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Blue Print Protocol for Exclusive Auto’s/Ayoba Premium
As far as possible each floor manager must road test their direct purchases as well the trade in vehicles. Only when in doubt the assistance of MJ must be called in.
The floor managers are all responsible to ensure that each vehicle to be tested must have a completed test drive evaluation sheet. This test drive sheet must be filled in fully as per many examples placed on Sales machine Whatsapp group. The standard must be kept to the standard as per Sales Director.
This sheet must be kept for safekeeping until the deal is finalised.
When the vehicle is officially brought into stock the following procedure will be followed:
Manager to compile cheque requisition
TIV to be fully completed and signed by all parties
Declaration of seller to be fully completed and signed by all parties
Proof of address
Pictures of the vehicle, spare wheel and tools and damages were applicable
Copy service history
It is very important to always try and get the copy of invoice on the last service done and to also add it to the test drive sheet as well as copy in the file. By doing this we would find out what was done on the previous service. Some of that work carries a warranty and some work might have been declined by the previous owner and then we can consider that.
Copy test drive sheet with the name of the person who the vehicle has been allocated to
And a Vat 264 Document
Ps. Please note the above is for private individuals, there are different documents needed when it is on company name and dealer buy outs. The examples have been forwarded to you.
A picture of the test drive sheet, the vehicle and a short description of the vehicle must be placed on the sales machine Whatsapp group by the relevant manager and the nominated sales person to come and collect the vehicle.
The completed documents, keys and books must be handed to Drikus.
(Same procedure to be followed for Trade in Vehicles and must be noted on Drive sheet with sold vehicle’s stock number.)
Drikus will bring the vehicle into stock as described on Test drive sheet, if test drive sheet is not completed as per MY standard, he will NOT bring it into stock.
Christelle will immediately take pictures (If vehicle is clean) and vehicle will be loaded on the web.
Adele will open the file for the vehicle and give to Drikus.
(Drikus will give a copy of the Drive sheet to Pdi )
The sales person / Manager needs to collect the file from Drikus.
The sales person who the vehicle has been allocated to must go through the vehicle and double check the test drive sheet and notes to be made if something was missed.
It is the duty of the sales person to ensure that the pictures of the vehicle have been taken for web advertising before vehicle is sent to the floor.
It is the sole responsibility of the allocated sales person to ensure his vehicle is physically being advertised on the net and that the advertised retail price is correct and all extra’s like correct year model, leather seats, one owner, winch and something like maintenance plan has been mentioned.
The sales person must make sure the vehicle gets a Pdi within one day. The Pdi process involves adding backing plates and rear window stickers as well permanent license disc holders.
Estimation for possible repairs needed will be attended to by Willem and MJ with the floor manager or myself for approval.
The order for this estimate of repair must be done by the floor manager and Willem needs to check if the amount on the order approved correlates with the estimate on the repairs needed. If the manager does not want to repair a certain item, it must be marked on the estimate and the manager to sign off. No work can be done without this signed off order by the manager. Costs for not adhering will be for the account of the department guilty.
Willem will do the invoicing of the workshop repairs.
Any order made MUST be signed off by the floor manager or me. If not done so any order made will be for YOUR account.
A copy of the completed job card, invoice and signed of order must be taken to Wilma (Exc2, Exc 3 and Ayoba), Andrea (Wholesale) and Evenne (Ex1) for allocating in the deal file. It must be marked on the payment check sheet.
These complete documents must be filed on the deal file of the vehicle by Wilma (Exc2, Ayoba and Exc3), Andrea (Wholesale) and Evenne (Ex1). An entry on the allocated inside of the deal file must be made in pen.
Wilma, Andrea and Evenne must then make a copy of the invoice and be placed in the payment allocated file. This file must be send to Evenne once a week for payments. Urgent payments can be arranged with Evenne.
The same process to be followed with any other creditor.
The vehicle must be returned to the original sales person fully reconditioned. It is the allocated sales persons duty to keep track of the progress of his vehicle and must also double check that all recon has been done and for cross reference. The sales person must also check that backing plates, window decal/sticker and permanent license disc holder is fitted. The sales person must go and do physical road test with the vehicle.
Vehicle is now floor ready.
Managers to check and compare their advertised pricing weekly and amend according to market.
Floor managers to do daily stock taking and keep print outs in a file for audit purposes.
Stef and Andrea will do daily stock taking of all Absa floorplan vehicles as well and printouts will be kept for floorplan visits as well any audits.
Leads received will be forwarded via the leads system. Adele will keep track of this and if your standard is below average you will not receive any leads until you are up to standard. I am available at ALL time for coaching and assisting.
