Gemini Systems Brochure

Dealer Management Systems

Gemini Systems Brochure - 1_Layout 1 19/07/2011 14:00 Page 1

Gemini Computer Systems Ltd

Enquiries & Sales | 01522 698911

Technical Support | 0844 3353914

West Central | Kingsley Road | Lincoln | Lincolnshire | LN6 3TA

www.gemini-systems.co.uk


Des

igne

d &

Pri

nted

by:

ww

w.F

U5E

.co

m T

elep

hone

: 015

22 7

7508

8


www.gemini-systems.co.uk

Since its formation in 1990, Gemini Systems has been dedicated to the

production of cutting edge software and services to the Motor Trade and

related businesses. Since then Gemini Systems has seen impressive growth. With an installed base of

over 1000 dealers using Gemini Systems products, Gemini Systems is committed to sustained growth

through the provision

of quality solutions to the Motor Trade.

Gemini Systems has achieved its success by listening to its customers and

meeting their exact needs through the delivery of its products and services.

Gemini Systems strives to provide our clients with continually improving

products, solutions and services, and dedicate our efforts to optimising those products and solutions, thus

supporting our clients fully by keeping up with

their ever-changing requirements.

Gemini Systems has invested heavily in some of the most advanced web

development tools, running SQL server 7 at Gemini Systems offices, which, along with IIS 4.0 Webserver,

allows us to provide design and hosting solutions for any customer. Future web development at Gemini

Systems heavily involves the use of ASP, PHP, XML, WML and Web database integration, plus many

more Internet languages, to provide a solution for any business.

Gemini Systems has a dedicated team of developers, implementation and

training specialists. The development team also support the products so that they are constantly in touch

with customers and can react more quickly and

in an informed way to any problems to achieve a fast and effective solution.

The training specialists have many years’ experience of the Motor Trade

and so can effectively train staff to quickly become fast and productive users.

An implementation team has evolved, developing considerable expertise

in the logistics of implementing projects involving hundreds of installations around the UK, and also interna-

tionally, and providing the necessary

training and support.


Thi

s is

for

the

page

title

The Software

Evolution Windows is a full Dealer Management Systemthat is functionally rich, yet easy to use for the forward-looking Dealership with a vision for the future.

Evolution Windows is the right choice DMS for anydealer who is seeking to take full advantage of today’stechnology but is also looking for a Value for Money solution.

The franchise base is strong and includes, amongst others,Ford, Renault, Seat, Skoda, Fiat, Mitsubishi, Hyundai,Subaru, Isuzu, Mazda, Nissan, Peugeot, Citroen, Honda,Suzuki, Ferrari, Lotus, Land Rover and Jaguar.

Product development continues everyday with a heavyemphasis placed on Evolution Windows and integrationto Manufacturers. Non manufacturer interfaces have alsobeen developed including Electronic Parts Catalogues,postcode lookup, vehicle registration lookups, ICMEworkshop repair times, Glass’s and CAP valuations,Experian data cleansing, TAPI, Dealer Edit, Exchange & Mart, HPI, and APAK.

These integrations make for improved accuracy of data entry and speed of use. Links to email, the quick use of SMS text messaging and the Internet have beendeveloped to provide low cost communication betweenthe dealer and the customer or prospect.

Gemini Systems Brochure Inserts (CMYK)®_Layout 1 21/06/2011 16:05 Page 1

Ove

rvie

w

Why Evolution Windows

Many dealers have chosen Evolution Windows astheir DMS and these are some of the reasons theyhave given:

‘It is a very affordable system, giving superb valuefor money and low ongoing cost of ownership.Evolution comes bundled with software, on-sitetraining, support and all upgrades’.

‘It is a fully-integrated system, that covers allaspects of your dealership, including Sales, Parts,Servicing, CRM, Showroom Systems, Prospectingand Manufacturer Links’.

‘It requires no special hardware as it runs on all thelatest Windows operating systems. It is a trueWindows system, giving you seamless integrationto Microsoft Word and Excel, and is fully email,SMS text-messaging and Web-enabled’.

‘Evolution has been specifically designed to meetmotor dealers' requirements for ease of use andaffordability, yet is at least as powerful as far moreexpensive systems’.

Whatever the reason, and whatever yourrequirements, you’ll find Evolution combinesoutstanding ease of use with powerful and wideranging features, giving you the knowledge andcontrol you need to make the most of yourbusiness, delivered at a price that you can afford.

Training & Seminars

Training is an important element in theimplementation of a new system. Gemini Systemsprovide full training programmes for EvolutionWindows and Sage Line 50. You can utilise ourtraining suite at Gemini Systems or we canperform training on-site.

Our training programmes are tailored to yourorganisational structure and requirements. Thisapproach ensures that your employees receive thespecific training they require. Since 2003, GeminiSystems have promoted in-house specific motortrade industry based seminars showing customers how to utilise their software to the maximum.

More recently, we have covered subjects such asprospecting, marketing, information gathering, FSAregulations, best practice, web sites, Internetmarketing and call centres. We have shown ourcustomers how to address all of these issues usingour software and in many circumstances,customers have increased turnover by followingexamples of best practice learnt at a seminar.

The seminars provide the opportunity forcustomers to share ideas and information and it also creates a forum where future softwarechanges can be discussed.

