1 INTRODUCTION

Wheelz Ver 1.0 is a complete Automobile Dealership package developed by Ziac Softwares. The software is developed to work on Windows 95, 98, NT and ME platforms. The software covers all the departments of the dealership such as Vehicle Sales, Spares Sales and Workshop maintenance along with the accounting details required for the dealership upto Balance Sheet. This software is useful in any automobile dealership. The software is network compatible and is configured to share the data among the users within the dealership

Throughout the package a uniform pattern is maintained for data entry or executing a transaction so that the user has the ease of use and utilize the package to its optimum extent. Care has been taken so that the software is as much user friendly as possible so that an layman to the computers can operate. Any suggestions on improvements are in this regard welcome.

The use of this package is a must for automobile dealers and service dealers since it ill help in reducing monotonous labour and produce accurate results for both the dealer as well as the parent company.

To generate the above results the software requires all the transaction that occurs in a dealership. To name a few are the Vehicle quotations, sales, purchases, Spare quotations, sales, purchase, Job card details, etc.

Once the relevant data is captured, the users can generate the desired reports without hassles and in no time. The reports are being designed for Laser Jet / Inkjet Printer and also for Dot Matrix. The software is also designed with utmost care to give the rights for addition of data and modification or deletion rights can be granted to the user of the software.

2 PRE-REQUISITES

Hardware - Server

Pentium IV @ 3.2 GHz or above processor

512 MB or above RAM

80 GB and above of Free Hard Disk space

CD Rom Drive

Communication Node

Pentium IV @ 3.2 GHz or above processor

256 MB or above RAM

40 GB and above of Free Hard Disk space

CD Read/Write Rom Drive

Inkjet Printer

56.6 KBPS Modem

Operating System

Windows Operating System –Win NT and above

Softwares

MS-SQL Server 7.0 or Above along with MS Office 2000

Hardware - Nodes

Pentium IV @ 2.4 MHz or above processor

256MB or above RAM

40 GB Hard Disk Drive with 10 GB Free space

Dot Matrix Printer / Inkjet Printer / Laser Jet Printer

Operating System

Windows Operating System – Win 9x or Above along with Microsoft Office

3 INSTALLATION PROCEDURE

Two-installation processes are involved here, the first is MS-SQL Server Backend Configuration along with creation of DB and Tables and the next is Wheelz Software.

Insert the Wheelz Installation CD into CD drive of the system; list the contents of the CD drive by using My Computer Icon or Windows Explorer.

Procedure for listing contents of CD from My Computer with Screens from explorer with screens

CONFIGURING SQL-Server DB Components

Database Setup – New Installation

1. Install SQL Server

2. Create Database – Wheelz (as shown Picture in next page)

3. Create User – Wheelz, Password – ziac (as shown in the picture)

After creating wheelz database, go to security option and select login details. Sql server login properties for wheelz database will appear as above. In the first tab, Database Name should be wheelz and password must be ziac. These two should not be changed. Language by default will be English and it has to be maintained.

In second tab, i.e. server roles tick all the check boxes. This is to give rights to the user for wheelz database.

In Database Access tab, select wheelz and check it, i.e tick on the selection box of wheelz database. Database roles for wheelz in the below portion should be checked in all the check box. I.e. the tick mark should be present in all the database roles.

a. Close Enterprise Manager

b. Open query analyzer and run the sql file createdb.sql from CD

c. Close Query Analyzer

MSDE – SQL 7.0 Setup

If the user wants to have MSDE setup, then one has to type the following in run command.

To install msde goto start-run and type

d:\wheelz\msde\msdex86.exe -a -f1

d:\wheelz\msde\unattend.iss

Where D: is your CD drive and the path is where the files are stored.

This is a silent installation, means user will not interact with the system. So please wait in patiently for 10-15 mins. Once the installation is complete, there will be a menu item in programs with MSDE [As shown in figure].

For installing MSDE2000 do follow the following procedure

Procedure to install MSDE 2000 for Wheelz software.

Insert the installable CD in the drive and select the folder.

wheelz\msde2000\setup

Once the setup is over goto start-program files-msde-service manager and click on auto start service when os starts as shown in below

This is the enlarged screen shot of the server service manager.

Wheelz Installation

From Windows Explorer or My Computer open WHEELZ folder, Double click on setup.exe to installation of the Wheelz software.

Close all other applications and click on the OK button to start installation of Wheelz software.

Click on the Installation Icon to begin installation. The user can change the directory/folder where the wheelz is to be installed. However it is recommended to maintain the default directory.

The user is prompted to select the Program Group name under which the Wheelz is installed. Select the default name Wheelz.

Click on continue button to start copying of Wheelz files.

After completion, close and restart the system.

Verifying ODBC connection to the Database

Please follow the instructions to verify the ODBC Connection to the database

Click on the Start Button
Go to Settings
Click on Control Panel

Double - Click on ODBC data source (32 Bit) icon

ODBC Date Source Administrator Window will open up
Select User DSN tab

Double Click on Wheelzdsn or click on Wheelzdsn & Click on Configure Button.

If WheelzDSN is not present, click on ADD

Microsoft SQL Server DSN Configuration Window will appear

Enter the Name of DSN as “wheelzdsn”
Enter the Server name as “ziac_nt”

To identify the server name

Click on Next button to go to the next screen

Select ‘SQL Server Authentication with login ID & Password entered by the user’.option
Check the option ‘Connection to SQL Server to obtain default settings for the additional configuration option’.
Enter the login ID as “wheelz” and Password.as “ziac”

Click on Next.to go to the next screen
Check the option ‘Change the Default Data Base to’, in which Wheelz is present AND Click on Next.
Select / Tick mark on the option ‘Perform translation for character data’.

Click on Finish.
ODBC Microsoft SQL Server setup window will appear.

Click on the Test Data Source Button.
It will check for the connectivity of ODBC with Database .

If the connection of the Software with Data base is OK it will show ‘TESTS COMPLETED SUCCESSFULLY’.
Click on OK
Click on OK
Click on OK to close the ODBC Administrator Screen
Close the Control Panel window
ODBC connection to Wheelz Database is verified successfully

4 LOGIN PROCESS

To execute the Wheelz – Automobile Dealership Software, select the Wheelz option from the program files menu of the Windows operating system. Click on Start -> program files ->Wheelz folder -> Wheelz Application.

Wheelz – Automobile Dealership Application Selection

Wheelz Splash Screen

This screen of the Wheelz application will be flashed and will disappear when any key is pressed or mouse button is clicked on the splash.

Company Selection Screen

The company selection has to be done here. Once the splash screen disappears, company selection screen will be displayed with company name and year. The company can be selected by clicking of the desired company. If the software is installed and run for the first time, a company by name YOUR COMPANY will be created with current financial year. The company name can be changed later.

Changing of company name is discussed later, here the screen shot is displayed after the company name is changed.

Note : Before proceeding further, we would like to bring this information to the user’s notice that all date formats should be in British date format like DD/MM/YYYY, where DD- Date eg 24^th , MM- Month, eg 12^th ,and YYYY is year eg 2003. This setting can be done in Regional setting under control panel of your system.

All dates in the service information for service duration to be fed in at the time of the master creation, if not the software will generate errors. If the dates are not set properly, like if the date setting is US standards, there will be chances of one getting errors like service date is lesser than the sales date or system date.

One can see the screen shot of the regional setting in the next page.

Here let us take a Classic example, assume the sales date to be 5^th Aug 2003 and date setting to be MM/DD/YYYY, data will be saved as 08/05/2003. 1^st Free Service is due for 5^th sep 2003 & date will be updated as 09/05/2003. Later the setting are changed to DD/MM/YYYY, then service is due for 9^th may 2003 so cannot service the vehicle beyond that date but cannot do service on this date since the vehicle is sold only on 5^th Aug 2003. So please key in the data after setting the regional setting properly.

User Login Screen

The login screen of the Wheelz application will be flashed for recording login details.

Wheelz – Login Screen

Employee Name:

Employees in the current selected company are listed, Select the Employee Name by whose name to be logged. For the very first time it will be Supervisor. The department will be supervisor. Various departments in the wheelz will be Vehicle, Service, Spares etc. Later one can create employees, based on the rights given the software will login and option will be enabled. Supervisor can change the employee name and create new employees and assign rights to them.

Password:

Enter the password assigned to the employee. By default for Super user the password is ‘ziac’. The password can be of 20 characters in length and will not be displayed when one is logging on. The password will be visible to supervisor in the Master- Employee option.

Main Screen of WHEELZ :

Starting the Software for the first time :

1. First and foremost thing the user has to do is changing the company name. All company details such as name, address, phone number etc can be changed as per the dealer. Accounting year cannot be changed.

2. Next is setting up the voucher numbers. Dealer can start the transaction with all voucher numbers from Zero – 0 or can set desired values.

3. Accounts can be set for the various transactions. By default the software creates few such as bank, cash & trading accounts, the user can create the desired accounts in accounts master, which is discussed later.

4. Other details of the dealership such as kind of dealership, default manufacturer, etc can be set here. By default the software create few entries in lists such as default manufacturer, billing series, go downs, etc. These can be changed again which is discussed later.

5. Terms and conditions for various options can be typed here, which will reflect in the printout of the same. The terms that can be set are for Vehicle Quotation, Vehicle Advance, Accounts receipts and others.

6. Sales bill series is next option where Spares billing series can be set. By default will create 1 series viz SP with initial value for bill number as Zero. So when a bill is created the number will start from 1. Header and footer for the bill can be given here. Header and footer will be printed in the bill, if not required to print, this field can be left blank.

7. In job card series, the option is similar to sales bill series. Here the default series will be two viz, MIN and MAJ with Zero as the initial values.

8. Next is templates option, this is user-defined report where the user can select the letter and the report name. Like customer service call reports, free service reminders, Regular service reminders, etc.

Main Setup Options

In this User can Change the Main Settings of the Softwares. Like as follows

Voucher

It will keep track of all Voucher Nos. Using this user can easily view or change the current running numbers of vouchers. Once the software is installed, the numbers will be initialized to Zeros, the user can change them.

If the number keyed in here is already present in the software under the respective options, then the number gets skipped. So the user must be sure of the number and should not get confused with the numbers generated.

Again as the users are using different option, all the latest numbers generated are stored here automatically. So these number are bound to change depending on the usage of the software. For example if the last account payment voucher is 59, then the same number will be reflected here when one opens this option.

There are three separate groups for setting the voucher numbers. All vehicles related numbers are grouped in Vehicle, All accounts related in Accounts and spares details in the spares. User can change the desired number by pressing CHANGE button or F3. These changes can be if the user has the rights to change the same.

Vehicle Details Setup

In this menu all entries pertaining to vehicle transactions are captured. Here are the details for the users,

Quotation :

It is used to set vehicle quotation number. Whatever number the user gives, the next running number will be reflected in the vehicle quotes. Eg. if value is 0, it starts from 1 or if 85, it will start from 86.

Advance :

It is used to set vehicle advance receipt number. This is used in the vehicle menu under advance. There may be two different receipt number for a single customer, based on the previous number or the number set here, the advance receipt numbers are generated.

Sales :

It is used to set Vehicle sales no. It will affect in vehicle sales. The invoice number in the vehicle will be triggered from this number on wards.

Purchases :

It is used to set Vehicle purchase voucher number. This is a serially running number that needs to be written on the purchase invoice received. This will be helpful in finding the invoices for checking any discrepancies.

Purchase Order :

It is used to set the vehicle purchase order numbers. It will affect in vehicle purchase order. It will take next running number whatever entered in setup.

Issue To ASC :

It is used for set the no for ASC issues number. When any vehicles are issued to ASC or sub dealers or to Co-Dealers, the vehicle issued will be generated in the ASC issues, the number for the same will be picked up from this option.

Refund of Advance :

It is used to set number for refund of advances to the customers. It will affect in vehicle refund entry.

P D I :

It is used to set the number for vehicle pre-delivery inspection, to be done at the workshop. Once the purchase of vehicle is done, the workshop people will key in the PDI details, to keep track of these PDI entries, the number is generated on the value here.

Accounts

In this menu all entries pertaining to account transactions are captured. Here are the details for the users,

Receipts :

It is used to set the numbers for accounts receipts. If the software is already in use, one can see which is current running number. Once any receipt is keyed in, the next running number is picked up.

Payments :

It is used to set the numbers for accounts payments. If the software is already in use, one can see which is current running number. Once any payment to suppliers or other expenditure is keyed in, the next running number is picked up.

Journal :

It is used to set the numbers for accounts journal transfers. If the software is already in use, one can see which is current running number. Once any journal is keyed in, the next running number is picked up.

Credit Note :

It is used to set the numbers for Credit notes. If the software is already in use, one can see which is current running number. Once any Credit note is keyed in, the next running number is picked up.

Debit Note :

It is used to set the numbers for Debit notes. If the software is already in use, one can see which is current running number. Once any debit note is keyed in, the next running number is picked up.

Note : While the entries are keyed in for Debit/Credit notes, the software prompts for Credit or Debit, based on the selection of these two the following two numbers are triggered.

Voucher :

It is used to set the numbers for accounts receipts or payments. If the software is already in use, one can see which is current running number. Once any receipt or payment is keyed in, the next running number is picked up. This is used in the multiple voucher entry.

Spares

In this menu all entries pertaining to spares transactions are captured. Here are the details for the users,

Purchase Bill :

This is to setup the starting number of the spare parts purchase voucher number. Similar to vehicle purchase, the user can note down the number generated on the suppliers bill for tallying.

Purchase Order :

This option is to set the starting number for the purchase orders generated for the spare part purchases. It start from the next running number to the number keyed in here.

Delivery Challan :

User can set the starting number for Spares Delivery Challan. Later on when any spares bill is generated against the DC’s, the user can select the Spares DC numbers.

Sales Returns :

Here one can set the starting number for the sales returns, which are received at the spares counters. The number will start triggering from this number on wards.

Quotation :

Here the spares quotation numbers are setup, as earlier explanation the number is countered from the number fed in here.

Issues :

Here the spares issues numbers are setup, as earlier explanation the number is countered from the number fed in here.

Receipts :

Here the spares receipt numbers are setup, as earlier explanation the number is countered from the number fed in here.

Transfers :

Here the spares transfer numbers are setup, as earlier explanation the number is countered from the number fed in here.

Purchase Returns :

Here the spares purchase return numbers are setup, as earlier explanation the number is countered from the number fed in here.

VOR Purchase Order :

Here the spares Vehicle Off Road purchase numbers are setup, as earlier explanation the number is countered from the number fed in here.

Account Details Setup Screen

This is to set the default accounts for the transaction. Here again the grouping is mainly 3 types. They are Vehicle, Spares and General account.

In the vehicle group, the accounts selected are being affected when a vehicle is transacted, i.e. purchased, issued to ASC or sold. Similarly the accounts setup in spares is for spares transactions and in general category, all the other transaction such as rounding account, bank and cashbook, etc.

To set the default account, click on Change Button or F3 key & then select the Account name by Dropdown menu. Then click on save.

