Vehicle Accessible vehicle records created for every customer vehicle and trade vehicle
Benefit: Access vehicle records for any customer vehicle or trade vehicle and quickly add customer vehicles to new deals.
Details: Each customer-owned vehicle you add to a customer's record or potential trade vehicle you add to a deal will now be added as a true vehicle record in the Customer Vehicle list within the Vehicle application. When adding trade vehicles through a deal, you do not have to include a deal or owner name for the vehicle record to save to the Customer Vehicles list. The vehicle records are then searchable using the Vehicle Search screen's quick and advanced search features.
Vehicle Search functions enhanced
Benefit: Easily search your inventory for the vehicle or vehicles that meet your specifications.
Details: We've removed the Filter button from the Vehicle Search screen and provided Quick Search and Advanced Search buttons on the screen instead. The Quick Search button allows you to search the vehicle list by typing simple search terms, such as VIN, stock number, make, model, year, or color, into the Search field. Click Search and the vehicle list will be limited to only those results that match your search terms.
If you click Advanced Search, the fields that used to appear when you clicked the Filter button will open. These fields include Stock Number, Type, Odometer, Status, Days in Stock, Year, Make, Model, Price, Payment, Exterior Color, License Plate, VIN, Disposition (wholesale or retail), and Last Updated. Enter as many or as few advanced search criteria as you wish and click Search. The vehicle list results will be limited to those that meet your criteria.
|Note: You can set a default to either perform Quick Search or Advanced Search using the Default Vehicle Search toggle on the Preferences page of your user profile. The Vehicle Search screen will open to the search default you select, but you can switch to the other search option on a case-by-case basis.|
You also now have the ability to limit your searches based on vehicle type. Use the Inventory Vehicles, Customer Vehicles, and All Vehicles buttons to determine which vehicle lists you'd like to search.
- Inventory Vehicles: This option displays all vehicles your dealership has listed for sale. The system will display the Inventory Vehicles search by default when you open the Vehicle application.
- Customer Vehicles: This option displays any vehicle that is not dealership inventory and is owned by a customer or prospect of the dealership. When a trade vehicle is entered in a working deal, a vehicle record will be created and will appear in this list even if there is no customer associated with it.
- All Vehicles: This option displays all inventory and customer vehicles, along with any appraisal vehicles with no customer associated.
Vehicle Customer Vehicle category added
Benefit: View and search a list of customer-owned vehicles
Details: A Customer Vehicles option has been added to the Vehicle Search screen. When this option is selected, you can view and search all vehicles that are not dealership inventory and are owned by a customer or prospect of the dealership. When a trade vehicle is entered in a working deal, a vehicle record will be created and will appear in this list even if there is no customer associated with it.
This feature allows you to easily access any vehicle records associated with a customer when the customer wishes to trade-in the vehicle. You can also search for particular makes and models when actively marketing to customers regarding purchasing their vehicles for your used vehicle inventory, for example.
Customer vehicles are listed in the Vehicle Search screen by VIN, year, make, model, trim, exterior color, odometer reading, and current owner(s). You can use the Quick Search feature to search the customer vehicles list by customer name, VIN, license plate number or any other simple search term. The Advanced Search feature allows you to filter the list further with fields like Delivery Date, Customer Type, Customer Number, Last Updated, Business Name, Address, Phone, and Email. Search for a specific customer's vehicle or a specific type or age of vehicle.
Vehicle Vehicle Payment search criteria added
Benefit: Limit the vehicles you view to only those that meet your customer's budget.
Details: A Payment field has been added to the search options on the Vehicle Search screen to limit results to only those that fall within a specified payment range. This field is accessible when using the Advanced Search feature to search inventory vehicles. The payments are calculated based on the Retail Defaults you established on the Deal Defaults page of Sales section of the Setup application but can be edited using the calculator next to the Payments field. To search inventory using this field, follow these steps:
Step 1. The Vehicle Search screen will default to the Inventory Vehicles list unless you've searched a different category of vehicles in a previous search. If so, select Inventory Vehicles.
