WinCar dealership

System contents

• Showroom program
  • New car sales
  • Used car sales
• Service program
• Spare parts inventory management program
• Customer registry
• Invoicing, cashier

SHOWROOM PROGRAM:

It covers the sale and trade-in of new and used cars, and every essential moment of the related administration. It contains the full colour range, the full option range, and the orderable types. Every type has the orderable colours and options with their prices. It also contains the most important data of the types, such as

• order code
• type, model
• power
• engine displacement
• net and gross price
• registration tax
• surcharge of options and colours

The showroom program part can manage cars in stock and cars arriving on order. Cars in stock can be reserved for interested customers. A quote can be printed for every offered vehicle.

Customer orders can be recorded, with the ordered equipment, gifts, and separately payable items listed (duty, licence plate, handover cost, etc.). From the given data

• an order form is prepared
• powers of attorney
• handover-acceptance records

The details of the chosen financial institution, contract number, the name of the construction and its term can be specified on the order. The system receives new cars, and their data can be recorded

• chassis number
• engine number
• key number
• inspection date
• green card validity
• registration certificate number
• etc

The system prepares a so-called handover work-order sheet for the service, on which it orders the repairs to be carried out on the given vehicle and the installation of equipment.

Any number of advance invoices can be prepared with the program, which — depending on the financial institution — can be deducted from the final invoice. In special cases an invoice can be prepared according to the bank’s requirements. The registration fee outside the VAT circle can be indicated on the invoice.

WinCar also manages the recording of costs arising during vehicle sales, which the program uses for a profit statement table.

• selling and purchase prices
• commissions received (importer, insurer, financial institution)
• costs of handover preparation
• price and purchase price of other options and accessories
• etc

For every vehicle sale the system states a forint result by summing the incoming and outgoing invoices, the purchase price of parts issued from stock, and the value of any traded-in used car.

It measures the effectiveness of advertisements and ads

The system also tracks the trade-in and sale of used cars. The system distinguishes traded-in (or taken over on consignment) cars from cars purchased into own stock.

It records the technical and other parameters of used cars:

• type, model
• licence plate, chassis number, engine number
• engine displacement, power, weight data
• odometer reading
• model year, technical inspection and green card validity, registration certificate number
• extras
• etc.

The system includes taking a technical condition sheet of the car and printing it, as well as a receipt for the car. The program records the data of both the previous and the new owner (see customer registry). It records the financial data related to the purchase and sale of the car:

• purchase price
• outstanding debt on the car
• recommended selling price, final selling price (the lowest to which one may go during bargaining) on sale
• own contribution, deposit, advance
• registration cost, credits,
• purchase method (instalment, leasing, cash), financial institution, term, amounts of monthly instalments and the insurers’ data.

It can be entered into the system through which medium the given customer found the company, so the system can also help marketing activity because it tells which advertisement or which ad was truly effective. Other equipment requested by the customer purchasing the car can be entered, and whether their price is included in the car price, whether they are a gift, or separately payable. It is possible to trade in a used car against a used car. The system prepares a so-called handover work-order sheet for the service, on which it orders the repairs to be carried out on the given vehicle and the installation of equipment. The program also displays photos of the given used car. It prepares the used-car stock list, which can even be forwarded immediately by fax (modem) to the interested customer. The system contains several kinds of used-car stock lists: ones prepared for customers, and ones for internal use. Internal stock lists also include purchase prices, when the car arrived at the premises, and other data that are not public.

In the case of trade-in (consignment) the following can be printed

• agency contract
• the sales contract
• sales contract buyer completion (it prints only the buyer’s data onto the contract already filled in with the seller)
• technical condition sheet
• handover-acceptance record
• etc..

Accordingly, and taking into account the current accounting laws, it prepares a contract or an invoice or a margin-scheme VAT invoice. Technical condition sheet and handover-acceptance record. The system can trade a used car not only into a new car but also a used into a used, and in every case it states a forint result after the sale of a given car.

The program prepares lists, reports, statements and documents.

• List of cars sold between given dates
• List of used cars sold between given dates
• Cars sold by sales colleague between given dates
• Stock list of new cars
• List by status (ordered, manufactured, stock, contracted,
• handed over to dealer, etc..)
• Stock list of used cars
• List by status of used cars (reserved, free, … being brought by a date)
• List of ordered cars
• Reserved cars
• Profit statement table
• Order for a new car
• List by medium
• Contracts for new and used cars
• Handover work-order to the service about accessories to be installed
• Consignment or agency contract for used cars
• Sales contract for a used car
• Handover-acceptance record
• Power of attorney
• etc

SERVICE PROGRAM:

It includes the administration of activities carried out in the service, the management of work orders and the preparation of repair quotations.

