Using Vehicle Sales Order
Vehicle Sales is a feature in Garage Hive that is used to sell vehicles, both new and used. It was created with vehicle dealers’ needs in mind. When using Vehicle Sales, it is recommended that any data related to vehicle sales be entered by the Vehicle Sales Admin user. In this article we’ll use the Vehicle Sales Admin user.
Creating a Vehicle Sales Order
From the Role Centre, select the Sales Orders tiles.
This sketch cannot currently be displayed in exports
Click on New from the actions bar in the page that opens.
Choose whether the vehicle sale Deal Type is a Stock Sale, in which you sell the vehicles you have in stock, or a Sale or Return, in which you return the unsold stock to the wholesaler or manufacturer.
Then, in the fields such as Vehicle Registration No., Mileage, Order Date, SalesPerson Code and *Vehicle Item No.** (The number of the vehicle being sold), enter the vehicle’s details.
Make sure to specify the Source of Payments for Addons under the General FastTab, which can be either the Customer or the Finance Company.
Enter the details of the customer to whom you are selling the vehicle under Customer FastTab.
Adding Comments and Selling Price to the Vehicle Sales Order
The Comments FastTab allows you to enter any comments about the vehicle being sold.
Enter the vehicle's selling price in the Retail Price Incl.VAT field under the Financials FastTab. If there is a discount, enter the percentage in the Discount% field. Other amounts will be automatically filled.
You enter the details of the customer or company paying for the vehicle in the Invoicing FastTab, so if it is the Finance Company, you must enter the details of the finance company.
Adding Part Exchange for the Vehicle
Mark the Involves Part Exchange slider under the Financials, if the vehicle involves Part Exchange, which means the customer is giving an old vehicle as part of the payment for the new vehicle. The Part Exchange FastTab is now activated.
Enter the Part Exchange vehicle registration number in the PX Vehicle Reg. No. field and all the details related to it in the Part Exchange FastTab.
In the PX Amount Inc. VAT field under the Financials FastTab, enter the amount agreed upon for the Part Exchange vehicle.
If the customer owes money to the finance company, enter the figure in the Settlement Amount field. This ensures that there is a connection between the customer's existing finance agreement and the new vehicle purchase, ensuring the finance company is properly compensated for the part-exchange vehicle.
When you add Part Exchange for the vehicle, go to the menu bar and select Home, then Create PX Purchase Invoice. This generates a Purchase Invoice for the Part Exchange vehicle, which you can access via the Purchase Invoices tile to post when the customer brings in the vehicle for exchange.
Add Repairs and Services for the Vehicle
When the vehicle is repaired or serviced before being sold, the items that have been replaced are entered into the Addon FastTab.
Creating a Vehicle Sales Invoice
After ensuring that all the financials are correct, select Home from the menu bar, and choose Create Sale Invoice.
If you added the Deposit Amount in the Financials, you’ll get a notification to either create a Deposit Invoice or All Invoices (Including Deposit). Select the one you want and click OK.
Profit and Loss Summary Printout
The Profit and Loss Summary printout provides a detailed financial overview of a vehicle sales order, summarising the key figures that contribute to the transaction's profitability. This summary is accessible via the Reports menu; select the Print Profit and Loss Summary action on the Vehicle Sales Order page.
The Profit and Loss Summary printout provides the following:
- Costs Summary: The vehicle's purchase value, input VAT and any additional costs incurred.
- Sales Summary: The total vehicle sales price, including VAT and after discounts. The deposit and financed amounts are also included.
- VAT Calculation: The expected VAT payable on the sale, based on whether the vehicle is VAT-qualified.
- Options Cost and Sale: Includes add-on amounts.
- Profit Summary: The expected profit, calculated as the difference between the final sales price and the sum of the vehicle costs and VAT payable.
Posting the Vehicle Sales Invoices
Before posting, ensure that the Payment Terms Code field is set in the Vehicle Sales Setup page. If not set, it will show an error and stop the process.
To post the Vehicle Sales invoices from the Sales Order, select Home, followed by Post. This action finalises the sale. It posts all financial amounts and vehicle quantities to the general ledger.
Click Yes to post all the invoices available for the Sales Order.
All the invoices will be posted.
See Also
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.