The Definitive Motor Trader Software Program 56 Bishop Street, Shrewsbury SY2 5HD Telephone : Sales 0844 415 4841 Support 0844 415 1406 Email: sales@gingercatsoftware.co.uk Web Site: www.gingercatsoftware.co.uk
Index Overview Page 4 Vehicle Details Page 5 Sales Page 9 Invoicing Page 10 Customer Vehicle Order Page 12 Customer Enquiry Page 14 Repairs and Servicing Page 16 Reporting Page 17 VAT Accounting Page 18 Management Reports Page 22 Overhead Expenses Page 25 Trader Database Page 26 Utilities Page 27 About Ginger Cat Software Page 29 Page 2
Overview : Key Elements 1) Complete record of stock purchases and sales 2) Stock Book printouts 3) Sale or Return Vehicles reporting 4) VAT Return Summaries and Calculations 5) Ability to write up or down Stand in Values 6) Customer Database 7) Customer Enquiry Facility 8) Customer Vehicle Order Forms 9) Dealer Database 10) Finance Company Database 11) Purchase and Sales Invoice Production 12) Costs of Preparation and Repairs records 13) Sales of accessories, warranties and tax. 14) Free Text Sundry Invoicing facility 15) Overhead Expenses recording and summaries 16) Management Reporting and statistical analysis Perfect Trader is the result of extensive research and co-operation with our clients. We believe that it is the most comprehensive package of its type available for the independent motor dealer business. We place a great deal of emphasis upon the program being easy to use. Most of the operators using the program will not be computer experts. We design our software accordingly. A number of hot keys are available within the program that allow you, at a single keystroke to access the key elements of the program. The program retains details of all your customers with all relevant information and all transactions and vehicle details are held on file until you decide to delete them. Perfect Trader 695.00 + VAT Support and updates (after initial 3 month period) 150 p.a. + VAT Page 3
Main Menu The program is menu driven and each element of the program is accessible direct from the main menu screen. The main areas of the program are accessed by the hotkeys shown above and in addition there are seven menu items Vehicles, Sales, Cash, Expenses, Reports and Utilities, all of which are examined in detail below. Page 4
Vehicle Details The hub of the program is the Vehicle Details screen, which is sub divided into seven pages : Vehicle Details, Source, Repairs and servicing, Cost Summary, Sales, Invoice Production and Warranty Details. i)vehicle Details This screen shows the basic details of the vehicle. As each vehicle is added, a stock number is automatically generated by the program and allocated to the vehicle. If a vehicle is taken in part exchange there is an option to automatically allocate that vehicle into stock at the time the transaction is made (see below on the Sales screen). Page 5
Vehicle Details (Continued) Source Screen This screen shows details of where the vehicle was acquired from, including previous owner (if applicable), method of acquisition, cost etc. If the vehicle was acquired from another dealer, details of the supplier are held. It will also show details of the Stand in Value and any Glasses or CAP value. A number of our clients take vehicles on Sale or Return from other dealers. Perfect Trader identifies these items and does not include them into the stock book as purchases until the vehicle is sold. In this way there are no superfluous entries in the VAT summary or deletions. If a vehicle is returned to the supplier, it is simply erased from the loan vehicles register. Details of loan vehicles are included on all the stock lists for sales purposes. Page 6
Vehicle Details (Continued) Repairs and Servicing A feature of the program is the accounting for repairs and spares for each vehicle whilst preparing it for sale. Using the Expenses screen (see below) it is possible to allocate costs and break them down between vehicles and then sub divided into parts, labour and fees (such as MOT). This helps give an accurate picture of the true cost of the vehicle. Details of the servicing and repair costs attributable to each vehicle are shown on this screen. Page 7
Vehicle Sales The Sales screen is used to insert details of each sale. Any part exchange vehicles can be entered directly into stock from this page and customer details are automatically retained on a database which can be accessed for mailshots, service reminders etc. A further feature of this page is to allocate any salesman s commissions. Salesman s details are set up in the Utilities section of the program. Each salesman can have a separate commission rate allocated to him and there is even a facility for an over-ride commission. When selecting the name of the salesman from the drop down list, the program will automatically retrieve the rate of commission applicable to that salesman and calculate the amount due to him on the sale. Page 8
