automobile erp

Objective 

To provide the complete business / technical solution for all the activities of a Two / Three Wheeler Automobile Dealership. An automobile dealership deals with the Vehicle Sales, Spares Sales and Servicing of Vehicles. Primary objective is to help the management by providing the info about the business at various levels and to pass the required data to the manufacturer to enable data analysis on a daily basis. The business info shall be drilled down from a macro / consolidated level in to any micro / transaction level. Secondary objective is to help the operators thru easy transactions as it happening in front of the customers. The architecture of the system is designed in such a way that, the business flow and the technology merged together to achieve the ultimate goal of customer satisfaction. 

Technology 

Automobile ERP is developed with VB.Net as front end tool with SQL Server as the backend DB. 

Coverage 

Based on the physical classification of the business, Automobile ERP classified into four individual modules as, Vehicle Purchases & Sales, Spares Purchases & Sales, Service and with an Integrated Business Accounting Module. Each module is independent in terms of execution but in terms of an integrated environment each module will have its own information sharing to the other module based on the requirement. 

Vehicle Purchases & Sales

Primary transaction flow starts with, Vehicle Order to the manufacturer -> Vehicle Supplier Invoice / GRN Entry -> PDI Entry (Pre-Delivery Inspection of the Vehicle) Vehicles are being kept at stock with a flag 'Ready for Delivery' if it passed the PDI or flagged as 'PDI Not Ok' and sent to service shop for correction work. 

Secondary transaction flow starts with, Customer Enquiry -> Vehicle Booking -> Vehicle Allotment -> Accessories Fitment -> Vehicle Invoicing -> Regn. & Insurance -> Delivery Once the Customer booked the vehicle by paying a advance amount, the Primary & Secondary transaction flows are connected with the flagging of Customer against the Vehicle. The status of the Customer got changed into 'Vehicle Allotted' and the status of the Vehicle got changed into 'Allotted to the Customer'. 

Navigation of Information available at any point of time to enquire the Model / Color wise Vehicles in Stock & the list of Customers waiting for the Allotment of vehicles after Booking. 

Spares Purchases & Sales

Primary transaction flow starts with, Spares Order to the manufacturer -> Spares Supplier Invoice / GRN Entry -> Stock Transfers to different feeder counters.

  • Counter Sales
  • Sales Order from Local Spare Shops / Sub Dealers -> Spares Pick List Preparation -> Spares Invoicing -> Despatch
  • Service Jobcard Entry -> Spares Request for Jobcard -> Spares Issue to Jobcard -> Service Invoicing

ERP facilitates with a Complete Stock Management Mechanism with, ABC & XYZ Stock Classifications, Minimum-Ideal-Maximum Stock holdings which can be defined with customized configurations. All the above settings can be defined individually for each of the Sales Channels or Cumulatively. 

Navigation of Information available at any point of time to enquire the Model / Color wise Spares Stock & the list of Customers waiting for the Supply of Spares. 

Service 

Vehicle Servicing is one of the vital activity of an automobile dealership. The source of vehicles coming for service normally classified into two as, Vehicles Sold by the same Dealer and Sold by other Dealer. The Customer Information of the service vehicle has to be captured for Others Sold Vehicles and the Service History will be maintained for those Vehicles also from that point onwards. The transaction flow of a Service shop will be as, Jobcard Creation -> Complaints Recording -> Mechanic Observations Recording -> Spares Request -> Spares Issue to Jobcard -> Job Completion ->Spares & Labour Invoicing Consumption of Spare parts to Service Vehicles are monitored under a separate channel. 'Cash', 'Warranty' and 'free of Cost' are the mode of issues followed. The mode 'Cash' will be charged from the Customer, 'Warranty' is Free for the Customer under certain conditions (First One Year or 50,000 KMS which one occurs earlier and varies across vehicle models) and will be replenished by the manufacturer and 'Free of Cost' is the one which will be absorbed by the Dealer on Goodwill. 

The Service History of the Vehicle will have the details of Spares Issued along with Issue mode and the Jobs done during each service so that the durability and life of each Spare part / Job can be easily monitored. 

Accounts 

All the Financial Transactions created across the modules are getting posted in Accounts based on the GL / SL (General & Sub Ledgers) defined. The definition can be done, as per the wish of the Dealer during the configuration of the system. DMS Accounts follows Double Entry System with 3-Tier GL Hierarchy. The basic Chart of Accounts provided to match the common business requirements and the user can add / remove the GLs as per his requirement. 

Multi-Company and Multiple Finance year Operations are supported to ease the Accounting procedures. All the statutory requirements are taken care so that the statements required to file the Income Tax, Sales Tax & Service Tax returns can be taken along with the regular accounting statements like, General Ledgers, Profit & Loss Statement & Balance Sheet. 

Receipts & Payments can be reconciled against the Invoices for both Sundry Debtors & Creditors. The balances of Debtors like, Customers, Sub-Dealers, Other Dealers, Hire Purchase Companies, Exchange Brokers can be monitored with Age wise statements. The same way Age wise statements available for all types of Creditors also.

Budgeting the Expenditure based on the last year/s balances and providing 'Alerts' / 'Blocks' during transactions exceeding the Budget is a special feature available in ERP Accounts. GLs can be classified into Individual 'Cost Centers' and Profit & Loss Account shall be monitored for each Cost Center individually. 


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