These free seminars are also used to demonstratemajor new developments to Gemini Systemsproducts. Customers have found this environmentuseful in learning the full capabilities of theirsoftware away from their normal day to day busy work places.

Evolution Enterprise Edition

If you operate a franchise dealership or carsupermarket with more than one site that cannotbe connected physically, then the EnterpriseEdition of Evolution Windows is the product thatwill suit your needs.

Evolution Enterprise Edition is a multi-company,multi-franchise and multi-site version of EvolutionWindows that has been specifically designed to run over more than one site using a wide area network.

Utilising cost effective options, such as broadbandinternet connections, enables Evolution EnterpriseEdition to link together multiple sites whilstretaining a unified database for customers, vehiclesand vehicle stock book (which is split by site /location) whilst splitting the main functionsbetween site or company.

The Enterprise edition includes all the features andfunctionality of Evolution Windows but it has beendeveloped and underpinned by site and locationcodes for almost every significant record enablingit to function across a multi franchise and multi siteenvironment whilst retaining the simple and easeof use that is found in Evolution Windows. By utilising a single set of customer records, vehiclerecords and stock book records, duplications ofdata are reduced dramatically and improve thequality of data stored in the system.

Evolution Enterprise Edition is a cost effectivesolution to multi-site and multi-companybusinesses that wishes to consolidate its data to one single source.

Support & Development

We have a dedicated support team answering our support line from 8am to 6:30pm Monday toFriday and Saturdays 9am to 1pm. Our supportteam have an in-depth understanding of the motor trade which has been gained through actual on-site work, meeting many of ourcustomers and understanding their businesses. A low turnover of staff ensures continuity whichhas resulted in long term product knowledgewhich is kept ‘in house’ for the long term benefit of the customer.

We offer a dedicated support line for handlingqueries about Evolution Windows. Calls are dealtwith efficiently using our call logging system. This system ensures customers are always calledback on rare occasions when a query cannot beresolved immediately. When you call GeminiSystems with a query, you are not faced with atypical ‘help desk’ environment, instead, you simplycall a direct line where you have access to adedicated help desk consultant who will assist withany product related issue. Software amendmentsare listened to in a sympathetic manner because it is our customers who are using the system in a live environment and are the experts to give us feedback and suggestions.

We are committed to providing first class supportfor Evolution Windows. The support team iscontinually growing to ensure the right levels ofsupport to meet the future needs of our clients.Gemini Systems client base is growing on a dailybasis, and in our staff we are growing thenecessary skills to ensure our continued success.We firmly believe that it is only by providingsolutions that make our customers more profitablethat we will achieve this success.

Utilising the latest Technology,

Evolution Dealer Management

System provides our customers

with an innovative product which

controls the everyday running

of an automotive dealership.

Evolution can be used stand alone,

on a network or over the internet.

It also allows for multi-company,

multi-site and multi-franchised

operations.


Thi

s is

for

the

page

title

Service

There are many modules within the service section of Evolution. Including management diaries, real-time time management, online client booking facilities,comprehensive josheets, detailed invoicing, servicemarketing and integrated vehicle health checking (VHC).


Serv

ice

Workshop Diary & Booking

The Evolution Windows service managementsystem provides an effective way for your servicemanagers to control work carried out through theworkshop in your dealership. Through utilisingspecially developed functions within the EvolutionWindows DMS, you can effectively maximiseworkshop time and utilisation for balancedworkshop loading.

The whole service management function controlsa job from time of booking, progress managementand invoicing. New vehicles can be entered usingthe DVLA lookup function ensuring speed andaccuracy at time of booking.

The diary controls the day to day workshoploading by logging the customers requirements,date and time of booking, collection details and jobsheet creation. Allocation of courtesy cars is alsohandled by the diary system and the number ofhours available on a daily basis are directly linkedto the technicians working on that day and thenumber of hours they work.

The diary interface is simple and easy to use,allowing almost anyone in the dealership to makebookings should the service department be busy.The diary booking contains information on thecustomers specific requirements regardingcollecting the vehicle, providing the customer a lift anywhere or if they are waiting in thedealership whilst the work is carried out.

It is also simple to transfer a booking to anotherdate if required and allocation of a technician canalso be performed in the diary.

Job Sheets & Invoicing

An easy to use simple Work In Progress screendisplays up to the minute real-time job status by a simple but effective colour management system.Rapid search routines in the job sheet vehiclesearch screen make for a simple but speedyprocess for allocating customers and vehicles to a job if the workshop diary has not been used.

Labour can be added to a job on a line by linebasis, ensuring accurate workshop time analysiscan be performed. User defined Menu priced jobscan also be added in the labour billing sections tosave time. Glass’s ICME plus repair times areavailable should you perform work on all makes of vehicles. Multiple job types and user definablelabour types ensure detailed analysis. Multipleinvoicing from a single job sheet for Insurance and Warranty jobs is catered for whilst splitting the VAT element accordingly. Warranty jobs can be split three ways should the dealership have to stand any Goodwill on the job.

Parts are allocated direct to the job sheet andsuggested picking lists can be produced if required.A simple colour coding scheme is used to displayparts that are required but not in stock. Parts canbe directly scanned onto the Jobsheet with a Bar Code reader.

