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Process Map Pickerings Auto Group

Vehicle Module Process Code: V160 MyDeal

Pickerings Auto Group Vehicle Module Process Map – V160 MyDeal

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Contents

High Level Process Definition .............................................................................................................. 4

Business Policies ................................................................................................................................. 5

100% Aftermarket Introduction Policy ....................................................................................... 5

100% F&I Introduction Policy ...................................................................................................... 5

Deposits on Orders ..................................................................................................................... 6

Gross Review – Order Confirmation ........................................................................................... 6

Estimated Delivery Date ............................................................................................................. 7

Confirmed Estimated Delivery Date/Time .................................................................................. 7

Delivered Date / Time / Checkbox .............................................................................................. 8

Floorplan Payouts ....................................................................................................................... 8

Vehicle Release - PPSR ................................................................................................................ 9

Quote Review .............................................................................................................................. 9

Procedures ........................................................................................................................................ 10

Complete My Deal ........................................................................................................................ 10

Statement of Work ........................................................................................................................... 12

Introduction .................................................................................................................................. 12

Preparing for a My Deal Transaction ............................................................................................ 14

Complete My Deal ........................................................................................................................ 15

Quote / Customer tab ............................................................................................................... 15

Completing the Buyer / Owner Panel ....................................................................................... 15

Completing the Deal Details Panel............................................................................................ 17

Quote Review ............................................................................................................................ 17

Gross Review – Order Confirmation ......................................................................................... 18

Estimated Delivery Date ........................................................................................................... 19

Completing the Other Fees Panel ............................................................................................. 20

Completing the Notes on Deal Panel ........................................................................................ 20

Completing the Finance Details Panel ...................................................................................... 21

100% F&I Introduction Policy .................................................................................................... 21

Completing the Insurance Details Panel ................................................................................... 22

Completing the Total Deposit / Refund Details Panel .............................................................. 22

Associated Quotes tab .............................................................................................................. 24

Vehicle tab ................................................................................................................................ 24


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Deposits on Orders ................................................................................................................... 25

Gross Review – Order Confirmation ......................................................................................... 26

Paint, Trim, Options, Accessories, After Market and Charges tabs .......................................... 28

100% Aftermarket Introduction Policy ..................................................................................... 30

On Road Cost tab ...................................................................................................................... 31

Trade Ins tab ............................................................................................................................. 32

SMARTForms tab........................................................................................................................... 34

Good Deal Sheet (Profit Calculation) ........................................................................................ 34

Quotation .................................................................................................................................. 35

Vehicle Registration Form ......................................................................................................... 37

Vehicle Transfer Form ............................................................................................................... 38

Sale Below Preset Profit Margin ................................................................................................... 39

Finalising the Deal - Delivery ......................................................................................................... 40

Confirmed Estimated Delivery Date/Time ................................................................................ 40

Vehicle Release - PPSR .............................................................................................................. 40

Delivered Date / Time / Checkbox ............................................................................................ 41

Floorplan Payouts ..................................................................................................................... 41

Process Flowchart ............................................................................................................................. 42

Program Parameters ......................................................................................................................... 45


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High Level Process Definition

Process Name MY DEAL

Process Intent Allow quick completion of a customer quotation or order, in a transparent manner, and encourage maximum information capture for marketing and sales purposes.

Process Owner Sales Manager

Process User Sales Manager Sales Consultant

Process Starts with Requirement to generate a quotation (with or without obligation) or an order relating to the sale of a Stock Unit

Process Ends with My Deal completed, vehicle delivered and ready for processing in MUSE (Multi Unit Sale Entry)

Process Customer

Vehicle Purchaser Dealer Principal Financial Controller Stock Control / Sales Admin


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Business Policies The following Business Policies are applicable to the execution of the processes defined and referred to in this Process Map.

Business Policy – V160-01

100% Aftermarket Introduction Policy

All customers must be introduced to the Aftermarket consultant.

The Aftermarket Consultant will manually select the ‘Intro to Aftermarket’ checkbox in Prospect Maintenance.

N.B. Sales Staff are not permitted to sell or give away Aftermarket Products.

Process Owner: Dealer Principal / Sales Manager Process User: Aftermarket Sales Consultant


100% F&I Introduction Policy

All customers must be introduced to the Business Manager.

Ideally, an early introduction to F&I (i.e. before closing the deal) will take place.

In addition, the Aftermarket Consultant will directly refer the customer to F&I.

The Business Manager will manually select the ‘Intro to F&I’ checkbox in Prospect Maintenance.

Process Owner: Dealer Principal / Sales Manager Process User: F&I Business Manager


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Deposits on Orders

Deposits are to be requested for all retail vehicle orders. (Default value is $1000.)

