EASY FIN Instruction Manual

Transcription

1 EASY FIN Instruction Manual 1. Starting EASY FIN and logging in Page 2 2. Setting up your program Dealership info & Staff Admin Page 4 3. Setting up your program Products and Packages Page 8 4. Setting up your program Terms and Banks Page Adding Customer Info Page Starting a Deal Finance Application Page Starting a Deal Clients Objectives Page Creating a Deal Page Viewing the Deal result Page Reports Page 35 EASY FIN is a product of EasySystems. Page 1 of 36

2 Starting EASY FIN and logging in Navigate to the EasyFIN site by following this link This should bring you to a page that look like this: The version of EasyFIN this manual has been written for is Version 3. If you do not see Ver3 next to EasyFIN on the top of the web page you are either using an old version(the older versions had no version numbers on screen) and should make certain to update your URL to the correct one, or it is a newer version and you should download the newer instruction manual. Please enter your Branch Code, Username and password you received for the EasyFIN program. If there is a problem logging in red text will appear above the LOGIN button describing the problem. Once you have logged in you will be taken to the main menu. EASY FIN is a product of EasySystems. Page 2 of 36

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4 Setting up your program Company Info & Staff Admin Before using EASY FIN to create deals you will need to change your settings, F&I contact info, products, categories and packages. You can navigate to the various Admin Menu screens from anywhere in the program via the banner drop down at the top. From there you will be able to change all the settings for EASY FIN. EASY FIN is a product of EasySystems. Page 4 of 36

5 Company Info: If you are not linked to an EasyQuote database you will need to enter your Dealership Name/address/info. If you are linked to an EasyQuote database this info will automatically be populated through from there. If you tick Display Cost P/M on quote summary the cost per month for each product will appear on the deal summary as well as the page the customer sees when choosing their deal. Anything you type in the Note will be included on the that is sent through to the customer with their package options. The SMSes and the Needs Analysis can have their content changed via the links at the bottom Client Obj SMS (Client) The text of the SMS sent to the client when they are ed the link to their Clients Objectives Client Obj (Client) The body of the sent to the client that contains the link to their Clients Objectives Client Obj (Sales Rep) The sent to the sales person dealing with the customer informing them the Clients Objectives has been sent Finance App Sent (Client) The body of the sent to the client that contains the link to their Finance Application (Must be set up with Seriti) Finance App Received (Client) The body of the sent to the client informing them their Finance Application has been received and is being processed (Must be set up with Seriti) Finance App Received (Sales Rep) The body of the sent to the sales person once the Finance Application has been received from the client (Must be set up with Seriti) Deal Sent SMS (Client) The SMS sent to the client when the F&I send them their Package options) Cash Deal Selected SMS (Client) The SMS sent to the client thanking them for selecting their desired package for their Cash Deal Inst Deal Selected SMS (Client) The SMS sent to the client thanking them for selecting their desired package for their Instalment Deal EASY FIN is a product of EasySystems. Page 5 of 36

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7 Staff Admin: Here you edit the info for the F&Is who use the system. A valid address must be used here, this address will be included in the that goes out to the customer and should he/she need assistance this is most likely how he/she will contact you. Any F&I login details not in use should be disabled to prevent any unauthorized access to the system. Here you can also add your sales staff which can be added to the deals for stats purposes. EASY FIN is a product of EasySystems. Page 7 of 36

8 Setting up your program Products and Packages There are 4 deal types (New or Used Cash Deal, and New or Used Installment). Each of these will need its own packages set up each with their own default items. All packages/products can be excluded on a deal to deal basis as needed. First you need to add the products that can be offered to the customer (several products may have been prepopulated into the system). The products work via a two tier method, where you will first set up the parent product and then the product options. For example, first you will enter the Parent Product of WARRANTY, then you set up your options of 1 YEAR/150000KM, 2 YEAR/180000KM and 3 YEAR/210000KM. EASY FIN is a product of EasySystems. Page 8 of 36

9 Adding a Product: After clicking on ADD NEW on the product list you will be taken to the following screen. You will need to enter the Parent Product Name before you can add the Product Options. Once you have added the Parent Product you will have the ability to upload the Terms and Conditions PDF that the customers will be able to view when reviewing the packages you have offered them (You have the ability to upload T&C documents for each Product Option, the Parent Products T&Cs will only be used if the selected Product Option has none or is selected to use the Parent Product T&C document). Below the T&Cs you will have the ability to Add New Product Options. You need to enter a Product Name, Product Cost and Product Retail (if the retail price varies, tick the box next to Varying Retail Price and you will be able to enter the price while setting up the deal). The same applies for the Var Years / Mileage checkbox. You will need to select whether the product s retail price will be included into the repayment calculations or if is a set amount each month and will be added to the repayment value after the calculation. Any description you add to the product will be displayed with the product in the deal summaries. EASY FIN is a product of EasySystems. Page 9 of 36

