Financial Management for Automotive Industry

Fixed Asset Management

This particular functionality is meant to help users acquire an overview of all fixed assets and
provide correct periodic depreciation. The system is also meant to help users manage insurance
policies, and maintenance costs related to fixed assets, post fixed asset transaction, and generate
varying statistics and reports.

Through the system, you may acquire the ability to perform calculations on a number of
depreciation books simultaneously, and then use them for various business processes. This includes
tax reporting under country laws, or internal financial reporting to the headquarters of the
organization.

Human Resource Management

Human Resources happens to be a fully integrated application area that is meant to give users the
ability to register and update employee related personal information. The following features are
offered by the application:
 Employee cards that contain extensive information about employees in a single place
 Absence registration
 Grounds for termination
 Employment contracts
 Reports related to employees
 Confidential information

Taxation Management
You may use the system to conduct automatic calculations of GST amounts for sales, purchases and
imports. Users can run all of the GST related reports, wherein individual tax areas can be set up for
individual customers and vendors. The performed calculations will possibly assist in the calculation
of use tax and tax on tax.

Bank Account Management

The bank account functionality basically makes it possible for countless bank accounts to be
managed. This can be done in not just local, but foreign currencies as well. Additionally, you will
be empowered for the reconciliation of bank accounts within the system with the bank’s statements.
This way, you will be in the position to keep an eye on all bank statements and run through basic
bank reconciliations.

Multicompany Management & Consolidation

Consolidation is a term that is used to signify the combination of the financial statements of two or
more separate companies or subsidiaries into a single consolidated financial statement. The basic
functionality of this features presents a solid consolidation report that can help in the determination
of the total financial situation that will impact the entire group.
Accounting Management & General Ledger
When it comes to the General Ledger, it is meant for financial information to be posted,
summarized and then finally reported. Varying business documents are basically used for the
creation of General Ledger entries. These are typically inclusive of purchase invoices that are
supposed to be produced after each business transaction. We will make it possible for you to gain
immediate access to G/L or General Ledger accounts as well as balances. Please bear in mind that
the G/L Budgets features has the potential to make comparisons amidst actual amounts and
budgeted amounts

Cash Management
Cash management is meant to be used for the management of the organization’s bank accounts. All
of the company’s bank details are contained in the Bank Account Card feature. Here’s what the
users can do on the Bank Account Card:

 Process any and all payments that are received from customers
 Annul a check
 Process payments that are to be made to vendors

Inventory Management
Spare Part Replenishment
The replenishment functionality is meant to help you acquire a basic overview of inventory levels,
along with expected supplies over time. This plays a major role in providing an accurate delivery
date for multiple items. You may make calculations of the item price for specified clients.

Apart from that, basic measurements can be set up. This includes:

 Maximum items in the stock

 Minimum items in the stock
 Delivery time
 Order package amounts or the number of items required for regular delivery
The system can also generate purchase requests on the basis of setup and actual stock information

Warehouse Management
The Warehouse Management System or WMS comes with a number of features that are meant to
offer assistance with the administration of workflow-based internal, inbound and outbound
warehouse activities. It comes packed with extensive warehouse functionality. This includes bin
ranking, calculated picks and moves, cross docking and cycle counting.

The following basic processes are supported by this functionality:

 Item handling for all internal movements, distributions and production

  Receiving items at the ware and making sure that they are available
 Picking and shipping items to customers and other multiple locations
Through the WMS, you can also define options in terms of where and how the items are going to be
received and expedited additionally in the entire warehouse process.

Automotive CRM
The vehicle sales and service CRM offered by Elva DMS comes with a number of operations that
can be used to track interactions with contacts, customers and their vehicles at large. There are
countless CRM solutions in the market these days, but Elva DMS allows for you to segment all
contact database on the basic of vehicle age, brand, and engine type etc. Apart from that, you, as a
user, may target all of your marketing activities on the basis of prospect customer interest or the
vehicles that are currently under use by them. There are countless other function for service CRM
needs that are offered by Elva DMS along with the basic dealership showroom CRM. All of these
functions are meant to help you enhance your sales and win long-term customer loyalty.

Loyalty Management
The system enables its users to formulate individual discount policies for certain clients and client
groups. You can setup discounts for specific items, or item groups within a particular period.
However, for all of your contracted customers, the system allows you to build specific pricelist that
will eventually come to an end when the contract ends.

Contact Management
All of the external entities that you hold business relations with – including customers, vendors and
prospective customers – can easily be recorded in the system as contact. Information on an
organization, or a particular contact at that company can also be recorded. If you make a double-
entry of a particular contact that already exists in the system, the duplicate check function will give
you a warning for the same.

Marketing Management
Users are now given the ability to complete and control all of their marketing campaigns for several
different segments. Details on marketing history can be acquired.

Contacts can additionally be segmented on the basis of common characteristics. These are inclusive
of:

 Contact profiles

 Sales

 Interactions

 Vehicle information
Task Management
All the tasks related to your sales and marketing activities can easily be organized through the
system. To-dos can be created for yourself, whereas you may also choose to assign task to other
users, or groups of users. Automatically recurring to-do lists and activities can also be created,
which may contain of many different to-dos. You may also setup workflows specified tasks.
Furthermore, you can use the system to assign tasks that consist of a number of to-dos to other
users/teams of users, all of which are pre-recorded in the program.

