Sales Management Quick Start Guide

Transcription

1 Sales Management Quick Start Guide Top Navigation Menus of Sales Management: SYSTEM NAVIGATION SCREENS 1. Export/Import: Export/Import menu gives you access to controlling the Optional use of Exporting & Importing of data files to Sales Management from other Vendors programs. A) There are 3 options in this top menu to Export/Import Data. 1. Kelly Blue Book Import This allows an import/export of an inventory with Karpower. 2. AVRS Upload This integration to upload deals to AVRS FTP Site with your account. 3. CVR Export You may use this function to export deals in a CVR data file format. 2. Customer Follow Ups: This function allows you to perform basic customer follow up operations such as generating a simple letter to customers. You can also export your pending and or closed deal data to a file for marketing. 3. Dealer Communications: The function allows us to send you important alerts, messages and broadcast through our communications network. 4. Maintenance: Your system interacts and uses these files when working deals. a. Library Maintenance This menu you allows you access to all the user-defined databases, such as County Tax, Salesman, Transmission, Make/Model etc. By clicking on the desired library you may edit/add/delete user defined categories. 1. County and Tax Rate Setup: Click on Maintenance Libraries then County libraries, this will let you enter the county and tax rate for that county make sure your county is listed and has the proper tax rate. You should enter the information for all the counties you do business in. After you are done click save then close. 1 P a g e

2 b. System Maintenance This menu you will allow you to set system and general defaults for your dealership.. This menu also lets you Archive Deals to disk, setup Credit Bureau s, delete pending deals and change your screen co colors. The most important selection is Set System Defaults. 1. Set System Defaults There are a total of 5 Tabs in the System Defaults screen; depending on the features you have enabled in Sales Management. Management *NOTE: If these System Defau Defaults settings are not configured,, you may experience difficulty in using the program. If you are experiencing issues in running the program, the System Defaults screen is a good place to start to check to make sure settings are correct corre and appropriate for your location. Iff all the computers licensed to use the program are having the same or similar issues when operating Sales Management. How to edit/change the settings in the under the System Default screens. You may change the default values and or settings by clicking the EDIT button on the control panel located on the left side of the screen or Tab you are viewing. Some EDIT buttons are for specific settings and labeled as such; example EDIT PATHS. By clic clicking the specific EDIT button for that settings will unlock the fields for that setting and for that setting only. Please click the SAVE button to make your changes permanent. Usually a change made in the System Defaults screens sets the global settings setti used by all computers for this program, which are used at your location. 2 Page

3 General (Defaults) Tab The most common setting used in the program such as the Default Country, State, County, Tax Rate etc. are values you pre-set up and will be used as default values when starting your deal. These default values can be changed to suit the deal by clicking on titles or labels entering the desired Amount. check the settings in the General and Desk/F&I Calculator tabs. In the General tab make sure the state and county are set properly. There are more default settings in the next tab you should look at. If you need to change some of these settings press the Edit button. When you are done press save then close. Some of the fields you should be sure to set are: State: Use the drop down list to set the state your dealership is located in. Dealership Type: Use this drop down list to select your dealership type your choices are: New, Used, RV, Motorcycle, Broker, Watercraft. County: Use this drop down list to select the county your dealership is located in. You county may need to be printed on some forms Tax: Confirm the tax rate for your county. 2. User Maintenance: Click on Maintenance System Maintenance Set User defaults to set up user names and passwords for all the people who will have access to this system. The standard user name is Super and the standard password is Happy 3 P a g e

4 4 Page Desk/F&II Calculator Tab Under this TAB you are able to set default values, amounts, fees used to calcula calculate te term payments, financial charges, SMOG fees, APR Rate, Licensing fees, Filing and Transfer fees etc associated with the Sale of a vehicle. Lease Calculator ulator Tab Under this default TAB, you may configure the settings used to create a lease contract on this screen.