User can select these default accounts.

Vehicle Purchase :

In drop down menu one can select vehicle purchase accounts, which is created in master. All transactions of vehicle purchase will be reflected in the selected accounts.

Vehicle Sales :

Here user can select the Vehicle Sales accounts one which is created in master. All transaction pertaining to vehicle sales will be reflected in this account.

Vehicle Advance :

Here user can select the Vehicle advance accounts one which is created in master. All transactions of vehicle advance will be reflected in this account. Once the vehicle is sold against the advance, then both advance and sales account will be affected.

Vehicle Discount :

All the discounts offered through vehicle sales will be debited to the account selected here. User can change the same while raising the invoice if one desires.

Vehicle Excess :

If in case a customer has paid excess amount or paid less, then the same will be posted in the account selected here.

Tax (Regular) :

Here user can select the Vehicle tax accounts one which is created in master. Here there will be list of accounts created in master with account type as TAXES. Whenever a vehicle invoice is raised, the taxes are calculated on the basis of the accounts created in masters and selected here. Even if there is no any tax on the transactions, then the user has to select a account with zero percent tax.

Tax (Godown) :

Here user can select the Vehicle tax accounts for one, which is created in master. Suppose you select different accounts, whatever vehicle tax (godown) transaction will go to selected accounts. It will affect in vehicle sales.

Tax (CSD) :

Here user can select the Vehicle tax (csd) accounts one which is created in master. Suppose you select different accounts, whatever vehicle tax (csd) transaction will go to selected accounts. It will affect in vehicle sales. This Option is basically done for raising invoice to the defense people. Since they have rebate on the taxes, a different tax will be created for the same purpose.

Supplier :

Here user can select the Vehicle supplier accounts one which is created in master. Once the supplier account is selected here, by default in all purchase entries created the name of the supplier will be highlighted. User can change the supplier name if desired.

Paise round off :

Here user can select the paise round off accounts for vehicle sales, which is created in master. All the transaction of rounding off will be posted here.

Spares taxable purchase :

Here user can select the spares purchase taxable accounts. All the transaction of the spare parts purchases will be posted here.

Spares non-taxable purchase :

Here user can select the spares purchase non-taxable accounts, and again here the posting of entries for non taxable or second sales items will be done.

Spares purchase returns (taxable) :

Here user can select the spares purchase returns accounts. All the transaction of the spare parts purchase returns will be posted here.

Spares purchase returns (Non-taxable) :

Here user can select the spares purchase non-taxable accounts. All the transaction of the spare parts purchase returns of non taxable will be posted here.

Spares supplier :

Here user can select the Spare supplier accounts one which is created in master. Once the supplier account is selected here, by default in all purchase entries created the name of the supplier will be listed. User can change the supplier name if desired.

Spares Discount :

All posting of the discounts given to spare parts sales will be reflected here in the selected account. Here one can select the desired account for the posting of transactions.

Labour Discount :

All posting of the discounts given to labour charges will be reflected here in the selected account. Here one can select the desired account for the posting of transactions.

Resale tax :

Here user can select the resale tax accounts one which is created in master. All resale tax transaction will go to selected accounts.

Applicable to - RST is applicable to only II sale you tick mark II sale then resale tax is calculated on II sale. If you tick mark on I sale RST is calculate on I sale. If you tick mark on labour RST is calculate on labour.

Spares taxable (sales) :

Here user can select the spares sales taxable accounts one which is created in master. All spares sales taxable transaction will go to selected accounts.

Spares non-taxable (sales) :

Here user can select the spares sales non-taxable accounts one which is created in master. All spares sales non-taxable transaction will go to selected accounts.

Spares sales returns (taxable) :

Here user can select the spares sales returns taxable accounts one which is created in master. All spares sales returns taxable transaction will go to selected accounts.

Spares sales returns (non-taxable) :

Here user can select the spares sales returns non-taxable accounts one which is created in master. All spares sales returns non-taxable transaction will go to selected accounts.

Spares tax applicable :

Here user can select spares tax accounts, which is created in master. All spares sales tax entries will go to this accounts.

Labour tax account :

Here user can select labour tax account one which is created in masters. All labour tax account will go to selected account.

Cash account :

Here user can select cash account one which is created in masters. All cash transactions will go to selected account, but user can change any other cash account if desired while transacting.

Bank account :

Here user can select bank account one which is created in masters. All bank transactions will go to selected account by default, if user desires he can change the bank account.

ASC trading account :

Here user can select ASC trading account one which is created in masters. All ASC transactions of vehicles will be posted to the selected account.

Paise round off :

Here user can select the general paise round off accounts one, which is created in master. All paise round off transactions will go to selected accounts.

Round :

Here user can round off paise to high, low and near.

Ex: 1) If you set nearest Rupee, assume the amount is 2 Rupees and 75 paise it will round off to 3 Rupees.

2) You set low , it will round off to 2 Rupees.

3) if it is high assume the amount is 2 Rupees and 25 paise, it will round off to 3 rupees.

Rounding amount :

Here user can set rounding amount to 5paise, 10paise, 50paise, 1 Rupee, 5 Rupee and 10 Rupee. Ex: Assume you set rounding amount is 5 Rupee the amount is 43 Rupees and 25paise, it will be rounded off to 45 Rupees.

Default Settings - Dealer details

Dealers for :

This is the dealership details for which they are dealing, for ex. Authorized Dealers for Ferrari Vehicles [OR] Authorized Honda Dealers. It will be printed in Vehicle and Spares Sales invoice.

Dealers Code :

This is the Code given to the dealer by the vehicle manufacturer. This will be printed in the reports to be sent to the manufacturer.

Yearly Purchase Order :

It is the suffix for all Purchase Bills of the particular year. This will be prefixed for the Vehicle and Spares PO generated.

Ownership Type :

This field is very handy one, whatever the user keys in here will be reflected in all the documents such as advance receipt, vehicle invoice. This will be either Proprietor or Partner or Authorised signatory. This is for the people to sign on the documents.

Place :

Place name of the Dealership, this will be printed wherever necessary. For ex., in vehicle invoice, it will print along with – Subject to <<Place>> Jurisdiction only.

Tax Name :

The Tax Name to be printed in the document such as invoices, sales bill, or other documents where the tax name to be specified. It can be KST or APGST or MST etc.

Week Start :

Few of the manufacturers keep track of the vehicles based on the production date, which falls in the first week of financial year. It is used to depict the start of the week. TVS motor company basically uses it.

Holiday :

On What day they are considering Non- Working Day. If dealership is working for full week, then one can select NONE. If the holiday is selected, then the transactions will not be saved if the date belongs to the selected day.

Service Days :

You can set the service days for vehicle it will affect to the job card. Once the Free services are over, then for the paid service reminders, this is taken into consideration. Also in the spares sales, which are raised for workshop-serviced vehicles, it prints the next service days from this information.

KMS :

It is consider for Service has to be done for the vehicle after every mentioned kilometers. Here for serving vehicle either service days or KMS is considered. The calculation is similar to the service days mentioned above.

Place :

This Place Name used in Accounts information of the customer, it will take this as the default place name of the customer. If desired user can change the same.

Manufacturer :

This is the Manufacturer Company Name of the vehicle, which the dealership is for. By default in all the vehicles, the manufacturer name will this name.

Date Lock :

If it the date lock is Yes, all transaction mentioned up to the date can not be modified. If one wants to modify then again this button and change the date lock to No, this will enable the user to modify the data for dates mentioned.

Repeated Jobs :

This is for checking the vehicles, which are being visited to the workshop for repeated jobs. User can set the number of days for the repeated jobs, i.e. if any vehicle is reported with 15 days or 21 days if it has to be treated as repeated job then one should give 15 or 21 days here. There is option for the supervisor to see the repeated jobs report through which he can check for the repeated jobs attended and take necessary actions.

Acc After Discount :

If the value in this is selected or ticked, then all the account posting for discounted transaction will happen after the discounts are given. It will post the discounted value to accounts, else it will post the actual value and another entry to discount.

Office Timing :

User can set the office timings of the dealership here. In jobcards, when the vehicles are promised, it will take the details.

Default Series :

User can set the different billing series for different users. While billing depending on the department, the billing series will appear automatically. There is no need for the user to select the billing series for every bill. The users can generate their billing series report in the day end.

Default Spare Sales (counter) – for counter spares billing.
Spare Sales (Workshop) – for workshop spares and labour billing.
Spare Sales (Vehicle) – for vehicle department to bill accessories.
Job card – Default series for opening new job cards.
Separate Bill for Labour – If there is a separate series for labour bill and it should not merge with spares, the user can select a different series. Else in case it has to be merged then the user can select the same series as in workshop series mentioned above in the same section.

Passport Discount :

Hero Honda company has a special schemes for the their loyal customers called as passport. The parent company has set a common discount percentage for spare parts and labour discount percentage. It can set here. TVS dealers for their miles can use the same and smiles offer.

Mechanic Allocation :

In jobcards, mechanics can be allotted automatically or manually. User can set this.

Default Settings - Other details

Warranty in-charge :

Company Warranty in-charge Name. It will reflect in warranty claims, which is sent to the spare part supplier.

Designation :

Designation awarded in the parent company for Warranty in-charge.

Supplier Address :

Address of the Supplier from whom dealers is getting Vehicles and spares. All reports that are sent to supplier will be addressed to the address mentioned here.

Customer A/c Group :

When a customer is created, by default the customer group will be the selected account group.

Customer Group:

The default group to which the customer belongs to when created initially.

Customer type :

When a new customer is created, the default customer type is selected based on the selection done here.

Search Product on :

While feeding the spares transactions, the user can opt for searching the parts on either name or on the code. It has to be selected here and in all the spares transaction it will be reflected.

Form No :

Rule No :

The Form No and Rule no whatever is keyed in here will be printed in sales certificate of the vehicles.

Form 20 Place names :

Mentioned Place will print in Form 20 Vehicle Sales

You can set the company temporary registration code used for taking the new vehicles to RTO.

Sales Letter To :

In Sales Certificate it will reflect. You can key in Regional Transport Office Or District Transport Office or any other.

Factory :

You can select Location of the factory. By default in all transaction the factory name will be selected, user can change the same in the transactions as he desires.

Accessories :

In the monthly reports, if the dealer wants to have separate report of accessories sales, the group name can be selected here. The report of the group selected here will be totaled separately.

Oil :

Same as Accessories mentioned above.

ABC & FSN Classification :

The dealer can classify the spares based on the value of the product or the movement of the product. If the classification is on the value, then it is known as ABC and on movement it is known as FSN.

The total of all the three percentages [either ABC or FSN] should be 100.00. It cannot be less or more.

This classification can done only after there are sufficient sales of spares parts. The software classifies the product for the user-defined dates. Say for example, A Class is 70, B is 20 and C is 10, all those products that contribute to the 70 percent of total sale value are classified as A class, Next 20 as B and rest as C.

Similarly the FSN classification is done on the quantity of the sales.

A Class (%) : Fast Moving (%) :

B Class (%) : Slow Moving (%) :

C Class (%) : Non Moving (%) :

Price Applicable :

While entering spares issues or receipts it will display the price whatever you will select here either purchase or selling price.

Spare Issues : Prch Price or Selling Price

Spare Receipts : Prch Price or Selling Price

Reorder Report On :

When User Opens the S/w on the Mentioned Day, Automatic Vehicle Reorder Report will Pop Up at the First time.

Terms and conditions Setup

This is a simple self-explanatory option. Here the user can enter the terms and condition for various option to be printed along with the documents. Setting for Vehicle quotation, Advance, Invoice and delivery note can be done along with Accounts receipts. For any other report, it can keyed in Others.

It will print in the bottom while taking the Vehicle quotation.

It will print on the vehicle advance receipt.

It will print on the vehicle sales Invoice.

It will in Accounts receipts i.e. when F8 key is pressed.

Setup of Sales Bill Series

Suffix :

Suffix of spares sales bill, for eg. SP for SPARES & LB for LABOUR. It is used in billing of vehicles for service and sale of parts.

Sb No :

The starting number for the software to pickup for particular series while billing. Here the last bill number will be displayed. If the number keyed is already present in the bills, then the next available running number is picked.

Header / Footer:

Header and Footer for spares sales bill to be printed.

Options :

Specified suffix belongs to either spares or labours or for both

Bill Type :

Whether the bill should fit for Half Page, Full Page or Continuous

Job Card Series

JC Suffix :

Suffix of job card number either MIN, MAJ or other types can be created by the user.

JC No :

It is the latest job card number. Here you can set no for job card. If you set Zero, then it starts from one in workshop.

Header :

Header of Job card print

Footer :

Footer of job card print

Desc :

Description for the suffix .Ex : MAJ –Major , MIN- Minor.

CSD Address

This is to store the address of the Canteen Store Department or the billing address for the defence purpose.

Templates - Setup

Path of pre-designed Reports (Files) Like Customer Call Letter, Birthday / Wedding wishes Letter, Bank letter, Insurance etc. is set here.

Customer Call Letter :

Each report has its own file, we can set the path of that particular report. It is used in reports àworkshopàcustomer Call Letter. Using this you can easily find out the customer who are having the free services due and you can send letters to them easily.

Similarly for other printout we can set the file names.

Report’s Format

Different Reports Format for All Groups like Accounts, Vehicles, Spares and workshop etc. Each dealer has his own bill formatting. Format No. Zero (0) is default that is for plane sheet. Here you can set the different formats no for each group.

Voucher Type

Voucher Types, Description and Latest Voucher Number. Ex: RP – Receipt, PY – Payment. Here user can create number of voucher types. It will affect in accounts voucher. Voucher no: Here user can set the voucher No.

Security – Setup for assigning rights to users

Different User will be having different Rights. Ex. Spares Entry can be done who is having that particular Rights. Here Default login name is supervisor. Password is Ziac. Only who are having the supervisor authority can login. You can change the supervisor password also. Press F2 to add employees, who are all having Rights to add, modify, delete, cancel etc you can assign as yes for each Menu.

5 GENERAL PROCEDURE

To Create/ add a New Transaction

To Modify a Transaction

To Save a

Transaction

To Delete a

Transaction

Click on Edit Menu and choose Add option or

Click on Add Toolbar icon or

Press F2 Function key.

Click on Edit Menu and choose Modify option or

click on Modify Toolbar icon or

Press F3 Function key.

Click on Edit Menu and choose Save option or

click on Save Toolbar icon or

Press F9 Function key.

Click on Edit Menu and choose Delete option or

click on Delete Toolbar icon or

Press F4 Function key.

To Cancel a Transaction

To Print a Transaction

To List/Browse a Transaction

To Close a Transaction

Click on Edit Menu and choose Cancel option or

click on Cancel Toolbar icon. Else press F11 Function key.

Click on Edit Menu and choose Print option or

click on Print Toolbar icon or

Press F6 Function key.

Click on Edit Menu and choose List option or

click on List Toolbar icon or

Press F7 Function key.

Click on Edit Menu and choose Close option or

click on Close Toolbar icon.