This can be waived at the Business Manager or Sales Manager’s discretion. (KPI: 90% of orders are to have deposits.)

Process Owner: Sales Manager / Business Manager

Dashboard: Sales (Deal Book) – Retail Orders without Deposits


Gross Review – Order Confirmation

Only the Sales Manager is permitted to convert a MyDeal Quote to an Order.

At this point in time, the calculated Gross Profit is saved in the system and reported in the Deal Book on the Dealer Spectrum® Dashboard.

If changes are required that impact the GP on a deal, the MyDeal must be re-saved as a Quote and then converted back to an Order again in order to recalculate the margin.

Process Owner: Sales Manager

Dashboard: Sales (Deal Book) – Orders Taken


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Estimated Delivery Date

Sales Consultants are not to update Estimated Delivery Dates; this is controlled by the Sales Manager, following communication with the Service Department in order to estimate the Pre-Delivery lead time.

Sales Managers must monitor Estimated Delivery Dates, especially those which fall into the past.


Dashboard: Sales (deal Book) – Missing / Expired Estimated Delivery Date


Confirmed Estimated Delivery Date/Time

When the Delivery Date is agreed, the Business Manager will liaise with the customer to book in a time, in order to provide the best possible customer experience (with minimum wait time), and at this point will tick the ‘Confirmed’ checkbox, and enter the Estimated Delivery Time.

Process Owner: Business Manager

Dashboard: Sales (Deal Book) - Deal Book Summary


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Delivered Date / Time / Checkbox

The Business Manager will update the Delivery Date and tick the ‘Delivered?’ checkbox at time of Delivery, while confirming settlement of the vehicle. The timestamp will update in real time.




Floorplan Payouts

Vehicles sold as retail (i.e. with no extended finance payout terms) must be paid out within 48 hours.

Process Owner: Financial Controller

Dashboard: Sales (Deal Book) – Deal Book Summary Delivered but not Paid Out


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Vehicle Release - PPSR

Vehicles must not be released until a final PPSR check has been done on the customer’s trade-in.


Process User: Business Manager


Quote Review

Vehicle quotes expire after 30 days.

Sales Managers must review quotes open over 21 days.


Dashboard: Sales (Deal Book) – Active Quotes over 21 Days


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Procedures

Process Description: Complete My Deal

Process (Major) Steps Procedure Internal Policy

1. Prepare for the Transaction

Objective: Open windows and display available information

a. Open the My Deal window b. Enter Sales Consultant PIN to display Name and

Branch

2. Develop Quote / Customer Details

Objective: Collect & record high level Deal details

a. Enter, select or search for the Prospect ID

i. Create a New Prospect Record if required

b. Verify displayed information – add or modify as

required

c. Complete the following panels in the open window i. Deal Details ii. Spotters Details iii. Finance Details (if authorised) iv. Insurance Details (if authorised) v. Deposit / Refund Details vi. Notes on Deal

d. Review the (read only) Associated Quotes tab

V160-05 V160-06 V160-03 V160-10

3. Develop Vehicle Details

Objective: Identify & record Vehicle details subject of the deal

a. Open ‘Vehicle’ tab b. In the Base Vehicle Stock List Panel

i. Select Stock Type ii. Select Stock Unit No or Model / Variant

(in line with requirements / authorisation) iii. Verify / modify Driver details

c. In the Current Stock Sales Details panel i. Add Delivery / Insurance Charges if

required and authorised ii. Enter any Discount applicable to the deal iii. Modify, if authorised, the ‘Change-Over’

value

4. Develop Add-On Details

Objective: Identify & record details relative to Paint, Trim, Options etc

a. Open ‘Add-On’ tabs as appropriate (Paint; Trim; Options; Accessories; After Market; Charges)

b. Tick to select add-ons as required c. Adjust sale price as required and authorised

V160-01

5. Develop On-Road Costs

Objective: Define and establish On-Road Costs associated with the Deal

a. Open On-Road Cost tab – verify displayed State Code; adjust as required

b. Enter On-Road Cost Details as required / authorised

c. Indicate ‘Rego Required’ if appropriate d. Tick Confirm Rego Details indicator


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Process Description: Complete My Deal

Process (Major) Steps Procedure Internal Policy

6. Develop Trade-In Details

Objective: Identify and record unit(s) intended to be traded as part of the deal

a. Open the Trade-Ins tab b. Enter / Select / Search For required Appraisal ID c. Enter Offered Value

V160-09

7. Save Transaction & Review & Print SMARTForms

Objective: Review My Deal output and Print as required

a. Click Save button b. Respond to System Alerts (including Loss Alert) c. Open SMARTForms tab d. Review available forms e. Print Forms as required