5 Integration Tab This TAB is used to set the defaults for Integration with other systems or services; which may include other subscription Vendors, Web sites, Databases that requires a Vendor created user name and password to access and communicate with the Sale Management software. This TAB is also used to configure communications between Server/Networks systems for Dealership who maintain multiple sites or locations. ****** IMPORTANT NOTE Settings on the Integrations TAB require technical knowledge and experience to be set properly, either by a DCS support technical or your local on-site Systems Administrator. If not configured properly, you could lose your Vendor or Service settings which could disable your access to that service, and vital data could be lost. If you are not certain of the proper configurations needed for the Integrations TAB, Please contact Hotline support for Sales Management at , before you make any changes to ensure the proper operation of the Integrated features built into the software. c. Contract Vendors: You will most likely need to add some contract vendors such as lien holders, Extended Warranty, and so on. To add contract vendors, click on Maintenance Contract Vendors then the type of vendor you wish to add. Click the add button. You will need to sign an agreement to sign up with affiliated vendors, if you have access to the non- to search for and enter affiliated vendors you will be taken to a website where you will be able any contract vendors you wish. 5. Reports: Reports Menu: This top menu is used to generate preformatted reports using the data from the Sales Management program. The Report Categories are as follows: 5 P a g e

6 a) Display all Pending Deals will show all pending deals that have been entered into the system and have yet to be deleted. b) Display all Closed Deals - will display all closed deals that have not yet been deleted, archived or removed from the system. c) Inventory Report will generate a variety of reports that based on your inventory data. Some reports types include Inventory by Stock #, Inventory by VIN #, Inventory by Make & Model etc. Please view the Inventory report menu of a complete list of Inventory report choices. d) Sales Report will generate reports based on the sales data collected and entered into the program. Some of the Sales report types are Commission by Salesman, Daily Sales, County Tax, Income/Expense, A/P Journal, General Sales report. Most can be sort by entering a date range. Also you may also export the sales data into an Excel, or generic file format for export to other applications. e) Amortization Calculator Allow you to work your numbers by projecting a schedule of monthly payments based on the terms/interest/time being calculated to finance the sale. This feature also prints a projected schedule of payments, interest and principle used in the terms of the deal. This is a useful tool to help show your customer future payments based on the terms. f) Remittance Reports generates remittance reports for the VSC and GAP insurance and policies sold in addition to the vehicle(s) of the deal. 6. Print Screen will simply send a screen shot to your default Windows printer of the software screen window you have active at the time you click on the top menu command. 7. Screen Size - allows you to set the over screen size of the software window being displayed. The screen size can be set to 3 predetermined sizes: 800 x 600, 1024 x 768 and 1280 x Links allows you to hyperlink to various predefined website that are used to manage your Sales Management software. Please link on the Link menu to view the links that are available to you. 9. Help Menu allows you to access support and assistance in operating and maintaining your Sales Management software. This menu also gives you access to your software registration information and web sites. This top menu also you to check for and download the latest updates for your software packages. This HELP menu allows you to re-license your software to add/delete features built into Sales Management; this also allows you to purchase more site licenses if you need to install additional workstation in your dealership. ** Printing the Manual: The manual is available at any time by pressing the F1 Key or you can find it in the Sales Management help menu under the heading User s Manual. It can be printed by clicking File-Print. 10. Quit allows you to immediately terminate the current session of Sales Management. 6 P a g e

