Post on 28-Mar-2015
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© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Sales and Services
© Tally Solutions Pvt. Ltd. All Rights Reserved 2 2© Tally Solutions Pvt. Ltd. All Rights Reserved
Agenda
• Automobile Vehicle Sales and Services-Overview
• How Automobile Vehicle Sales and Services Operations Structured
• Tally.ERP 9 For Automobile Vehicle Sales and Services
• Business Process Flow
• Primary Requirement
• Tally.ERP 9- Fitment
© Tally Solutions Pvt. Ltd. All Rights Reserved 3 3© Tally Solutions Pvt. Ltd. All Rights Reserved
Automobile Vehicle Sales and Services-Overview
Automobile Vehicle Sales and Services Overview
INSURANCE RENEWAL
MANAGEMENTSE
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MANAGEMENT
© Tally Solutions Pvt. Ltd. All Rights Reserved 4 4© Tally Solutions Pvt. Ltd. All Rights Reserved
Business Process FlowAutomobile Vehicle Sales and Services
Purchase Management Sales Management Accounting & MIS ReportsInsurance Renewal
Dealer place the PO or Indent for vehicles and spare parts to parent
company/manufacturer
Manufacturer deliver the vehicles and spare parts to dealer as per the
order.
Dealers godown manager conduct PDI (Pre-Delivery Inspection)
During PDI, if dealer identify/notice any damage , they prepare the insurance document and send it for claim or inform the company for replacement of vehicle or spare
parts
Incase of multiple locations, based on the request, goods will be transferred to branches/outlets
Customer walks-in and enquire for the vehicle
Sales Executive attend the customer and explain the
features like engine capacity, mileage, color etc.,
Purchase order book
Purchase return report
Transit damage report
Re-order status
Stock report
Dealer wise stock report
Model wise sales report
Job card
Warranty report
Accidental report
Free service report
Vehicle history
Vehicle timing sheet
Service redemption report
Spare parts profit
Customer database
Insurance renewal report
Party insurance history
Customer walks in for renewal of Insurance or dealer will
initiate the insurance reminders and follow up through telecal/
email/ SMS etc.
Dealer makes the payment to manufacturer. And the insurance
company will do the reimbursement for damaged goods
Vehicle under insurance coverage period
Renew the insurance of the vehicle.
YES
Insurance executive will check the insurance coverage period
and previous claim if any .
Book the vehicle and makes the payment through cash/card/cheque or through the help of finance (Loan)
Sales Executive update the walk-in customer database
Customer finalize the vehicle
Sales executive send vehicle details to RTO for registration. Later prepare the invoice and
sales certificate
During delivery, sales team explains the service schedules/
terms & conditions to customer and deliver the
vehicle
Once payment is cleared, sales team or cashier prepare the receipt and acknowledge the
payment with date of delivery
YES
NO
suggest the customer to bring the vehicle to showroom
Insurance executive checks the vehicle condition and fix the
insurance value for the vehicle.
NO
Service executive note down the customer complaint, inspect the vehicle and prepare the job card
Inform the customer the approximate service charges
(Services not covered under free service)and delivery time
Once the job is completed, service executive close the job
card by updating the details and inform the customer for
collection of vehicle/delivery
Customer bring the vehicle to service centre and service
executive attends the customer
Customer makes the payment (Card/Cash) and collect the
vehicle
Vehicle Service Management
As per the job card, cashier print the service invoice with details
of free service and charges if any
Service executive categories the service, Paid, free, accidental
service
Dealers send the service reminders through different
modes like telecal/ email/SMS to customers or customer direct
walks- in for service
How Automobile Vehicle Sales and Services Business Operations Structured
© Tally Solutions Pvt. Ltd. All Rights Reserved 5 5© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Vehicle Sales and Services-Purchase Management
Automobile Vehicle Sales and Services Overview
INSURANCE
RENEWAL
MANAGEMENTSERVIC
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© Tally Solutions Pvt. Ltd. All Rights Reserved 6 6© Tally Solutions Pvt. Ltd. All Rights Reserved
Process Flow-Purchase ManagementPURCHASE MANAGEMENT
Purchase department prepares purchase order/ indent request for vehicle and spare parts (through dealer management system or
manually)
Manufacturer, deliver the vehicle and spare parts to dealers godown
as per the PO
As per the credit period allotted, dealer makes the
payment to parent company.