V160-04

8. Obtain Approval & Finalise Deal

Objective: Transaction finalised and ready for processing through to Invoicing & delivery

a. Obtain Approval for Deal (if required) b. Print Quotation (if Required) c. Obtain Customer acceptance of Quotation /

Confirmation to Proceed d. Convert Quotation to Order e. Generate and execute Sales Contract f. Notify Sales Administration personnel of closed

deal to initiate MUSE (Multi Unit Sales Entry) procedure

V160-02 V160-04 V160-09 V160-08 V160-07


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Statement of Work

Introduction

The ‘My Deal’ Program is used to simplify the Vehicle quotation and order process. This program allows the salesperson to quickly complete a quotation or order in a transparent manner, and encourages maximum information capture for marketing and sale purposes.

It provides the salesperson with a user interactive graphical tool that will aid the sales process, enabling real time updating of figures and the ability to provide an accurate quotation ‘on-the-spot’.

In order to maximise the benefits of My Deal it is important that the following UNITS features are accurately configured and maintained in a current state at all times –

1. Salesperson Maintenance (refer Process Map V060 Salesperson Maintenance)

2. Model Maintenance (refer Process Map V010 Model Maintenance)

3. Accessory and Charge Maintenance (refer Process Map V030 Accessory & Charge

Maintenance)


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The program is rich in user maintainable parameters (refer later section on this subject for detailed definitions) enabling the application to be tailored to meet specific user needs as well as the support of internal policy decisions such as data visibility and so on.

Consequently members of the Management Team, as well as the System Administrator and users, should be aware of the opportunities available to enhance and optimise both the process and the system experience.

Once Orders are created, deals can be monitored in the ‘Customer Delivery Management’ module (CDM), which provides a useful interface for reviewing critical information pertaining to the progress of the vehicle towards delivery to the customer. Refer to Process Map V165 – Customer Delivery Management for more information on this.

Following the delivery of the vehicle, the time of this event will be flagged in either MyDeal or CDM. At this point the deal should be ready for processing by Admin.


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Preparing for a My Deal Transaction

Open the My Deal window and enter the Salesperson’s PIN.

If the message “You don’t have access to the Showroom” appears the salesperson is not authorised to use the application. This can be changed within Salesperson Maintenance and the access request should be raised and forwarded to the System Administrator through the appropriate Departmental Manager in accordance with internal policy regarding system access and authorisation.

Where access is authorised the following window will be displayed

Depending on the Salesperson setup the areas highlighted with red borders above may be hidden or ‘greyed out’. Any adjustments to these settings can only be made by the System Administrator with appropriately approved requests.


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Complete My Deal

Quote / Customer tab

When a valid PIN has been entered, the User details are populated (for verification)

Manager’s Authorisation will be required if the Sales Margin for the deal is lower than required (as defined in Salesperson set up), and when Factory Claims are entered (depending on parameter settings – see ‘Parameters’ section later at the end of this document).

Complete the Customer Delivery Management fields. This confirms which Contact will be used in the Customer Delivery Management module, in order to liaise with the correct customer leading up to delivery. (Refer to separate Process Map V165.)

Dealer Import functionality is not utilised.

Completing the Buyer / Owner Panel

The Buyer / Owner details panel is displayed allowing the user to enter a Prospect ID or to use the drop down list on the Prospect ID field to select or search for a valid Prospect Identification Code.

If the transaction being processed is a new Quotation or Order the Prospect ID is selected or created before being able to proceed – refer next section if processing or maintaining an existing Quotation or Order.

If this is a new sales enquiry from a customer a new Prospect code can be created by clicking the

symbol adjacent to the Prospect ID field to activate the Prospect Maintenance window.


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Avoid creating duplicated Contact records by searching for the existing contact first. Follow the agreed process for Contact selection/creation and Prospect creation in Process Map V001 – Contact and Prospect Management.

Remember – the Prospect records are attached to the ‘master’ Contact Code record.

Contact Code is the record of a customer’s contact details. Do not created duplicates!

Prospect ID is the information which links a sales enquiry (ie MyDeal Quote or Order) to

the Contact Code. A customer may have multiple Prospect IDs relating to various sales

interactions over time and across our dealerships.

The detail associated with the Prospect ID will be displayed in the Buyer / Owner panel following selection (or creation) of the appropriate record and Users should be aware that checking the ‘List Closed Prospects’ check box will enable selection of a closed Prospect record for the transaction.

The Joint Buyer / Owner data can be completed if required. Joint registration is generally not allowed, so use of this functionality is unlikely in the normal course of business. However recording the dual details will allow prospect marketing and registration details to be addressed to both contacts.


