:: Products
:: Data Extraction
:: DMS Consulting
:: Training & Seminars
:: Order Form
:: Free Downloads
:: Digital Dealer
:: About Us
:: Contact Us

Excel Spreadsheets on the CD:

New Days Supply
New Vehicle Ordering Worksheet
Used Category Worksheet
Used Days Supply
WIP - Labor Work in Process Guide
Daily Cash Report
Cash Flow Worksheet
AR Guide
Finance Receivable Guide
Breakeven Analysis
Warranty Receivable Guide
Contract In Transit Guide
Advertising Budget

Word Document, Printed Guide and CD File:

Introduction 7
Manual Overview 7
About the Author 7
The Sales Department 8
Daily Operations in the Sales Department 9
Steps to the Sale 9
“UPS” and Prospects 9
Demonstration Ride 10
Write-up and Buyers Order 10
Credit Reports 11
F&I 11
Extended Warranty and Credit Life 11
Aftermarket Sales 12
Delivery of the Vehicle 13
Reporting the Sale-License Fees 13
Sales Taxes 13
Down Payments, Contracts-in-Transit and One-Pays 14
Understanding Vehicle Inventory 15
New Vehicles 15
Allocation and Orders 15
Ordering New Vehicles 15
New Vehicle Ordering Worksheet* 16
Calculating Days Supply of New Vehicles 16
New Vehicle Invoices 16
Used Vehicles 17
Purchasing Used Vehicles 17
Used Vehicle Stock Numbers 17
Used Vehicle Category Analysis Worksheet 18
Calculating Days Supply of Used Vehicles 19
Management in the Sales Department 19
Employee Positions and Job Descriptions 19
General Sales Manager 19
Sales Manager 20
Assistant Manager/Closer 20
Fleet Manager 20
Salesperson 20
Customer Retention Manager or BDC Manager 20
Greeter 21
Sales Secretary or Assistant 21
Receptionist 21
Developing Long-Term Employees 21
Developing a Customer Retention Program 22
Which Salesperson gets Orphaned Customers? 22
Encouraging Employee Honesty 22
Providing Sales Training 22
Breakeven Analysis 23
Internal Control - Expenses 24
Advertising Expense 24
Advertising Effectiveness Analysis 25
Gas Expense 27
Forecasting and Planning Benchmarks-Sales Department 27
The Service Department 28
Daily Operations in the Service Department 29
Service Write Up 29
History Inquiry 30
Recommended Service 30
Making Appointments for Service 31
Dispatching 31
Electronic Repair Order 32
Booking Labor 33
Parts on Repair Orders 33
Cashiering 34
Understanding Service Inventory 35
Measuring Technician Productivity 35
Technician Productivity 37
Technician Efficiency 37
Technician Opportunity 38
Shop Technician Utilization 38
Unapplied Time 38
Comebacks 39
Training Time 39
Sublet Sales 40
Management in the Service Department 41
Employee Positions and Job Descriptions 41
Developing Long-Term Employees 43
Encouraging Employee Honesty 44
Providing Customer Service 44
Paperwork and Processes 44
Forecasting and Planning-Service Department 45
Effective Labor Rate 45
Breakeven Analysis for the Service Department 47
Developing Pay Plans 47
Paying Service Managers & Service Advisors 48
Asset Management & Internal Controls in the Service Department 49
Work in Process 49
How to Control Work in Process – Get Rid of the “Lick and Sticks” 49
Open Repair Orders 50
Reconciling Work in Process 51
Investigating Shortages in Work in Process 51
Shop Supplies 52
Shop Tools 52
The Parts Department 53
DAILY OPERATIONS in the Parts Department 54
Inquires for Parts 54
Selling Parts 55
Cash Sales 55
Approving AR Accounts 56
Lost Sales 56
Special Order and Non-Stock Parts 57
Purchasing Parts 59
Outside Vendors 59
Stock Orders 60
Measuring Stock Order Performance 61
Understanding Best Reorder Point or Low Days Supply 63
Best Stocking Levels or High Days Supply 63