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11 Setting up a Categories: The vehicle categories will be used to determine which packages will appear for which deal type. For example if you design a package for a motorcycle the options you give would not be suitable for a 4X4 vehicle. You would enter your list of vehicle categories under Admin Menu then Vehicle Categories. Currently the default maximum categories you can enter is 5 to prevent the system from becoming untidy and difficult to use. If there is a special situation this can be increased. EASY FIN is a product of EasySystems. Page 11 of 36

12 Setting up a Package: Now that you have added your Products to the system you need to set up the Packages that will be included in the deals. Go to Package List and click ADD NEW. On the next page you need to enter the Package name, what background colour that package will use, and select which deal type(s) it will be included in. Below that you will have the list of Parent Products that you have entered and a dropdown list for you to select which Product Options are offered in the Package EASY FIN is a product of EasySystems. Page 12 of 36

13 Once you have set up your packages you will need to make sure they have been assigned to the correct deal types and categories. Go back to the Package List and select the first deal type you need to set up. Once you have selected the deal type you will see your list of packages show up. The tickbox on the left will determine if the package will show up for the selected deal type. The category tickboxes will determine which vehicle types the packages will be available for. In the below example the Copper, Silver and Gold New packages will appear for any New Vehicle Cash deal but only if the vehicle type selected is Passenger, LCV and 4X4, and will not show for Motorcycles. Please be aware that after you tick the vehicle category tickboxes the system will need to save and update the page. EASY FIN is a product of EasySystems. Page 13 of 36

14 Setting up your program Terms and Banks Under Terms all you need to enter is the term lengths that you offer to your customers. Several have been prepopulated for you already. Under banks you only need to enter the names of each bank you send your deals to for approval. EASY FIN is a product of EasySystems. Page 14 of 36

15 Adding Customer Info Click on the Customer Search link on the banner at the top, This will take you to the Client Search Page. Below where you search for a customer you will see a list of deals that have come through from EasyQuote (if linked to EasyQuote) and you will see a list of deals that are awaiting input from you, any Clients Objective that have come back from the client, Deals that have not yet been sent through to the client and any deals where the client has chosen a package that does not yet have its profit entered or hasn t been concluded. A new customer requires a First Name, Last Name, an address, at least one 10 digit contact number and to select the Sales Person that dealt with the client before you can save them to the system. EASY FIN is a product of EasySystems. Page 15 of 36

16 Below the Customers info you will find the list of previous deals sent to them and their progress. Client Objectives Statuses Client Obj. Sent Client Objectives has been sent to client Needs Completed Client Objectives has been completed by client Deal Creation Statuses New Deal Deal type has been chosen, but deal hasn t been mailed to client Deal ed Deal has been ed to client, awaiting package choice Deal Chosen Statuses Deal Chosen Invoiced Awaiting Delivery Delivered In Payout Paid Out Concluded EASY FIN is a product of EasySystems. Page 16 of 36

17 Starting a Deal Finance Application If you re using Seriti, EasyFin has the option of submitting a finance application directly to Seriti so you wouldn t need to enter the same information twice, this would require you to get Seriti to send us your Seriti Branch Code on their system. You will have the option of either sending the Finance Application to the client or capture it yourself if you have all their details. EASY FIN is a product of EasySystems. Page 17 of 36

18 The client will receive an with a link to fill in the Finance Application, the may end up in their spam folder or they may need to enable clicking on links from within their client. Once the client has completed their Application you will be notified via and SMS and you will be able to both continue with setting up their deal options and access the details on Seriti. EASY FIN is a product of EasySystems. Page 18 of 36

19 Starting a Deal Clients Objectives The first step in doing a deal for a customer is to send them a needs analysis to get a general idea of what they are looking for. Clicking the Send New (Cash/Instalment) Clients Objectives will send the customer an requesting they follow a link and fill in a needs analysis as well as an SMS (if a cell no. is on the system) informing them of the . Once the needs analysis is sent the system will start to track the deal. You also have the option to send the Clients Objectives to yourself to fill in if you have already been through it with your client EASY FIN is a product of EasySystems. Page 19 of 36

20 A Clients Objectives that has been sent but not completed will be Needs Sent while a completed one will be listed as Client Obj Sent. On clicking on a Client Obj Sent Needs Analysis you will have the options to resend the or start the Deal without a needs analysis being done. Clicking on a Client Obj Completed will give you the options to view the Client Objectives and to start the deal. Either can be marked as declined or not taken up at this point EASY FIN is a product of EasySystems. Page 20 of 36

21 Creating a Deal When you click Start Deal you will see a popup that lets you select what type of deal you are doing and what type of vehicle it is. This will change the Client Objectives entry on the client page to the deal type and set its status to New Deal. EASY FIN is a product of EasySystems. Page 21 of 36