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Completing the Deal Details Panel

If the transaction being processed relates to an existing Deal Number the selection /creation of the Prospect ID should be bypassed and the user selects the Deal Number from the drop down list associated with the ‘Deal No.:’ field.

You may need to begin by changing the Drop List Deals to look at deals that are no longer active:

The Deal Number dropdown is enabled and populated with existing quotes/orders. Utilise the SmartSearch functionality to search by any of the first 10 columns (which can be moved around to suit).


Quote Review

Vehicle quotes expire after 30 days.

Sales Managers must review quotes open over 21 days.


Dashboard: Sales (Deal Book) – Active Quotes over 21 Days


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The parameter ProtectQuotes can be set to Y (the default is N) to allow salespersons to only have access to quotes created under their own PIN (Managers will be able to view all quotes created by their salespeople, as set up in Salesperson Maintenance).

If the transaction relates to a new Quote or Order, following Prospect ID creation, the Deal Number

field will be populated by UNITS with the next available Deal Number when the transaction is saved.

Select the Transaction Type from the drop down list – Draft, Order, Quote or Template

Draft – is a No Obligation Quote before a customer’s confirmation – a Sales Contract

cannot be produced from this transaction type

Order – where a customer has committed to purchase the unit and stock availability

has been confirmed

Quote – quotation to a customer without commitment to Stock Availability at the

time

Template – pre-filled form to eliminate repetitive form filling each time a new

transaction is created









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Set the GST Switch field (if required – default is ‘Inclusive’ of GST) from the options available on the field drop down – Inclusive, Exclusive or Tax Exempt.

It is important that the GST Switch is correctly set at this point as it is not able to be maintained after a vehicle(s) has been assigned to the transaction without removing the vehicle(s) to allow maintenance and subsequently reinstating the vehicle(s) to the transaction.

If the GST Switch is set to ‘Tax Exempt’ the ‘Tax Exempt No.:’ field will be activated and must be completed by entering the Tax Exemption Number provided (and evidenced) by the customer.

The Creation date will be automatically entered to the field. The system will also record when the deal is turned into an Order.

Enter an Estimated Delivery Date (when this field is completed the ‘Estimated Delivery Time’ field will be activated. This function is performed by the Sales Manager in consultation with Pre-Delivery as per Pickerings Policy.


Estimated Delivery Date

Sales Consultants are not to update Estimated Delivery Dates; this is controlled by the Sales Manager, following communication with the Service Department in order to estimate the Pre-Delivery lead time.

Sales Managers must monitor Estimated Delivery Dates, especially those which fall into the past.


Dashboard: Sales (deal Book) – Missing / Expired Estimated Delivery Date


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Enter an Estimated Delivery Time only when the vehicle is ready to be scheduled for delivery to the customer. The Confirmed checkbox is to be used when the vehicle’s delivery date and time are known and agreed with the customer.

If the Customer has a Reference Number and / or Order Number record these details in the ‘Client Ref No.’ and ‘Client Order No’ fields.

The ‘Last Updated’ and ‘Last Operator’ fields are system maintained.

Completing the Other Fees Panel

If a Spotter’s Fee is applicable to the Deal Enter / Select / Search For or Create the Contact Code applicable.

Check the ‘Show Spotter’s Fee’ check box and enter the fee in the ‘Spotter’s Fee’ field.

Completing the Notes on Deal Panel

UNITS provides for any relevant notes applicable to the Deal to be recorded and these should be entered to the Notes On Deal text box.


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Completing the Finance Details Panel

Where the Deal is subject to Finance complete the relevant details required in the Finance Details Panel.

A Finance Company (Debtor) can be selected. A Finance Term in months and the Financed Amount can be entered.

Only Salespeople who have their Finance & Insurance checkbox ticked in Salesperson Maintenance will have access to the fields, mentioned above. Any attempt to add or modify Finance Details will result in the following popup message.


100% F&I Introduction Policy

All customers must be introduced to the Business Manager.

Ideally, an early introduction to F&I (i.e. before closing the deal) will take place.

In addition, the Aftermarket Consultant will directly refer the customer to F&I.

The Business Manager will manually select the ‘Intro to F&I’ checkbox in Prospect Maintenance.

Process Owner: Dealer Principal / Sales Manager Process User: F&I Business Manager


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Clicking the ‘Lease Calculator’ button will initiate the ‘Lease Payment Calculator’ enabling the calculation of approximate monthly repayments associated with the Deal. Note that this tool is to be used as a guide only.

