

parts

Incase of multiple locations, based on the request, goods will be transferred to branches/outlets

Customer walks-in and enquire for the vehicle

Sales Executive attend the customer and explain the

features like engine capacity, mileage, color etc.,

Purchase order book

Purchase return report

Transit damage report

Re-order status

Stock report

Dealer wise stock report

Model wise sales report

Job card

Warranty report

Accidental report

Free service report

Vehicle history

Vehicle timing sheet

Service redemption report

Spare parts profit

Customer database

Insurance renewal report

Party insurance history

Customer walks in for renewal of Insurance or dealer will

initiate the insurance reminders and follow up through telecal/

email/ SMS etc.

Dealer makes the payment to manufacturer. And the insurance

company will do the reimbursement for damaged goods

Vehicle under insurance coverage period

Renew the insurance of the vehicle.

YES

Insurance executive will check the insurance coverage period

and previous claim if any .

Book the vehicle and makes the payment through cash/card/cheque or through the help of finance (Loan)

Sales Executive update the walk-in customer database

Customer finalize the vehicle

Sales executive send vehicle details to RTO for registration. Later prepare the invoice and

sales certificate

During delivery, sales team explains the service schedules/

terms & conditions to customer and deliver the

vehicle

Once payment is cleared, sales team or cashier prepare the receipt and acknowledge the

payment with date of delivery

YES

NO

suggest the customer to bring the vehicle to showroom

Insurance executive checks the vehicle condition and fix the

insurance value for the vehicle.

NO

Service executive note down the customer complaint, inspect the vehicle and prepare the job card

Inform the customer the approximate service charges

(Services not covered under free service)and delivery time

Once the job is completed, service executive close the job

card by updating the details and inform the customer for

collection of vehicle/delivery

Customer bring the vehicle to service centre and service

executive attends the customer

Customer makes the payment (Card/Cash) and collect the

vehicle

Vehicle Service Management

As per the job card, cashier print the service invoice with details

of free service and charges if any

Service executive categories the service, Paid, free, accidental

service

Dealers send the service reminders through different

modes like telecal/ email/SMS to customers or customer direct

walks- in for service

How Automobile Vehicle Sales and Services Business Operations Structured


Tally.ERP 9 For Automobile Vehicle Sales and Services-Purchase Management


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Process Flow-Purchase ManagementPURCHASE MANAGEMENT

Purchase department prepares purchase order/ indent request for vehicle and spare parts (through dealer management system or

manually)

Manufacturer, deliver the vehicle and spare parts to dealers godown

as per the PO

As per the credit period allotted, dealer makes the

payment to parent company.

Godown manager/ store keeper check the vehicle and spare parts

( Pre delivery inspection)

Prepare the transit damage report and send to insurance

company

Inform the manufacturer and submit the damaged report

or replacement report

Update the goods receipt record and inform the accounts department

Insurance company will check the details and send the

reimbursement cheque to the dealer

During PDI, found damaged vehicle and

spares

Manufacturer will send the new vehicle and spare parts

against replacement

Not ClaimableClaimable

During PDI, found no damage

Incase of multiple locations, as per the request, transfer the goods to respective locations


Primary Requirement-Purchase Management

Category/Module

Major Requirement Explanation

Purchase

Preparation of purchase order or indent request

Most cases the PO or indent request is placed in the DMS provided by the manufacturer. Or in case of sub dealers, they prefer to order the vehicle through telecal/ email to dealers. Once the order is placed, dealers will account the same in their software for better understanding and report purpose. Tracking of these PO and the delivery of the vehicle and spare parts against the PO is very important .

Pre- delivery inspection (PDI)

The PDI gives you the opportunity to record any obvious defects and/or damaged items prior to taking occupancy in godown. PDI confirm that Interior and exterior of vehicle are clean . Examples for PDI are make sure that headlights, tail lights, parking lights, and turn signals function properly.

Transit damage report & replacement report

These reports generally prepares for the accounting of damaged goods. This report

helps the dealer to submit to insurance company for re-imbursement of damaged

parts and of not claimable, submit to the manufacturer for replacement of the

same.