Understanding Phase-in and Phase-out Criteria 64
Economic Ordering and Cost Breaks 64
Understanding Stock Order Sources 64
Purchase Orders 65
Direct Checks and Accounts Payable 65
Manufacturers Statement and Parts Summary 66
Sublet Sales 66
Management in the Parts Department 67
Encouraging Employee Honesty 70
Providing Customer Service 70
Reducing Expenses in the Parts Department 71
Freight 71
Other Supplies Parts 71
Paperflow in the Parts Department 71
Forecasting and Planning Benchmarks – Parts Department 72
Wholesale Part Sales 73
Developing Pay Plans 73
Finding Shortages 78
ABC Report vs. Piece Ranking Reports 79
Parts Returns 79
Price Update Tapes 80
Making an Accounting Entry for Price Increases 80
Cores 82
Preventing Shortages and Obsolescence 84
Worksheets for Analysis of ratios in the Parts Department 84
The Accounting Office 86
Daily Operations in the Accounting Office 86
Car Deals 86
Car Deal Posting 86
Parts & Service Sales 87
The Daily Deposit and Cash Sales 88
Charge Sales 88
Daily Operating Control (DOC) or MIS 89
Month End 90
Understanding the Flow of Accounting Data 90
Journals 90
Charge Sales 90
Schedules 91
The Balance Sheet 91
The Income Statement 92
Understanding Sales and Gross Profit 93
Management in the Accounting Office 93
Employee Positions and Job Descriptions 93
Developing Long-Term Employees 95
Forecasting, Planning and Benchmarks - the Accounting Office 95 95
Encouraging Employee Honesty 96
Providing Customer Service 96
Asset Management 96
Creating your Asset Management Policy 96
Balance Sheet Management 97
Cash On Hand 97
Cash Sales 97
Methods of Cash Sales Reconciliation 98
Cash In Bank 98
Cash Management-The Daily Cash Report 99
Cash Flow 99
Bank Reconciliation 100
Contracts In Transit 101
Service & Parts Receivables 102
Accounts Receivable Management 103
NSF Checks 103
Other Receivables 104
Inter-Company Transactions 104
Factory Receivables 104
Finance Reserves 104
Reconciliation Process for Finance Reserves 105
Avoiding Chargebacks For Pay Plan Calculation Purposes 105
Warranty Receivables 106
Internal Controls - Warranty Receivables 106
Accounts Receivable - Officers and Employees 106
Liabilities & Expenses 107
Notes Payable - Vehicles 107
Example of a Floor Plan Reconciliation 107
Accounts Payable 108
Extended Warranty and Credit Life 108
Accruing Payroll 109
Payroll Taxes 110
Expense Controls 110
Approved Vendor List 110
Expense Reporting 110
Trending and Ratios 111
DMS Computer Utilization 112
Training and Support 112
Easy Introduction to Report Basics 112
DOC or MIS 112
System Reports* 113
Report Generators 114
R+R – EraLink, Run Query 114
EDS’s EA – New Query 114
Reflection - RPX or RXR 114
UCS, Run the report to PRT (blank) and use File Transfer for Windows 114
Understanding the “AND” and “OR” 114
Looking at the F&I, Service, Parts Setups and Defaults 115
Interfacing the DMS System to a PC 115
Closing the Books in 3 days Using the Computer System 115
Computer Backups 117

 

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Handouts for NADA's Super Controller Seminar

Agenda

Day 1:      7:15-8:00 AM - Breakfast in Meeting Room
Day 1:      8:00 AM Meeting Starts
Day 1:      9:30-9:15 AM - Morning Break
Day 1:      12:00 - 1:00 PM - Group Lunch
Day 1:      2:30-2:45 PM - Afternoon Break
Day 1:      4:30-5:00 - Meeting Adjourns
Day 2:      7:15-8:00 AM - Breakfast in Meeting Room
Day 2:      8:00 AM Meeting Starts
Day 2:      9:30-9:15 AM - Morning Break
Day 2:      11:30 AM-12:00 PM - Meeting Adjourns