Invoice Screen From the sales screen the next logical step is to the invoice screen. The sales figures and details are automatically retrieved from the information inserted in the sales screen, and any deposits and part exchange values taken into account. If finance is required, the amounts due from the customer and/or finance company are interactive so if for instance the customer pays 1000, the program will automatically calculate the balance due from the finance company. A database is held of finance companies and the appropriate company selected above. When the invoice is printed, the program will automatically allocate the next available invoice number and print the invoice. Page 9
Invoice Screen Continued If the sale is on finance the invoice will be addressed to the Finance Company showing the gross sale value and the customers deposit. If the vehicle is a commercial vehicle, the amount of VAT will be shown separately. The invoice screen allows the allocation of additional costs to be borne by the customer, such as Road Tax or accessories. There is a Warranty Database within the program once a warranty type is selected, it creates an entry in the warranty sales list which can then be reconciled with the documentation from the warranty supplier. Finally, there is a facility to write a text message on each invoice. Page 10
Customer Order Form Prior to sale a customer may place an order for a vehicle and pay a deposit. Perfect Trader handles this by allowing the entry of all the known details of the sale at the time of ordering, including part exchange details, warranty sale, work to be done, finance and so on. It will then print a customer order / deposit receipt, with all the statutory legal disclaimers. When the sale actually takes place, all the information for the sale is retained and it is only necessary to make any amendments or fill in any gaps before finalising the sale and printing off the final invoices. Page 11
Customer Order Contd Page 12
Customer Enquiries There is a routine to record customer enquiries for types of vehicles, linked to a customer contact base. If for instance a customer enquires for a BMW 3 Series you can record this and print a list of all customer requests. Page 13
Cash Received There are three routines within the cash menu : Deposits, Finance Company Payments and Cash Report. Deposits This screen records any holding deposits or payments in advance for vehicles. Payments at the time of the sale are taken into account on the Invoice screen (see above). Finance Company Receipts The program will hold details of all amounts due from finance companies. This routine will allocate such receipts against specific deals and will account for commission due. At any time the amounts due from finance companies can be accessed through the report section (see below). Cash Report The cash report will show all the cash received for a particular user defined period. For instance if a report is printed out daily it will show all the receipts; deposits, finance company payments and sale proceeds analysed between cash, cheque, bankers draft and credit cards. This report could form part of the business accounting records. Page 14
Repairs and Servicing When any expenditure is made on any vehicle, for instance for prep costs, repairs, spares, MOT fees, labour etc, the details are entered via the Expenditure section. The costs are then allocated to each vehicle and shown in summary form in the Vehicle Details. Page 15
Reports One of the most powerful features of Perfect Trader is the reporting system. All reports are available both on screen and in printed form. Salesman s Commissions Shows all amounts due to each salesman, with the option to print commission statements. Page 16
Reports - Continued VAT Report This where the program really comes into its own and can save you hours of work. One of the most powerful features of the program this report calculates the amount of VAT payable on sales during the period. The program automatically recognises your VAT periods and this report will show the VAT due for the latest period. VAT RETURN This page simulates a VAT return and shows you exactly what to put where on your VAT return. The VAT Report is divided into a number of sub pages: Page 17
Reports - Continued VAT Report - Continued SUMMARY The summary will give you the totals shown in detail on the following pages and will summarise the amount of VAT payable. Page 18
VAT Reports - Continued MARGIN BASIS The VAT is calculated on the margin basis A full printable list is prepared showing each transaction and the VAT earned on each transaction. Page 19
VAT Reports - Continued VAT QUALIFYING VEHICLES A separate list is prepared of the sales and purchases upon which VAT is reclaimed and paid VAT Qualifying Vehicles and Commercial vehicles. Further detailed Vat reports are available covering : 1) VAT ON ACCESSORIES. A summary of any VAT due on the Sale of Accessories, Warranties etc. 2) VAT ON EXPENSES. A summary of VAT reclaimable on preparation and repair costs. 3) VAT ON SUNDRY INVOICES. Within the program is a facility to generate sundry invoices for such items as are not covered elsewhere in the program or items you forgot to invoice!! There is a report covering these invoices and the VAT payable on them. Page 20