Vehicle transfer to different locations.

Incase of multiple locations or branches, as per the request from the respective

locations, transfers the vehicle to respective locations or branches.

Integration with DMS (Dealer Management System)

To avoid the double work, most of the dealers may required to integratelocal software with the DMS provided by the manufacturer. Thereforeany transaction made in local software , update in DMS or vice versa, saves

hugeamount of time .


Tally.ERP 9 Fitment- Purchase Management

SL NO Requirement Tally.ERP 9 Customisable/ Integration

1 Purchase order Yes

2 Goods receipt note- GRN Yes

3 Purchase invoice Yes

4 Purchase return or replacement chelan Yes

5 Creation of re-order level Yes

6 Bar code printing and scanning for spare parts Yes

7 Transit damage report Yes

8 Branch transfer or location transfer Yes

9 Purchase order summery Yes

10 Re-order level status Yes

11 Purchase register Yes

12 Purchase bill pending report Yes

13 Vehicle and spare parts transfer report Yes

14 Integration with DMS (Dealer Management System) Yes

15 Vehicle or spare parts replacement report Yes

16 Insurance re-imbursement report Yes


Tally.ERP 9 For Automobile Vehicle Sales and Services- Sales Management


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Process Flow-Sales ManagementSALES

Customer walks-in and enquire for the vehicle

Sales executive attend the customer and explain the

features like engine capacity, mileage, color etc.,

Book the vehicle

Sales executive inform the price and check the mode of

payment from customer.

Sales executive, send bike details to RTO for registration. Later prepare the invoice and

sales certificate

During delivery, sales team explains the service details to

customer and deliver the goods

Sales executive collect the customer details and update

the database

Customer finalize the vehicle

YESNO

Cash / Credit card Cheque Financer/Banker

Finance team collect the necessary documents like ID

and address proof, pay slip and post dated cheque for EMI

Finance team will do the verification and approve the

loan.

Once payment is cleared, sales team or cashier prepare the receipt and acknowledge the payment and also inform the

date of delivery

Deposit the cheque in bankCashier prepare the receipt and

inform the date of delivery


Primary Requirement-Sales Management

Category/Module


SALES Sales invoice with complete vehicle information

Sales invoice should contain the vehicle chaise number, engine number, model number and vehicle registration details. This will helps the customer and dealer for smooth process of the sales. Also dealer may have to use the vehicle details for future purpose.

Vehicle transfer or sales to sub dealer

In case the sales is done through sub dealer location, on behalf of the sub dealer, dealer will raise the invoice to customer. All the other formalities like registration of vehicle, insurance etc. will be done by sub dealer. Sales certificate will be issued in the name of sub dealer and later they can change the sales certificate in the name of the customer.

Handling of different payment modes by customer

Customer makes the vehicle payment in different methods. They takes the help of

financer/ banker or partial payment by cash and cheque or cash and card etc.

Managing the different modes of payment is very crucial. Also they would like to

specify the payment details in invoice itself.

RTO registration & sales certificate

Once the vehicle is booked , vehicle details will send to RTO office for the preparation

on RC book and vehicle registration. Tracking of different vehicle registration with

RTO is a major requirement for dealers. Once the registration is done, dealer will

prepare the sales certificate.


Tally.ERP 9 fitment- Sales Management


1 Preparation of receipt Yes

2 Spare parts/ accessories purchases billing Yes

3 Sales invoice with vehicle history Yes

4 Bar code printing and scanning (Spare Parts) Yes

5 Multiple cash payment handling (Cash/Card/ Cheque/Financer)

Yes

6 Spare parts billing with inclusive & exclusive of VAT. Yes

7 Sales certificate generation Yes

8 Sales order processing Yes

9 Sales bill pending Yes

10 Sales man name in sales invoice Yes

11 Movement analysis Yes

12 Columnar report Yes

13 Stock summery Yes

14 Multiple payment reports Yes

Contd..