Commands for Rows displayed in a Grid:

Add, Delete, Edit & Save Options can be executed for the grid data by selecting the corresponding buttons displayed inside the grid frame.

The next option is list that is self-explanatory. The list for various options can be created or modified so that the same reflects in the desired options. Deletion of the same is possible only in case the same is not being used in else where.

6 Masters

On Clicking Masters menu item, the sub menu items will be displayed and the screen narrations are given in the following sections:

6.1 Accounts :

Here the account heads can be created such as Cash Book, Bank Book, Customers, Supplier, etc. Here the name is account head, next is account group for grouping like Assets, Sundry Debtors, etc. Type will be Cash, Bank, Advance, Customers, Suppliers etc. All these three are drop down options. Next is opening balance and type either debit or credit. This can be selected again by drop down box. All debits and credits will be updated and the closing balance will be calculated.

Once the accounts are created with respective data and group, based on these information other details such as address, bills pending or taxing percentage other details can be fed in.

ADD RECORD

Account Name :

The new name of the account head has to be typed here, the maximum length is 50 characters

Group:

Select the Account Group from the drop down list to which the account head belongs to. The accounts groups are Assets, Advances, Bank, Sundry Debtors, Cash, Sundry Creditors, etc.

Type:

Select the Account Type from the drop down list to which the account head belongs to. Account type can be Bank, Cash, Customer, Supplier, Tax, etc.

Opening Balance:

Account opening balance as on date i.e. creation date or starting date can be fed in. Then either Debit or Credit can be selected from the drop down box.

Debit:

This is the total of debits to the selected account. This will be calculated and cannot be entered or edited here.

Credit:

This is the total of credits to the selected account. This will be calculated and cannot be entered or edited here.

Closing Balance:

Account closing balance will be displayed here after the summing up all the debits and credits. This is also a non-editable field. The Debit and Credit balance will be displayed automatically.

MODIFY RECORD

One can modify only the account name and opening balance. Account group, Type, Debits, Credits and Closing balance are all non-editable fields. Based on the selection of account head, the software checks for the account type are relevant data such as address for Customer or Supplier and bills pending details will be displayed and can be modified. In case if the selected account is tax, then taxing %age & other details will be displayed.

· Click on the Account Name drop down list.

· Select the Account Head to be modified.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Click on the Account Head drop down list.

· Select the Account head to be deleted.

· Click on the delete button.

While deletion, if the account has any transactions related to it, then the software will not allow to delete the information.

SEARCH RECORD

This will help in searching a particular record or account head.

PRINT

This option will print the list of account heads with opening or closing balance for the desired alphabets and desired types. If all the records need to be printed can select A to Z and All types.

REPORT

This option will print customer or supplier listing along with the address and contact person.

6.2 Brands / Models :

This function is used for creating the Brands or Models of the vehicle, which the company is trading.

Note : Before proceeding in this module, we would like to bring this information to the user’s notice that all date formats should be in British date format like DD/MM/YYYY, where DD- Date eg 24^th , MM- Month, eg 12^th ,and YYYY is year eg 2003. This setting can be done in Regional setting under control panel of your system.

Here let us take a Classic example, assume the sales date to be 5^th Aug 2003 and date setting to be MM/DD/YYYY, data will be saved as 08/05/2003. First Free Service is due for 5^th sep 2003 and date will be updated as 09/05/2003. Later the setting are changed to DD/MM/YYYY, then service is due for 9^th of may 2003 so cannot service the vehicle beyond that date but cannot do service on this date since the vehicle is sold only on 5^th of Aug 2003. So please key in the data after setting the regional setting properly. This is very important issue to be remembered often.

ADD RECORD

MODEL:

Type the new model or brand name, the maximum length of the designation name is 50 characters.

MANUFACTURER:

Select the manufacturer of the model. The manufacturers are created in list and the default manufacturer set in setup will be selected.

SHORT NAME:

Type the Short name by which the model is known.

CATEGORY:

Category is created in list, it is basically like 4 stroke motorcycle, 4 stroke scooter, 2 stroke moped, etc. It is selected from the dropdown list box.

ORDER :

The order field is for printing the price list. Price list will be printed in the chronicle order of this value.

CC:

It is Cubic Capacity of the vehicle. It can have maximum of 999.99.

BHP:

It is Break Horse Power of the vehicle. This is available from the manufacturer and should be fed in. Will be used in printing sale letter.

WHEEL BASE:

Wheel base value of the vehicle. It can have a max of 9999.99

PRICE:

Price factor has purchase price & selling price of the vehicle for showroom, go down & Canteen Stores or for defence people. The selling price is excluding tax & the tax can be selected. The tax on the vehicle will be displayed based on the selection& calculate the selling price including tax.

RTO AMOUNT:

This is the amount collected for paying the registration charges and other charges to be borne by the customer while registering. It can be left blank.

INSURANCE AMOUNT:

This is the insurance amount to be paid for the new vehicle.

EMMS VALIDITY:

This is the validity of the emission testing. It can have a max of 999 days.

INSU VALIDITY:

Validity of the insurance covered [in days] to the new vehicle from the date of sale. This also can have a max of 999 days.

NET WEIGHT:

Vehicle’s net weight ( in kgs ) as per manufacturers specification. This is used in sale letter after the vehicle is sold. It can be a max of 999.99 Kgs.

GROSS WEIGHT:

Vehicle’s gross weight ( in kgs ) as per manufacturers specification. This is used in sale letter after the vehicle is sold. It can be a max of 999.99 Kgs.

ACITVE:

If the model is discontinued, then the value will be NO else YES [Default]. If the model is not active, will not appear in sales & will appear only in service.

SERVICE INFO

Here the service details for the vehicle can be fed in. Details such as service days, service kms, Re-imbursement amount and energy required for undertaking the service.

MODIFY RECORD

· Scroll to the model name, which is to be modified & click on it.

· Click on the modify button to enter into modify/edit mode.

· Make changes and click on save

PICTURE:

The model picture [either jpg or gif] can be stored on color wise. It can be printed as broucher that can be given to the customer.

DELETE RECORD

· Scroll to the Model / Brand, which is to be deleted & click on it.

· Click on the delete button.

PRINT:

This will print the price list with all details of basic cost, tax and on road cost of the vehicle sorted on the order field.

REPORT:

This option will generate two reports one for catalog with picture printing and other one is service info for the selected brand.

· Catalog – Will print the specification of the vehicle along with the photograph

· Service Info – Will print the service details with due days for all free services and kms along with re-imbursement amount and energy required.

6.3 Vehicles:

This function is used for creating opening stock of the vehicles.

ADD RECORD

Brand:

Select the Brand name of the vehicle. This is picked from Brand Masters.

Mfg. Name:

Once the brand name is selected, the manufacturer name appears on this display field from the brand master details.

Status:

This is again a display field. It will display the status of the vehicle, i.e. whether the vehicle is in stock or purchased or sold vehicle. User can search a particular vehicle and check for the status.

Engine Number:

Type the vehicle engine number. It is max of 20 characters.

Chassis Number:

This is Chassis or Frame number of the vehicle. It can be a max of 20 characters.

Factory:

Selection of the factory name from where the vehicle is manufactured. Factory names are created in master lists.

Color:

Selection of vehicle color, colors are being created in master lists.

Purchase Price:

Purchase price or landed price of the vehicle. This is picked up from the brand masters. Can be edited as per user requirement.

Selling Price:

Selling price of the vehicle excluding taxes will be picked from the brand masters. Can be edit as per user requirement.

Key No.:

Vehicle ignition key number. This is to identify the key of the vehicle and is used in printing bank letter after sales & hand over keys to customer.

Shocks:

Manufacturer name of the shock absorbers used for the vehicle. This is a text field and can have a max of 20 characters.

Horn:

Horn Manufacturer name used in the vehicle. This is also a text field and can have a max of 20 characters.

Tool Kit:

Tool kit is standard fitting or not. It can have the values Yes or No.

Saree Guard:

The vehicle is with saree guard or not. This can have value Yes or No.

Spark Plug:

Spark plug Manufacturer name which is being used in the vehicle. This is a text field with a max of 20 characters.

Stand:

This is to indicate whether the vehicle is having prop stand [side stand] or not. Can have value Yes or No.

Mirrors:

This will indicate the number of mirrors in the vehicle. It can have values of One or Two or None.

Mfg. Date:

This is the manufactured date of the vehicle. It is used in sale letter for printing the month & year of the vehicle.

Battery Details:

This has to fields one is manufacturer, which is created in master lists and can be selected here.

Another one is Battery number. This is text field with a max length of 20 characters.

Tyre Details:

This will have the details of the tyres being fit to the vehicle. Both front and rear tyre details can be fed in.

Sold To:

This is a display field. It cannot be edited, this will be updated once the vehicle is sold or issued to any customer or ASC.

MODIFY RECORD

· Scroll to the vehicle using the engine number, which is to be modified & click on it.

· Click on the modify button to enter into modify/edit mode.

· Make changes and click on save

One cannot change the manufacturer name, status and sold to. This will be selected from the different transactions. And one cannot modify the sold vehicle details.

DELETE RECORD

· Scroll to the vehicle using engine number, which is to be deleted & click on it.

· Click on the delete button.

PRINT

This option will print the vehicle margin report for the desired dates.

REPORT

This option will give Opening Stock report or Closing Stock report as per the selection of the user between any two given dates in the financial year. The report can be a detailed report or on color wise report or on model wise.

6.4 Parts Master:

This function is used to launch the screen for creating Spare Parts information for the company. There are four different screens for this option. They are discussed here in detail.

ADD RECORD

SPARE INFO:

This is the first information screen available. Here all the MIS details required for the company are fed in.

Part Number:

Type the new part number. This is alpha number field with 50 characters.

Alt. Part Number:

Alternate part number given by the company for the same product can be fed in here.

Item Code:

This is the field where user can enter the locally used part number for easy access.

Part Name:

Description of the spare part is keyed in here with a length of 50 characters.

Category:

This is the category to which the spare parts belong. It can be for Four Stroke Motor cycles, Two Stroke Motorcycles, etc. The category is created in master list.

Group:

This is the Group to which the spare parts belong. It can be OEM Spares or Accessories, etc. The group is created in master list.

Location:

Rack name or number else shelf where the spare part is stored.

ABC Class:

ABC Classification of the spare part. Initially the dealer has to specify the classification. Later when the data has been collected in the software, the ABC analysis report can be generated for any user defined period and this field can be updated.

FSN Class:

FSN is Fast Slow and Non-moving Classification of the spare part. This is also similar to ABC Classification field.

Note : Significance of ABC/FSN is discussed in the later stage.

Stock:

Ø Max - Maximum stock level [in qty] to be maintained by the dealer should be fed here.

Ø Min [Reg] - Minimum stock level reserved for regular sales

Ø Min [W/s] - Minimum stock level reserved for Workshop sales. Once the stock goes beyond this level, the software will not allow the user to sell the product through counter.

Ø Lock - Locking of spare parts, so that the stocks wont go to negative balance.

Other Details:

Ø Avg. Sales - Average daily sales of the product. This will be updated when the user generates ABC/FSN Analysis.

Ø Lead Time [in days] - Lead-time in days take by the manufacturer to deliver the spare parts.

Ø Order Cycle [in days] - Order cycle is also in days. This is the time duration for ordering the spare part.

Ø MOQ - Minimum Order Quantity of the spare part. Always the spares will be order with this quantity or in multiples of the same.

PRICE INFO:

In this screen/tab, all information is pertaining to the price details of the spare part being fed in.

MRP:

Maximum retail price of the spare part.

Selling Units:

This is Units of Measure or how the product is sold, i.e. in Pcs, Nos or Lts.

Purchase Price:

Ø I Sales : First Sales purchase price or landed cost.

Ø II Sales : Second Sales purchase price or landed cost.

Selling Price:

Ø I Sales [Wholesale] : First sales selling price for the whole sellers

Ø I Sales [Retail] : First sales selling price for retailers

Ø II Sales [Wholesale] : Second sales whole sellers selling price

Ø II Sales [Retail] : Second sales retail selling price

Tax Name:

Tax can be selected for the spare parts when the first sale is being done. It is being selected from the accounts masters.

Billing Type:

Billing criteria for the spare, only first sales or only second sales or both.

Price Lock:

This can have value either Yes or No. If the price is locked, while billing the user cannot change the selling price of the product.

Update Price:

This can have value either Yes or No. If price lock is Yes then if the price fed is varied from the one in masters, it will update the price automatically. Next time when the same product is selected, the updated price will reflect.

ACCOUNTS INFO:

This Tab or screen consists of accounts information for the software to undertake the transaction. Once any product is sold or purchased, the relevant accounts will be updated.

Taxable & Non-taxable accounts will have four accounts each. The accounts need to be set are Purchase A/c, Purchase Returns, Sales A/c & Sales Returns account. This will be set for both First & Second sales.

PHOTO:

One can store the photograph of the spare part.

STOCK:

All details pertaining to stock will be stored here.

Go-down Name:

Go-down name to be selected using the dropdown box. Go-down can be created in List master.

G/B Type:

This is Good or Bad type of stock.

Tax Type:

Stock Type, it can have First or Second Sales.

YOB:

Year Opening Balance of the spare part.

Received:

Total quantity received will be updated here after the transactions are posted. Sales or Issued or outward movement of spares from the dealership will be summed and updated here.

Issued:

Total quantity issued will be updated here after the transactions are posted. Receipts or Purchases or inward movement of spares to the dealership will be summed and updated here.

YCB:

This will be the closing stock balance of the spare parts after all the transactions are posted.

MODIFY RECORD

· Double click on Part Number or Alternative Part or Name or Item Code and the list of spares appear. Scroll to the desired part, which is to be modified & click on it.

· Click on the modify button to enter into modify/edit mode.

· Make changes and click on save

DELETE RECORD

· Double click on Part Number or Alternative Part or Name or Item Code and the list of spares appear. Scroll to the desired part, which is to be deleted & click on it.

· Click on the delete button.

PRINT

In this option, one can take either spares opening stock or closing stock or reorder listing of the spare part. This report can be taken on the basis of good or bad or both types.

User can also generate ABC – FSN analysis report.

· Significance of ABC and FSN Analysis

· Must be used at least once every month to place monthly orders

· A & B Class parts are very important and must be available in stock at all times. Non-availability leads to a straight loss in revenue and profitability, also since the prices of these parts are high the impact on revenue and profitability is also high.

· FSN report ranks a part according to the number of times it is demanded [frequency of demands in days]

· This reports is also equally important, as non-availability of fast moving parts will lead to dissatisfaction of the customers.

· As a user, light should be thrown on the Non-moving stock and try to convert these parts into high demand products

· The demand for slow moving part may not be higher because of various reasons like proper info on the part may not be given to customers about price reduction.

REPORT

Spare parts price list will be printed here with MRP, Wholesale and retail selling price of both First and Second Sales.

User can also generate the ABC / FSN Report between any two dates and the same will be updated along with the average sale of the product.