When Finance details are entered in MyDeal, it will automatically tick the ‘Intro to F&I’ checkbox in Prospect Maintenance, to show this step has been completed in the Road to a Sale. (This requires that the ‘UpdateProspectProgress’ parameter is switched on.)

Completing the Insurance Details Panel

Enter / Select / Search the Insurance Company Code and, where an Insurance Cover Note has been obtained record the number in the appropriate field.

Only Salespeople who have their Finance & Insurance checkbox ticked in Salesperson Maintenance will have access to the fields, mentioned above. Any attempt to add or modify Insurance Details will result in the following popup message.

Completing the Total Deposit / Refund Details Panel

Enter the Deposit Required. This field records the deposit amount expected at time the quote is converted to an order.


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If a deposit has already been receipted against this deal, this will be shown in the corresponding field:

Enter the Settlement Refund to record the value to refund the purchaser on deal settlement. This is required if there is a variance between the finance value plus deposit and the Changeover value.


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Associated Quotes tab

This is a ‘read only’ window enabling the user to view any other Quotes or Orders associated with the Prospect.

Vehicle tab

This tab records and shows all information relative to the Stock Unit(s) that are being quoted / ordered.

When the Stock Type selection is New / Used, users may select specific Vehicle using the Stock No, or base a quote (only if Stock Type is New) on a general Vehicle (Model / Variant).

System parameter settings may restrict the salesperson to quoting only on Models / Variants.

When a specific Stock Number is selected, the screen will display information related to that specific Vehicle.

My Deal will only list the Stock Units under the Vehicle Franchise(s) as set up in Salesperson Maintenance.


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Base Stock List

In the ‘Base Stock List’ panel select, from the drop down list, the Stock Type (New, Used, and Demo).

Enter / Select / Search the Stock Unit Number or select the Model / Variant if not quoting for a specific unit.


Deposits on Orders

Deposits are to be requested for all retail vehicle orders. (Default value is $1000.)

This can be waived at the Business Manager or Sales Manager’s discretion. (KPI: 90% of orders are to have deposits.)

Process Owner: Sales Manager / Business Manager

Dashboard: Sales (Deal Book) – Retail Orders without Deposits


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Select the Sale Type from the drop down list on that field. NB: User may need to scroll across the Base Stock List panel to access this (and other) fields. Drag these columns to suit.

Tick the On Hold checkbox to hold the selected Vehicle for the customer. If the Vehicle is put on hold and is brought up in another quote/order, the system will not allow the salesperson to put the Vehicle on a new sales order/quote.

More than one Stock Unit can be added to the Deal – right click in the Base Stock List panel and select ‘Add’ to create a new line for data selection / input.

Attachment List

The grid view will display all the attachments currently assigned to the selected stock unit, if it is a base unit. Only base units may have attachments assigned to them. If the currently selected stock unit is not a base unit then the ‘Attachments’ tab will be disabled. (Not relevant for Pickerings’s current product lines.)









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Current Stock Sales Details

The various Price Levels of the Vehicle can be selected via the Sale Price drop down menu or a totally new price can be entered. Access to the Price List can be changed via the parameter PriceListAccess. It is accessible by default.

The user is able to add any Insurance and Freight/Handling fees to the Total Price.

Discount amount can be automatically deducted from the Changeover costs / Vehicle Sale Price by manually entering the discount on the My Deal summary screen.

Changeover

The Changeover field will allow the user to enter a final figure (drive-away) required for the deal.

It will default as the Work Sheet is developed. Manually changing the changeover will affect the Vehicle if On-Road Charges apply, please ensure that On-Road Charges are enabled if applicable to the stock unit. GST is calculated based on the Changeover value.


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Factory Claims

If the Vehicle is entitled to a Factory / Fleet claim or similar, click the ‘Show Factory Claims’ checkbox to view the required fields, and enter the values applicable.

Depending on Parameter setup, Manager authorisation may be required to approve these adjustments (i.e. their PIN will be required on the front tab before the deal can be saved).

Reviewing Factory Claims (including Holdback and/or any other bonuses) is the responsibility of the Sales Manager.

Paint, Trim, Options, Accessories, After Market and Charges tabs

These separate tabs display paint/ trim/ option/ accessories, aftermarket and charges. The user selects the appropriate tab.

The grid view will display all the options currently assigned to the selected stock unit, if it is a base unit.

Only base units may have Options assigned to them. If the currently selected stock unit is not a base unit, the Options tab will be disabled.

An Adjusted Sale Price (inc GST) / (exc GST) can be entered.

A customer may add Options / Accessories / After Market to their Vehicle on the work sheet. A link between the lists of options available to the model of Vehicle is created using the Model Code in Vehicle Details.

Items that have been added to the quote will be checked as Ticked.