Tally.ERP 9 fitment- Sales Management


15 Daily sales report Yes

16 Model wise sales report Yes

17 Sub dealer sales report Yes

18 Spare parts profit report Yes


Tally.ERP 9 For Automobile Vehicle Sales and Services-Service Management


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Process Flow-Service ManagementSERVICES MANAGEMENT

Service executive note down the customer complaint, do the inspection and prepare

the job card

Inform the customer the approximate service charges

and delivery time

Schedule the bike for service and once done,

record the service details in database and inform the

customer through different mode

Customer bring the vehicle to service center and service


Customer makes the payment (Credit Card/Cash)

and collect the vehicle

Free Service Paid Service Accidental Service

Dealers send the service reminders through

different modes like telecal/ email/SMS to customers

Customer checks the user manual provided by the

company and walks in for the services

Customer bring the vehicle to service center and service


Service executive note down the customer complaint, inspect the vehicle and prepare the Job card

Inform the customer the approximate service charges (services not covered under

free service)and delivery time

Once the job is completed, service executive close the job card by updating the details and inform the customer for collection of vehicle/delivery

Customer makes the payment (Credit Card/Cash) and

collect the vehicle

Customer bring the vehicle to nearest service centre

Insurance company executive inspect the

vehicle.

Insurance company executive provide the details of spares/body

parts which can be replaced at free of cost(full

calim/partial claim)

Customer register the complaint to insurance

company.

Based on the service confirmation from customer , service

executive prepare the job card and schedule the

vehicle for service

The free service details will be updated in parent

company DMS for claiming the free services

As per the job card, cashier print the service invoice with

details of free service and charges if any

As per the job card, cashier print the service Invoice with details of service

As per the job card, cashier prepare the service invoice

with details of service

Insurance company transfers the claim to dealer and Customer makes the

payment (Credit Card/Cash) and collect the vehicle


Primary Requirement- Service Management

Category/Module

Major Requirement

Explanation

SERVICE Service reminders to customers

Customer has to be reminded for next vehicle service . Service reminders will be generally send to those customers whose vehicle is under free service category. This reminders help to build customer loyalty.

JOB Card A job card (or task card) is a document that provide all the information needed to complete a service procedure. Job cards also provide the means of recording that a procedure has been completed properly. Once the servicing get complete the job card can be used to record details of service activity and inspection, with relevant information need to routed back into the dealer management system for compliance, audit and management purposes.

Free service redemption

Many of the dealers wants to track the free service redemption by the customer. Since

this free service give revenue to dealers, this is one of the major requirement in

service category.

Team incentives based on services

Incentive for Service engineers has to be calculated based on the performance,

every end of the month. This can be based on various parameters like number of

vehicle serviced, number of spare parts utilisation etc. Also the incentive will be

given on final inspection report by team head.


Tally.ERP 9 Fitment- Service Management


1 Preparation of job card Yes

2 Parts replacement against job card Yes

3 Vehicle history card (Report) Yes

4 Service invoice with service tax Yes

5 Receipt against job card Yes

6 Service reminder – SMS Yes

7 Service reminder – Email Yes

8 Customer data base Yes

9 Customer data base service report Yes

10 Multiple payment handling Yes

11 Tracking of accidental insurance claim against the job card

Yes

12 Team wise service report Yes

13 Service executive wise service report Yes

14 Daily closed job card report Yes

Contd..


Tally.ERP 9 Fitment- Service Management


15 Job card report Yes

16 Day wise service report Yes

17 Day wise job card report Yes

18 Warranty report (Spare Parts) Yes

19 Battery warranty report Yes

20 Accidental service report Yes

21 Free service report Yes

22 Paid service report Yes

23 Service follow up report Yes

24 Vehicle timing sheet Yes

25 Service redemption report Yes

26 Service summery report (FREE/PAID) Yes


Tally.ERP 9 For Automobile Vehicle Sales and Services-Insurance Renewal


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Process Flow- Insurance Renewal Management

INSURANCE RENEWAL

Customer walks in for renewal of insurance or dealer will

initiate the insurance reminders and follow up through telecal/

email/ SMS etc.