6.5 Employees:

This menu item is used to launch the screen for creating the Employee names that are working with the company. This will check for the user password and will give access only to the supervisors.

ADD RECORD

This option has two screens. First is Employee personal detail & second is Skill level detail.

One has to take care that one employee, as supervisor and full rights should be present. Only supervisor can add or modify the employee details.

Employee Name:

Type the new Employee name with 50 characters as maximum length.

Code:

Enter a code [unique] for the employee. This is checked for duplication.

Sex:

Gender of the employee, can be Male or Female.

Password:

Password for the employee to log on.

Father Name:

Father name or husband name of the employee.

Employee Type:

Employee type can be Staff or Mechanic. If staff, then skill levels will not be prompted for and the bay number.

Address:

Corresponding address of the employee.

Birthdate:

Date of birth of the employee. Default will be system date.

Joined on:

Joining of the employee date to the company. Default - system date.

Left on:

This will be editable only in modify mode. This is the date on which the employee has left the service. Default will be system date.

Designation:

Designation of the employee. Can enter any desired designation.

Department:

The department can be selected from the dropdown box. They are Vehicle, Spares, Workshop, Supervisor, Accounts or Manager.

Maximum Efficiency:

This is the maximum energy a person can shell out in a day. This can be rated from 0 to 10. By default 8 will appear, as working hours in a day is 8.

Bay Number:

By default the bay number will be NIL, this will be selectable only for mechanics and not for employees. Bays can be created in list masters.

Rights:

This is the login right for the employees. It can have Full or Entry. If the rights is full then the employee can Add and modify, else if Entry can only add in the information and cannot modify.

Gross Pay:

This is the gross pay of the employee.

Employee Status:

This can have the value Active or In-Active. In case the employee has been transferred or is on a long leave, then he can be In-active.

Team :

This is for service shop, where in one can define to which team the employee belongs. A report can be generated based on team performance.

MODIFY RECORD

· Scroll to the Employee, which is to be modified & click on it.

· Click on the modify button to enter into modify/edit mode.

· Make changes and click on save

In case if the employee is an mechanic, then one can feed in the skill levels for the employee. Bay can be allotted to the mechanic using the dropdown box. Skill level details are required for allotting the vehicle to mechanics automatically. These details can be left blank, if dealer wishes to allot service vehicles to mechanic manually. Details accepted in skill level are,

Sln:

This is auto generated, no need to feed in this.

Model Name:

Model’s can be selected using the dropdown. All models are taken from the brand masters details.

Job Name:

Job names are the job that can be undertaken by an mechanic. They are Free, Paid, Warranty, Accident, VOR & Engine Overhaul.

Skill Level:

This field defines how good is the mechanic in the selected model service. It is rated over 1-99 scale.

DELETE RECORD

· Scroll to the employee, which is to be deleted & click on it.

· Click on the delete button.

6.6 Complaints:

This function is used for creating the complaints that are being registered during reception of vehicles for service or complaints, which arise while doing the Pre-Delivery Inspection [PDI] of the new vehicles. The complaints are those, which are related to vehicle servicing and PDI. This is in the tree view format where Complaints are related to Observation, which in turn are related to Job to be done and Action taken.

ADD RECORD

Complaint:

Type the new complaint, the maximum length is 50 characters. These complaints are those received from the service customers. The software will generate the code.

Observation:

New observation for the complaint selected of length is 50 characters. The software will generate the code. This observation will be the one which being done by the mechanics in the workshop. Single complaint can have more than one observation.

Job To Be Done:

Type the new job to be done for the observation, the maximum length is 50 characters. The software will generate the code. After the supervisor does observation, he will specify the solution to be done for the complaint, this will be the job to be done.

Action Taken:

Type the new Action taken for the Job to be done, the maximum length is 50 characters. The software will generate the code. Once the supervisor checks for complaints and give instructions to the mechanic for servicing, what work is undertaken is Action taken.

MODIFY RECORD

· Scroll to the Complaint name or others, which is to be modified & click on it.

· Click on the change button to enter into modify/edit mode.

· Make changes and click on save

DELETE RECORD

· Scroll to the Complaint name or others, which is to be deleted & click on it.

· Click on the delete button to delete the location name.

PRINT

This option will print the Complaints, Observation, Job to be done and Action taken in a tree view manner. All branches of the complaints will be printed.

6.7 Rate Edit:

Next two sections are specialized for editing of spare data. This is just to edit the existing data and cannot create any information here.

This is a function used to edit the rate of all the spare parts in the Spares Master. One can change the rate of the desire product using this option or else in the Spares Masters edit mode. Advantage here is that the rates can be changed without going in to other details of the spares.

ADD RECORD

Cannot add in the information here, only edit of the master entries is provided.

MODIFY RECORD

Product Group:

Once the option is selected, once can see a spreadsheet like screen. To retrieve the data, one has to select the product group. If all the groups are required, select ALL.

Sort On:

This is the sorting for listing the products on code or on name.

Search On:

If the modification has to be done to a desired product then the part can be searched Product Code or Product name. Select the searching criteria and key in the value and press enter.

Product Code:

This is an information field as to which product code you are editing. This field is non-editable.

Product Name:

This is an information field as to which product name you are editing. This field is non-editable.

Editable fields:

The editable fields are MRP, Purchase Price both Taxable & Non Taxable, Sales Price Retail & wholesale for both Taxable and Non-Taxable. Scroll to the desired product and do the changes required and click on Save to update the changes.

6.8 Stock Edit:

This is a function used to edit the Opening Stock of all the spare parts in the Spares Master. One can change the Year Opening Balance of the desire product using this option or else the same can be done in the Spares Masters edit mode. Advantage here is that the Year Opening Balance can be changed without going in to other details of the spares.

Once the option is selected, the screen opened will be similar to rate edit. Here there are a few more options to retrieve the data.

Stock Info:

To retrieve the data, one has to key in all the parameters given below.

SP Group: Is the spares group. Can be selected using the dropdown box. Groups are being created in masters.

Go-down: The stock is based on go-downs, so select the relevant go-down for which the stock has to be edited.

Tax Type: Can be I sales or II Sales.

Stock Type: Can be Good or Bad stocks.

Once all the parameters are selected, all the four columns viz Product Code, Product Name, MRP and YOB will be displayed. One can modify the YOB by scrolling to desired product using scroll bar & clicking on Change button.

Search Info:

If scrolling through the spare parts is difficult, can search the part by this option. Searching is based on either Part Number or Part Name. Select the relevant parameter and key in the value, the control shifts to the desired part info.

Sort On:

Listing of spare parts can be on Part Number or Part Code. This can be selected here in this option. Based on selection, the lists of spares are being listed.

This brings us to the end of Masters Menu. All other options in menu are transaction, which are based on the information, which was discussed.

7 Vehicles

This will trigger the below menu. Transaction entries will commence from this point. Clicking on this menu item will open the following screen,

7.1 Purchase Order:

In this option, one can feed in the details of the vehicle requirement for the dealership, i.e. this is Vehicle Purchase Order. Here we cannot have the link between purchase order and purchases. Because, for all the quantity of vehicles received, engine number and chassis number are different and these two key fields are very important from the history card point of view.

ADD RECORD

This option has been split into two screens for ease of use. Details of the supplier, transporter, etc are fed in first. And then details of the brands purchased, color and quantity are fed in.

P.O. No.:

Auto generated depending on the value in the setup.

Date:

The date on which the purchase order generated will appear.

Ref. No.:

Reference number [if any of the dealer] can be fed in.

Ref. Date:

Corresponding date to the P.O. is being captured here.

Supplier:

Capturing Name of the supplier for whom the P.O. has to be raised. Double clicking on the supplier name, will prompt supplier list. Supplier name, from accounts master can be selected by double clicking on the desired supplier.

Factory:

Selecting factory name, will be picked up from master factory list.

Remarks:

Can feed in any remarks of max 250 characters.

Once all the relevant data is capture, the control shifts to the next screen where details pertaining for the vehicles are feed in. Here there are four options like Add, Delete, Save and Cancel.

ADD RECORD:

This is selected to add in the information of vehicle. The grid has the following details to be keyed in.

Manufacturer :

Will be updated once the model is selected

Model :

Selection of model through display box. All the active models from the Brand masters will be displayed.

Color :

Choice of color for the model can be selected. Display box lists all the colors defined in Colors List.

Wk1 – Quantity of the vehicle for 1^st week of the month

Wk2 – Quantity of the vehicle for 2^nd week of the month

Wk3 – Quantity of the vehicle for 3^rd week of the month

Wk4 – Quantity of the vehicle for 4^th week of the month

MODIFY :

In case the information fed in needs to be modified, this button can be selected. Here one can modify the fed in values. Other than this total receipts of vehicles and quantity of vehicles in transit can be fed in.

Rcvd – Total number of vehicles received during the month

Trns – Total number of vehicles in transit for the month

SAVE :

Clicking this button, will save the information that is being fed into the P.O.

CANCEL :

Will cancel all the transaction fed into the PO.

MODIFY RECORD

· Select the P.O. from the drop down list of P O Number.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

One can modify the records only if it is not locked. These PO can be exported to excel or emailed to the supplier directly. Once it is exported or email, the software prompts for locking of PO. If locked, one cannot modify or delete unless the same is unlocked. This locking facility is being provided for Supervisor.

DELETE RECORD

· Select the desired P.O. from the drop down list of P.O. numbers.

· Click on the delete button to delete the P.O.

PRINT RECORD

This option will print listing of the vehicle purchase order based on the voucher numbers, supplier, date wise or factory wise. It will list the details like PO No., Date, Supplier Name, Model and Week wise segregation of the ordered quantity along with the total.

REPORT

This option will print the vehicle purchase order that is currently selected. This report can be sent to the supplier as the hard copy for dispatching the vehicles.

NOTE : This P.O. option will not update any information, it is only for the information of the dealer to have check on the flow of vehicles.

7.2 Vehicle Purchase:

This function is used for entering the vehicle purchase details. Vehicles purchased by dealer is captured here along with the engine no, chassis / frame no., transporter name and other details. Supplier name, Brand Info, Factory and color will be picked up from masters.

ADD RECORD

Vch No.:

This is auto-generated number picked up from the voucher number setup.

Vch Dt:

This is the date on which the stock arrived, i.e. Date on which the purchase entry is entered.

Invoice No.:

Supplier’s invoice number against which the stock has arrived.

Invoice Dt:

Date on which the invoice was raised by the supplier.

Transporter Name:

This is a running text matter, user can feed in the details of the transporter who has delivered the vehicle.

Truck No.:

Transporter vehicle’s registration number through which the stock arrived.

Supplier Name:

All suppliers defined in Accounts masters will be listed here. Once the user hits Enter key a list of supplier name will appear, user can select the same.

Amount:

The total invoice amount will be updated here. This value includes the vehicle cost, charges, taxes, discounts, etc. This is not an editable field.

This will be the first part of the purchase, later on we will have to feed in the details of the vehicles purchased.

Here again one has to press Add or Delete or Save or Cancel. Once the user selects add, following entries are captured.

Sln:

This is auto-generated field, just for the information of the user to keep track of number of vehicles.

Brand:

All the active brands that are fed in the masters will be displayed here in the drop down list box. One can select the desired brand with the help of mouse or key.

Factory:

User can select the factory name [detail from master] where the vehicle is manufactured.

Engine No.:

Engine number of the vehicle has to be fed in here. This is very important field as this is a key field for history card. So no mistake should be done while entering the engine number and frame number.

Frame No.:

Frame or Chassis number of the vehicle has to be fed in here. This is very important field as this is also a key field for history card. So no mistake should be done while entering the engine number and frame number.

Color:

All the colors defined in master will be displayed here in the list box. Color of the brand that is being purchased has to be selected here.

Prch Rate:

The purchase rate of the brand, will be selected from the brand details. User can edit the same if desired. This cost is vehicle landed cost that includes all the taxes, charges, discounts other that the basic cost of the vehicle.

PDI:

Once the vehicle is purchased, before selling Pre Delivery Inspection has to be undertaken. There is option in the software where the PDI can be entered, once the PDI is entered, this field will be updated. By default it will have value NO. The PDI is discussed in details in the next session.

MODIFY RECORD

· Select the purchase bill by clicking on the voucher number.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select purchase bill by clicking on the voucher number.

· Click on the delete button.

PRINT RECORD

This option will give the list of all the vehicle purchase vouchers. This report can be based on the voucher number or Date or Supplier wise. Again the report can be grouped on supplier name or all suppliers can be selected. Finally the report can be brief, details or list.

REPORT

There are two options here, one is purchase voucher printing and other one is checklist. Purchase voucher print will generate the entire voucher as a hard copy. Checklist will give details of the selected purchase voucher all the vehicle engine number, chassis number, brand and space will be left out for the user to enter the customer name once the vehicle is sold. In case the vehicle is sold, the vehicle sales details can be feed in.

7.3 Pre – Delivery Inspection [ PDI ]:

The service department to undertake the pre-delivery inspection of the purchased vehicles uses this option. Opening stock of vehicles by default will have PDI done status as YES.

Clicking on this menu item will open the following screen,

ADD RECORD

PDI No:

It is auto-generated picked from the setup. This is non-editable field.

Date:

Date on which the PDI is under taken.

Pur. Vch. No :

This is selectable, only those purchases done in the current financial year will be listed in the dropdown list box. User can select the desired purchase voucher number. Only those vehicles that are purchased in the selected voucher number will be listed for selection in engine number field.

Date:

This is just a display field, will display the purchase voucher date from the vehicle purchase details.

Supplier:

This is also a display field, will be picked from the vehicle purchase details. The vehicle supplier will be displayed here based on the voucher selected.

Transporter:

This is also a display field, will be picked from the vehicle purchase details. The transporter who has delivered the vehicles will be displayed here based on the voucher selected.

Cr. No.:

Credit reference number of the supplier can be fed in here. This is optional can be left blank.

Date:

Date of the credit reference number.

J C No.:

Job Card number opened for the PDI can be entered here.

Date:

Date on which the Job Card was opened.

Month No.:

As per manufacturer for the internal usage of the manufacturer can be fed.

Date:

Reference Date for the month.

Reg. No.:

Transporters vehicle registration number will be displayed here from the vehicle purchase details.

Engine No.:

The entire vehicle received through selected purchase voucher number will be displayed here. Vehicles for which PDI is already done under the selected voucher will not be displayed again. One can select the desired vehicle by typing or selecting the engine no. All details of selected vehicles such as chassis no, key no, etc will be displayed based on the selection.

Chassis No.:

Vehicle Frame / Chassis no. is displayed based on the engine no. selected.

Key No.:

Vehicle Key no. will displayed based on the engine number selected.

Factory:

Factory name from where the vehicle is purchased will be displayed based on the engine number selected.

Defective:

This is a selective filed, for describing whether the vehicle is defective or not. Here one can select Defective YES or NO.

Parts Value:

Total value of the parts replaced [if any] during the inspection can be fed here.

NOTE : Only if the vehicle inspected is defective, the software will prompt for feeding in the Complaints, Observation and Action taken.