Godown manager/ store keeper check the vehicle and spare parts
( Pre delivery inspection)
Prepare the transit damage report and send to insurance
company
Inform the manufacturer and submit the damaged report
or replacement report
Update the goods receipt record and inform the accounts department
Insurance company will check the details and send the
reimbursement cheque to the dealer
During PDI, found damaged vehicle and
spares
Manufacturer will send the new vehicle and spare parts
against replacement
Not ClaimableClaimable
During PDI, found no damage
Incase of multiple locations, as per the request, transfer the goods to respective locations
© Tally Solutions Pvt. Ltd. All Rights Reserved 7 7© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement-Purchase Management
Category/Module
Major Requirement Explanation
Purchase
Preparation of purchase order or indent request
Most cases the PO or indent request is placed in the DMS provided by the manufacturer. Or in case of sub dealers, they prefer to order the vehicle through telecal/ email to dealers. Once the order is placed, dealers will account the same in their software for better understanding and report purpose. Tracking of these PO and the delivery of the vehicle and spare parts against the PO is very important .
Pre- delivery inspection (PDI)
The PDI gives you the opportunity to record any obvious defects and/or damaged items prior to taking occupancy in godown. PDI confirm that Interior and exterior of vehicle are clean . Examples for PDI are make sure that headlights, tail lights, parking lights, and turn signals function properly.
Transit damage report & replacement report
These reports generally prepares for the accounting of damaged goods. This report
helps the dealer to submit to insurance company for re-imbursement of damaged
parts and of not claimable, submit to the manufacturer for replacement of the
same.
Vehicle transfer to different locations.
Incase of multiple locations or branches, as per the request from the respective
locations, transfers the vehicle to respective locations or branches.
Integration with DMS (Dealer Management System)
To avoid the double work, most of the dealers may required to integratelocal software with the DMS provided by the manufacturer. Thereforeany transaction made in local software , update in DMS or vice versa, saves
hugeamount of time .
© Tally Solutions Pvt. Ltd. All Rights Reserved 8 8© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Purchase Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
1 Purchase order Yes
2 Goods receipt note- GRN Yes
3 Purchase invoice Yes
4 Purchase return or replacement chelan Yes
5 Creation of re-order level Yes
6 Bar code printing and scanning for spare parts Yes
7 Transit damage report Yes
8 Branch transfer or location transfer Yes
9 Purchase order summery Yes
10 Re-order level status Yes
11 Purchase register Yes
12 Purchase bill pending report Yes
13 Vehicle and spare parts transfer report Yes
14 Integration with DMS (Dealer Management System) Yes
15 Vehicle or spare parts replacement report Yes
16 Insurance re-imbursement report Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 9 9© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Vehicle Sales and Services- Sales Management
Automobile Vehicle Sales and Services Overview
INSURANCE
RENEWAL
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© Tally Solutions Pvt. Ltd. All Rights Reserved 10 10© Tally Solutions Pvt. Ltd. All Rights Reserved
Process Flow-Sales ManagementSALES
Customer walks-in and enquire for the vehicle
Sales executive attend the customer and explain the
features like engine capacity, mileage, color etc.,
Book the vehicle
Sales executive inform the price and check the mode of
payment from customer.
Sales executive, send bike details to RTO for registration. Later prepare the invoice and
sales certificate
During delivery, sales team explains the service details to
customer and deliver the goods
Sales executive collect the customer details and update
the database
Customer finalize the vehicle
YESNO
Cash / Credit card Cheque Financer/Banker
Finance team collect the necessary documents like ID
and address proof, pay slip and post dated cheque for EMI
Finance team will do the verification and approve the
loan.