Reports - Continued Invoice List A complete list, by user defined period of all invoices raised. This is the equivalent of the Invoice Day Book. From each invoice listing it is possible to view the details of each invoice and reprint the invoice. Customer database Full details of each customer; name,address, telephone, current vehicle, past business etc. This database is automatically updated from the sales section of the program and can be used for mailshots, servicing reminders etc. The program retains details of all vehicles purchased by each customer. Diary Report Running in conjunction with the Customer Database this is one of the powerful reports on the system. Flexible user selectable parameters allow reports, all downloadable for mailshots of the following : 1) First, second and third anniversary of vehicle purchase 2) MOT Expiry 3) Finance Complete 4) Warranty Expiry Page 21
Management Reports There are a number of management reports within the program including the following: Statistical Analysis An analysis of stock purchased and sold in the past twelve months, including average purchase price, total number of units and an analysis of sales by value. There is also a month by month breakdown of sales and purchases compared with the same month of the previous year. Page 22
Statistical Analysis Continued Page 23
Sales by Source A useful management report showing where your sales come from. The sources, for instance website, Autotrader, passing trade and so on are user definable. Page 24
Overhead Expenses A recent addition to the facilities that Perfect Trader offers, it is possible to enter all business expenses, grouped by invoice, bank payments or cash payments and produce a day book and a summary by Nominal Code. This enables you to see at a glance the total income and expenditure of the business for any user defined period. Entering Expenses Using the top panel just enter details of the expenses. The program will hold all the details (shown in the lower panel) and allow a printout of a complete listing, covering any dates that the user selects at any time. It will also group and summarise the expenditure by nominal code. Page 25
Trader Database We are aware that most motor dealers trade with other dealers. This unique feature of the program shows a summary of dealings with each trader, the profit or loss made on each transaction and contact details of the trader. Page 26
Utilities The Utilities section of the program is where the various basic information that he program uses is entered. It is here where the Salesman s details, Finance Company Details and most importantly, the user defined details are entered. The Parameters screen allows the user to preset VAT periods and set up his own details. It also allows user setup. The program has an option to be password controlled and users together with their appropriate passwords are allocated here. We have designed Perfect Trader to be as flexible as possible and to allow the user to tailor the facilities as far as possible to his own modus operandii. However, if there are any routines that you wish to see or to amend please do not hesitate to ask. Tables We make as many of the definitions user definable and there are set up tables within the program for the following 1) Vehicle Colours 2) Body types 3) Makes & Models 4) Extras 5) Customer sources (e.g. passing, advertisement etc) 6) Payment types (e.g. bank accounts) 7) Nominal Codes 8) Vehicle Colours 9) Bank Account Details Page 27
Ginger Cat Software At Ginger Cat we have been producing quality software for business applications for a number of years. We thrive on feedback from our clients and any reasonable suggestion or request from clients that we feel will improve our software we will endeavour to incorporate in a future update to the program. Telephone and on-line support for three months after purchase is included in the purchase price of the software. Thereafter support is on a support contract basis. Program upgrades to subscribers to our support contract are free as are any upgrades issued within 3 months of purchase. Page 28
Ginger Cat Software Perfect Workshop We have other motor trade programs including Perfect Workshop which handles the servicing, repairs, MOT s etc, producing job sheets, invoices and service histories. There are discounts for the purchase of Perfect Trader and Perfect Workshop togther. For full details of Perfect Workshop see our website www.gingercatsoftware.co.uk or telephone 0844 415 4841 We also have a fully functional Vehicle Hire program (Perfect Wheels). See our website or telephone us for further details. Page 29
What do I do now? If you have any queries or would like to arrange the installation or a demonstration of Perfect Trader please contact us on the following numbers : Telephone 0844 415 4841 Fax 0844 415 1407 or email us at sales@gingercatsoftware.co.uk Page 30