Complaints:

User can select the complaints from the list displayed. All the complaints fed in the masters for PDI will be listed here.

Observation:

User can select the Observation for the selected complaint from the list displayed. All the observation for the selected complaints fed in the masters for PDI will be listed here.

Action Taken:

User can select the Action taken for the selected observation from the list displayed. All the Action taken for the selected observation fed in the masters for PDI will be listed here.

MODIFY RECORD

· Select the desired PDI

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired PDI

· Click on the delete button.

Note : Modify or Deletion of PDI information will be only if the vehicle is not sold or issued to other dealers.

PRINT

This will generate the PDI List undertaken between two dates. One can also take Complaints reported list or else can take the PDI letter to be sent to the parent company.

REPORT

This option will give the user Complaint Feed back report or PDI Register or PDI Report. These reports can be generated between two dates with option of selecting the category and the supplier.

7.4 Vehicle Quotation:

This function captures the data of the customers flown into the dealership enquiring about the vehicle. This data is helpful for the vehicle sales department to improve the sales by tracking the customers who have not purchased the vehicle by taking the pending reports. Reminders can be printed or emailed.

Clicking on the option will open the following screen.

ADD RECORD

Qtn. No. :

This is auto-generated number. This is reference of the quotations issued.

Date :

This is the date on which the quotation is issued.

Status :

This is a updated field. It will have the values Pending, Advance Received and Sold based on the transaction.

Prch Type :

Type of the purchase either Cash or Hire Purchase is stored here.

HP Bank :

If the purchase type is Hypothecation or hire purchase, then the software prompts for the financing bank or institutions. These data will come from masters bank list.

Branch :

This will be displayed from the bank details. Corresponding branch details will be displayed in this box.

Name :

Name of the customer to whom the quotation issued is captured here.

Customer Info

Address :

Address of the customer is captured here. It is a memo filed of 250 characters. Used for printing address labels for reminders.

Phone :

Customer phone number is captured here. This is helpful in calling the customer for the follow up.

Landmark :

Landmarks for locating the address are fed in here. This will be useful to HP firms for geographical location of the customer.

Age :

Age of the customer is being captured here.

Income :

Monthly income of the family is fed in here. This also helps the financing organization to process their papers.

Family Size :

Size of the family is entered here. This is just for information.

Gender :

Stores gender of the customer, helps while printing the quotation.

Buying After :

In case the customer requires some days for deciding, the grace days for deciding is captured here.

Follow up On :

Based on the Bying days, the follow up date will be displayed.

Vehicle Users :

Total number of vehicle users in the home is captured here. This is just to see the number user using the vehicle.

First Vehicle :

Here one can store whether the customer is having any previous vehicles. This can store the value Yes or No.

Prev. Vehicle :

In case the First Vehicle is no, then this field stores the previous vehicle details of the customer.

Test Ride :

This information is whether the customer has taken the test ride of the vehicle. It can have the value Yes or No.

Source :

This is the information about the source of enquiry generated. Means how was the customer enlightened about the model he was enquiring, either from TV ADS or Paper AD or Friend reference, etc. This field is a drop down and the information is seeked from the masters source of enquiry.

Profession :

This stores the information of the profession of the customer. This is a drop down and information flows from Masters profession.

Remarks :

Remarks column for the user to key in any other details of the customer. It is memo field of length 250 characters.

Vehicle Details

Model :

This is information about the model details in which the customer is interested. This will be a drop down of all the active models from the master information.

Mfg Name :

This field will be updated based on the selection of the models by the user.

Cost Details :

Once the model is selected, the cost of the vehicle will be displayed automatically based on the selection of sale type. The sale type can be Showroom, Godown or CSD. All other details such as Selling price, Tax, RTO amount will display based on the selection. Insurance amount, Accessories, H C/ Others, Insurance type and color choices needs to be fed in by the user. Insurance type can be Comprehensive or Third Party. Color will be a drop down of information from the masters color information.

MODIFY RECORD

· Select the desired Quotation

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

Follow up details will appear only in the edit mode. So the details are being discussed here.

Follow up details

Sln :

Will be generated automatically.

Fup_date :

Software will calculate this date dividing the 4 follow up dates with difference of 1 week each.

Remarks :

This is the feedback got from the customer when contacted for the enquiry follow up.

Followed Up By :

Here all salesman information from master employees is listed.

Leaked To :

This will store the value of the customer feed back. If the customer has bought a different model or bought the same model from other details can be captured here. This is again a drop down from the master leakage information.

Qtn closed :

If the qtn is closed or enquiry is dead, can feed as Yes. So this will not appear in pending quotations.

DELETE RECORD

· Select the desired Quotation

· Click on the delete button.

Note : Modify or Deletion of Quotation information is possible only if the quotation is pending.

PRINT

This will generate the the following reports

· Quotation follow up register – is a detailed report of the quotations

· Quotation follow up list – Will list only the name, email and ph no.

· Follow up register – will list all the follow up done for the quotations

REPORT

User can print the quotation on the printer or see the report on the screen. Select the desired quotation and click on the report button, will print the report according to the selection.

7.5 Vehicle Advance:

This function is used to capture the advances paid for the vehicles by the customers. Clicking on this menu item will open the following screen,

ADD RECORD

VAR No :

Vehicle Advance Receipt No, is a unique number allotted to a customer. This will be reference help customer to pay advances again. This reference is also used in vehicle sales information.

Adv Type :

This will store the type of advance, if the customer has taken the quotation, then all his address details, models interested will be displayed automatically and the status of the quotation will be updated.

Status :

This is an updated field and is displayed. One cannot change the same here in this option. It will have the value as Pending initially, if the vehicle is sold will change to Sold and if refunded, will change to Refunded.

Voucher No :

This will be automatically incremented from the setup. This cannot be edited or changed by the user.

Date :

This is the information of the date of receipt of the advance.

Qtn No :

If the advance is against quotation, the software will list all the pending quotation number for the user to select the same.

Model :

The user can select the customers desired model from the dropdown list box. The information will be flown in from the master models data.

Manufacturer :

Based on the selection of the model, the manufacturer details will be displayed. This cannot be edited here.

Color Choice :

Customer choice of the color is selected here from the drop down of colors information from the master color information.

Second Choice :

Second choice of color if the first choice is unavailable, this is also a drop down of color from masters.

Party Name :

Name of the customer who is paying the advance is captured here.

Address :

Address of the customer is keyed in here. If the advance is against quotation, name and address will be picked from the quotation and user can change it if required.

H P Bank :

If the customer is purchasing through finance organization, name of the financing organization is selected here. The bank information created in the master table is listed here.

Branch :

Based on the selection of the bank, the branch is displayed.

Paid Amount :

This is updated as and when the same customer is paying the advance for more than one time. If there are multiple advances fed in for the same customer, all the amounts is summed up are displayed here.

Phone :

Phone number of the customer is captured here.

Payment Type :

This will store the details of the mode of payment i.e. Cash, Cheque or DD.

Amount :

Amount being paid is fed in here.

Bank Details

In case if the mode of payment is Cheque or DD, this will be enabled.

Name :

Bank Name of the instrument, i.e. cheque or DD that is being given by the customer is captured here.

Chq No :

Cheque / DD number which is paid in the advance is captured here.

Date :

Date of the cheque or DD is captured here.

Debit A/c :

If the payment type is Cash, all the Cash accounts will be displayed from the accounts information. In case if the payment type is Cheque or DD, all the bank accounts will be displayed. The user can select the desired account.

Credit A/c :

This will be the party account or vehicle advance account. If the dealer wants details of the customers individually, then can have accounts of all the vehicle customers else will be stored in vehicle advance account.

Due Date :

Vehicle delivery date promised by the dealer to customer is keyed in here.

Sales details :

If the sales is done against the advance, will display the vehicle sales invoice details and the status will change to SOLD.

MODIFY RECORD

· Select the desired Advance receipt

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired Advance receipt

· Click on the delete button.

Deletion of the advance is possible after the same is cancelled.

Note : Modify or Deletion of Advance receipt information is possible only if the receipt is not sold or refunded.

PRINT

User can take the prints between any two desired dates of the following by clicking this button.

· Vehicle Allotment Report – The software will allot the vehicle for the pending advance receipt.

· Advance Booking list – List of all the pending advances

· VAR List – Brief or Detailed List of all pending or sold or refunded advances can be printed along with summary also.

REPORT

This option will print the advance receipt on the printer or the same can be viewed on the screen.

7.6 Vehicle Sales :

This menu item is used to feed in the data pertaining to vehicle sale. All the data required for sale of vehicle including the formalities required by the registration authority is captured.

Clicking on this menu item will open the following screen,

ADD RECORD

Invoice No :

This is auto-generated number, will increment by one to previous number.

Date :

Date on which the invoice is raised is fed in here.

Sale Type :

This will store the type of sale, i.e. Against Quotation or Against Advance of Direct. If against Quotation of Advance, the corresponding information of VAR or Quotation number is allowed to select.

VAR No :

If the sale type is Against Advance, software will prompt for the VAR number. Press enter & software will list all the pending VAR for selection.

Qtn No:

If the sale type is Against Quotation, software will prompt for the Quotation number. Press enter and the software will list all the pending quotations in the display box.

Sale Through :

This will store the details of type of sale, i.e through Counter, CSD [Army personnel], ASC [Sub dealers], HP, Institution or Others. Based on the selection other date is captured which is discussed in details later.

Sales Man :

Sales executive who was instrumental in the sale can be selected here.

Hyp. Bank :

If the sale type is HP, then the name of the financier will be selected here. Press enter once, and then type in few letter of the financier name, software will display the list of all financier matching the keyed in data. Then user can select the same.

Branch :

Based on the selection of the Hyp. Bank, the branch will be displayed.

Customer Name :

Name of the customer for whom the vehicle is sold is captured here. If the sale type is against quotation or against advance, the data will be fetched from the respective information based on the selection. This information will be updated in the history card automatically.

Status :

This will store whether the sale letter is printed or not. If the sale letter is not printed, the status will be pending else will display Sale letter done.

Customer Details

ASC Name :

If the vehicle sold is through ASC, i.e. sub dealer list of all the ASC will be displayed and the user can select the desired ASC name. Vehicle issued to this ASC will be displayed in the engine number selection field.

Father Name :

Father name of the purchaser is captured here.

Address :

Address of the customer is fed in here, if the vehicle is sold against advance or against quotation then this field is updated from the relevant records. This information will be updated in the history card automatically.

Phone :

Phone number of the customer is captured here. This information will be updated in the history card automatically.

Email Id :

Email id of the customer is captured here. This information will be updated in the history card automatically.

RTO Name :

This is place at which the registration of the vehicle is being undertaken. All the data in the place name fed in master information will be displayed, one can select the place name through the display field.

User Profile

Name :

Here the user name of the vehicle is captured. Only for information sake.

Profession :

This will store the profession of the user. This will be drop down of the information from the profession records fed in masters.

Reminders

This is just rendering some service to the customers for sending them reminders and wishers for the birthdays, wedding dated, etc.

Birthday :

Birthday of the vehicle user can be fed in here.

Wedding Day :

Wedding date of the user is captured here to send any wishes.

Insurance :

Insurance validity date is being captured here. If the insurance is valid for 1 year, feed 365 days.

Emission :

Emission under check validity date is being captured here. If the Non-Polluting certificate is valid for 1 year, feed 365 days.

Vehicle Details

Model :

This will be displayed based on the selection of the engine number along with the manufacturer name and the color of the vehicle.

Engine No. :

Selection of vehicle is based on the engine no., press enter once & software will display a data acquisition box, where one can type in the engine no. If the desired vehicle is not sold, it will be selected & other details will appear accordingly. If the vehicle sale is against ASC, then the vehicles issued to the ASC will be displayed and allowed to select.

Chassis No. :

Will be displayed based on the selection of the engine number.

Key No :

Key number of the selected vehicle is displayed here.

Insu. Type :

User can select the type of the insurance undertaken for the vehicle. It can have Either Comprehensive or Third Part insurance.

Acce Bill No. :

Here one can store the details of the accessories bill number. This is just for the reference.

Other Charge

All the details captured here just for information and will not update in the accounts. These entries can be skipped or can be zero.

RTO :

Amount collected for registration charges of the vehicles is captured here.

Insurance :

Insurance premium amount for the vehicle is captured here.

Accessories :

Accessories bill amount, which is charged for the customer, is fed in here.

H/C / Other Charges :

This is other charges or the handling charges if any, to be borne by the customer is fed in here.

Total :

This will be the total of all these incidental charges.

Vehicle Cost

Sale Price :

This is the selling price of the vehicle. This will be displayed based on the selection of the engine number.

Taxes :

Tax amount if any will displayed here based on the selection of the engine number.

Adv. Paid :

This will be total advance amount paid by the customer. This will be displayed automatically and cannot be edited.

Discounts :

If any discount is offered to the customer can be fed in here. This will be printed in the invoice, if the amount is zero will not print any details of the discounts.

Round Off Amt. :

Rounding amount if any will be calculated based on the selection in the setup.

Net Amt. Payable :

The software based on the cost of vehicle less advances and discounts will calculate this value.

On Road Cost :

This will the on road cost of the vehicle and will be calculated by the software. This will be the total of the vehicle cost and the other cost.

Account Details

Payment Mode

This is information about the type of payment made by the customer, i.e. either the customer has paid by cheque or DD or Cash. This is required only if the customer has not paid advance and is direct customer. In case if the customer has paid advance and an account is being created in his name, then select debit and the amount will be debited from his account.

Bank Details :

If the vehicle sale is direct and payment is made in Cheque or DD then details of the cheque/DD are stored here.

Chq / DD No. :

This stores the Cheque / DD number paid by the customer. It is alphanumeric of max 30 characters.

Date :

This stores the cheque or DD date.

Value :

This is amount paid by the customer.

Letter Date :

If the sale is through finance, once the letter is printed, the software prompts for the letter date for printing and the same is stored here.

Bank Name :

This is customers bank name by which the payment is done.

Next six fields are trading accounts that are selected based on the selection in the account setup of the file menu. The user can change this if he desires.

Credit A/c :

The software automatically selects the credit account as vehicle sales account. This is the trading account, which will be updated and posted.

Debit A/c :

The software selects the debit account depending on the payment type, if cash is selected, all cash accounts will be listed and user can select the desired account. Else if the payment mode is Cheque or DD all bank accounts of the dealership will be listed and user can select the desired bank where the cheque or DD is deposited.

Else if the payment mode is Debit, then the debit account will be the account of the customer so that the transaction of the customer is updated and adjust the account to the advance paid by the customer.

Advance A/c :

The software selects the Advance account depending on the selection done in the account setup under file menu. The relevant account will be updated in the book of accounts.

Discount A/c :

If any discounts are offered to the customer, will be updated in the account name selected.

Excess A/c :

Excess amount [if any] paid by the customer and if the same is posted in this account.

Tax A/c :

Tax calculated and paid is updated and posted in this account.

