Question
How to create, amend and delete customer orders?
Answer
Within Vehicles – Customer Orders – Create
Search for the required vehicle and drill in to view the following screen.
Customer/ invoice to: Who the customer is. This also populates the invoice to field however this can be overwritten later.
The top right shows a brief vehicle summary with a link through to the stock card.
The bottom left shows all figures that make up the invoice value. The summary tab shows the entire invoice value not split out by invoice number. The figures cannot be overwritten from this tab.
Clicking into invoice 1,2,3 or 4 will then open up the figures for editing, however each figure will stay on each respective invoice. This gives the ability to raise supplementary invoices if for instance the customer is paying for an extra when a company is paying for the vehicle.
Basic price: This is the base cost of the vehicle and can be overtyped with whatever figure you need.
Factory fitted options: These are the options chosen at supplier order stage. The prices can be amended here and options can be removed but more cannot be added at this stage. There is also an option to change what invoice this will show on.
Discount: For new customer orders this is a field that can be clicked into to view discount types (set up covered in another article). However, for used vehicles this is just a free type field and cannot be broken down by type. In here the discount value can be set as well as what invoice this shows on and if this is a value or a percentage.
Delivery: This is a free type field for any delivery charge passed onto the customer
Accessories: Any custom accessories can be added here using the add accessory button at the bottom. Here the accessory description invoice number, tax type and retail price can be specified.
Pre-tax items/post-tax items: These are set up in the miscellaneous costs section of the parameters (set up covered in another article). Here any required items can be ticked, the tax type set (not applicable for post-tax items), invoice number and retail price.
In the bottom half of the screen products can be associated with the miscellaneous cost if applicable.
Sub-total: How much of the invoice will have VAT applied.
Tax: Calculated VAT from the sub-total
VED: This can be calculated through the pop up box by clicking into the VED box or can be free typed. The pop up box method uses the data entered to calculate the figure using the information held in Vehicles – Price list – VED.
Part exchange: Clicking into this box will allow a part exchange to be added. Clicking into this box will display the following:
A selection of current vehicles that the customer owns will be given at the top of the screen. If the vehicle the customer wishes to part exchange is not present, this can be remedied by going to the add vehicle button. This will then open up the CRM record for all details of the vehicle to be filled in.
The details of the vehicle can then be filled in much in the same way as a supplier order. The main difference here is the settlement box which allows any outstanding HP settlement to be put here which will be added on to the overall customer order total. Clicking into the box will display the following screen.
This allows extra details associated with the settlement to be added. Ticking the settlement confirmed tick box will lock these figures in so they cannot be amended. However, this can be unticked to make the figures amendable again.
Once the part ex details have been filled in pressing next on this screen then next again will create a stock card for the vehicle and keep it on a status of supplier order.
Back on the customer order screen any HP settlement added to the part exchange will populate the finance settlement field.
After all figures are correct there is some additional details needed that can be filled in on the bottom right hand side of the screen.
Request for PDI: Ticking this box will prompt to put any PDI’s through upon pressing the next button.
Desired delivery date: What date the customer would like the vehicle.
Sales person: Who has sold the vehicle
Type of sale group/type of sale: This dictates what nominal codes the vehicle postings will hit (set up covered in another article)
Sales location: Department the vehicle was sold in
Tax category: Tax group associated to the type of sale
Tax number: if the customer has a tax number enter it here (this must be filled in for VAT qualifying part exchanges)
Deposit: The deposit value paid by the customer. Clicking into this box will bring up the deposits tab of the customers CRM record where a new deposit can be taken or an existing deposit associated or dissociated from the deal.
Finance amount: If the customer is paying for the vehicle on finance how much of the value is on finance.
Notes: Any custom notes needed
Order number: Free type field for order number
Once next is pressed this will confirm the customer order. Any of these details can be amended later (so long as they are not invoiced) by going to Vehicles – Customer orders – Amend.
If for any reason the customer decides they no longer wish to purchase the vehicle there is also an option to delete the customer order.
Go to Vehicles – Customer orders – Delete.
Search for the required vehicle and double click it. This will then give the following pop up box
This will give a brief summary of the vehicle and of the order. Any reasons why the customer order cannot be deleted will show in red writing. Such as the part exchange being in stock.
Pressing delete customer order will remove the order attached to this vehicle.