Simple pop-up reminders ensure the servicereceptionist captures valuable information forvehicle follow-ups. Customers can be alerted by SMS text alert to their mobile that their vehicle is ready for collection, saving costly phone calls and time.

Real-time

Gemini Systems are constantly striving to provideproducts that will both save time and improveprofitability for our customers. The EvolutionWindows workshop clocking system is anoperational tool that provides time analysis and real-time job progress control.

The Evolution Windows DMS clocking systemenables technicians to clock on and off jobs using a simple bar code scanner and totalling the timespent on each job. Each time element for eachtechnician is then automatically added to the jobsheet in order to calculate productivity.

Much more than this, the clocking system alsoprovides more in depth analysis than simplyclocking on an off workshop job operations.

The clocking system also offers a breakdown of the technicians working day by categorising breaks, miscellaneous jobs such as training as well as road tests and the start and end of the working day.

Operational Controls

Complete analysis of technician time includingnon-productive and idle time provides efficiency and productivity for an individual technician or theworkshop as a whole.

Vehicle Health Check

The integrated Vehicle Health Check (VHC)utilises wireless technology on hand held pda’s or tablet PC devices to create real-time service pop-ups for the service manager and increasingafter sales revenue

With a servicethat is simplysecond tonone…


Thi

s is

for

the

page

title

Parts

Professional parts management. Inventory control withdetailed marketing ability. Links with most manufacturersystems coupled with a comprehensive reporting suite.


Part

s

Parts Stock Management

Evolution Windows DMS provides a detailed partsstock record that is linked to manufacturer pricefiles and supplier pricing structures. Productgrouping, surcharges, discounting and alternativesuppliers are just some of the features of the parts stock record screens.

Quick and easy stock valuations can be achievedand analysed using the supplier or productgrouping. Stock taking is simple and can beperformed on all stock or just product groups or between bin locations.

Comprehensive reporting by a range of optionsand variables provides you with the information tocontrol and drive your business. Parts and servicekits can be built to speed up point of sale invoicing.

Web uploading of parts stock is also availableincluding images where stored.

Quick and effective point of sale invoicing can beachieved through fast cash over the counter partsinvoicing. Alternatively, Evolution Windows DMS has the function of in-progress invoicing, pro-forma invoicing and assigning alternativedelivery addresses to all parts invoices.

Parts can be allocated to Job Sheets and invoicesutilising a simple bar code scanner.

Parts invoices are also associated with thecustomer history record, allowing the user to view a customers full purchase history for both parts and service from one screen.

Customer discounting and parts fixed pricing iscalculated at point of sale to both job sheets orcounter invoicing. Parts kits can be added to partsinvoices, in-progress invoices, pro-forma invoicesand job sheets.

Purchase Management

Simple and easy to use parts ordering screensensure effective parts stock management. Partsordering includes features such as recommendedorders on suggested stock levels, recommendedorders based upon demand history using weighted average calculations, emailing orders, buildingGoods Received Notes (GRN), back orders and holding orders.

Suggested stock orders can be amended quicklyand simply on screen before being processed.

Simple colour management coding quicklyhighlights orders awaiting to be sent and ordersreceived. An individual part can be added to theorders file directly from the individual part stockrecord enquiry screen.

Real time jobsheet allocation and inventorycontrol


Thi

s is

for

the

page

title

Vehicle Stock Management

Evolution Windows effectively controls new, used,consignment and sale or return vehicle stock. Taking full advantage of Microsoft Windows technology allowsEvolution Windows to efficiently display and recordenormous amounts of information whilst providing aneasy to use interface for the user to navigate around.

Entering vehicle stock is quick simple utilising data feedsfrom suppliers such as Carweb DVLA, Glass’s or CAP.Speed and accuracy is a key feature of the vehicle stock book.

Stock valuations and stock lists are achieved in multipleformats with the added feature of having the capability to export your stock lists to Microsoft Excel and Accessthrough Evolution Windows data export routines. Vehicle sales and stock can be analysed by a clever but simple vehicle type function and, with effectiveHP settlement control enabled,the Evolution Windowsvehicle stock book is an all encompassing system.


Sale

s Adm

inis

trat

ion

Hub of activity

Vehicle Sales often forms the hub of the majorityof activity performed in a dealership. Therefore, it is essential to have up to the minute informationat hand regarding the status of your current stock,sales orders, PDI and preparation, and vehicle pre-delivery.

Evolution Windows effectively handles theadministration of Vehicle Sales from Quotation all the way to Deal Profit Analysis whilstencompassing customer orders, deposits, PDI and preparation, invoicing, pre-delivery and profit analysis.

Cost Control & Preparation

Evolution Windows has real-time vehiclepreparation and reconditioning built into thesystem. Costs are calculated from the servicedepartment job card as they are updated byservice and the same job card can also be viewedby sales to enable the sales manager to effectivelycontrol delivery of sales vehicles to customers.

Evolution Windows can deal with both internaland external preparation costs that must beassociated with the sales vehicle. Late preparationcosts, accruing for bonus income and FinanceCommissions can still be added to the sales vehicleafter the vehicle has been invoiced and left the dealership.

