OpenFlex - User Guide - Sales advisor

Sales Advisor – Role and Responsibilities

• The role of the advisor is to manage commercial opportunities related to prospects and customers.
• They must handle trade-in and sales opportunities and leads, monitor their customer/prospect portfolio, and update the vehicle inventory (photos, mileage, locations, etc.). 
• These actions are detailed in the following chapters: 

  • Opportunities: Creating and Managing Opportunities

  • Customer Follow-up 

  • Stock Actions

1. Opportunities: Creating and Managing Opportunities

• Business opportunities arise from a potential customer's interest in engaging with the distributor.
• This action can be carried out on site or remotely, and must therefore be handled accordingly.
• There are three types of opportunities: 
  • Trade-in of a vehicle 
  • Sale of a vehicle 
  • Processing a lead generated by the customer
• In all cases, a commercial offer will be made by the salesperson.

Creating an opportunity

Click on the 'Opportunities' menu.

Then on « Create an opportunity ».

If the customer you have entered does not yet exist, create their file and then click on « Create an opportunity with this customer ».

A new opportunity is created with this customer, and you can then schedule an appointment, a trial, a follow-up, or make a new offer.
 

Click on « Make a new offer ».

Creating the commercial offer according to the type of opportunity

A new offer can be created by starting with:

-Selecting a vehicle in stock: new, used or demo.

-Configuring a new vehicle.

-Estimating a trade-in value.

Choosing a vehicle in stock: new, used, demo

Creating the vehicle offer

The offer may be validated after:

• any discounts have been entered 
• the automatic display of commercial operations
•  accessories have been suggested
• the selection of a delivery package (items can be deselected)
• any extended warranties have been entered
• entering administrative fees.

Check CO2 emissions

Indicate the customer’s region of residence if necessary

Check the CO2 penalty if necessary

Insert a trade-in into the offer – with the Scanprice mobile application

After downloading the OpenFlex application, simply log in with the same username and password you use to log in to OpenFlex.

Insert a trade-in into the offer

The configuration of the vehicle to be traded in is done by registration or by manually searching for the make, model, etc.

The vehicle's trim level and version must be selected here:

Qualifying the trade-in

Choice of colours and upholstery:

Choosing options:

Service contracts:

Please complete the additional information required for assessing the trade-in.

Information marked with an asterisk (*) is mandatory.

Provide information about any current financing for the vehicle being traded-in.

Assessment of Vehicle Repair Costs

Condition of tyres:

Assessment of Vehicle Repair Costs

Locate and grade bodywork defects with the addition of one or more photos of the vehicle's condition to facilitate the assessment of costs by the trade-in price validator. 

Add one or more overview photos to illustrate the vehicle from different angles. 

You can also add any other defects and their associated costs that were not previously included in the generic repair costs.

Complete the trade-in assessment and request the amount.

Details of trade-in price calculation

Access to trade-in market information

In cases where the trade-in amount is subject to manager validation

Pending validation, the offer can be viewed, and the market and trade-in values are visible.

However, the offer cannot be edited or converted into an order.

Manager approval

Manager approval required:

Once the manager has approved the offer, the salesperson can approve the offer in their opportunities.

View the offer

Confirm the quote by completing the customer form

Print offer

Printing will start automatically.

You can reprint the offer by clicking on "Print".

Place the order, print it and prepare the delivery

Initiate customer follow-up

Complete the payment details and print the Order Form

Send the order to the customer + supporting documents

Printing the order with the trade-in documents. You can choose the type of documents to print.

Order approval (if the order approval setting is enabled)

The order must be approved by you, if you have the necessary rights, or by the administrator/manager, who will receive a notification on their system.

Preparing the delivery

From the home page, an indicator provides direct access to the vehicles to be prepared for delivery.

Declare the delivery of a sold vehicle/ente the traded-in vehicle into stock

All mandatory fields must be completed in order to declare the delivery.

2. Customer follow-up

Perform customer follow-up: access via the home screen

Perform customer follow-up: access via the customer menu

Click on the Customers menu to access your contacts.

You can search for a customer directly using the search field or filters. Clicking on the customer's name opens their file.

From the customer file, the action buttons allow you to follow up with the customer, make an appointment, add a note or modify this file.

The Synthesis tab allows you to manage the commercial relationship.

The Vehicles tab shows the vehicles owned or used.

The History tab keeps track of all actions taken on this customer file.

3. Stock actions

Stock actions by the sales advisor

• The sales advisor works on the vehicles in stock in order to:
  • Update the mileage and location
  • Add photos
  • Print display posters

The stock can be accessed via the « Vehicles » menu.

A direct search is available (make, model, registration number, chassis number, etc.).

Several display criteria are available.

Applied filters can be saved for future consultation.

Clicking on the vehicle opens its details.

You can also select the columns that you want to display.

Updating vehicle components:

Click on "Modify" to update vehicle details (mileage, location).

Modify the mileage or physical location.

Add photos of the vehicle:

Click on "Add a visual" to upload photos of the vehicle.

After uploading an image, simply click/drag it onto the corresponding shooting template.

Print exhibition posters (and other documents):

Click on "Print" to access the documents available for this vehicle.

Several poster formats are available; simply select the desired model. Many other documents are also available and can be selected. Click on "Print" after selecting the documents.