Remarks:

This is an addition column for user to have some notes on the sale of vehicle if any. It can be left blank if not required.

RTO Details

RTO Info :

All the details pertaining to the registration authority is being captured here. Registration numbers [both permanent & temp] will be updated in history card. Rest data can be left blank.

Coupon No. :

This is reference number for the sale of vehicle in the vehicle users manual.

C Note No. :

This refers to the cover note number of the insurance being done on the vehicle. One can feed the cover note number and the insurance cover note can be printed using this.

RC Book No. :

Registration Certificate Book number [if any] is captured here.

S Letter On:

This is updated once the user prints the sale letter. The status field in the vehicle invoice will be updated from pending to Sale letter done. Once the sale letter is printed, cannot be printed for the second time to the printer.

T Reg. No:

Temporary registration number for the vehicle is fed in here. This is used by the RTO people in the dealership for taking the vehicle to the registering authority for registration.

P Reg. No.:

Once the registration formalities are over and the authorities allot the number to the vehicle can be fed in here.

Driver :

Employ who takes the vehicle to registration is being captured here. All the staff will be displayed here and user can select the name. This will be helpful in printing the Form 19 and the register for the same.

LTT Details :

Lifetime tax details are being captured here for printing the report for the registration authority for verification.

D.D.No. :

DD number being paid for the Lifetime tax is captured here.

Date :

Date of the DD being paid for LTT is captured here.

Amt. :

LTT Amount paid is captured here.

Bank Name :

The name of the bank on which the DD is drawn is fed in here.

HP Details :

If the vehicle is under Hypothecation or under lease agreement, then amount paid for HP to RTO people are captured here.

DD No. :

DD number being paid to RTO towards HP is captured here.

Date :

DD date of the HP is captured here.

Amt. :

HP amount for the RTO is entered here.

Bank Name :

The name of the bank on which the DD is drawn is fed in here.

MODIFY RECORD

· Select the desired vehicle sale information

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired vehicle sale information

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of vehicle sale information is possible only if the vehicle sale letter is not printed. User cannot modify the vehicle details such as engine number or frame number.

PRINT

User can take the prints between any two desired dates of the following by clicking this button.

1. Sales Report – Report of the all the vehicle sold with engine number and chassis number will appear can also print the net amount. User can also opt to select ASC wise report with selection of ASC.

2. Invoice – User can generate the invoice copies of desired numbers

3. Salesman efficiency – A report based on the salesman

4. Form 19 – Register for RTO of the FORM 19

5. Vehicle Sales – Other info – Report of other information fed in.

6. Temporary registration – Report of all temp. registration.

REPORT

This option will print the vehicle sales information on the printer or the same can be viewed on the screen immediately when the information is added and saved. Also can take the copy of desired invoice by selecting the invoice number.

1. Invoice – Will print the copy of invoice [selected invoice]

2. Sale letter – Printing of the sale letter, here the software will prompt the date and will be updated in the sales info.

3. Sale receipt – Receipt for the sale of vehicle

4. Delivery Memo – Delivery memo of the sale

5. Temporary Registration – A letter to the RTO authority

6. Insurance Cover note printing

7. Vehicle details – A report of all the information such as battery, tyre and other details of vehicles is generated

8. Form 19 – for registration of the vehicle

7.7 Vehicle Advance Refund:

This is used for refunding the excess amount paid by the customer or else if the customer is canceling the booking of the vehicle.

Clicking on this menu item will open the following screen,

ADD RECORD

VAR No. :

Vehicle Advance Receipt number for whom the amount has to be refunded can be selected here. Once the VAR is selected, all the relevant data is displayed on the screen, such as date, amount etc.

Vch No. :

This is auto-generated number.

Vch Date :

Stores the date on which the amount has been refunded.

Party Name :

Name of the customer for whom the amount has been refunded is displayed here from the Advance receipt details based on the selection of the VAR number.

Payment Type :

Mode of refund, i.e. either by Bank or Cash is selected here.

Amount :

The software will display balance amount pending from the customer here.

Credit A/c :

Based on the selection of payment mode either Bank or CASH, the software will select the bank or cash account relevantly.

Debit A/c :

Will display the name of the account for whom the amount is being paid.

Chq / DD No. :

If the payment mode is bank, the software prompts for the Cheque or DD number through which the payment is done.

Chq/DD Date :

Date of the Cheque or DD is stored here.

MODIFY RECORD

· Select the desired VAR refund voucher

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired VAR refund voucher

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

Will generate the list of all the refunds between two given date with CASH and Bank separately.

REPORT

Will print the refund receipt and one can take the sign of customer on it.

7.8 Vehicle ASC Issues:

This function is used for issuing vehicle to the sub dealers.

Clicking on this menu item will open the following screen,

ADD RECORD

Issue No. :

This is auto-generated number picked from the voucher numbers.

Issue Date :

Stores the date on which the vehicle were issued to the dealer.

Status :

Will have the status of the issue, if the vehicles in the issue are still with the sub dealer the status will be PENDING. Else if the couple of vehicles are sold and few are with the sub dealer will display PARTIAL Else if all the vehicles are sold, then the status will display COMPLETED.

ASC Name :

Press enter once, a display box will be flashed, one can enter the desired ASC or Sub dealer name for whom the vehicles are issued.

Trading A/c Name:

Press enter, and user can select the trading account where the account has to be posted.

Sln :

Displays the number serially once the vehicles are entered in to the issues.

Engine No. :

Press enter once, a display box will be listed. Type in the desired engine number and select the same.

Bat No. :

Battery number of the vehicle is displayed here .

Color :

Color of the vehicle is displayed here on selection of the engine number.

Brand Name :

Brand of the selected engine number is displayed.

RTO :

Will display the RTO charges from master model information to be borne by the customer, user can change the same.

Insu :

Will display the insurance charges from master model information to be borne by the customer, user can change the same.

Cost :

Will display the selling prince of the model from master model information.

Disc :

Will prompt the user for feeding the discount being offered to sub dealers.

Balance :

Will display the difference of the vehicle cost and Discount.

Total :

Total of the balances of each vehicle will be displayed here.

Note : All the vehicles fed in here are displayed in the vehicle sales when the user select the ASC sale and the corresponding ASC name. Once the vehicles are sold, there will be asterix [*] will appear before Sln.

MODIFY RECORD

· Select the desired ASC Issue

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired ASC Issue

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of vehicle sale information is possible only if the vehicles is not sold.

PRINT

Will print the ASC issue register based on the selection of ASC with all the vehicles issued to them along with Issue number, Engine Number, Model and vehicle sold invoice number.

REPORT

This option will print the ASC Issue Voucher in form of a Delivery note on the printer or the same can be viewed on the screen.

7.9 Vehicle Stock:

This function is used to see the stock position of different brands.

Clicking on this menu item will open the following screen,

This option is just information screen, here one can select the model name and check for the vehicle availability along with the color choice.

7.10 Brand View:

This Option is used to view the details of the brands. This will give the information about the brands with price details, color available, etc.

Clicking on this menu item will open the following screen,

8 WORKSHOP

This will trigger the below menu. This module helps one to maintain the transaction of the workshop. Once the data is entered in the job cards, will generate the service reminders, update history cards, etc. Clicking on this menu item will open the following screen,

8.1 Job Cards

In this option, one can feed in the details of the vehicle reporting for the service in the service center. The data captured here will help the MIS department to send the reminder for service follow-ups.

All the vehicle sales data will be reflected here for servicing. If the email ids are captured, the reminders can be sent on email and if the mobile phones are entered, service reminders are generated on the mobile hand sets in form of SMS.

This is one of most important module in the software. This keeps track of the services under taken the vehicles and generate HISTORY CARD along with sending the reminders. There are various modules of data entry in section they are,

1. General – General info of customer

2. Estimate – Estimation of spare parts

3. Complaints – Customer complaints

4. Parts Used – Parts used while servicing

5. Labour – Labour charges incorporated for servicing

6. Claims – Warranty claim details

7. Despatch – Vehicles dispatch details

First 3 modules appear during the creation of the job cards, later modules i.e. from 4 thru 7 are updated. i.e. will appear in modify mode only.

When one selects job cards option from the menu, this screen is flashed,

ADD RECORD

Once the user clicks Add button or F2, the screen displayed on the computer is shown in next page,

Jc No. :

Once the job card is created or Key F2 is pressed, the software prompts for job card series. Selection of series will increments the number based on the series. This is updated in HISTORY CARD.

Jc Dt. :

This is the date on which the job card is opened or the vehicle is left for the service. This is updated in HISTORY CARD.

Sale Type :

Type of sale is either our sale means sold by the dealership else outside sale, which mean sold by other dealers.

History :

This is a button, once clicked will display a box for the user to key in either Registration number, Engine number or Chassis number based on the input the history of the vehicle will be displayed.

Important Tip : Next three fields of data capture is one of the very very important fields in the software. Based on these inputs the software generates various reports. So the user has to be careful and enter.

One should not enter any special characters such as -, *, space, / etc in between the reg. no. or eng. no. or frm / chs no. Once the control is shifted to these fields press enter and a data acquisition box is displayed, type in the required reg. no. or eng. no. or frm / chs no. and press Enter again. If the vehicle is found on the search will display the details in the box and select the same, else press esc and feed the details. This will be treated as new vehicle and a new history card will be opened.

Please make sure that the vehicle is new in the history card, else the history of vehicles cannot be maintained. Also see to it there are no any mistakes such Zero [0] & Oh [O], One [1] & l [small caps L] or any such confusions. These tips will help the software to maintain the correct records.

Reg No. :

This will capture the Registration number of the vehicle. Press enter and the data acquisition box appears, key in the registration number and select the desired vehicle. If the vehicle details are not displayed, means this is a new entry to the history card and hence the data is not displayed. Press Escape Key ‘Esc’ and type in the reg. no. and continue the data entry.

Eng No. :

This will capture the Engine number of the vehicle. Press enter and the data acquisition box appears, key in the Engine number and select the desired vehicle. If the vehicle details are not displayed, means this is a new entry to the history card and hence the data is not displayed. Press Escape Key ‘Esc’ and type in the eng. no. and continue the data entry.

Frm No. :

This will capture the Frame/Chassis number of the vehicle. Press enter and the data acquisition box appears, key in the Chassis number and select the desired vehicle. If the vehicle details are not displayed, means this is a new entry to the history card and hence the data is not displayed. Press Escape Key ‘Esc’ and type in the reg. no. and continue the data entry.

Note : If any one of Registration number or Engine number or Chassis/Frame number is found in the history card and selection is done, all the relevant data such as name, address, model etc including the reg. no, eng. no. and frm. no. are displayed on the screen

Name :

Name of the customer who has left the vehicle for service is stored here.

Status :

Status of the job card is being displayed here. It can be Pending, Closed or Delivered. This will be updated based on the data from other sources flown in to job cards.

Address :

Storing address of the person who is leaving the vehicle for service. This is one of the key field as the service reminders and service updates can be sent to the user.

Phone :

Phone number of the customer is stored here. This is one of the key field as the service reminders and service updates can be informed to the user.

Sale Dt :

Vehicle sold date will be captured here.

KMS :

Kilometers clocked by the user is captured here.

Email ID :

Email id of the user is captured here. This is one of the key field as the service reminders and service updates can be sent to the user.

Model :

Model of the vehicle can be selected from the drop down of the model information from masters.

Key No. :

Key number of the vehicle is fed in here.

Color :

Color of the vehicle from master is selected here.

Job Type :

This is the type of service to be undertaken on the vehicle. This is drop down info box and can have the values of

· Free Service

· Paid Service

· Warranty

· Accident

· Engine Overhaul

· Minor

Note : If the service type is MINOR or WARRANTY, then the next service details are not updated in the HISTORY CARD, Else based on the model information and type of service next service details will be updated.

Ser No :

If the service type is free, then the service number is prompted for. Press enter here, the software displays a box as shown in next page and user can select the desired service.

Coupon No. :

This is also captured only if the service type is free. In case if the free service is accompanied by the coupon number on the service book let can feed in the same.

Team :

Service team can be selected here, the info flows from the master record.

Mechanic :

All the service mechanics belonging to the team is selected here. This is to keep track of who has attended the vehicle for service.

Bay no. :

Service bay number is selected from the drop down list box.

Dealer :

If the sale type is out side sale, then the out side dealer name from the masters is displayed here for the selection.

Bottom display Box:

In this box, the values of the spares used and labour charged will be displayed along with the tax amount and total amount.

Estimate

One can feed in the spares to be used for servicing.

Here the data can be fed in using the buttons, which are self-explanatory.

Sln :

This is the auto-generated serial number.

Code :

Part code of the item is allowed to select once the ADD button is clicked. Type in the part number of desired item and press enter.

Description :

Displays the description or part name based on the selection.

Qty :

Type in the required quantity for estimation.

Rate :

Rate will be displayed from the master info.

Amount :

Amount will calculated and displayed here.

Total :

Total of the entire amount is displayed here.

Complaints

Feeding of complaints, observations, job to be done, action taken for servicing. There are four buttons for data entry, which are self-explainatory.

Sln :

Once the ADD is selected, the number increments.

Complaints :

A data acquisition box appears for the user to feed in the complaints information. Type in the complaint name and press enter.

Observation :

All the observation for the selected complaints will be displayed here.

Job to be done :

All jobs to be undertake for the complaint and observations are displayed.

Action Taken :

This will be fed in only when the job is completed.

Estimate :

Estimation required for the complaint is fed in here.

Total :

Total of all estimates is displayed here.

MODIFY RECORD

· Select the desired job card

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

The data, which is captured during this process, are discussed here. This will not appear in Add mode.

Parts Used

All the spares used during servicing of the vehicles are keyed in here. The spares issuing authority for the workshop will feed this info.

There are four button in the bottom of the screen which helps in feeding the data. These are self-explanatory.

Sln :

This is auto generated number, as and when user adds new spares, will get incremented and if deleted will get decremented.

Product Code :

As soon as one click add, the software prompts of the item code or part number and this field stores the number. Press Enter key once and a box appears on the right hand side of the screen, type in the required part number and press enter. The software will list all the spare parts matching the number, one can select the same using the mouse. In case only one part number matches the keyed in number, the part will be selected automatically.

Product Name :

Once the number is selected, the product name is displayed automatically. If the user likes to select the part using the name, can do so by changing the selection mode to name in the selection box which appears while entering the code.

Tax :

This is the type of the sales tax applicable, i.e. 1^st Sale or 2^nd Sales. If the product is only 1^st sale or 2^nd sale, user cannot select the same, the software displays the same depending on the selection. Only if the tax type is defined as both in the masters, will allow selecting.

Qty :

Enter the quantity required by the mechanics or issued to mechanics.

Foc :

This is an important field, this will store the products, which will be covered under warranty or is issued Free of Cost. Select the respective choice, by default the software will select none. If FOC – Free of cost is selected, it will be dealer burden to bear the cost, in bill the amount will not appear and be zero. If warranty, the purchase price of the product will be posted to Claim details – Amount column.