Showroom

The Evolution Windows showroom system is a sales orientated point of sale system thatbuilds vehicle quotations and raises sales ordersfor the customer.

The effective control of delivery sales vehicles tothe customer is the final phase in the sales processand Evolution Windows can help effectivelycontrol this important function.

Evolution Windows pre-delivery Diary provides aneffective tool for the sales manager to ensure hiscustomers are handed over their vehicles in themost professional manner possible.

The Evolution Windows pre-delivery system canhelp make the often stressful job of ensuringvehicles are ready for customer collection a muchsimpler operation with effective control for thesales or pre-delivery manager.

Live Internet Broadcasting

Evolution Windows broadcasts your vehicle stockto the Internet on a real-time basis using adedicated despatch program written by GeminiSystems specifically for this task.

Utilising a reliable ftp connection, your vehiclestock is seamlessly updated to your web siteremoving the necessity to perform timeconsuming export and import routines and datavalidation. Utilising the vehicle stock despatchmeans your sales department could effectively beopen 24 hours a day receiving vehicle enquirieswhilst allowing your customers to browse yourvehicle stock.

Vehicle StockBook is at the hub of most activity

««


Thi

s is

for

the

page

title

Showroom

■ Automatic web up loading with live web feeds■ Increased sales activity■ Pro-active sales process■ Improved control of salesman & their prospects■ Increased customer retention■ Increase Front End Car Sales ■ Increase the number of logged prospects ■ Implement more effective marketing campaigns ■ Increase customer satisfaction ■ Improve control & accountability for each salesperson ■ Manage sales force more effectively


Show

room

CR

M

How does it help

...we will show you how to prospect customerseffectively using the showroom system

...we will show you how to be proactive inlocating potential vehicles that meet currentprospect requirements across your existingcustomer database

...teach you how to use the showroom system torun an effective customer requirement match andresale campaign

...show you how Customer contact managementcan be used to retain customers and turn theminto new prospects

...control your salesman more effectivelyensuring prospects are followed up

...show you how you can cut down onnewspaper advertising but still continue to sellmore cars

...provide you with a comprehensive guide tomarketing and the basic rules to follow

...effectively link your vehicle stock to your website and the basic rules that apply to internetvehicle stock

Features

■ Customer / Prospect records and CRM ■ Stock Book■ Order Builder■ Deal Builder■ Part Exchange Appraisals■ Part Exchange Bid system■ FSA demands & needs statements■ CRM■ Salesman Diaries ■ Collections Diaries■ Showroom Traffic reports■ Deal Optimiser■ Live Web uploading■ Integrates with CAP & Glass’s used

Car Values, New car costing options & DVLA lookups

Seminars

Your showroom system should be the key tool in capturing and storing information about yourcustomers and prospects. This information should always form the basis of your directmarketing campaigns.

The showroom system is just an operational tool,Gemini Systems also provide an in-depth seminarwhich covers the essentials of marketing and howit can be utilised to sell more cars and show youhow you can make your salesman become moreoperative in the marketing and selling process. We also provide you with a 10 page documentthat details some essential best business practicesand provides you with important ideas onmarketing campaigns.

The Showroom

The Showroom System is a sales tool for pro-actively tracking deals and staying in contactwith customers and prospects and recordinginformation that can be used for direct marketingcampaigns. The Showroom System links directly toEvolution Windows to reduce duplication of data.FSA demands and needs are covered in theShowroom System and free seminars are alsobeing held to show you how to best utilise theShowroom System to sell more cars.

Internet & SMS

If you are planning or have already decided toharness the Internet as a selling tool, then byattending one of our seminars we will tell you allyou need to know about selling cars on the web.

Your showroom system can link directly to yourweb site providing live web feeds. This is done byutilising an SQL database up-loading system heldwithin the Showroom system.

When a car is added to stock, it can be on yourweb site in seconds and when a car is sold thestatus of that vehicle in your web site can also be changed in seconds.

Communication with customers is at the heart of good customer service, however, customers are busy and difficult to contact by phone.

Evolution Windows and the Showroom system have integrated text messaging designed to keep you in touch with your customers directlyat any time of the day.

Values & accuracy

DVLA Lookups can be fully utilised within theShowroom System and will return detailedinformation about a vehicle at the click of a button.

They are even more powerful when linked toCAP and Glass’s new and used car values. Each lookup returns the vehicle CAP and Glasscode and will also return the vehicle value fromeither Glass’s or CAP (subject to Glass’s or CAPsubscription). A used car valuation can beperformed and bid made from the desktop and an appraisal stored against the Part Exchange.

To ensure customer and prospect data youcapture is correct, postcode data can be utilised in the showroom system.

All these small utilities and functions speed up therate of data captured and the quality of that data.

Pro-actively trackdeals and stay in contact withcustomers and prospects


Thi

s is

for

the

page

title

DMS Integration

Evolution delivers much more than the manymanufacturer interfaces needed. The need for many third party data feeds is essential for any modern DMS and Evolution delivers many of these.


DM

SIn

tegr

atio

n

Manufacturer Interfaces

Gemini Systems are committed to interfacing with manufacturers systems through EvolutionWindows. One of the strengths of EvolutionWindows is the wide range of interface and filetransfer facilities linking dealers with manufacturers.Gemini Systems has built technical partnershipswith long term commitment for support andsystem developments.