Step 2. If your system is not set to default to the Advanced Search feature, click Advanced Search. The advanced search fields will open.
Step 3. Locate the Payment field. You can verify and adjust the payment parameters by clicking the Calculator icon to the right of the field. The Payment Parameters pop-up will open.
Step 4. Adjust the parameters as necessary for your buyer and click Set Parameters. This will change only your payment parameters for the search, leaving the default retail deal parameters in Setup untouched.
Step 5. Click in the Payment field. A pop-up will open where you can specify the payments by which you'd like to filter the vehicle list.
- Select the More Than option to search the vehicles for those with payments over the dollar amount you enter in the field to the right.
- Select the Between __ And option to search for vehicles that fall within the specified pay range entered in the Between and And fields.
- Select the Less Than option to search for vehicles with payments less than the dollar amount you enter in the field to the right of the option.
|Note: The vehicle prices are pre-tax and do not include any options your customer may wish to add; therefore, to restrict the results to those that will be closest to your customer's budget, we recommend that you lower the payment specifications you enter by approximately 15 to 25 percent to accommodate any options, fees, and taxes that will be added while desking the deal.|
Step 6. Enter any other search criteria you'd like to use and click Search. The inventory vehicle list will be limited to only those vehicles that match the payment parameters you entered.
Vehicle Export Search Results option added
Benefit: Export and edit an inventory search list to better manage your inventory and motivate salespeople and buyers.
Details: An Export Search Results button has been added to the Vehicle Search screen to allow you to export a CSV version of inventory vehicle search results. This feature is only available when searching inventory vehicles (not available in the customer vehicles or all vehicles lists).
The CSV file can be edited based on how you intend to use it. Salespeople may wish to arrange the vehicles in the order they wish to show them to a potential buyer or omit the information that isn't vital to the sale, such as days in stock and the last updated date. The Sales Manager may wish to add a SPIFF for the vehicles that have been in stock the longest. The Finance Manager may want to organize the list based on payment or price.
To use this feature:
Step 1. After performing an inventory vehicle search, click the Export Search Results button.
Step 2. The file will be created and named InventorySearch_MO-DAY-YEAR.CSV. To access it, click the file button in the lower-left corner of your screen.
Step 3. The file will open in Microsoft Excel. You can edit the list, save the file to your computer, and print as needed from Microsoft Excel.
Vehicle Owner/Driver statuses added to customer vehicle record
Benefit: Simplify your vehicle sales and purchases by quickly identifying if a vehicle has multiple owners and drivers
Details: When viewing a customer vehicle record, you can now quickly identify the vehicle's owner(s) and drivers to better understand who has the authority to sell or trade the vehicle before you get too far into trade negotiations. When you click on a customer vehicle in the Vehicle Search screen, the vehicle quick look card will open, listing the current owner or owners in the lower-right corner of the card. This is the same information that displays when you click a customer vehicle on the Vehicle page of a customer record.
To view a vehicle's driver information, follow these steps:
Step 1. From the Vehicle Search screen, select Customer Vehicles. The list of customer vehicles will open.
Step 2. Scroll to locate or use Quick Search or Advanced Search to find the customer vehicle.
Step 3. Click the vehicle listing to reveal the vehicle quick look card. Click View Vehicle to open the customer vehicle record. The record will open to the Overview page.
Step 4. In the Owner Details card, the Owners field will list the name(s) of the owner(s), while the Primary Driver field will contain the name of the person who primarily drives the vehicle. On the far right of the card, you'll find the Drivers list, where all the people who drive the vehicle are listed. You can add a new driver with the Add Driver button or remove a driver by clicking the blue X button to the right of a driver's name.
Vehicle Coverage page added to vehicle records
Benefit: Quickly view and manage the warranty, service, and maintenance plans on inventory and customer vehicles to understand if warranty balances on used vehicles can be transferred to new buyers and if balances on customer trades can be applied as cash on a new deal.