Items that have been installed in/on the stock unit will both be checked as Ticked and Fitted.

Items that are available but have not been added to either the quote or the stock unit will have no checkboxes ticked.

Fitted items cannot be deselected, only items that have been added to the quote may be deselected.

An Adjusted Sale Price (inc GST) / (exc GST) can be entered.

Items that do not exist within the system can be added in the Accessories and After Market tabs by right clicking within the grid and selecting Add. Information can be entered in the Code, Description, Cost Price, Adjusted Sales Price (Exc GST) and Adjusted Sale Price (Inc GST) fields.


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Stock List

The list displayed here is called by the system from the Add-Ons/ Charges Maintenance program.

Add-ons Tick to select the add-ons as required by the customer.

Note: A link between the list of options available to the model of vehicle are created using the Model Code in Vehicle Details.

An Adjusted Sale Price (inc GST) / (exc GST) can be entered (if applicable).

To add more add-ons, right mouse click and select "Add" Notes: - Items that have been added to the quote will be checked as ‘Ticked’ - Items that have been added to the vehicle will both be checked as ‘Ticked’ and ‘Fitted’ - Fitted items cannot be removed/ deselected. Only items that have been added to the quote may be deselected. - The Cost Price information can be hidden. This is controlled by menu parameter ShowCost. Default value is No. Salespeople can be blocked from accessing the Accessory and After Market tabs so they cannot view or change any particulars of the deal. This is set up in Salesperson Maintenance. (Refer to Process Map V060.)

If the user has access to After Market, once the quote is saved the Prospect’s “Intro to After Market” checkbox will be ticked in Prospect Maintenance. (Refer to the ‘UpdateProspectProgress’ menu parameter in the Parameters section at the end of this document.)


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NB. The parameter CostToSalePercentage can be set to specify the Accessory and After Market Cost Price to Sale Price differential rate. For example, if the parameter is set to 90 and the Adjusted Sales Price (Exc GST) is $100 the Cost Price must be at least $90. This may be useful to ensure that any generic/miscellaneous sales to the customer have a calculated cost against the deal.


100% Aftermarket Introduction Policy

All customers must be introduced to the Aftermarket consultant.

The Aftermarket Consultant will manually select the ‘Intro to Aftermarket’ checkbox in Prospect Maintenance.

N.B. Sales Staff are not permitted to sell or give away Aftermarket Products.

Process Owner: Dealer Principal / Sales Manager Process User: Aftermarket Sales Consultant


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On Road Cost tab

The On-Road Charges component of the work sheet will begin to be populated as other information is completed. Registration, TAC/CTP, Stamp Duty and Plate fees are calculated based on the applicable state for your dealership’s location.

Alternatively Registration Fees and Stamp Duty Charges can be entered manually if the ‘OTH’ option is selected from the State drop down list.

Validate the CTP Insurance radio button activation and change as necessary before activating the CTP Fee drop down list and select the appropriate Vehicle Class – the CTP Fee will populate to the field.


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Enter the Vehicle weight.

Select, in the ‘Other Fees’ panel, the appropriate radio button and / or check boxes.

Check, as appropriate, the Rego Required and Hold On Road Cost At this Value check boxes.

Check the Confirm Rego Details checkbox before saving the transaction.

The relevant state charges can be changed if the Vehicle is to be registered in a different state, by changing the default selection in the State drop list.

Trade Ins tab

Unlimited trade-ins are supported against a Vehicle on a work sheet. They are added by retrieving existing appraisals via the Appraisal ID SmartSearch. Click the [….] button to load the Vehicle Appraisal program.


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Alternatively details can be entered directly. The details default as per the saved appraisal and allow the salesperson to adjust the Trade In Over Allowance and any Payout figure to a Finance Company. The totals on this section carry through to the Work Flow Panel, but only the Make/Model of the first Trade-In is shown, likewise with the Contract of Sale SmartForm. Greater information about the Vehicle can also be viewed.

To add another trade-in, simply right-click in the Trade In List area and select Add.

When Trade-in details are entered in MyDeal, it will automatically tick the ‘Valuation’ checkbox in Prospect Maintenance, to show this step has been completed in the Road to a Sale. (This requires that the ‘UpdateProspectProgress’ parameter is switched on.)


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SMARTForms tab

The SMARTForms are enabled and populated with data once the work sheet is saved.

Tabs within the SMARTForm window include Good Deal Sheet, Quotation, Sales Contract, Vehicle Registration Forms and Vehicle Transfer form.

Good Deal Sheet (Profit Calculation)

Access to the Good Deal Sheet can be changed via the parameter ShowCost. It is accessible by default and will usually be set by your dealership for Manager’s access only.