Several Manufacturer Interface packs are availablemeeting requirements from International Motors,Ford, VW Group, Honda, Renault, Peugeot, LandRover, Hyundai, Toyota, Saab, Fiat, Citroen

As manufacturer interfaces become a minimumdealer standard for many franchises, Gemini Systems are fully committed to providingthese interfaces by continually developingEvolution Windows.

Non-manufacturer Interfaces

Alongside manufacturer interfaces, EvolutionWindows has been developed to provide an all-encompassing solution for any dealer byinterfacing with many non-manufacturer products.

■ APAK■ Experian data cleanse■ Mastercat Catalogue■ ICME ■ Xpart Catalogue ■ Exchange & Mart vehicle stock web uploader■ Dealer Edit vehicle stock web uploader ■ Autotrader vehicle stock web uploader■ Glass used car values■ Glass new car costing options■ Cap used car values■ Cap new car costing options■ TAPI telephone screen popping software ■ Aconnex link to motor factors

for live parts ordering

3rd party services

Communication with the customer is at the heartof good customer service, however, too oftencustomers are busy and difficult to contact bytelephone. Evolution Windows has integratedSMS text messaging designed to keep yourcustomers informed.

We believe that your customer database is themost important set of data you own. To keep thedata accurate at point of entry in a busyenvironment is difficult at the best of times, butintegration with postcode data will speed up thedata entry process as well as keeping the datacaptured accurate for prospecting purposes.

DVLA lookups now an integral necessity of adealer management system. By entering a vehicleregistration into Evolution, it will return detailedinformation about that vehicle direct from theDVLA database.

Business Associates

For Evolution to be such a successful DMS, GeminiSystems has developed a number of businessassociates which enable us to provide the bestvalue and functionally packed DMS solution for our clients.

Gemini Systems are proud to be associated orrecognised by the following companies andorganisations which enable us to deliver EvolutionWindows and its value added features.

Gemini Systems link to ASE via their compositeswhich account for a huge number of manufacturesin the UK to give detailed insights into dealershipperformances versus national averages. For moredetails please visit: http://www.ase-global.com

We also recommend "Trevor Jones" as motortrade specialists in accounting and dealershipassistance services.

Manufacturer Interfaces are an importantfunction of any DMS

Our Business Associates include:■ Automotive Services Europe (ASE)■ Glass's information services■ CAP Data services■ Experian ■ HPI■ CAR Web■ Trevor Jones


Thi

s is

for

the

page

title

Marketing & Data Integration

With so many more marketing mediums available for us to contact modern motorists, it is essential that a pro-active Dealer Management System delivers feedsinto all of these mediums. "Customers are the lifebloodof any dealership”.


Mar

ketin

gD

ata

Inte

grat

ion

What are they

Gemini Systems have developed a link into theDVLA database to add additional features to yourEvolution Windows DMS, We can provide youwith a 'live' lookup of vehicle data from a sourceupdated with information from both the DVLAand the manufacturers of the vehicles themselves,via the SMMT.

By entering a vehicle registration mark whencreating a new vehicle through the service optionsor car sales stock book, then you are given theoption of looking up the vehicle using the DVLAdatabase. The information it returns is 98%accurate. This will help you with accurateprospecting or just save time creating after sales vehicle records or vehicle stock records.

For Sales sites, the lookups return the Glass Make and Model code or CAP code for instantvaluations with Glass’s evaluator or CAP.

Features

■ Update existing vehicle records by simply clicking the DVLA icon

■ A single lookup will return up to 32 items of information about that vehicle

■ You can use this service as an opportunity tocleans your vehicle data.

■ Value a vehicle by simply inserting the Registration number (subject to CAP and/or Glass Valuation subscription)

■ Create a service booking or job sheet by simply creating the registration number

■ Create a new stock record by simply entering the vehicle registration number

■ Lookup and update current vehicle records by simply entering the registration number

Accurate

Data taken from the DVLA is matched andchecked with other databases to correct errorsand omissions. The data is then linked tomanufacturer model codes and reconciled for accuracy, with special focus on the vehicledescription and VIN. Finally the expertise of the SMMT Automotive Data Services is applied to the data before being released as a verifiedrecord and available as a lookup.

Vehicles are entered daily into the SMMT databasefrom the manufacturers' new registrationsdatabases. Weekly, monthly and annually theserecords are updated by the DVLA and otherdatabases to record changes in ownership, newregistration number, scrapping etc. You enter thevehicle registration number and EvolutionWindows automatically populates the vehicle datafields, including description, colour, first registrationdate, engine number, VIN (chassis) number in theDMS, giving an increase in the speed and accuracyof vehicle data input in all departments.

Customers are the lifeblood

The communications between you and yourcustomers are becoming more critical as thecustomer has more choice. A high qualitypersonal service is often the catalyst for mostdecision making and therefore your DMS needsthe facility to provide quality customer marketingand contact management tools to record andmaintain a highly visible marketing campaign thatfeels personal to the customer. With Marketing,Customer follow ups and Contact Managementdynamically linked, Evolution Windows providesthe ideal solution to connect sales and aftersalesmarketing with contact management capabilities.