Details: A Coverage page has been added to inventory and customer vehicle records. The page lists warranty, service, and maintenance plans on the vehicle. Each entry includes the plan name and provider, a description, contract number, terms, mileage, effective and end dates, and deductible. You can add and remove plans as necessary.
To access the Coverage page of an inventory or customer vehicle:
Step 1. On the Vehicle Search screen, depending on which type of vehicle you're attempting to locate, click Customer Vehicles or Inventory Vehicles and perform a quick or advanced search for the vehicle.
Step 2. Click on the vehicle in the search results to open the vehicle quick look card.
Step 3. Click the View Vehicle button in the quick look card. The vehicle record will open.
Step 4. Click the Coverage button below the vehicle summary card.
Vehicle Ability to start a new deal directly from customer vehicle record added
Benefit: Save time and keystrokes by beginning a new deal directly from a customer vehicle record.
Details: While viewing a customer vehicle record in the Vehicle application, you can start a deal and automatically assign that vehicle to the deal as a trade using the Actions menu. To use this feature:
Step 1. While in a customer vehicle record within the Vehicle application, click the Actions button in the upper-right corner of the screen, above the vehicle summary card.
Step 2. Select New Deal from the Actions menu.
Step 3. The Deal Information pop-up will open. Verify the deal defaults and make any necessary changes. Use the Buyer field's menu to select the buyer from the vehicle record. This allows you to assign an individual buyer to the deal when multiple owners are listed for the customer vehicle. Click Save.
Step 4. The new deal will open to the Desking page. Under Trades in the deal summary card, the customer vehicle from which you started the deal will be listed.
Step 5. Click the Trade button in button bar below the deal summary card. The vehicle will be listed in the Trades card.
Vehicle Image management tools enhanced
Benefit: Document all the vehicle details you need to with photos and control which photos are shared through third-party syndication.
Details: A new feature allows any photos added to a customer or trade vehicle record to move with the record when the vehicle moves from the customer list to inventory. When the deal is complete, those images will be labeled as "Trade" or "Customer Vehicle Customer Name" and will be dated.
Any vehicle photos you take and add to the vehicle record once the vehicle is part of your dealership inventory will be added to the Gallery Images portion of the pop-up that opens when you click the box below a vehicle image in the vehicle summary card; these images are sharable via third-party internet syndication, while any photos taken before the vehicle was added to inventory will remain in the record as a resource.
Vehicle Control added for exporting for internet syndication
Benefit: Control your inventory syndication directly from the new Autosoft platform.
Details: A new field labeled “Include in Exports” has been added to the Dealer Details card on the Overview page of Inventory Vehicle records. Use this field to control which vehicles are sent to third-party websites from the new Autosoft DMS platform.
This control works with the WEB Download field in the FLEX DMS Desk Manager module. To employ this feature, follow these steps:
Step 1. From the Autosoft FLEX DMS startup menu, select Desk Manager.
Step 2. Select Inventory Management from the Desk Manager menu.
Step 3. Click Enter Vehicles. The Vehicle Information screen will open.
Step 4. Use the Inventory List button to select a vehicle from inventory. The vehicle information will populate the screen.
Step 5. In the WEB Download field, if you enter Y, this setting will synchronize with the new platform and change the Include in Exports field in the vehicle record in the Vehicle app to Yes. If you enter N in the WEB Download field, the Include in Exports field will synchronize and display No.
Step 6. Click Save.
You can also change the export setting using the Include in Exports field directly as you add inventory via the new platform. To do this:
Step 1. Search the Inventory Vehicles on the Vehicle Search screen for the vehicle and open the vehicle record.
Step 2. The vehicle record will open to the Overview page. Scroll to the Dealer Details card.
Step 3. Click the Include in Exports options caret and select Yes to include the vehicle in third-party exports, or No to omit it from those exports.
Step 4. Click Save.
Sales Ability to add trade vehicle images added
Benefit: Create a vehicle record complete with vehicle images for a trade vehicle before it becomes inventory and save time later.
