User Guide - Secretary

1. Secretarial Module: Stock entries

Search for a vehicle:  

The "Vehicles" menu provides access to the stock.
 

• You can use the search field to access vehicles directly by make, model, registration number or chassis number 1.
• The "Display" field allows you to target the vehicle category (new, used, demo), while the "Sort by" field allows you to organise the list according to certain criteria. 2.
• Adding one (or more) filters allows you to refine your vehicle search 3.
• To keep your filter settings, you can save your search for future use 4.
•  Click on the photo or name of a vehicle to view its details 5.

Create a stock New Vehicle:

Create a stock NV: 

• Configure the NV by entering the vehicle make and model name.
• Then, click "Next" to choose the trim level.

• At this stage, you can view the list of equipment available for each trim level.
• To find out which trim level a piece of equipment is available on, enter its name in the search bar.
• Select the desired trim level to proceed to the next step.

• You will then need to select the engine and transmission for the new vehicle in order to proceed to the next step.

• At the design stage, select the exterior/interior colours and upholstery for the new vehicle.

• Finally, you can add options and/or equipment before completing the configuration of the items fitted to the vehicle

Before finalising the vehicle configuration, you have the option of adding additional services (e.g. extended warranty/maintenance contract). Add a service manually by entering its name or reference number.

• Press the button to complete your configuration.

Add a customised service/feature:

• To finish creating the vehicle, click on Save.

It is advisable to include some additional information in the summary. Example: the vehicle's internal number, the owner's point of sale, the factory code, etc.

Declare vehicle as physical entry: 
 

Search for the vehicle in question using the search bar and filters in the "Vehicles" menu.

Once on the vehicle's page, from the "Sinthesis" tab, click on "Manage status".

Fill in the required information to validate the vehicle's status change to "Physical entry".

2. Secretarial module: Modifying a vehicle  

Modify a vehicle:

Click on the "Modify" button.

Modify the vehicle data to be updated as well as the technical specifications.

Press this button to save the changes made.

 3. Secretarial Module: Stock lists

Create stock lists:

To help you manage your dealership's stock, you can save vehicle lists.

Example: list of used vehicles physically received by date.

• In the "Display" section, select the "All UV" filter and choose the Physical entry status for all destinations 1
• Apply the additional filter for date of entry into stock. 2
• Sort the results if you wish 3
• Then, click on "Save search". 4

Find this search in "My saved searches".

4. Document printing, stock removals

Print documents: 
 

Click on the "Print" button.

Select the administrative documents you wish to print for each vehicle category. Then click on the "Print" button.

5. Planning and delivery

Schedule the delivery of a sold vehicle: 

From the dashboard, click on the "Orders-to be prepared for delivery" button.

Schedule and confirm the delivery appointment with the customer. You can also choose the employee/salesperson.

The vehicle will then be visible in the list of vehicles awaiting delivery confirmation.

The appointment will also be added to the calendar.

Report the delivery of a sold vehicle:
 

From the dashboard, click on the button for orders awaiting delivery confirmation.

Fill in the required fields and the delivery report before declaring the delivery.