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Creating a New Deal for an Existing Customer

Autosoft -

You can easily create a new deal for an existing customer 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 Store, Source, Prospect Type, Sales Person (defaults to name of user starting the deal), Sales Manager, and Finance Manager

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 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."

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

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 on the Desking page fields or click the arrows to open pop-ups or pop-outs. Pop-up Arrows, which 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, which 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.

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

Step 7. You can search for the buyer you want to assign to the deal in two ways. You can perform a direct search for the buyer by entering the buyer's partial or full name in the Search field and clicking Search. This will pull al list of existing dealership customers whose names match your search criteria.

You can also click the blue Filter icon in the upper-right corner of the pop-up to open additional fields that will allow you to further filter the existing customer list based on customer type, last activity, and customer record notes. A list of customers matching the search terms you entered will populate the pop-up. 

Step 8. From the search results, click on the customer you want to add as the buyer. The customer's Quick Look Card will open. Verify that this is the correct customer. If so, click Add As Buyer in the upper-right corner of the quick look card. The Deal Summary Card will be updated with the buyer’s name.

If this isn't the correct customer, click the X button outside of the upper-right corner of the quick look card. 

Note: If your customer search did not return the customer you were looking for, they are most likely not an existing customer. See the Knowledge Base article "Creating a New Deal for a New Up" for detailed directions for creating a deal for this customer. 

Step 9. If you need to add a co-buyer to the deal, the option to do so will now be accessible on the Buyer page of the deal. Click Add Co-Buyer to Deal and enter the co-buyer information as you did the data for the buyer.

Step 10. Click Vehicle in the button bar under the Deal Summary Card. The Vehicle Search opens at the bottom of the screen.

Step 11. 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 a new vehicle from the 2016 model year, type “new 2016” into the Search field and click Search or press ENTER.

To use the filter function, click the blue Filter icon 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 12. 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.

Below the Vehicle Summary Card in the lower portion of the screen, you'll see a second horizontal button bar. You can use this card to access and edit the selling vehicle's record without leaving the deal.  

The default page for this button bar is the Vehicle Overview page, where you can edit the Vehicle Details, Pricing, Details, Dealer Details, and Additional Serial Numbers cards. To view or edit the vehicle's equipment, service history, or accounting records, click the respective button in the Vehicle button bar.

Step 13. To add the buyer's insurance information for the vehicle, click the Vehicle Insurance button in the upper-right corner of the vehicle page. 

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.

If you want to view the full vehicle record in the Vehicle app, you can use the Vehicle Actions button in the upper-right corner of the deal's Vehicle page to open the vehicle record or remove the vehicle from the deal. Click the Vehicle Actions button to open the menu, and then select Open Vehicle Record.

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

Step 14. If the buyer will be trading in a vehicle, click the Trade button. The deal's Trade page will open.

Step 15. Click the Add Trade button in the upper-right corner of the Trade page. The Trade pop-up will open. The Stock Number field will auto-populate for the trade vehicle. Enter the vehicle's VIN, and the system will automatically decode the VIN and perform a VIN explosion, which will auto-populate the fields based on the VIN.

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

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

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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