Details: While adding a trade to a deal, you can click the Upload Images button on the new trade pop-up to quickly add vehicle images. These images will be included in the customer vehicle record, and when the deal is complete and the vehicle is added to inventory, the trade photos will go with the record. To use this feature, follow these steps:
To use this feature, follow these steps:
Step 1. While working a deal, click Trade in the button bar below the deal summary card.
Step 2. Click Add Trade on the Trade page of the deal. The new trade pop-up will open.
Step 3. If you've assigned a buyer to the deal, click the Buyer's Vehicles options caret to open the list of vehicles associated with the buyer and select the trade vehicle.
Step 4. The vehicle information will populate the pop-up's Vehicle Details card and the Upload Images button to the right of the Buyer's Vehicles field will be accessible. Click Upload Images.
Step 5. A second pop-up will open with the vehicle year, make, and model in the upper-left corner. You can drag and drop images of the trade vehicle into this pop-up or use the Upload button on this pop-up to select the images from a file.
Step 6. Click Close to close the pop-up.
You can also add the trade vehicle images directly to the customer vehicle record in the Vehicle app. To do this, you'll use the same process used to add photos to an inventory vehicle record.
Sales Buyer's Vehicles field added to new trade pop-up
Benefit: Save time by selecting a trade vehicle from a list of vehicles associated with the buyer.
Details: The pop-up that opens when you click Add Trade on the Trade page of a deal now contains a Buyer's Vehicles list where you can select a trade from a list of vehicles associated with the buyer you've assigned to the deal. The Buyer's Vehicles field's options caret will not be accessible if the deal does not have an assigned buyer. To use this feature, follow these steps:
Step 1. After assigning a buyer to a deal, click Trade in the button bar below the deal summary card.
Step 2. Click Add Trade on the Trade page of the deal. The new trade pop-up will open.
Step 3. Click the Buyer's Vehicles options caret to open the list of vehicle's associated with the buyer.
Step 4. The vehicle information will populate the pop-up's Vehicle Details card. Enter the odometer reading and any missing information. Continue to build the pricing and lien holder information and click Save and Continue.
Sales Ability to edit and delete notes added
Benefit: Allow users with the appropriate permissions to manage deal notes.
Details: You can easily delete or edit notes on deals with a few clicks. To edit or delete a note:
Step 1. Click the Notes button in the upper-right corner of the Desking page of a deal.
Step 2. The Notes & Activity pop-up will open, listing any notes entered on the deal. Click on a note to read the note in its entirety and access the Delete Note and Edit Note buttons.
Step 3. To edit a note, click Edit Note. The Add Note pop-up will open containing the note you selected. Edit the note as required. After making your edits, click Save and Close.
To delete a note, click Delete Note. The note will be removed from the Notes & Activity pop-up. A warning does not appear after clicking Delete Note, so it's important that you're sure you want to remove it from the deal record before clicking the button.
Customer Additional information displayed on customer vehicle quick look card and record
Benefit: Access additional information when viewing a customer's vehicle from their record.
Details: Additional information is now accessible from a customer vehicle quick look card and on the vehicle page within a customer's record.
On the vehicle quick look card, the vehicle description in the upper-left corner now includes the trim package. Below the description, you'll be able to view vehicle photos that have been added.
To access the customer vehicle quick look card, follow these steps:
Step 1. Click the Customer app button in the main navigation bar.
Step 2. Search for the customer or scroll through the customer list to locate the customer. Click on the customer listing to open the customer quick look card.
Step 3. Click View Individual or View Business (based on the customer type). The customer record will open.
Step 4. Click the Vehicles button under the Customer Summary Card. A list of the vehicles associated with the customer will open.
Step 5. Search the list for the vehicle and click its line in the list. The vehicle quick look card will open. Unlike the vehicle quick look card that opened when viewing the record through the Vehicle app, this quick look card contains both the View Vehicle button and the Edit Owner Details button, as well as the pop-over button to open the vehicle record in a new tab.
Select View Vehicle to open the vehicle record in the Vehicle application or click the Edit Owner Details button to open a pop-up containing Edit Vehicle, Details, and Owner Details cards where you can view and edit vehicle details and owner details.