Every sales person must ensure they use the ABSA floorfin app scanning the driver’s license of the potential buyer when going for test drives. This is compulsory, failure to do so will result in disciplinary actions against you.
Sales people must put on the Whatsapp group any possible deal they are currently working on.
OTP’s to be made by the sales person and must be signed off by a manager before given it to any customer. No vehicle can be invoiced without a signed off OTP by manager. F&I managers MUST ensure this is done.
No holding deposit will be accepted without a fully completed and signed OTP by all relevant parties.
Any cash deposit above 25k MUST be declared through Evenne. Copy of ID and proof of address must be available.
The sales person who is busy selling a vehicle must ensure that all the processes has been followed and that he inspects the vehicle himself and ensure all is in good order as per above. He must make sure the vehicle has fsh, spare keys, tools, spare wheel, oil and water levels correct, tyre pressure correct, roadworthy done, pdi done. He must also road test the vehicle himself before delivery. If the vehicle has been standing for a long time, he must arrange for a quick pdi for double checking.
Only the manager of the floor will make the invoicing for the vehicle sold.
Vehicle being delivered by sales person and picture of vehicle sold to be placed on the sales machine Whatsapp group.
(a Consent form to be signed by Customer for Marketing purposes)
It is the responsibility of this sale person to ensure the vehicle which has been sold is removed from the web advertising.
The NCO must be completed with every single transaction and on date of sale and handed in with Wilma (Exc2, Exc3 and Ayoba), Evenne Exc1 and Andrea (Wholesale) to ensure that any e-toll or fines be transferred to the new owner while the registration process is still in process.
It is the duty of the sales person to ensure the vehicle gets registered and licensed immediately.
The standard of the completing the blue registration forms must be 110% and as per protocol.
Once the vehicle is sold the manager must ensure that all costing and profit balance with what is on file and on the system and that the File is complete as per protocol and fully signed by ALL parties.
It is the duty of the sales person who have done the trade in of the vehicle or the direct purchase where there are settlements involved must have a copy of the settlement letter and proof of payment handed to Wilma (Exc2, Exc3 and Ayoba), Andrea (Wholesale) and Evenne (Exc1) to ensure they follow the process (Through Yolandi and Vanessa) in obtaining the original natis from the bank.
Wilma regularly send e-mails with an updated list of outstanding natis documents. Andrea and Evenne to do the same please.
Wilma (Ex2, Ex3 and Ayoba), Andrea (Wholesale) and Evenne (Ex1) must ensure that each deal file has a copy of the dealer stock as well the copy of license and registration of the new customer in the deal file.
No sales person may remove any documents from any deal file.
No sales person can take any vehicle deal file without the physical presence of Wilma (Exc2, Exc3 and Ayoba), Andrea (Wholesale) and Evenne (Exc1). The deal files must not leave their office, you can make a copy of what you need.
A fully Completed file must have the following:
* A signed OTP by ALL parties
* A signed Invoice by ALL parties
* A signed and full completed Handover checklist
* A signed and a fully completed delivery document
* A clear copy of proof of address
* A clear copy of valid driver’s license (front and back)
* A clear copy of valid ID document (front and back)
* Copy of registration document of the purchased vehicle
* Copy of the license document of the purchased vehicle
* Proof of deposit where applicable
* Proof of full payment where applicable / Finance Remittance
* All relevant F&I documentation
* The original buy-out documents of the vehicle sold with the POP, Vat264 and copies ofprev. owners Natis.
* All the signed documents of the trade in vehicle where applicable
* Copies of Trade in vehicle documents clearly marked Trade In.
Daily reconciliation of the different floors needs to be done before ten every day for the DOC to be updated. This is the function of the departmental managers.
THE MOST IMPORTANT POINT OF THIS DOCUMENT IS THE FOLLOWING: THE SALES PERSON AND/OR MANAGER WILL FORFEIT THE DEAL AND THE PROFIT ON ANY DEAL WHERE THE PROCESS ABOVE IS NOT COMPLETELY FOLLOWED.
Quentin - Sales Executive
Email : firstname.lastname@example.org
+27(ZA)12 335 6078
Shaun - Sales Executive
Email : email@example.com
+27(ZA)12 335 4422
Pierre - Sales Executive
Email : firstname.lastname@example.org
+27(ZA)12 942 3560
MJ - Workshop Owner
Email : email@example.com
+27(ZA)82 941 2378
Marcaux - Sales Executive
Email : firstname.lastname@example.org
+27(ZA)12 942 3567
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