7 Program Navigation Screens This segment will familiarize you with the program TABS use to enter data and create deals. The Program TABS allow you to accesss the various steps or stages in creating a deal and closing the sale. The Program TABS are labeled from F2 through F12 and may be accessed by either pressing the corresponding Function key at the top of your keyboard or left clicking on the TAB number you want with your mouse cursor to make that tab the active window. TAB Assignments and Functions A) F2 Desk Tab is an Optional Module designed to calculate deals utilizing Discount Lenders. Since all Discount Lenders are not the same, the system has been designedd so that you can vary the calculations to match your lender. B) F3 F&I Tab - is the main tab used to start to create deals for sale. This screen recalls, saves, edits Pending and Closed deals which can be unwound on this TAB. F3 F&I tab is used to enter deal data such as sales price, APR rate, finance terms, Licenses and Fees etc. C) F4 Rent-To-Own Tab- is used to work Rent-TO-Own deals. D) F5 Lease Tab This TAB is used for Dealerships to work deals that offer lease programs. E) F6 Buyer Tab is used to enter the Buyer and Co-Buyer information. It is also used to collect basic data used in a credit application for loan financing. F) F7 Vehicle Tab is used to enter the sale Vehicle information, as well as any Trade In information to be used in the deal, as well as any Packages offered by the Dealership. G) F8 Deal Tab is used to track and enter information pertaining to the deal such as all Sales Staff involved in the sale. It also sets the contract and close date of each deal. It also allows entering additional information for Service, Insurance, Warranty contracts and policies. H) F9 Forms Tab This TAB allows the dealer to access, install, select and print the various forms needed to complete when making a sale of a vehicle. This tab is divided into 2 types Online Plain Paper e-forms and Dot Matrix for preprinted forms. Each forms library can be access from either TAB depending on the type of printing. The F9 forms tab also allows for some basic alignment of the forms. 7 P a g e

8 I) F10 Recap Tab This TAB allows the dealer to recapitulate the deal for sale by breaking down the figures for accuracy and profit analysis. The F10 Recap tab also allows recap for Discount Financing and Lease recap. J) F11 Credit Tab - This TAB allows the dealer to collect Buyer and Co-Buyer information for the purposes of producing a credit application to various lienholders that the purchaser may qualify towards. This TAB also allows the program to pull a credit report of the Buyer and Co-Buyer from 700 credit Bureau, if the dealer has applied to 700 Credit for a service account. K) F12 Inventory Tab This TAB allows the dealer to enter and manage their inventory for sale. The Inventory tab is composed of 7 sub-tabs which sort the vehicles into different categories Automotive Trucks RV Motorcycle Marine Trailer Engines. The dealer my use the various inventory categories depending on the type of Vehicle they sell. Use the corresponding side control panels located to the left side of the tab to ADD, EDIT, RECALL and other special functions used for inventory control and management. The inventory is split up into vehicle types once you click the Inventory tab or press the F11 key, you will see 7 sub-tabs. They are labeled: Automobiles, Trucks, RV, Motorcycle, Marine, Trailers, and Engines. To start entering inventory, click on the appropriate sub-tab. Now you can use the buttons on the right to: Add: Clicking on the add button will allow you to add information about a vehicle you have in inventory. The first box to fill out is the Stock number this number must be unique. Fill out as much or little of the information as you desire. Recall: Clicking on the recall button will allow you to find a previously entered vehicle, by Stock number, license #, last six of VIN, Key number, or you can simply list your entire inventory. After you choose how to recall the vehicle you will be asked to enter the number of that vehicle. For example if the stock number of a certain vehicle is A101, if you enter A101 that vehicle will be brought up. Edit: After recalling a vehicle you can edit it by clicking on the edit button. After you are done editing press the save button (not visible until you click edit). Delete: When a deal is closed it is removed automatically from inventory, therefore you will have little reason to use this. RO: Click on the RO button to enter any repair orders. A screen will pop up and allow you to enter the information about the repair including cost. A list of RO vendors can be entered by pressing the Vendors button from the inventory screen. 8 P a g e

