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Creating a New Deal for a New Prospect

Autosoft -

You can easily create a new deal for a prospect in the Sales Application.

Step 1. While on the Dashboard screen, click the Sales App button from the left navigation.

Step 2. Click New Deal in the upper-right corner of the Deal Search screen, above the Dashboard. 

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Note:  You can also begin new deals from any page in the Customer and Vehicle applications. When you start a new deal while inside a vehicle or customer record, that vehicle or customer, respectively, is automatically assigned to the new deal, saving you some steps. To learn how to start a deal from these applications, see the Knowledge Base articles "Starting a New Deal from a Vehicle Record" and "Starting a New Deal from a Customer Record."

Step 3. The Deal Information pop-up opens, containing any default information you entered during system setup. The pop-up lists Deal TypeStore, Source, Prospect Type, Sales Person (defaults to name of user starting the deal), Sales Manager, and Finance Manager

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If a field is empty or you need to change the default information in a field, click on the field's options button to open a drop-down menu and select the appropriate menu option. Click Save to save the information and move on to the next step. 

Step 4. A blank deal opens to the Desking page. The top of the screen is the Deal Summary Card. In the upper-left corner of the Deal Summary is the Deal Number. Next to the Deal Number is the word "Quote" to signify that a buyer has not yet been assigned to the deal. As you build information on the Desking page and the other pages of the deal, the information will populate the Deal Summary Card, and the word "Quote" will be replaced by "Working."

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If you would like to collapse the Deal Summary Card to view more of the working pages below, click the blue upward-facing caret in the upper-left corner of the Deal Summary. You can re-expand it at any time by clicking the blue downward-facing toggle.

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Tip:  Use the horizontal button bar between the Deal Summary Card and the working portion of the screen to build the deal. Clicking a button from this bar will open the corresponding deal page. However, you can type most of this information directly in the Desking page's fields or click the arrows to open pop-up screens or full pages. Pop-up Arrows that point up and to the right open pop-ups that allow you to enter information without leaving the Desking page. The Trade Allowance and Trade Payoff fields have Pop-Out Arrows that point directly to the right. These pop-out arrows take you to the Trade page, where you can enter trade details.

Step 5. Begin adding a buyer by clicking the Buyer button in the horizontal button bar.

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Step 6. Click Add Buyer to Deal. The Add Buyer pop-up opens.

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Step 7. If the prospective buyer is truly a new customer (or a prospect), click Create New Customer. If the applicant is in the system, see the Knowledge Base article, “Creating a New Deal for an Existing Customer,” for details.

Step 8. The New Customer pop-up opens. This is the same screen that would open if you were to add a new customer in the program's Customer App. 

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Step 9. Use the blue toggle at the top of the New Customer pop-up to determine if the prospect is an Individual or Business. The blue toggle highlights the selected option. The fields on the page change based on the option you choose here. For full directions on entering new individual or business customers, see the articles, “Adding a New Individual Customer” and “Adding a New Business Customer,” in the Customer section of the Knowledge Base.

Step 10. Enter the new prospect information. Any required fields will be highlighted in red when you tab or enter into them. When you’ve completed the screen, click Save and View Customer to review the customer record or Save and Continue to add the customer to the deal and close the modal. The Deal Summary Card will be updated with the buyer’s name.

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Step 11. If you need to add a co-buyer to the deal, the option to do so will now be accessible on the buyer screen. Click Add Co-Buyer to Deal and enter the co-buyer information as you did the data for the buyer.

Step 12. Click Vehicle in the button bar under the Deal Summary Card. The Vehicle Search opens at the bottom of the screen.

Step 13. You can use the scroll bar to browse the full dealership inventory or use the search and filter functions to locate a specific vehicle. 

To use the search function, enter one or more search words in the Search field, separated with a space between each word. For instance, if you are looking for used 2012 Chevrolet, type “used 2012 Chevrolet” into the Search field and click Search or press ENTER.

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To use the filter function, click the blue filter button in the upper-right corner of the Vehicle Search area. The filter fields open. Use the fields to limit the vehicle list to only those that meet your requirements. As you enter filter criteria or select it from drop-down menus, the vehicle search list is automatically filtered.

(For complete details on using the Vehicle Search Screen, see the articles, “Using the Vehicle Search” and “Filtering the Vehicle Inventory List.”)

Step 14. From the vehicle search results, click on the vehicle you wish to add to the deal. The Vehicle Quick Look Card opens. Verify that this is the vehicle the customer wants to buy and click Add to Deal. The deal summary is updated with the vehicle.

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Below the Vehicle Summary Card in the lower portion of the screen, you'll see another card. This card contains any equipment listed on the vehicle, if there is anything listed, as well as the total dollar value of the equipment. 

Step 15. To add the buyer's insurance information for the vehicle, click the Vehicle Insurance button in the upper-right corner of the vehicle page. 

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A pop-up will open where you can select the buyer's Insurance Company and Insurance Agent, as well as the Vehicle Policy information. When you've finished, click Save and Close.

Step 16. You can use the buttons in the upper-right corner of the deal's Vehicle page to view and edit the vehicle information. Click Open Vehicle Record or Remove Vehicle from Deal. Pop-ups will open to perform the various actions.

Important:  If you select Open Vehicle Record, you will navigate away from the Sales App to the Vehicle App. However, when you return to the Sales App, you will have to recall the deal from the Deal Search list.

Step 17. If the buyer will be trading in a vehicle, click the Trade button. The deal's Trade page will open.

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Step 18. Click the Add Trade button in the upper-right corner of the Trade page. A Vehicle Details pop-up will open for the trade vehicle. Enter a Stock Number for the trade vehicle and the vehicle's VIN, and the system will decode the VIN to perform a VIN explosion, auto-populating the fields based on the VIN.

If the buyer has vehicles associated with their customer record, you can select the trade from the Buyer's Vehicles drop-down. 

Note:  You can enter VINs that are not the standard 17-character length for older or non-automotive vehicles. An alert will inform you that you've entered an invalid VIN. You can dismiss this message and continue building the vehicle record. 

Enter the Pricing and Lien Holder information (if the trade vehicle is not paid off). Click Save and Add Another Trade if the buyer has more than one vehicle to trade, or click Save and Continue to keep building the deal. You can also use the AutoCheck, CARFAX, VinAudit, and NHTSA buttons to run reports on the trade vehicle. These reports will provide the vehicle, service, and accident history and any open recalls on the vehicle. (For more information on these integrations, see the article, "Using the AutoCheck, CARFAX, VinAudit, and NHTSA Buttons in Vehicle Summary Cards," which covers the basics of running the reports.)

The Trades area of the Deal Summary Card will reflect the trade vehicles you enter here.

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(For detailed instructions for entering a trade vehicle into the system, see the article, “Adding a Trade to a Deal.”)

You have built the basis for a deal. You can now begin desking the deal, entering front-end and back-end options, down payments, and coverages. If you require more assistance, see the Knowledge Base article, “Desking a Deal.”

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