Once payment is cleared, sales team or cashier prepare the receipt and acknowledge the payment and also inform the
date of delivery
Deposit the cheque in bankCashier prepare the receipt and
inform the date of delivery
© Tally Solutions Pvt. Ltd. All Rights Reserved 11 11© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement-Sales Management
Category/Module
Major Requirement Explanation
SALES Sales invoice with complete vehicle information
Sales invoice should contain the vehicle chaise number, engine number, model number and vehicle registration details. This will helps the customer and dealer for smooth process of the sales. Also dealer may have to use the vehicle details for future purpose.
Vehicle transfer or sales to sub dealer
In case the sales is done through sub dealer location, on behalf of the sub dealer, dealer will raise the invoice to customer. All the other formalities like registration of vehicle, insurance etc. will be done by sub dealer. Sales certificate will be issued in the name of sub dealer and later they can change the sales certificate in the name of the customer.
Handling of different payment modes by customer
Customer makes the vehicle payment in different methods. They takes the help of
financer/ banker or partial payment by cash and cheque or cash and card etc.
Managing the different modes of payment is very crucial. Also they would like to
specify the payment details in invoice itself.
RTO registration & sales certificate
Once the vehicle is booked , vehicle details will send to RTO office for the preparation
on RC book and vehicle registration. Tracking of different vehicle registration with
RTO is a major requirement for dealers. Once the registration is done, dealer will
prepare the sales certificate.
© Tally Solutions Pvt. Ltd. All Rights Reserved 12 12© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 fitment- Sales Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
1 Preparation of receipt Yes
2 Spare parts/ accessories purchases billing Yes
3 Sales invoice with vehicle history Yes
4 Bar code printing and scanning (Spare Parts) Yes
5 Multiple cash payment handling (Cash/Card/ Cheque/Financer)
Yes
6 Spare parts billing with inclusive & exclusive of VAT. Yes
7 Sales certificate generation Yes
8 Sales order processing Yes
9 Sales bill pending Yes
10 Sales man name in sales invoice Yes
11 Movement analysis Yes
12 Columnar report Yes
13 Stock summery Yes
14 Multiple payment reports Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 13 13© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 fitment- Sales Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
15 Daily sales report Yes
16 Model wise sales report Yes
17 Sub dealer sales report Yes
18 Spare parts profit report Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 14 14© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Vehicle Sales and Services-Service Management
Automobile Vehicle Sales and Services Overview
INSURANCE
RENEWAL
MANAGEMENTSERVIC
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MAN
AG
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EN
TACCO
UN
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MAN
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MANAGEMENTPURCHASE
MANAGEM
ENT
© Tally Solutions Pvt. Ltd. All Rights Reserved 15 15© Tally Solutions Pvt. Ltd. All Rights Reserved
Process Flow-Service ManagementSERVICES MANAGEMENT
Service executive note down the customer complaint, do the inspection and prepare
the job card
Inform the customer the approximate service charges
and delivery time
Schedule the bike for service and once done,
record the service details in database and inform the
customer through different mode
Customer bring the vehicle to service center and service
executive attends the customer
Customer makes the payment (Credit Card/Cash)
and collect the vehicle
Free Service Paid Service Accidental Service
Dealers send the service reminders through
different modes like telecal/ email/SMS to customers
Customer checks the user manual provided by the
company and walks in for the services
Customer bring the vehicle to service center and service
executive attends the customer
Service executive note down the customer complaint, inspect the vehicle and prepare the Job card
Inform the customer the approximate service charges (services not covered under
free service)and delivery time
Once the job is completed, service executive close the job card by updating the details and inform the customer for collection of vehicle/delivery
Customer makes the payment (Credit Card/Cash) and
collect the vehicle
Customer bring the vehicle to nearest service centre
Insurance company executive inspect the
vehicle.