Contact Management (CRM)

Evolution Windows Contact Management allowsyou to log detailed correspondence with bothyour prospects and clients. Designed specificallyfor the motor trade, Evolution ContactManagement will log multiple desired vehiclesagainst single customers whilst allowing you to log multiple vehicle requirements.

As well as logging vehicle requirements and partexchange details, Evolution Windows prompts thesales persons to create follow-up dates to contactthe customer again whilst allowing the salesmanager to re-assign follow-ups between salespeople accordingly. The prospect records arestored within the client database, ensuring once a vehicle as been sold, they automatically becomean aftersales client.

The sales contact management requirementslogging system also cross references prospectrequirements with current stocks of vehicles and suggests possible cross matches.

By using the Evolution Windows contactmanagement system you will meet therequirements of Customer RelationshipManagement expected by most vehiclemanufacturers today. Having the information atyour fingertips also ensures that the day to daylevel of professionalism expected by the customeris met by your dealership.

Evolution DX comes with a dedicated aftersalescall centre module. This CRM tool allows thetelesales team to call aftersales customers on a follow up basis to schedule and pre-book jobbookings in the service diary.

Data Mining & Prospecting

Evolution Windows allows detailed selectioncriteria of its databases for interrogation, analysisand target marketing. Integration with systemssuch as Microsoft Word and Excel, enables data tobe ‘mined’ in order to provide a detailed sourcefile for direct target marketing.

Evolution Windows has its own data extractionutility that uses Structured Query Language (SQL),in an easy to use format which provides detailedinterrogation and filtering of Evolution Windowsdatabases to produce high quality source files tomerge into Microsoft Word and Excel, to produceextensive marketing campaigns and follow-up liststo complement them. When queries have beenbuilt, they can be saved and recalled at anytime inthe future when required and simply re-applied toa new data set to produce a new set of results.

Service reminders, sales follow-ups, CSI follow-upsand an aftersales ‘traffic light’ system offering visualsafety checks are available in Evolution Windows asyou would expect from any modern DMS.Combined with contact management, EvolutionWindows provides a powerful and effective toolthat can provide a total customer care solution.

Follow-ups can be produced through standardisedletters from within Evolution Windows, emails orSMS text alerts sent direct to the customer fromyour desktop PC at the click of a button.

Detailed and simple filtering of your database from within Evolution Windows can ensure your prospecting is highly effective at hitting the correct target range.

Customers are the lifeblood of any dealership


Thi

s is

for

the

page

title

Accounts

The Accounts Team are the backbone of any dealership and the necessity to have accurate instantaneous financialinformation is essential. Evolution can deliver a liveintegrated accounting suite or posting to Sage 50 withdetailed management accounts and comprehensivereporting system which allows for complete immediatecontrol of the dealership.


Acc

ount

sSa

ge

Sage and the sales ledger

Accounting is the back bone of any business andnone more so than in a busy dealership. Throughour successful business partnership with Sage plc,we have developed a comprehensive link betweenthe Sage 50 range of accounting software andEvolution Windows DMS.

Sales and purchase ledger can be updated fromwithin Evolution Windows and subsequentjournals are also performed when required.

A structured nominal ledger can providemeaningful and up to date information formanagement accounts or dealer composite reports.

The Sales ledger is a comprehensive list of all yourcustomers, allowing you access to their details atthe touch of a button. It also allows you to printout debt chasing letters and customer statementsto help you maintain a healthy cash flow.

The customer record facility acts as an electroniccard index, which allows you to view all of youraccount customers’ details and their purchasehistory in both tabular and graphical forms. Sage 50 Accountant users can give their customersearly settlement discounts whilst also allocatingspecific discounts to individual customers.

Managing your accounts

The Accounts Analyser unlocks information in theNominal Ledger that underlies your Profit & Losssummary and Balance Sheet. A simple ‘tree’ formatallows you to drill down to detailed data aboutyour most important accounting areas: sales,purchases, direct expenses, overheads, assets andliabilities.

The Nominal Ledger is the heart of youraccounting system where all your businessinformation is held. This forms the basis of yourprofit and loss and balance sheet reports, whichcan be run at month and year ends to see whereyou have earned and spent your money.

The Bank (Cash Book) The Bank option lets yourecord your bank and cash payments, receipts,transfers and adjustments. Supplier invoices canbe paid and customer receipts logged againstinvoices sent. This allows you to view your bankbalance quickly and easily. Cheque printing isavailable in Sage 50 Accounts Plus and AccountsProfessional only.

Managing your finance

It’s extremely useful to know exactly how muchmoney will be in your bank account in the days orweeks ahead. The new Sage 50 Cashflow plannershows your estimated cashflow at a glance, helpingyou plan how best to manage your money.

The automatic Audit Assistant will help verify youraccounts before the arrival of external auditors –so they can work more quickly and cheaply. It runsthrough a 21-point check list, including verificationthat you’ve paid the right amount of VAT, and thatyou haven’t paid a supplier twice. This featurecontains a suite of VAT audit reports approved byHM Customs and Excise.

The information required for Profit and LossReports is stored within your Sage accountingsystem, enabling you to run this report at thetouch of a button, for any specified financial period.

You can also run a Balance Sheet report at thetouch of a button to see the worth of yourbusiness at any point in time.