Includes

• job intake
• labor time standardization
• issuing materials
• closing work orders.
• preparing repair quotations

When vehicles arriving at the service center are taken in, the vehicle and owner data are recorded

• license plate number
• chassis number
• engine number
• model, type, color
• next inspection date, green card validity
• owner's name, address, telephone number, payment method
• odometer reading
• labor rate
• reported fault or requested service

If the vehicle is already known to the system, it can be searched by license plate number or chassis number, or by name. At job intake, the data required by the KPM must be entered

The hours worked and materials used can be recorded on the work order. WinCar distinguishes several types of work orders:

• normal work order
• warranty work order
• insurance
• internal work order (overhead)
• etc.

Internal and warranty work orders are prepared at purchase price.

It is possible to use several different labor rates even within a single work order. With regard to the operation times entered on work orders, it records the working hours assigned to mechanics, as well as the amounts generated by them, which can serve as a basis for determining wages. Subcontracted services can be distinguished from other items on the work order, so on the outgoing invoice the system marks them with an asterisk and indicates that the marked items contain subcontracted services. The system prepares a warranty certificate to accompany the invoices – in accordance with the government decree.

Lists, statements, reports:

• Materials used
• Work operations performed
• Total service intake (vehicles arriving at the service center)
• Invoiced work orders
• Closed work orders
• Active work orders
• Work and times performed by a given mechanic
• Consolidated list of operation times performed by service center employees
• Vehicle list
• Vehicle list by green card validity (+ circular letter option)
• Etc

SPARE PARTS INVENTORY MANAGEMENT PROGRAM

WinCar contains a comprehensive warehouse inventory management program, which includes:

• material procurement
• issuing materials to work orders
• direct sale of parts
• management of outgoing and incoming orders
• quotation preparation

The system prepares delivery notes and invoices. For parts, it calculates the selling price based on the current purchase price using the specified margin. Barcode technology can also be used to facilitate warehouse work. The software assigns recorded products and parts to groups (grouping by supplier is recommended), so that various discounts and ordering data can later be easily parameterized. A higher-level discount than the group-level discount in the system is the document-level discount, i.e., for example, Tóth és Társa Ltd. can receive a 5% discount on every item on the given work order. A still higher level in WinCar is the item-level discount, when a discount is given on only one or two items, one or two parts. The system manages complete orders. The ordering function includes customer orders (incoming orders) with the preparation of advance invoices, and orders prepared for suppliers (outgoing orders). The system recognizes the concepts of daily orders and stock replenishment orders, for which it calculates the order proposal taking into account the configured minimum and maximum stock levels.

Some typical lists:

• List of parts used for a time interval
• List of materials installed for a time interval
• List of parts sold for a time interval
• Inventory list by shelf, by group.
• Parts received (also by supplier) for a time interval
• Procurement summary for a time interval
• Etc..

CUSTOMER REGISTRATION PROGRAM:

It keeps records of all customer data of those who have come into contact with the company either as suppliers, buyers, or prospective customers.

The system records the following about partners:

• name, address, bank account number
• 2 telephone numbers, fax number
• e-mail address
• tax number
• separate billing and mailing address
• names of company managers and administrators, their mobile numbers
• payment method, due date
• discounts
  • material and labor discounts
  • warehouse group discounts
• date of establishment, company registration number
• partner type
  • normal customer
  • service partner
  • new car buyer
  • fleet customer
  • supplier
  • prospective customer
  • etc
• general notes

It stores the following about vehicles

• type, model
• license plate number, chassis number, engine number
• color
• engine displacement, power, weight data
• odometer reading
• model year, technical inspection and green card validity, registration certificate number
• registration
• etc.

Partner data can be maintained, and various listing and other options help with high-level marketing activities. It is possible to prepare envelopes or print labels, as well as create mail merges using Office. Notification letters can be prepared from the database of registered vehicles regarding expiring technical inspections and green card validity

INVOICING, CASH REGISTER

As an important part of the warehouse, service and vehicle sales process, the system also performs invoicing.

• advance invoice for parts orders
• parts sales invoices
• service invoices
• sales invoices
  • advance invoice for new and used cars
  • final invoice for new and used cars, and in the case of used cars — where applicable — a margin-scheme VAT invoice
• free-text invoice (with its help, an invoice of any content can be issued. E.g. rental car invoicing, invoicing commissions, etc)

Invoices can be issued in forints and foreign currencies, with the community tax number indicated! The system is also capable of using several tax rates simultaneously. The system supports "cancellation", "corrective" and "credit" invoices, and prepares them in accordance with the relevant legislation. Invoices show the net, VAT, and gross amounts per item, and the number of copies is also indicated. Copies can be made. WinCar also records settlements, and the current outstanding receivables can always be retrieved. In addition to cash settlements, other cash register items can also be recorded, from which it prepares the cash register report for the requested period.

Lists, statements, reports:

• Simplified invoice summary (bank transfer, cash, other)
• Invoice summary by tax type (bank transfer, cash, other)
• List of unpaid invoices
• Invoice summary filtered by customer
• Etc.