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23 Step 1: You will be taken to the first page of the deal. If you are linked to EasyQuote and this deal was started from a quote then the sales person, date, vehicle model, Vehicle Price etc will be entered for you. You can change the deal type by clicking on the link above the vehicle info, but you will lose any package changes you have made. EASY FIN is a product of EasySystems. Page 23 of 36

24 Below the vehicle information you can select which verified FICA/FAIS documents you currently have. The customer will be informed which documents are outstanding when they receive the containing the deal. Finally, if you have selected an installment deal, you will see the section where you select what each bank s status is regarding the deal. (Only approved banks will show in the next step.) If no banks approve the deal you can mark the deal as Declined by clicking the button at the bottom of the page EASY FIN is a product of EasySystems. Page 24 of 36

25 Step 2: (Only for installment deals) Here you will select which terms have been approved by which bank and the rates they ve offered. EASY FIN is a product of EasySystems. Page 25 of 36

26 Step 3: On this screen you will see all the packages set for this deal type. All default items added before the deal was started will be selected. You can now customize exactly which of the packages will be included in the deal as well as selecting any extra items that will appear in specific packages or items no longer wanted/available. Any product that varies in retail price from vehicle to vehicle (eg Covers below) will also have a text box for you to enter the price for this deal, and any product set up with a mileage/year will have the appropriate fields displayed here as well. Any package can be reset to its default items by deselecting the checkbox at the top and then reselecting it. EASY FIN is a product of EasySystems. Page 26 of 36

27 Step 4: Here you can view the summary of the deal as the customer will see it. The monthly installment values include the R1140 bank Init Fee as well as the R80 monthly fee. When you send the which will instruct them on how to choose a package to the client they will also be alerted via sms (if a cell no. has been entered for them). Once they have selected the deal they would like to go with you will receive an alerting you that this customer has selected their deal and that you must log in to view their choice. If you wish to send the client another deal with a different deal type or different products you can click the Duplicate Deal to create a copy of the current deal, then make modifications to it and send it through to the customer. Any deals done this way will only count once in the stats and reports (whichever deal was chosen). If you are entering past deals, or the customer has informed you of their package choice over the phone you can send yourself the to select the chosen package. If the client is no longer interested at this point you can mark the deal as Not Taken Up EASY FIN is a product of EasySystems. Page 27 of 36

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29 Viewing the Deal Result Now that the customer has selected their deal, when you go into the deal its status will be Deal Chosen. When you click on it you will see the summary of the one they have chosen. EASY FIN is a product of EasySystems. Page 29 of 36

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31 Once a client has chosen their deal you will need to make sure the deal status is kept up to date to reflect correctly in the Deal Progress Report. You can enter the profit for the deal at any stage other than Client Feedback Received and deals only reflect in certain other reports once profit has been entered. EASY FIN is a product of EasySystems. Page 31 of 36

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33 If the customer bought more than one of the vehicle you can create duplicates of the deal once you have entered the profits EASY FIN is a product of EasySystems. Page 33 of 36

34 You can also edit the deal, view the Deal History and generate the Record Of Advice document for the client to sign. EASY FIN is a product of EasySystems. Page 34 of 36

35 Reports The Reports can be powerful tools for keeping track of the deals your dealership is doing, as well as picking up trends in recent deals. Here you select the date period you would like the reports to reflect, once you have you will see the links to the reports appear below Clicking on one of these reports will give you a sub menu with more options to refine your report results EASY FIN is a product of EasySystems. Page 35 of 36

36 F & I Reports Deal Sheet Report: This report allows you to view a breakdown of installment deals over the time frame. It gives you a summary of which banks have approved or declined deals, how many deals were submitted by each F & I and the success rates for those deals. Below the stats is a list of the deals that fall into the period so you view their info. Sales Executive Reports Deal Sheet Report: This report gives you the same information as the other version of the report, just broken down per Sales Exec instead of F&I. F & I Reports Profit Reports: These reports will give you a breakdown of the profit made per product on each deal, calculate APU as well as display the additional profit earned over the period by each F&I. Daily Operating Control: These reports will give you a breakdown of the hit ratios of you products (how many times they were offered compared to chosen), how many times the banks have approved/declined finance and what the average profits are on the deals. Sales Executive Reports Deal Activity Report: This report will give you a step by step of every action the F&Is have taken of every deal during the selected time frame. Deal Progress Report: This generates a list of all deals started in the date period specified and lists their status to help keep track of any older deals that have not progressed Average Deal Time per F&I Report: This report will give you a general idea of how long the F&Is are taking to send their deals out to the Clients and how long it is taking to invoiced the deals and enter the profit. EASY FIN is a product of EasySystems. Page 36 of 36