The Sage VAT report is designed to assist you incompleting VAT returns speedily and accurately.For example, the screen has been designed tomirror your VAT return document.

Flexible functionalitywith powerfullreporting andintegration


Thi

s is

for

the

page

title

Parts

Professional parts management. Inventory control withdetailed marketing ability. Links with most manufacturersystems coupled with a comprehensive reporting suite.


Part

sD

X

Parts Stock Management

Evolution Windows DMS provides a detailed partsstock record that is linked to manufacturer pricefiles and supplier pricing structures. Productgrouping, surcharges, discounting and alternativesuppliers are just some of the features of the parts stock record screens.

Quick and easy stock valuations can be achievedand analysed using the supplier or productgrouping. Stock taking is simple and can beperformed on all stock or just product groups or between bin locations.

Comprehensive reporting by a range of optionsand variables provides you with the information tocontrol and drive your business. Parts and servicekits can be built to speed up point of sale invoicing.

Web uploading of parts stock is also availableincluding images where stored. Quick and effectivepoint of sale invoicing can be achieved through fastcash over the counter parts invoicing. Alternatively,Evolution Windows DMS has the function of in-progress invoicing, pro-forma invoicing andassigning alternative delivery addresses to all parts invoices.

Parts can be allocated to Job Sheets and invoicesutilising a simple bar code scanner. The FIFOsystem is used ensuring the oldest stock is soldfirst and balancing the stock quantities to thenominal ledger.

Parts invoices are also associated with thecustomer history record, allowing the user to viewa customers full purchase history for both partsand service from one screen.

Customer discounting and parts fixed pricing iscalculated at point of sale to both job sheets orcounter invoicing. Parts kits can be added to partsinvoices, in-progress invoices, pro-forma invoicesand job sheets.

Non Labour charges such as sublet, Tyres orsundries can be ordered and added direct to jobsheets within their own section. These charges aretreated like parts stock and added to sublet ordersand tracked through the system similar to partsstock to point of invoice.

Each part is allocated a status as it travels throughthe parts stock system in Evolution DX. Thesestatus are changed automatically as each parttravels through the stock system from order,receipt confirmation to job sheet allowing the user to quickly see the status of each part.

Purchase Management

A detailed and comprehensive purchase orderingsystem ensures effective parts stock management.This is achieved through suggested and manuallycreated stock orders which integrate into theaccounts nominal ledger through the GRN function.

Parts ordering includes features such asrecommended orders on suggested stock levels,recommended orders based upon demand historyusing weighted average calculations, emailingorders, building and conforming GRN’s, backorders, holding orders and purchase and nominalledger integration.

Real time jobsheet allocation and inventorycontrol


Thi

s is

for

the

page

title

Accounts

The Accounts Team is the backbone of any dealershipand the necessity to have accurate instantaneous financialinformation is essential. Evolution can deliver a liveintegrated accounting suite with detailed managementaccounts and comprehensive reporting system whichallows for complete immediate control of the dealership.


Acc

ount

sD

X

Management accounts

The nominal ledger software ensures that up-to-the-minute management information isinstantly available. Its flexible structure andpowerful reporting caters for the most complex of divisional and cost centre structures with 360 degree views for total visibility.

Instant management information

The nominal ledger is automatically updated, in real-time, by every other ledger - ensuring that up to the minute management information is instantly available. Two years' accounts can be open at any time, without losing any of thecontrols of a period based system, including a proper auditable cut off.

A snapshot of your business

The flexible functionality within the nominal ledger software provides a snapshot of yourbusiness, allowing you to see sales, costs andoverheads summarised onto a single screen.

You control what is displayed, slicing and dicing the data and, if required, moving away from theconventional Profit & Loss top-down hierarchical view.

Full transaction history & drill-down

Interrogate your data in sophisticated ways, filtering out information you don't need then drilldown on an individual account to display doubleentry details, allocation history and sourcedocuments for every transaction. From monthlysummaries to detailed views, the depth ofinformation and analysis readily available within the nominal ledger makes management reporting powerful and easy.

Flexible journals

Recurring journals are available within the nominal ledger for direct debits and standingorders. Reversing journals can be postedsimultaneously into two periods to cater foraccruals and pre-payments. Journals can beautomatically profiled, by percentage, across any number of accounts. VAT and other taxes can be included or excluded, as required.

Integration with Excel

Create and adjust your budgets using functionality you're comfortable with.

Two-way integration with Excel means it takesjust moments to update information from yourspreadsheet back into the nominal ledger.

Flexible functionalitywith powerfullreporting andintegration


Thi

s is

for

the

page

title

Vehicle Stock Management

Evolution Windows effectively controls new, used,consignment and sale or return vehicle stock. Taking full advantage of Microsoft Windows technology allowsEvolution Windows to efficiently display and recordenormous amounts of information whilst providing aneasy to use interface for the user to navigate around.

Entering vehicle stock is quick simple utilising data feedsfrom suppliers such as Carweb DVLA, Glass,s or CAP.Speed and accuracy is a key feature of the vehicle stock book.

Stock valuations and stock lists are achieved in multipleformats with the added feature of having the capability to export your stock lists to Microsoft Excel and Accessthrough Evolution Windows data export routines. Vehicle sales and stock can be analysed by a clever but simple vehicle type function and, with effectiveHP settlement control enabled,the Evolution Windowsvehicle stock book is an all encompassing system.