9 Starting, Working and Printing the Deal STARTING A DEAL To start entering a deal you need to enter certain information into the Sales Management software. 1. F&I tab: Start by clicking on the F&I tab or you can press F3 on your keyboard. 2. Quick Retail: Then click on the Quick Retail button. Here you will enter the customer first and last name, choose the salesperson and enter a stock number. If you don t know the stock number, your entire inventory will appear when you press enter or tab. 3. Make Adjustments: The sales price as well as other fields should have been updated. Make sure to adjust any of the fields on this screen that need adjusting. 4. Roll To Feature: When certain fields are adjusted a popup box that says Roll to will appear. This box will allow you to change one amount, for example payment and have the program readjust another value for example Sales Price to make the deal happen. 5. Buyer Tab: To enter more information about the buyer, click on the buyer tab or press the F5 button on your keyboard. This is a basic information gathering screen, the buyers first and last name should already be entered. Click the edit button to enter the rest of the buyer s information. 6. Vehicle Tab: You may need to adjust information about the vehicle in this tab or enter information about the trade vehicle by clicking on the trade sub-tab. RECALLING A DEAL To recall a deal click on the F&I tab or you can press F3 on your keyboard, then press recall. You can recall a pending, closed or archived deal. You can recall the deal by: Last Name, Stock #, Last Six of VIN, Make, Co-buyer Last Name or you can simply list all of your pending deals. You can enter all or part of the information asked for. Let s say you want to find a person by Last Name, you can enter JAC and the program will list all last names that start with JAC. When the list comes up double-click on the deal you are interested in and the information will be brought back up. 9 P a g e

10 PRINTING YOUR FORMS L) F9 FORMS Tab To get your system ready to print forms, you need to choose your printers and the forms you want to use such as and Ink/LaserJet for Plain Paper Printing E-Contracting or a Dot Matrix type printer for printing Pre-Printed forms. E-Forms / E-Contracting using Ink / Laser jet printers 1) If you have elected to print using E-Forms for Plain Paper printing, you will choose the E-Forms library that are available for your use. If you do not see the forms you need, call support. ADD/DELETE E-Forms You can open the web port by clicking on the button.to select or unselect the Plain Paper form you need just check the box next to the eforms Title and then click save button at the bottom of the web page. Then close the web portal and all the updated forms will be displayed on the F9 forms tab on the Online Plain Paper E-Forms groups. Dot Matrix type printer for printing Pre-Printed forms. To see all of our Dot Matrix form templates you will need to go to online. To do this from the Forms tab click on the Dot Matrix Pre-Printed Forms tab. Then click on the ADD/DELETE DM Forms system will now display a message saying that you session will be terminated and all users must exit. Make sure all users are our of the Sales Management system, otherwise the form templates wont download correctly. Sales Management will now bring up a browser and you will see two buttons on the top of the screen, click the one that says Pick Sales forms. You will then see a list of form templates with an empty check box next to each one. Find the forms that you use at your dealership and check the box next it. When you are ready click the Download Forms button, then read the prompts and the form templates will be downloaded to your system. 10 P a g e

11 2) Set up your printer 3) To setup your Dot Matrix printer (Epson LQ type recommended) to print forms longer than 11 inches then please follow the instructions listed below. Before starting this process make sure you EXIT out of your Sales Management software. Step 1 Double Click My Computer Step 2 Double Click Control Panel Step 3 Double Click Printers (or Printers and Faxes) Step 4 Click on the menu item File, then Server Properties. Under Forms choose Letter Step 5 Check the checkbox to the left of the phrase Create a new form. Under Form name delete Letter and type ASM. Now you can click OK and exit this menu Step 6 Now you will need to setup your printer properties. Highlight the printer by clicking on it and then click on File from the menu and then click Properties. First Click the Print Test Page button and verify your printer was successfully installed. If a test page successfully prints then click on the Printing Preferences button. Step 7 - Click on the Advanced button Step 8 From the Advanced Options menu select Paper Size, change it to ASM. Now click OK. You should now see the Printing Preferences screen, click OK Step 9 From the properties menu click on the Device Settings tab in the top right. Change all of the items that say Letter to ASM, just like the picture to the right. Then Click OK. Step 10 Now we must change your form size to 28 inches. Click on File from the menu, click Server Properties. Select your ASM form from the list. Change the length to Click Save Form. If there are some forms that are not on the Dot Matrix pre-printed forms list, please send them in to our forms programming address: DCS 6737 N. Milburn Ave. Suite 160 PMB 320 Fresno, CA P a g e