The Vehicle Administration form is displayed.
The main vehicle invoice is usually raised prior to delivery to the customer. The facility to pre-prepare the invoice without printing is available, incase any last minute adjustments need to be made. Ensure prior to invoicing all the relevant paperwork is correct, that all trade-in details, any over allowance and trade-in paperwork is available and correct.
To invoice a vehicle follow these instructions:
Open the vehicle record , you wish to invoice.
Ensure that you are in amend mode, click the 
Click onto the Sales Brief tab, enter the relevant customer record number.
Note: Check to ensure that a customer record number is attached to the vehicle. If no CRM record exists, click on the Ellipsis button this will take you into the CRM customer screen. Search for the customer required.
Enter in the account , to which the person paying for the vehicle (for example finance company.)
A message will appear asking to confirm which address. Choose appropriate.
Enter in the name and address, if not already completed.
Enter the VAT number, if applicable.
Enter the customer account. (Who is the driver ? )
Enter in the name and address.
Note:Use the arrows within the centre of the screen, if the first account matches the customer account. Ensure that a valid account is entered into both account box fields.
Enter the details within the sales details:
Selling location: | Enter selling location. |
Mileage: | Enter the milage.(This is only when invoicing a used vehicle.) |
Customer Order: | Enter customer order number. (if applicable) |
Order Date: | Enter the Order date. (if applicable) |
Sales type: | Enter the sales type. This field if entered incorrectly, will have an impact on the accounts and profit reporting. |
Sales Executives: | Enter the selling sales executives. (availability of up to four can be entered.) |
Est. delivery date: | Enter the date of delivery |
Actual delivery: | The delivery date of the vehicle. (This is a mandatory field and must be completed before the invoice can be printed.) |
Registration number: | Enter in the registration of the vehicle being sold. |
Registration date: | Enter the correct registration date. |
Invoice date: | Enter the date of invoice. |
Click on the specification tab. This will enable you to add any further options required.
To select an option: Select the option required, the double click the option, to add to the main grid.
To edit an option: Highlight the specification line required, then right click select the Amend/Display option.
You have the option to select single or multi specification lines. To select single specification lines, right click, select the option select for invoice.
To select multi specification lines, right click, select the option select all, then click on the field 'set for invoice'.
When all relevant lines are highlighted, click on the finance detail tab. This screen is used to determine how the vehicle is to be paid.
Are there any trade-in vehicles to be created ?
Click here to create a trade-in vehicle.
Right click on the Deposit ref grid, select search deposits, this will show all deposits made to the customer CRM record, this is shown on the sales brief tab. If the in-correct customer number has been selected, deposits will be displayed, but may not match the order. Always ensure the customer CRM number is correct.
Sales Account details: Two lines are shown giving the Invoice account and customer account. The balance owing defaults to the customer account field. This may have to be adjusted accordingly, to match the order form. Once completed you are now ready to print you invoice.
Note: If you have a customer attached to a company and they have different SL accounts in CRM, when you put the customer number on the sales brief and selected the company address, it now pulls the SL account from the COMPANY to put in the Invoice account field.
Tip: Before you finally commit to print, check that all relevant fields are completed and are correct.
Select the 
option, on the icon menu.
Select the document type from the 
if not pre selected.
Select the format ID. (If not already highlighted.)
Check the Invoice account details.
Check the specifications lines and their amounts.
Click OK to print.
You will be prompted with some messages and warnings as follows:
Warning: The users may not receive the message about the MK.extra details if the Customer extra details information is not being used in conjunction with Showroom orders .
Note: If the customer number used has a/or a selection of deposits attached to it, then a message will appear, asking whether you would like to allocate a deposit to the vehicle invoice, you can choose Continue or Allocate, If you choose to continue, then this invoice will produced without a deposit attached, if you choose to allocate, then the deposit form will be displayed allowing the user to attach a deposit to the vehicle.
If the customer record for the selling vehicle is attached to a company you will be prompted with the following message:
Note: There are several fields when producing an invoice which allow you to search, click on the
this will enable the search.
Vehicle Administration links the CRM vehicle record to all three customers on production of the invoice. Which customer will be used in each case will depend on whether the vehicle is nominated as privately company owned when the invoice is produced. The company option is only available if the customer is linked to a company.
If you declare the vehicle as being company owned, the company record to which the customer is linked will check to see if there is a nominated sales and/or after sales customer specified on the details tab and therefore use those customer numbers. If there is no nominated company customer then the link will be to the same customers the vehicle administration attachment. The driver link will always be the same as the vehicle administration attachment.
They contain information relating to whom the vehicle has been sold or who has placed an order for the vehicle.
Credit a vehicle invoice with a trade-in.
Credit a vehicle invoice with a deposit.
What do you want to do?
Open & amend an existing vehicle record.
Push a specification line to Point-of-Sale.