Sale

s Adm

inis

trat

ion

DX

Hub of activity

Vehicle Sales often forms the hub of the majorityof activity performed in a dealership. Therefore, it is essential to have up to the minute informationat hand regarding the status of your current stock,sales orders, PDI and preparation, and vehicle pre-delivery.

Evolution Windows effectively handles theadministration of Vehicle Sales from Quotation all the way to Deal Profit Analysis whilstencompassing customer orders, deposits, PDI and preparation, invoicing, pre-delivery and profit analysis.

Evolution Windows Vehicle Ledger

Evolution Windows has real-time vehicle preparationand reconditioning built into the system. Costs arecalculated from the service department job card asthey are updated by service and the same job cardcan also be viewed by sales to enable the salesmanager to effectively control delivery of salesvehicles to customers.

Evolution Windows can deal with both internal andexternal preparation costs that must be associatedwith the sales vehicle. Late preparation costs,accruing for bonus income & Finance Commissionscan still be added to the sales vehicle after thevehicle has been invoiced and left the dealership.

Showroom

The Evolution Windows showroom system is a sales orientated point of sale system thatbuilds vehicle quotations and raises sales ordersfor the customer.

The effective control of delivery sales vehicles tothe customer is the final phase in the sales processand Evolution Windows can help effectivelycontrol this important function.

Evolution Windows pre-delivery Diary provides aneffective tool for the sales manager to ensure hiscustomers are handed over their vehicles in themost professional manner possible.

The Evolution Windows pre-delivery system canhelp make the often stressful job of ensuringvehicles are ready for customer collection a muchsimpler operation with effective control for thesales or pre-delivery manager.

Live Internet Broadcasting

Evolution Windows broadcasts your vehicle stock to the Internet on a real-time basis using a dedicated despatch program written by Gemini Systems specifically for this task.

Utilising a reliable ftp connection, your vehiclestock is seamlessly updated to your web siteremoving the necessity to perform timeconsuming export and import routines and datavalidation. Utilising the vehicle stock despatchmeans your sales department could effectively be open 24 hours a day receiving vehicle enquiries whilst allowing your customers to browse your vehicle stock.

Vehicle StockBook is at the hub of most activity


Thi

s is

for

the

page

title

Scalable solutions

Gemini Systems can supply different levels of DMS

depending on the requirement of the dealer.

The systems start from a basic entry level DMS

limited to 5 users up to the full accounts integrated

SQL solution with manufacturer interfaces.


Prod

uct

Com

pari

son Product Comparison

Summary of System Features Ignition Evolution Evolution EvolutionWindows Enterprise DX

Vehicle Stock Book ✓ ✓ ✓ ✓

Showroom ✗ ✓ ✓ ✓

Remote PDA/Tablet PC part exchange appraisal ✗ ✓ ✓ ✓

Franchise specific ✗ ✓ ✓ ✓

Live Stock Book Internet Uploading ✗ ✓ ✓ ✓

Manufacturer Interfaces ✗ ✓ ✓ ✓

Branch specific ✗ ✗ ✓ ✓

Integrated Vehicle Financials ✗ ✗ ✗ ✓

Parts Stock Management ✓ ✓ ✓ ✓

Composition Parts ✓ ✓ ✓ ✓




Split parts stock, invoicing and orders by branch and franchise ✗ ✗ ✓ ✓

FIFO Parts (multiple levels) ✗ ✗ ✗ ✓

Integrated Parts Financials ✗ ✗ ✗ ✓

Service Management ✓ ✓ ✓ ✓

Remote PDA/Tablet PC Vehicle Health Checking ✗ ✓ ✓ ✓

Technician Clocking, aftersales operating controls reports ✗ ✓ ✓ ✓




Integrated Labour & Sublet Financials ✗ ✗ ✗ ✓

Prospecting ✓ ✓ ✓ ✓

CRM, data export, SMS, Mail merge ✓ ✓ ✓ ✓

Automated marketing despatch ✗ ✓ ✓ ✓

Follow-ups by Branch ✗ ✗ ✓ ✓

Aftersales Call Centre ✗ ✗ ✗ ✓

AccountsFinancials and Accounts Ledgers ✓ ✓ ✓ ✓

Sage Accounts Links ✓ ✓ ✓ ✗

Integrated Accounts ✗ ✗ ✗ ✓

Branch, Franchise, Department Nominal ✗ ✗ ✗ ✓

Branch, Franchise or Department P&L, Balance Sheet and TB ✗ ✗ ✗ ✓

Optional MS Office Integration Tools with dynamic, 2-way link directly into Accounts and budgets ✗ ✗ ✗ ✓

Optional automated distribution of specified reporting groups and consolidated reports ✗ ✗ ✗ ✓

Optional web based Executive Dashboard ✗ ✗ ✗ ✓

Period Driven ✗ ✗ ✗ ✓

Branch, Franchise, and Department specific Ledgers ✗ ✗ ✗ ✓


Date post:	25-Mar-2016
Category:	Documents
Upload:	paul-stafford
View:	231 times
Download:	3 times

Gemini Systems Brochure

Documents