The After Sales DOC report is normally run by a Timed Operation to give an overview of the daily sales activities that take place in the parts and service departments, and an indication of business and profitability levels. The report is derived directly from invoices and credit notes within the parts and labour log files. It is designed more for operational management than as an accounting analysis. It cannot be directly reconciled to the End-of-Month accounts because it does not take into account Work-in-Progress or adjustments entered into the accounting system. Therefore, it can only be viewed as a snap shot in time or a trend analysis.
Note: The DOC report is normally printed each day, for each branch, and then given to the department head for reference. In this way, it is much easier to track and identify any large anomalies for the previous day, than to try to track a problem weeks or months after the event.
When run as part of Timed Operations, the report covers the whole of the current trading period for each department. (The start date is defined as the first day of the current calendar month, and the end date as today's date.) If the report is run manually, you are prompted for a date range. The dates must be within 35 days of each other, allowing the maximum of a 5-week accounting period. The default date range is month-to-date.
This program allows you to produce three types of report for the current company:
Note: An After Sales DOC - All branches program is also available that gives you the choice of producing the report for the current company or all companies.
To produce an After Sales DOC report:
The POINT OF SALE menu is displayed.
Select the Reports & enquiries option.
The SO REPORTS AND ENQUIRIES menu is displayed.
Select the After sales DOC option.
The Generate Daily Operating Controls form is displayed.
Enter a Start date and End date.
Select one of the following radio buttons:
Click the Generate button.
The report is printed to the currently selected printer and you are returned to the SO REPORTS AND ENQUIRIES menu.
This is a single report on parts activity divided into three sections:
In all three sections of the report, the figures are rounded to the nearest pound, so it is possible to see a minimal rounding error in the total line.
The first section of the parts report summarises, for each day of the selected date range, the number of invoices and turnover breakdown for each department. If both invoices and credits exist for the date in question, two lines are displayed. The first line shows the invoice. The second line shows the credit note and loss of profit on the credit note.
For each day of the reporting period, the following details are summarised on the report:
Date
Number of invoices or credits produced in the reporting period
Value of parts (turnover) for the three main departments. (The report defaults in the first three departments entered in the Department codes field on the Main tab of the POS parameters). Normally, P (counter sales), W (parts invoiced through service jobs) and B (parts invoiced through the bodyshop).
Value of parts (turnover) for other departments, excluding any sales of type I or W because these are perceived as internal or warranty sales, and therefore would distort the gross profit figures.
Total net value (turnover) of invoices and credits
Profit amount (sales minus cost of sales)
Gross profit percentage
The sales value for sales types I (Internal), W (Warranty) and Z (Stock adjustments).
Total cost of sales
Purchase value
The purchase value minus the total cost of sales.
The VOR loss which is defined as the difference between today's purchases on stock order terms and the actual value paid, i.e. what was paid above stock order terms if parts were purchased by other means, such as from other dealers or VOR purchases.
The first pick ratio which indicates the number of requests that could be fulfilled directly from stock and not backordered or recorded as a lost sale.
The second section of the parts report breaks down the current day's values and total turnover for all sales, and is categorised by salesman. For each salesman, the following details are summarised on the report:
Number/name of the POS operator that produced the invoice
Values for the current day (TODAY) and TOTAL reporting period (the period to-date), as follows:
Retail value of parts
Net value of parts
Note: The retail and net values only differ if a discount is applied to the line.
Cost value of parts
Profit amount
Gross profit percentage
The third section of the parts report gives the same figures as the Salesman DOC section, but is broken down by the type of customer to whom the parts were sold (sales type). This information comes from the WIP which in turn is populated from the customer's Sales Ledger account record. Examples of sale types may be R (Retail), W (Warranty), I (Internal), F (Fleet), etc.
For service activity, a separate report is produced for each department which is divided into two sections:
The line summaries for labour are not as detailed as those for parts but are designed to give the same kind of operational guide for the days' activities. Additionally, the report breaks down invoiced sales by technician, listing the performance of actual time taken against time invoiced, which introduces an element of technician efficiency reporting.
Note:It is not usual for the Parts department to make labour sales, so the values in the two sections for the Parts department are normally zero.
The first section of the labour report summarises, for each day of the selected date range, the number of invoiced jobs and turnover breakdown for each labour code used on the WIP labour lines. For each day of the reporting period, the following details are summarised:
Date
Number of invoiced jobs covered in the report
Labour rate codes used on the WIP labour lines. (These codes normally relate to the type of customer for whom work was done, in the same way as the sale codes used on the parts DOC.) The labour rate code is primarily controlled by the customer's AR account. Under each applicable code, is the rounded value invoiced in the period.
Total value of labour
Average value per job
The second section of the labour report shows hours rather than invoiced values, and is broken down by the technician number recorded on the invoiced labour lines. As the Autoline system allows the actual time taken by the technician as well as the hours invoiced to be recorded on each labour operation, this section details both of these times (taken and allowed), and expresses these figures as a percentage efficiency. For example, if the technician worked twenty hours (taken) and invoiced forty (allowed), his efficiency would be 200%. These figures are printed firstly for the main franchise and then for the other franchises (Oth-Frn). Again, this is firstly for the current day, and is then repeated for the whole period covered by the report.
This is a combination of the parts and labour reports. The parts report is printed first followed by the labour report.
The Generate Daily Operating Controls form is displayed when you select the After sales DOC option on the SO REPORTS AND ENQUIRIES menu. From this form you can produce a parts report, a labour report, or a parts and labour report.
Start Date: Enter the start date for your report.
End Date: Enter the end date for your report.
Note: The dates must be within 35 days of each other, allowing the maximum of a 5-week accounting period.
Select one of the following three radio buttons to specify which type of report you want to produce:
Parts: Produces a Parts report.
Labour: Produces a Labour report.
Parts and Labour: Produces a Parts and Labour report.
PUSH BUTTONS:
Generate: Prints the report to the currently selected printer.
Exit: Returns you to the SO REPORTS AND ENQUIRIES menu.
After Sales DOC - All branches