This is the Sales Manager’s tool for confirming and reconciling the Gross Profit of the vehicle sale, and should be reviewed before sign-off and conversion from a Quote to an Order.


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Quotation

(The SmartForm layout can be customised)


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Sales Contract

(The SmartForm layout can be customised.)


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Vehicle Registration Form

This form is a government statutory form and a selection of different forms is supported using the drop down list. Note: Some data fields in these forms are not stored and saved in the database.


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Vehicle Transfer Form

This is only used when a Used Vehicle has been bought, therefore transferring registration details. This is a government statutory form, and remains the same layout for all. Note: Some data fields in these forms are not stored and saved in the database.


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Sale Below Preset Profit Margin

A feature of the Salesperson Maintenance application is the ability to define a Minimum Profit percentage (%) and Minimum Profit Value across a range of Sales Values. These parameters are defined for both the salesperson and their respective manager.

Where My Deal detects that the transaction is below the preset limits the following ‘Loss Alert Warning’ message is displayed.

When this situation arises the Salesperson can adjust the sale values to ensure that minimum targets are met alternatively refer the deal to the appropriate manager for approval.

Clicking OK will display the following message.

Click ‘OK’ and the Quote / Customer tab will display.

Manager approval is obtained when the Manager’s PIN is entered for the deal and validation ensures that the results are compliant with the Managers preset limits.


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Finalising the Deal - Delivery

Use the Customer Delivery Management module to monitor the progress of the stock unit towards preparation for delivery to the customer, and communicate effectively between departments and with the customer. (Refer Process Map V165.)

If the Salesperson is delivering the vehicle, ensure that the ‘Delivered?’ checkbox is ticked immediately following delivery, along with the date and time.


Confirmed Estimated Delivery Date/Time

When the Delivery Date is agreed, the Business Manager will liaise with the customer to book in a time, in order to provide the best possible customer experience (with minimum wait time), and at this point will tick the ‘Confirmed’ checkbox, and enter the Estimated Delivery Time.




Vehicle Release - PPSR

Vehicles must not be released until a final PPSR check has been done on the customer’s trade-in.


Process User: Business Manager


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All paperwork should be already completed by this stage; the deal pack should then go directly to Admin for processing as soon as possible. (Refer Process Map V120 – Unit Sale Entry.)


Delivered Date / Time / Checkbox

The Business Manager will update the Delivery Date and tick the ‘Delivered?’ checkbox at time of Delivery, while confirming settlement of the vehicle. The timestamp will update in real time.




Floorplan Payouts

Vehicles sold as retail (i.e. with no extended finance payout terms) must be paid out within 48 hours.

Process Owner: Financial Controller

Dashboard: Sales (Deal Book) – Deal Book Summary Delivered but not Paid Out


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Process Flowchart


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Program Parameters

The following notes define the parameters applicable to the application described in this Process Map.

Parameter Name Parameter Function

'AddOnSalespersonEdit' 'Allow (Y) / Do not Allow (N) user to change addon's default salesperson code. Valid Values: Y/N; Default: N'

'AllowAddOnCostEdit' 'To allow/disallow Addon cost to be changed; Valid Values: Y/ N; Default: N '

'AllowDriveAwayUpdate' 'To limit access to change Vehicle's (DAP) Drive-Away and (EGC) Exc Gov Charges Price; Valid Values: Y/ N; Default: N if not set'

'AllowEDaftar' 'To determine whether the new "E-Daftar" button will be displayed or not. Valid values: Y/N Default: N'

'AllowFuelEffEdit' 'To allow edit of the fuel efficiency field when it is set to Y Valid Values: Y or N; Default: N'

'AllowInputGSTEdit' 'Y: Allowed to edit Trade In Input GST value N: NOT Allowed to edit Trade In Input GST value Not Set Up: N Value: Y/N'

'AllowOrderToQuote' 'Y: Allow an Order to be changed back to a Quote. N: Do not allow an Order be changed back to a Quote. Applies for New Zealand and Malaysia only! Valid values: Y/N; Default: N'

'CDMDays' 'Number of days the Marketing Task is due from the Original Order Date. Valid value: a number > 0. Not Set: 0 '

'ClaimAccess' If Y the user is allowed to save factory claim values and dealer claim ref. nos without a managers PIN. If N manager's PIN is required if factory claim value is <> $0.00. Valid Values: Y or N or D (D=Disabled; disallowing the salesperson to tick Factory Claims ) Default Value: N'

'CostToSalePercentage' 'To specify the Accessory and AfterMarket Cost Price to Sale Price differential Rate Valid Values: Decimal e.g 90.30 - Cost Price must be at least 90.30% of the Sale Price Default Value: If not set there is no validation check against the entered cost/sale price'