Under insurance coverage period

Renew the insurance of the vehicle.

YES

Insurance executive will check the insurance coverage period

and previous claim if any .

Suggest the customer to bring the vehicle to showroom

Insurance executive checks the vehicle condition and fix the

insurance value for the vehicle.

NO


Primary Requirement- Insurance Renewal Management

Category/Module


Insurance Renewal

Reminders to customers (SMS / Email) for renewal of insurance

Customer has to be reminded for next vehicle insurance renewal.

Customer insurance history

Its very important to track the customer insurance renewal for sending the reminders and making them to renew the Insurance on time. This results in customer satisfaction and retention.


Tally.ERP 9 Fitment- Insurance Renewal Management


1 SMS reminders Yes

2 Email reminders Yes

3 Customer data base Yes

4 Customer insurance renewal due date report Yes

5 Receipt generation Yes

6 Customer vehicle insurance history Yes

7 Insurance renewal profit report Yes


Tally.ERP 9 For Automobile Vehicle Sales and Services-Accounts Management


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Process Flow- Accounts Management ACCOUNTING/ MIS REPORTS

Purchase Reports Sales reports Services Reports

Purchase order pending

Purchase order book

Purchase register

Purchase return

Transit damage

Re-order status

Stock

Dealer wise stock report

Model wise sales

Sales bill pending

Job card

Warranty

Battery warranty

Accidental

Free service

Vehicle history

Vehicle timing sheet

Job card wise

Service redemption

Spare parts profit

Customer database

Insurance Report

Insurance renewal

Party insurance history

RTO/ Insurance

Customer database

Payroll Reports

Balancesheet

Profit and loss account

Ageing analysis

Cash/Bank book

Vat reports and forms

Service tax report and forms

Other Reports

Employee data base

Pay slip

Pay sheet

Payroll statement

Payment advice

Payroll register

Employee profile

Attendance sheet

Attendance register

Expat Report

PF reports & forms

ESI reports and forms

Professional tax report & forms

Gratuity


Tally.ERP 9 Fitment- Accounts Management


1 Purchase order pending report Yes

2 Purchase order book Yes

3 Purchase register Yes

4 Purchase return report or replacement report Yes

5 Transit damage report Yes

6 Re-order status report Yes

7 Stock summary Yes

8 Model wise sales report Yes

9 Sub dealer wise sales report Yes

10 Sales bill pending report Yes

11 Job card report Yes

12 Service- day wise report Yes

13 Day wise job card report Yes

14 Warranty report Yes

Contd..




15 Battery warranty report Yes

16 Accidental service report Yes

17 Free service report Yes

18 Paid service report Yes

19 Vehicle history report Yes

20 Vehicle timing sheet Yes

21 Service redemption report Yes

22 Spare parts profit report Yes

23 Insurance renewal report Yes

24 Pay slip Yes

25 Pay sheet Yes

26 Payment advice Yes

27 Employee profile Yes

28 Attendance register Yes

Contd..




29 Attendance sheet Yes

30 Balance sheet Yes

31 Profit and loss account Yes

32 Ageing analysis Yes

33 VAT reports Yes

34 Service tax reports Yes

35 Gratuity reports Yes

36 Provident fund reports and forms Yes

37 ESI reports and forms Yes

38 Professional tax report and forms Yes

39 Daily sales report- item wise Yes

40 Daily sales report-brand wise Yes

41 Daily sales report- model wise Yes

42 Sales and service incentive report Yes

43 Outstanding receivable and payable Yes

44 Columnar report Yes


Thank You

For any queries please contact :- [email protected]

© Tally Solutions Pvt. Ltd. All Rights Reserved Tally.ERP 9 For Automobile Sales and Services.

Documents

automobile sales

vehicle transfer

vehicle payment

sales certificate

registration of vehicle

vehicle details

tally solutions

exterior of vehicle