Insurance company executive provide the details of spares/body
parts which can be replaced at free of cost(full
calim/partial claim)
Customer register the complaint to insurance
company.
Based on the service confirmation from customer , service
executive prepare the job card and schedule the
vehicle for service
The free service details will be updated in parent
company DMS for claiming the free services
As per the job card, cashier print the service invoice with
details of free service and charges if any
As per the job card, cashier print the service Invoice with details of service
As per the job card, cashier prepare the service invoice
with details of service
Insurance company transfers the claim to dealer and Customer makes the
payment (Credit Card/Cash) and collect the vehicle
© Tally Solutions Pvt. Ltd. All Rights Reserved 16 16© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement- Service Management
Category/Module
Major Requirement
Explanation
SERVICE Service reminders to customers
Customer has to be reminded for next vehicle service . Service reminders will be generally send to those customers whose vehicle is under free service category. This reminders help to build customer loyalty.
JOB Card A job card (or task card) is a document that provide all the information needed to complete a service procedure. Job cards also provide the means of recording that a procedure has been completed properly. Once the servicing get complete the job card can be used to record details of service activity and inspection, with relevant information need to routed back into the dealer management system for compliance, audit and management purposes.
Free service redemption
Many of the dealers wants to track the free service redemption by the customer. Since
this free service give revenue to dealers, this is one of the major requirement in
service category.
Team incentives based on services
Incentive for Service engineers has to be calculated based on the performance,
every end of the month. This can be based on various parameters like number of
vehicle serviced, number of spare parts utilisation etc. Also the incentive will be
given on final inspection report by team head.
© Tally Solutions Pvt. Ltd. All Rights Reserved 17 17© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Service Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
1 Preparation of job card Yes
2 Parts replacement against job card Yes
3 Vehicle history card (Report) Yes
4 Service invoice with service tax Yes
5 Receipt against job card Yes
6 Service reminder – SMS Yes
7 Service reminder – Email Yes
8 Customer data base Yes
9 Customer data base service report Yes
10 Multiple payment handling Yes
11 Tracking of accidental insurance claim against the job card
Yes
12 Team wise service report Yes
13 Service executive wise service report Yes
14 Daily closed job card report Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 18 18© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Service Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
15 Job card report Yes
16 Day wise service report Yes
17 Day wise job card report Yes
18 Warranty report (Spare Parts) Yes
19 Battery warranty report Yes
20 Accidental service report Yes
21 Free service report Yes
22 Paid service report Yes
23 Service follow up report Yes
24 Vehicle timing sheet Yes
25 Service redemption report Yes
26 Service summery report (FREE/PAID) Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 19 19© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Vehicle Sales and Services-Insurance Renewal
Automobile Vehicle Sales and Services Overview
INSURANCE RENEWAL
MANAGEMENTSERVIC
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MAN
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TACCO
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MANAGEMENTPURCHASE
MANAGEM
ENT
© Tally Solutions Pvt. Ltd. All Rights Reserved 20 20© Tally Solutions Pvt. Ltd. All Rights Reserved
Process Flow- Insurance Renewal Management
INSURANCE RENEWAL
Customer walks in for renewal of insurance or dealer will
initiate the insurance reminders and follow up through telecal/
email/ SMS etc.
Under insurance coverage period
Renew the insurance of the vehicle.
YES
Insurance executive will check the insurance coverage period
and previous claim if any .
Suggest the customer to bring the vehicle to showroom
Insurance executive checks the vehicle condition and fix the
insurance value for the vehicle.
NO
© Tally Solutions Pvt. Ltd. All Rights Reserved 21 21© Tally Solutions Pvt. Ltd. All Rights Reserved
Primary Requirement- Insurance Renewal Management
Category/Module
Major Requirement Explanation
Insurance Renewal
Reminders to customers (SMS / Email) for renewal of insurance
Customer has to be reminded for next vehicle insurance renewal.