Rate :

The rate will be picked from the Spare Parts master information.

Amount :

The amount will be calculated and displayed here based on the quantity and the rate.

Total :

Total of all the products will be displayed here excluding the tax amount. Tax amount will be calculated once the spares bill in raised for the job card.

Labour

The works in charge or supervisor will input this information. All the labours created in the accounts master will be displayed for selection.

Sln. :

This is auto generated number. Depending on the user selection, the number is displayed.

Charges :

There are four button at the bottom of the screen for the user to add in the data of the labour charges. Once the user presses Add, user can see a selection box on the right hand side of the screen where one can enter the labour charges. Enter first few letter of the labour charges, all the matching entries will be displayed. One can select the same using the mouse.

Type :

Type of the labour amount created in the master will be displayed. This will be usually Labour Charges only. One cannot change this.

Amount:

The amount fed in the masters will be displayed here, one can change the same if desired.

Total :

Total of all the labour amount is displayed here.

Claims

If the spares are replaced under warranty, then the NDP or purchase price of the spare part is updated here. If there are more than one product, the sum of the same will be updated here.

WarNo. :

This is the warranty number, a reference number which the user can feed in at his will.

War Amount :

This field will have the Purchase price or NDP of the price that is replaced under Warranty only. All the products entered under the warranty are displayed in the warranty register.

Remarks :

User can fed in any special remarks for the warranty replacement if any.

Despatch

Here the software records the time at which the vehicle is bought to the service center, i.e. the time at which the data is fed in and once the bill is raised to the jobcard, will update the spares sales bill and time. All these entries are updated and only actual service start and the user can feed end time and date in.

There is one special button here to close the minor job cards. This button will be visible only to the supervisor user.

DELETE RECORD

· Select the desired job card

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of job card information is possible only if the job card is not billed or vehicle is not delivered.

PRINT

User can take the prints between any two desired dates of the following by clicking this button.

· Job card service Details – Will display service records [previous & next service] detail of selected models and selected service types.

· Jobcard Report – List of all the pending or delivered job cards.

REPORT

This option will print the job card on the printer or the same can be viewed on the screen.

8.2 History Card

This is one of the import options in the software. Once any vehicle is purchased or opening stock of vehicle is fed in the same is reflected here. All the vehicles sold details, PDI done details and service details of the relevant records are kept track here.

There is no adding or edit of data possible here. One can view the records or details of the vehicle by typing in the vehicle engine number or chassis/frame number or the registration number.

Print of the history card can be taken.

8.3 Stock Balance

This option is for the spares department and the service department to check the availability of the spare, their location, price details of desired products.

Here one cannot add in any details or edit the same. Only the data which is stored and updated are viewed based on the selection of the part number or name by the user.

8.4 Quotation

In the service section, user can issued the spares quotation for the vehicle owner if there is a major job or for accident vehicle or for outside mechanics or regular buyers.

If the quotation has to be issued to the accident vehicles, the same can be either issued to customer or the insurance company also.

ADD RECORD

Once the Add button is clicked, the software in this module prompts the user to key in the following details.

Qtn No. :

This is auto-generated number to keep track of the quotation issued to the customers.

Date :

Date on which the quotation is issued is stored here.

Reg No. :

Registration number of the vehicle is fed in here.

Engine No. :

Vehicle engine number is keyed in here.

Chasis No. :

Vehicle chassis number is keyed in here.

Cus Name :

Customer name or owner of the vehicle is captured here.

Address :

Address of the customer is trapped here.

Phone :

Customer phone number is keyed in here.

Total Amount :

Total value of the customer is calculated and displayed here.

Model :

One can select the model of the vehicle left for repair, All the models in the master information is displayed here for user to select.

Color :

Color of the model or vehicle is selected here.

Sale Dt :

Vehicle sale date is captured here.

Insu Comp :

Insurance company under which the vehicle is insured can be fed in here.

Cover Note :

Cover note number of the insuring company can be fed here.

Address :

Address of the insurance company.

Products

Here the entry is similar to the one discussed in job cards. One can refer the same for entering the details.

Once all the data of customer and Insurance Company is fed in, the user can select the details of the spare parts and labour charges.

MODIFY RECORD

· Select the desired spare quotation

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares quotation

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the quotation register print between any two desired dates by clicking this button.

REPORT

This option will print the spares quotation on the printer or the same can be viewed on the screen.

8.5 Spares Issues

Here the spares issued to workshop or damaged products can be fed in. The stock transfer from one godown to another is also fed in here. Else if the stock has to be transformed from First sale or taxable item to Second sale or Non taxable item is captured here.

ADD RECORD

Data that is captured here are,

Isu No. :

This is auto generated number.

Isu Dt. :

Date on which the issue is raised is captured here.

Godown :

Issue of spares from which godown is captured here.

Type :

Type of product which are issued are captured here.

Remarks :

User can feed in the remarks which is of 250 character max.

Products selection

This is similar to job cards products selection. One can go through the same for information on product selection.

MODIFY RECORD

· Select the desired spares issues

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares issues

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the prints between any two desired dates of the spares issued by clicking this button.

REPORT

This option will print the spares issues of the selected one on the printer or the same can be viewed on the screen.

8.6 Spares Receipts

Here the spares received from workshop or stock transfer from one godown to another is also fed in here. Else if the stock has to be transformed from First sale or taxable item to Second sale or Non taxable item is captured here.

ADD RECORD

Data that is captured here are,

Rcp No. :

This is auto-generated number.

Rcp Dt. :

Date on which the receipt is raised is captured here.

Godown :

Receipt of spares to which godown is captured here.

Type :

Type of product which are received are captured here.

Remarks :

User can feed in the remarks which is of 250 character max.

Products selection

This is similar to job cards products selection. One can go through the same for information on product selection.

MODIFY RECORD

· Select the desired spares receipts

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares receipts

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the prints between any two desired dates of the spares received by clicking this button.

REPORT

This option will print the spares receipts of the selected one on the printer or the same can be viewed on the screen.

9 SPARES

This will trigger the below menu. This module helps the store people to keep track of the inventory of the spares. All spares purchases, delivery challans, purchase returns, sales bills and sales returns are here along with the purchase orders.

9.1 Purchase Orders

This will trigger the below screen. Here all the spares required to be order are fed in. There can be purchases fed in against the order also. This is being discussed in next module.

ADD RECORD

Once the user clicks add, the software will display the screen [as in next page] on the screen.

P.O. Type :

This is can be Regular or VOR. VOR means vehicle off road. If there is any PO to be sent for accident vehicles or any other vehicles, which is in service center due to non-availability of spares, can be sent through this type.

P O No. :

The software depending on the previous number generates this. Cannot change during the PO add module.

P O Dt. :

Date on which the Purchase Order is generated is stored here.

Ref. No :

Reference number for the PO can be fed in here.

Ref. Dt :

Reference date for the PO is stored here.

Supplier :

Supplier name for which the PO is to be sent is selected here. Press enter once and software prompts for the supplier name by displaying a selection box, type in the name of desired supplier.

Status :

This will have the status of either Pending, Partial or Complete depending on the transaction. This will be updated based on the Purchases.

Factory :

Factory name from where the spares are being dispatched. Press enter once and type in first few letters of the factory name and select the same.

Locked :

If the PO is emailed or Printed and the order is sent, the supervisor can lock the PO and the same will be displayed here as Locked or not.

Product Selection :

As discussed earlier in Job cards, the products can be selected in the similar way here.

MODIFY RECORD

· Select the desired spares purchase order

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares purchase order

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of spares purchase order information is possible only if the spares purchase order information is pending and not locked.

There are three buttons in the bottom of the screen, which is enabled only for supervisor.

Emailing of PO :

This will email the Spares PO to the email id of the supplier fed in masters in excel format. If the email id is not fed in, will prompt the message.

Exporting of PO :

This will export the Spares PO in excel format and the user can save it.

Locking of PO :

Once the PO is emailed or exported or printed, the supervisor can lock the same so that the parts are not fed in again to the same PO. If desired, the supervisor can unlock the same by clicking the same button.

PRINT

User can take the Po register between any two desired dates based on supplier selection, date selection and PO number selection. The report can be Detailed or Summary.

REPORT

This option will print the Purchase Order on to the printer or the same can be viewed on the screen.

9.2 Purchases

All the spares purchased by the dealership is fed in here. This will update the accounts as well as the inventory of the spares.

ADD RECORD

Once a spares invoice is received along with the spares, one has to feed the purchase so that all the spares received will appear in the inventory. Data recorded here are,

Vch No. :

As discussed in other modules, this is auto generated number.

Vch Dt. :

Date on which the purchase voucher is fed in or received.

Ref. No. :

This can be the reference number to the supplier invoice number.

Ref. Dt. :

Reference date on which the purchase was fed in.

Against :

The purchase can be Direct or Against PO or VOR PO. If against PO, then all the data fed in PO will be displayed here.

Prch type :

Type of payment for purchase, if cash is paid then select Cash else if cheque payment then select Credit.

Tax Type :

Type of spares purchased which can be Taxable or Non Taxable.

Stock Type :

The type of stock being purchased is Good or Bad, and obviously it will be good. Since nobody want bad stock to be purchased.

Supplier :

Select the supplier name from the selection box. Press enter to see the selection box.

Factory :

Selecting the factory similar to supplier name.

Godown :

Select the godown name where the stock needs to be updated.

C Form No :

If the purchase is against C Form, then the C Form number is fed in here.

Status :

If the purchases are returned, then the status will be returned.

Product Selection :

Selection of the spares same as in job cards.

Note : There are two special buttons other than the common ADD, Delete, Save and Cancel in the bottom which are explained here. These two button will change the spare purchase value.

Charges :

If there are any charges or tax applicable on the spares purchased, the same can be fed in here by totaling all the charges. This amount will be added to the purchase price & distributed according to the purchase value.

Discounts :

All discounts in the purchase invoice is fed in here, this will deduct the amount from the purchase value.

Note : If there are any debits and credit notes in the purchase, this should be fed in Accounts details and not in discounts.

MODIFY RECORD

· Select the desired spares purchase information.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares purchase information.

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of spares purchase information will affect the spares inventory, so please be careful while editing. This will change the inventory and stock position immediately.

PRINT

User can take the print of purchase between any two desired dates and also selection of supplier is also at the user end.

REPORT

This option will print the spares purchase information on the printer or the same can be viewed on the screen. Here the information of Short or excess is also printed.

9.3 Purchase Returns

This module is directly dependent on the spares purchases. If an return of spare has to be fed in, then the user has to select the purchase number for the same.

ADD RECORD

Prch Ret No. :

This is auto generate number.

Date :

Date on which the return is fed in stored here.

Ref. No. :

The user can feed reference number here.

Date :

Ref. Date can be keyed in by the user.

Supplier Name :

User can select the name of the supplier in the selection box by typing the name and pressing enter. By default main spares supplier will be listed.

Factory :

User can select the factory name with the help of selection box.

Godown :

Using the selection, one can select the godown.

Tax Type :

It can be Taxable or Non taxable.

Stock Type :

It can be Good or Bad.

Status :

If the returns are cancelled, will display the same here.

Products Selection :

Will display all the purchases for the selected supplier. User can select & enter the returned quantity, which cannot exceed purchased quantity.

MODIFY RECORD

· Select the desired Spares Purchase returns.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired Spares purchase returns.

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the returns register between any two desired dates of his choice.

REPORT

This option will print the spares returns on the printer or the same can be viewed on the screen.

9.4 Delivery Challan

Spares being issued to out side mechanics who buy regularly or to co dealers or others and invoice is being raised on later stage can be fed in here.

ADD RECORD

DC No. :

This is generated by the software.

Date :

Date on which the spares is issued vide Delivery Challan.

Customer Name :

Name of the customer can be selected here by typing their name. All customers fed in accounts masters will be listed here.

Desp By :

This is a text field, user can enter how the dispatch has be done.

Status :

This will store the status of the DC. It can be Cancelled or Billed or Partial.

Godown :

User can select the name of the godown by typing the name of the godown.

L R No. :

If the spares are being sent in transport co, their LR number can be fed in.

Amount :

Total amount of the DC is stored here, one cannot edit this.

Product Selection :

Product selection is same as we do it in the job cards.

MODIFY RECORD

· Select the desired Spares DC

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired DC

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the prints the DC register between any two desired dates.

REPORT

This option will print the DC on the printer or the same can be viewed on the screen.

9.5 Sales

Spares sales are captured in this module. The sale of spare can be against Delivery Challan, Job card or a Counter Sale. All the sales of spares are fed in here.

ADD RECORD

If the sales bill is against job card or against DC, the details of the same will flow from the respective records depending on the JC or DC number.

Bill Series :

Bill series will appear from the selection done by the user at the setup in the file menu option. The user can select the Bill series if one desires to.

Bill No. :

Depending on the previous value of the bill, the number will be displayed.

Date :

The system will take the system date as the bill date, this is the date of the bill raised.

Against :

This is a selectable field, it can have the value Regular, Counter, Job Card, Delivery Challan and ASC.

J C Type :

This will store the JC type or JC Series. User has to select the JC type if the bill is against Job Card.

JC No. :

After selection of the type, the number has to be typed in, the list appears of all the pending jobcards for the matching number. Select desired one.

RW Type :

This will store Retail or Wholesale type of bill.

Mechanic Name :

If the sale is done against outside mechanic, his name is captured here. Later on one can generate a report based on this field.

Disc. :

If any discounts are offered in the spares sales, is fed in here.

CC Type :

This is cash or credit sale. If credit, user has to select the account name from the accounts master which will be displayed here.

Customer Name :

Name of the customer for whom the invoice is raised.

Desp By :

If the sale is to out side city, then the mode of dispatch is fed in here.

Status :

If the invoice is cancelled or sales return are fed in will display the same.

Godown Name :

Name of the godown has to selected here.

LR no. :

If the sale is to out side by transport, then tranporters LR no. is fed in here.

Amount :

Total bill amount is displayed here.

Product Selection

If the bill is against JC Or DC, all the data will come from the respective records, including labour and other charges [if any]. If the bill is direct, then the user has to select the spares as being done in job cards discussed earlier.

Rounding Amount :

This will store the rounded amount based on the rounding setup in the accounts setup option.

MODIFY RECORD

· Select the desired spares sales bill.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired spares sales bill.

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

Note : Modify or Deletion of spares bill is possible only if spares invoice is not returned.

PRINT

User can take the prints between any two desired dates of the following by clicking this button.

· Sales Register – List of sales invoices.

· Spares sales – Group wise sales report.

· Daily Sales Register – In same as sales register with JC no.

· Daily labour register – Summary and detailed labour register.

REPORT

This option will print the spares bill on the printer or the same can be viewed on the screen.

9.6 Sales Returns

Returns of spares against the Spares sales are captured in this module.

ADD RECORD

One can feed in the sales returns of spare parts here. All the sales bill raised which are not cancelled or returned are listed here.

Sales Return No. :

This is displayed from the voucher numbers. One cannot edit this.

Date :

Date on which the spares is returned.