'DealTypeDisallowed' Specifies the Deal types into which user cannot convert existing deals. When user is trying to change deal type to the type specified in this it is only or DT and so on. T - Template; D - Draft; Q - Quote; O - Order; Default: blank' to restrict the deal type changing i.e. to restrict salesperson from changing quote to order. Values: Any combination of characters ie TOparameterthe warning message will be given and change to this type will be not allowed. This will not prevent user from editing existing deal even if its type is specified in the new parameter


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'DefaultDeliveryFee' If this parameter is not equal to 0 then it will default Delivery Fee to the value specified in this parameter (for new vehicles only). The delivery fee will be locked for editing. Any numeric value (can have two decimals ie 220 or 220.00); Default: 0

'DefaultGSTSwitch' To default GST Switch on opening My Deal. Valid Values: INC EXC EXE; Default: INC'

'DefaultSalesType' 'Sale Type per Stock to be used in MUSE where the Veh gets sold. Valid Values: Any (up to 15 chars); Default: Blank'

'DeleteRight' If Y Allowed to delete Quotes If N not allowed to delete quotes Valid Values: Yes or No Default Value: Yes'

‘DisplayCodifiedProfit’ To display or not display the Codified Profit; The Codified value is 10 characters long and made up by: 1st letter - First letter of the Contact Code 2nd letter - First number of the margin value to the hundredth 3rd letter - First letter of the Model Code 4th letter - Second letter of the Contact Code 5th letter - Second number of the margin value to the hundredth 6th letter - Second letter of the Model Code 7th letter - Third letter of the Contact Code 8th letter - Third number of the margin value to the hundredth 9th letter - Third letter of the Model Code The 10th letter is the indicator (P)rofit, (L)oss or (E)=Break-Even An example of a codified profit: "A0TS6KH28P" which is made up from: - First 3 characters of the contact code (ASH) - Margin to the hundredth (062 = $6,200 Gross) - First 3 characters of the model code (TK8) Valid Values: Y: Display Codified Profit dynamically N: Do not display Codified Profit; Default: Not Set: N

'EnableDepositTransfer' 'Y: Allow transfer of deposits among Stock Units; N: Don't Allow transfer of deposits among Stock Units; Valid Values: Y/N; Default: ''N'' if Not SET or Invalid value'

'MandatoryClassValue' 'To ensure all stored values to be completed before the prospect record can be saved if Y. Valid Values: Y/N; Default: N'

'PriceListAccess' 'If Y the user has access to the Showroom pricelist. If N the user does not have access. Valid Values: Yes or No Default Value: Yes'

'ProtectAppraisal' 'If Y disallow the selection of the 3 Trade-In Buttons. If N the 3 Trade-In Buttons are available. Valid Values: Y or N Default Value: N'

'ProtectQuotes' 'If Y salesperson can only have access to quotes created under their pin. If the salesperson is set as a manager then they have access to not only quotes under their pin but also ALL quotes created under ALL their staff. If N any salesperson can have access to everyone's quotes. Valid Values: Y or N Default Value: N'


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'RestrictToSalesmanBranch' 'To determine whether the stock units in the Stock No. drop list in the Base Stock List group in the Vehicle tab should be restricted to only include those stock units on the same Branch as that of the salesperson. Valid Values: Y/N Default Value: N'

'ShowCost' If Y SHOW Good Deal Sheet If N DON''T Show Good Deal Sheet Valid Values: Yes or No Default Value: Yes'

'ShowDiscountAt' 'Determine whether to display the calculated discount value (by altering the change over price) in the Unit Price or Discount field. Valid Values: Any non negative decimal values; Default: 0'

'StockAccess' To restrict access to model codes only. If left blank or Y allow access to new stock by both model code and stock number. Valid values: Y or N Default: blank'

'VehicleType'

To limit access to new or used vehicles. If left blank user has access to both new and used vehicles. Valid values: N for New U for Used Default: blank'

UpdateProspectProgress Provide users the ability to control the update (Y/N) to Prospect Progress check boxes (RTS: Road to sales) (below) in My Deal program if conditions met. 1/ Valuation 2/ Intro to Manager 3/ Intro to After Market 4/ Intro to F & I Valid values: Y: Set 'Y' to 4 Prospect Progress check boxes in Prospect Maintenance, N: Do not update Prospect Progress at all. Default: (not set) Y

Vehicle Module Process Map – V160 MyDeal - My Deal.pdf · Vehicle Module Process Map – V160 MyDeal 2 ©Auto-IT Pty Ltd ... Aftermarket Sales Consultant ... Vehicle Module Process

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