Customer insurance history
Its very important to track the customer insurance renewal for sending the reminders and making them to renew the Insurance on time. This results in customer satisfaction and retention.
© Tally Solutions Pvt. Ltd. All Rights Reserved 22 22© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Insurance Renewal Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
1 SMS reminders Yes
2 Email reminders Yes
3 Customer data base Yes
4 Customer insurance renewal due date report Yes
5 Receipt generation Yes
6 Customer vehicle insurance history Yes
7 Insurance renewal profit report Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 23 23© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 For Automobile Vehicle Sales and Services-Accounts Management
Automobile Vehicle Sales and Services Overview
INSURANCE RENEWAL
MANAGEMENTSERVIC
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MAN
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TACCO
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MANAGEMENTPURCHASE
MANAGEM
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© Tally Solutions Pvt. Ltd. All Rights Reserved 24 24© Tally Solutions Pvt. Ltd. All Rights Reserved
Process Flow- Accounts Management ACCOUNTING/ MIS REPORTS
Purchase Reports Sales reports Services Reports
Purchase order pending
Purchase order book
Purchase register
Purchase return
Transit damage
Re-order status
Stock
Dealer wise stock report
Model wise sales
Sales bill pending
Job card
Warranty
Battery warranty
Accidental
Free service
Vehicle history
Vehicle timing sheet
Job card wise
Service redemption
Spare parts profit
Customer database
Insurance Report
Insurance renewal
Party insurance history
RTO/ Insurance
Customer database
Payroll Reports
Balancesheet
Profit and loss account
Ageing analysis
Cash/Bank book
Vat reports and forms
Service tax report and forms
Other Reports
Employee data base
Pay slip
Pay sheet
Payroll statement
Payment advice
Payroll register
Employee profile
Attendance sheet
Attendance register
Expat Report
PF reports & forms
ESI reports and forms
Professional tax report & forms
Gratuity
© Tally Solutions Pvt. Ltd. All Rights Reserved 25 25© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
1 Purchase order pending report Yes
2 Purchase order book Yes
3 Purchase register Yes
4 Purchase return report or replacement report Yes
5 Transit damage report Yes
6 Re-order status report Yes
7 Stock summary Yes
8 Model wise sales report Yes
9 Sub dealer wise sales report Yes
10 Sales bill pending report Yes
11 Job card report Yes
12 Service- day wise report Yes
13 Day wise job card report Yes
14 Warranty report Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 26 26© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
15 Battery warranty report Yes
16 Accidental service report Yes
17 Free service report Yes
18 Paid service report Yes
19 Vehicle history report Yes
20 Vehicle timing sheet Yes
21 Service redemption report Yes
22 Spare parts profit report Yes
23 Insurance renewal report Yes
24 Pay slip Yes
25 Pay sheet Yes
26 Payment advice Yes
27 Employee profile Yes
28 Attendance register Yes
Contd..
© Tally Solutions Pvt. Ltd. All Rights Reserved 27 27© Tally Solutions Pvt. Ltd. All Rights Reserved
Tally.ERP 9 Fitment- Accounts Management
SL NO Requirement Tally.ERP 9 Customisable/ Integration
29 Attendance sheet Yes
30 Balance sheet Yes
31 Profit and loss account Yes
32 Ageing analysis Yes
33 VAT reports Yes
34 Service tax reports Yes
35 Gratuity reports Yes
36 Provident fund reports and forms Yes
37 ESI reports and forms Yes
38 Professional tax report and forms Yes
39 Daily sales report- item wise Yes
40 Daily sales report-brand wise Yes
41 Daily sales report- model wise Yes
42 Sales and service incentive report Yes
43 Outstanding receivable and payable Yes
44 Columnar report Yes
© Tally Solutions Pvt. Ltd. All Rights Reserved 28 28© Tally Solutions Pvt. Ltd. All Rights Reserved
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