Bill series :

User has to select the bill series for which the returns are fed in.

Sb No. :

User has to feed the sales bill number here.

Sb Dt. :

Sales bill date will be displayed here based on the selection.

CC Type :

The user selects this, it can be Cash or Credit returns.

Stk Type :

This can have the value Good Or Bad stock.

Status :

This will have the status of Cancelled if the returns is cancelled.

Godown Name :

User can select the godown name.

Discount :

If any discounts are offered, the same can be fed in here.

Amount :

The amount of the sales returns after discounts and taxes is displayed here.

Customer Name :

Name of the customer is displayed here.

Product Selection :

Only spare parts can be returned and not the charges or the labour amount can be returned. Products i.e spares sold for the selected bill will be displayed here. One can select the same with the help of mouse.

MODIFY RECORD

· Select the desired spares sales information.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save.

DELETE RECORD

· Select the desired spares sales information.

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the print the sales returns register between any two desired dates.

REPORT

This option will print the sales returns on to the printer or the same can be viewed on the screen.

10 ACCOUNTS

This will trigger the below menu. Here one can enter the various vouchers such as payment, receipts, journals and Dr./Cr. Notes. The receipts to be entered here are all the receipts excluding the vehicle advances.

10.1 Payments

All the payments made to suppliers, expenses or excess advances of vehicles are fed in here. The screen is displayed in the next page.

ADD RECORD

Pay No. :

This is again generated based on the previous transaction. This will be increment automatically and one cannot edit this.

Pay Dt. :

Date on which the payment is done is captured here.

Debit/Payment To :

All the account heads created in master accounts will be displayed here, user has to select the required account head.

Amount :

The amount being paid is entered here.

Type :

This is a selection button, where one can select either Cash or Bank

Credit/Payment By:

All the account heads of type Cash or Bank created in master accounts will be displayed here, user has to select the required account head. If the payment type is cash, Cash a/c’s will be displayed & if Bank all Bank a/c’s.

Narration :

User can type in the required description or narration of the transaction. It is maximum of 250 characters.

Bank Details :

If the payment type is Bank, then the bank details information is prompted for where the user has to feed the following data.

Cheque No. :

This is the cheque number, which is being paid to the party.

Cheque Date :

Date of the cheque is entered here.

Drawn on :

Drawing bank or which banks cheque is paid is captured here.

Payable At :

This is the place at which the Cheque or DD is paid.

Despatched By :

Mode of Despatch of the payment is fed here.

MODIFY RECORD

· Select the desired payments voucher

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired payments voucher

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

· User can take the print the payment register between any two desired dates.

REPORT

This option will print the payment voucher on the printer or the same can be viewed on the screen.

10.2 Receipts

All the payments made to suppliers, expenses or excess advances of vehicles are fed in here. The screen is displayed in the next page.

ADD RECORD

Rcp No. :

This is again generated based on the previous transaction. This will be increment automatically and one cannot edit this.

Rcp Dt. :

Date on which the receipt is received is captured here.

Credit/Receipt By :

All the account heads created in master accounts will be displayed here, user has to select the required account head.

Amount :

The amount being received is entered here.

Type :

This is a selection button, where one can select either Cash or Bank

Debit/Receipt To :

Narration :

User can type in the required description or narration of the transaction. It is maximum of 250 characters.

Bank Details :

If the payment type is Bank, then the bank details information is prompted for where the user has to feed the following data.

Cheque No. :

This is the cheque number, which is being received.

Cheque Date :

Date of the cheque is entered here.

Drawn on :

Drawing bank or which banks cheque is being received is captured here.

MODIFY RECORD

· Select the desired receipts voucher

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired receipts voucher

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

· User can take the print the receipts register between any two desired dates.

REPORT

This option will print the receipt voucher on the printer or the same can be viewed on the screen.

10.3 Journals

All the journal entries are being captured here.

ADD RECORD

Vch No. :

This is again generated based on the previous transaction. This will be increment automatically and one cannot edit this.

Vch Dt. :

Date on which the journal is entered is captured here.

Debit/Payment To :

All the account heads created in master accounts will be displayed here, user has to select the required account head except bank and cash type.

Amount :

The amount being received is entered here.

Credit/Payment By :

All the account heads created in master accounts will be displayed here, user has to select the required account head except bank and cash type.

Narration :

User can type in the required description or narration of the transaction. It is maximum of 250 characters.

MODIFY RECORD

· Select the desired journal voucher

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired journal voucher

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the journal register print between any two desired dates.

REPORT

This option will print the journal entry on the printer or the same can be viewed on the screen.

10.4 Debit / Credit Note

This is helpful for the accounts department for maintaining the accounts. The user can feed the debit note and credit notes received along with the adjustment entries.

ADD RECORD

Type :

This will be either Debit or Credit. If a debit note is received, then enter the same as credit note and vice versa.

Dr. /Cr. No. :

This is again generated based on the previous transaction. This will be increment automatically and one cannot edit this.

Date :

Date on which the transaction is entered is captured here.

Ref No. :

Any reference number which can be fed in by the user.

Date :

Reference date can be fed in here.

Acc. Name :

All the account heads created in the masters will be listed here. User can select the desired account name.

Amount :

Total amounts being debited or credited will be listed here.

Sln :

This is auto incrementing number, depending on the entries will change.

Particulars :

Here again all the account heads will be listed, the user can select the accounts to be credited or debited.

Amount :

This will be actual amount being credited or debited to the heads.

MODIFY RECORD

· Select the desired Dr. / Cr. Note.

· Click on the modify button to enter into modify/edit mode.

· Make the changes and click on save

DELETE RECORD

· Select the desired Dr. / Cr. Note.

· Click on the delete button.

Deletion of the record is possible only after the user cancels the transaction.

PRINT

User can take the Debit notes or Credit notes register between any two desired dates.

REPORT

This option will print the Debit note or Credit note on the printer or the same can be viewed on the screen.

11 REPORTS

Sl	Particulars	Description
1	Vehicles Price list	Will generate the price list of the models in the given order
2	Vehicle Prch summary	Will generate the vehicles purchased details summary
3	Sales Margin	Report of vehicle sales margin model wise will be printed
4	Sales summary	Report of vehicles sales summary
5	RTO Report	Details of Vehicle sales to be given to Registrating authority
6	Stock Report	Vehicle stock report based on the model, Color and ASC wise
7	Tax Report	Report of Sales tax collected [if any] on the vehicles
8	Spares Price list	Price list of taxable & non-taxable items can be printed
9	Stock report	Closing stock report of spares
10	Stock register	Stock register of desire spare part
11	Day Book	Detailed or summary of day book
12	Account Ledger	Printing of Accounts ledger
13	Cash summary	Summary of cash book
14	Day balances	Report of day balances
15	Statement of account	Statement of account for any desired account
16	Receivables	Accounts receivables report
17	Payables	Accounts payable report
18	Sales & Prch statement	Sales and purchase statement of spares and vehicles
19	TB	Trail balance as on any given date and is user defined dates
20	P & L	Profit and loss statement
21	Balance Sheet	Balance sheet as on date
22	Customer call letter	Customer call letter for arrival of vehicle
23	Daily jobcard	Job card report on daily basis
24	Daily Labour	Daily labour collection report
25	Mechanics efficiency	Mechanics efficiency report for both inhouse and out side mechanics
26	Free service reminders	Service reminders for free services it can be report or address labels
27	Regular service reminders	Service reminders for regular services it can be report or address labels
28	Other reminders	Birthday, Wedding day, emission & insurance reminders
29	Free service register	Report of free services undertaken
30	PDI register	Report of PDI undertaken
31	Daily sales performance	Daily sales performance of the dealership report
32	Month wise stock	Stock report of spares – month wise
33	Weekly stock	Weekly stock report of spares
34	Free service coupons	Report of free services with coupon no.
35	Daily performance	Daily performance of the workshop
36	Workshop performance	Workshop performance depending between any two dates
37	Service followup register	Service follow up register – all services
38	Service shop job register	Workshop report based on the job cards
39	Warranty register	Warranty register
40	Monthly sales statement	Summary and detailed based in ASC, Institutional and locality wise
41	Monthly service report	Total services undertaken report - Summary and detailed
42	Stock details report	Report of spares stock of dealer

12 HOUSE KEEPING

All the options in this module should be used only if the accounts are not tallying or the stocks aren’t showing correct figures. While undertaking these processes, the software should not be used by any other users.

12.1 Day Close

This is used to update all the transactions to the respective account heads and the stocks for the desired date.

12.2 Re-Write Books

This option is used to rewrite the ledgers such as accounts and stock from the account year opening.

12.2.1 Account Ledger

This option is used to rewriting of the accounts ledger from first day of the accounting year till the last transaction of the year.

12.2.2 Stock Ledger

This option is used to rewriting or posting of all the stock transactions from first day of the accounting year till the last transaction of the year.

12.2.3 Accounts Master

This option will post all the year opening balances of the accounts to the accounts ledger.

12.2.4 All

This option is used to rewrite all the master entry and the transactions of the spares, vehicles and accounts from first day of the accounting year.

12.3 Close Year

This option has to be used once the data has been backed up on good reliable source. This option will close the currently operated financial year and open a new financial year. Once this process is complete, the user cannot feed any entries for previous year. All the transactions will be closed and all closing balances of accounts, spares stocks and vehicle stocks will be transformed to opening balances.

12.4 Change Year

This will change the accounting year to the user-desired year. Later on the user cannot feed the entries for old year, only current year entries will be stored.

13 UTILITIES

13.1 Letter Writing

A small letter writing utility which helps the user to have his documents in the software which can shared.

14 LICENSE AGREEMENT

ZIAC Softwares Licenses the Wheelz – Automobile Dealership Software for Windows to you only upon the condition that you accept all of the terms contained in this license agreement. Please read the terms carefully before signing this license, as signing the license will indicate your assent to them. If you do not agree to these terms, then Ziac Softwares is unwilling to license the software to you.

LICENSE AND WARRANTY:

The Wheelz software is the property of Ziac or its licensors and is protected by copyright law. While Ziac continues to own the software, you will have certain rights to use the software after your acceptance of this license. Except as may be modified by a license addendum which accompanies this license, your rights and obligations with respect to the use of Wheelz software are as follows.

1. Use one copy of the software on a single computer or a single Local Network; if the media which you are to receive contains more than one version of the software and/or multiple software titles, you are only licensed for one version per software title contained on the media [you may not make copies of different versions] and you may not transfer such other version to another person or allow another person to use such other version;

2. After written notice to ziac, transfer the software on a permanent basis to another person or entity, provided that you retain no copies of the software and the transferee agrees to the terms of this agreement;

and

YOU MAY NOT:

Copy the documentation, which accompanies the software; Sublicense, rent or lease any portion of the software; Reverse engineer, decompile, disassemble, modify, translate, make any attempt to discover the source code of the software, or create derivative works from the software

LIMITED WARRANTY:

Ziac Softwares warrants that the media on which the software is distributed will be free from defects for a period of sixty (60) days from the date of delivery of the software to you. Your sole remedy in the event of a breach of this warranty will be that Ziac Softwares will, at its option, replace any defective media returned to Ziac Softwares within the warranty period. Ziac Softwares does not warrant that software will meet all your requirements or that operation of the software will be uninterrupted or that the software will be error free.

The above warranty is exclusive and in lieu of all other warranties, whether express or implied, including the implied warranties of merchantability, fitness for a particular purpose and non infringement. This warranty gives you specific legal rights. You may have other rights, which vary from state to state.

CUSTOMIZATION AND SUPPORT:

Any customization to be done to the software should be informed to Ziac Softwares by an authorized person of the company in writing only. Depending on the requirement an approximate time schedule will be put forth. The cost of the customization should be borne by the Client only. Ziac Softwares will under no circumstances agree for customization to the software which changes the structure/design of the package.

In the event of client requiring support of Ziac Softwares Customer support personnel to visit the client premises, the cost has to be borne by the client. The support costs are per Man Day (including the traveling time) apart from Traveling, Lodging and other incidental expenses.

DISCLAIMER OF DAMAGES:

Regardless of whether any remedy set forth herein fails of its essential purpose, in no event will Ziac Softwares will be liable to you for any special, consequential, indirect or similar damages, including any lost profits or lost data arising out of the use or inability to use the software even if Ziac Softwares has been advised of the possibility of such damages.

In no case shall ziac software’s liability exceed the purchase price for the software .The disclaimers and limitations set forth above will apply regardless of whether you accept the software.

Ziac Softwares is in no way responsible for the kind of information entered or results obtained from the software.

GENERAL:

This agreement will be governed by the laws of India and subject to Bangalore jurisdiction only. Should you have any questions concerning this Agreement, or if you desire to contact Ziac Softwares for any reason, please write:

ZIAC SOFTWARES

#5,⁴TH CROSS, EAST LINK ROAD,

A STREET, FIRST FLOOR,

MALLESWARAM, BANGALORE-03.

Ph. 080 – 2346 9659 / 2331 5464.

Email : info@ziacsoft.com

15 BACKUP AND RESTORE PROCEDURE

Wheelz data backup procedure

Open query analyzer i.e. in desktop icon will be their double click on it and type the login name as a wheelz and password Ziac. While taking backup or restore, wheelz sotware should be not in use.

Click on file open and and select the backup.sql file from wheelz folder i.e. where the software is installed.

This file contains the following lines.

use master

if exists (select * from sysdevices where name='wheelz_backup')

begin

exec sp_dropdevice wheelz_backup,delfile

end

DECLARE @name varchar(100)

SELECT @name = 'C:\MSSQL7\Data\WHEELZ_backup-' + rtrim(cast(year(GETDATE()) as char)) +

right('0'+rtrim(cast(month(getdate()) as char)),2) +

right('0'+rtrim(cast(day(getdate()) as char)),2) + '.dat'

select 'Backup up database to physical file name ' + @name

exec sp_addumpdevice 'disk','wheelz_backup',@name

Backup database WHEELZ to WHEELZ_backup with stats

USE WHEELZ

USE MASTER

EXEC sp_detach_db @dbname = 'WHEELZ'

EXEC sp_attach_db @dbname = N'WHEELZ',

@filename1 = N'C:\MSSQL\Data\WHEELZ.mdf',

@filename2 = N'C:\MSSQL\Data\WHEELZ_LOG.ldf'

USE WHEELZ

DBCC SHRINKFILE (WHEELZ,1)

DBCC SHRINKFILE (WHEELZ_LOG,1)

The backup with .dat extension will be created in the folder by name C:\MSSQL7\Data\WHEELZ_backup If you take backup on 01/08/2004 the backup file name will be the WHEELZ_backup-20040801.dat the format of date will be YYYY/MM/DD

Then press F5 to execute this command. After execution a message is shown below stating Query batch completed.

Wheelz data restore procedure

Open query analyzer i.e. in desktop icon will be their double click on it and type the login name as a wheelz and password Ziac, a screen similar to backup screen will open.

Click on file open and and select the backup.sql file from wheelz folder i.e. where the software is installed.