Spare Part Management

Spare Part Sales Management
This functionality allows for you to automatically and/or manually create sales orders. Along with
that, you may even choose to manage prepayment actions, and sell not just stock, but non-stock
spare parts as well. Spare parts can also be transferred between different locations, and price
policies for customers can be set. To serve your clients better, you may even create spare part sales
agreements with them.

Non-stock Item Management

Through the vendor catalogue integration feature, you can easily prevent overloading the warehouse
with spare parts that are not required, or unnecessary. All the parts that you sell, but do not have
stored in the inventory can be registered. You can also set prices for sales and purchase, whereas
non-stock items and their discounts can also be managed.

Spare Part Booking

All existing and future inventory can be allocated to a specific sales order line. This way, inventory
items will be prevented against being used for other purposes. You can automate the entire item
reservation process. Items can also be reserved manually to gain full ownership and responsibility
for the inventory that has been reserved.

Sales Document Management

With Elva DMS salespersons can create offers or quotes based on customer request –copy quote
from other document such as invoice or order. Save unlimited versions of offer and confirm the
chosen one for order.

When creating sales order you can split delivery and post it separately for finance and inventory
data – deliver only the items from stock but missing items will be delivered later. Purchase
department receive ordering request right after sales order is created. Reserve ordered items for
customer in stock so no one can sell them for other customer.
Spare Part Item Substitution
Each spare part can have one or many substituted items. Use this functionality to increase sales and
to a void lost sales. Item of substitution can be a similar spare part but delivered from other vendor
or it can be a spare part with the same characteristics. Link main spare part with items valid for
substitution and allow this functionality in your service, spare part trade, in web shop or for mobile
sales force.

Bar Codes for Spare Part Management

Use barcodes on your warehouse items to minimize mistakes and speed up sales, transfer and
purchase processes. Each spare part can have unlimited barcodes due they are often changed by
manufacturer. Use barcodes when receiving spare part orders. With Elva DMS mobile user you can
use mobile devices such as phones or tablets equipped with the specific barcode scanner or just a
simple device camera. If you are spare part distributor, your mobile sales staff can use mobile
devices at customer stores to prepare delivery order and have customer signature on it without any
paperwork. Barcodes could be used at warehouse to register locations such as shelves to ensure
double control at receiving spare parts or sales processes.

Spare Part Purchase

The purchasing module allows all users through the system to register their individual needs, while
concentrating this information to the central procurement. The feature acquires records via different
system users, departments and locations, and stores them centrally. This includes users like spare
part sales managers and service managers etc. This information can then be used by purchase
managers to designate best orderings or to attain special pricing from vendors. This particular
module additionally comes with acceptance functionalities for instances when it is vital for
purchase documents to be accepted by the higher management prior to being released.

Service Management
Scheduling & Planning
The App Scheduler is a highly interactive online tool that has been designed for mechanic time
registration, customer visit planning, service order management, booking over locations, as well as
to analyze the amount of time actually spent in comparison to invoiced or standard time.

Auto Repair Time Clock

Time clocking makes it easy to measure repair shop efficiency and to make it more profitable.
Register the time mechanic begins, postpones and finishes the job. Use time clocking information to
get full reports on shop efficiency, employee productivity and more. Integrations with manufacturer
catalogues makes everyday repair shop operations even more convenient.

 Easy understandable job lists for technician

 Standard event registration

 Job postponement reason registration

  Workflow and technician performance analysis

 Precise wages and bonuses calculation

 Integrated manufacturer catalogues

 Access from various devices

Vehicle Warranty Management

This functionality is aimed at making it easier to submit vehicle warranty claims to
manufacturers. The system allows the user to conveniently use a single service document to manage
the service work that has been done. Be informed about a service history of the vehicle and the
warranties that are in place at the specific moment in time.
Warranty Management ensures:

 Easy understandable job lists for technician

 Standard event registration

 Job postponement reason registration

 Workflow and technician performance analysis

 Precise wages and bonuses calculation

 Integrated manufacturer catalogues

 Access from various devices

External Service Management

This particular functionality is meant to help you manage outsourced services in an efficient
manner. Not only can you purchase, but even sell external services. This includes cleaning, body
works and window tinting etc.

Service History Management

The system helps you acquire complete control over operations that are to be performed during the
vehicle repair and maintenance process. Information can always be easily accessed via the system
regarding repair and maintenance history of a vehicle. You may also acquire details about vehicle
owner, driver contacts, available mechanics, spare part availability, usage, service plans, and
planned service time etc.

Service Document Management

The entire document creation cycle can be viewed from service quote to service order and
invoicing. The job card, or service order contains every single bit of information required about a
service transaction.

An agreement is setup by the contract management functionality with the customer regarding the
service level that is expected to be delivered. You may also use it for warranty management over
service items and spare parts. Information regarding contract history, contract renewal, and contract
templates is held within this feature. All details on response times, service levels, discount levels,
and service history of each contract can also be recorded into it.

Vendor Item Management

Extensive lists of items from vendor catalogs can be easily managed via this functionality. You may
also use vendor catalogues while searching through the system for a necessary spare part. This not
just saves time, but also prevents the warehouse from being overloaded with spare parts that just
might never come into use. The service manager can also indulge in the creation of a new item card,
which can later be sent to the purchase manager without entering or leaving the system to access a
third party catalogue.

Mobile Device Compatible

Access data from your favourite iOS, Windows or Android device – be it tablet, phone
or other mobile device. Switch your device on the go, during meetings or at home and
access your Elva DMS business data from anywhere. Elva DMS Mobile App gives the
portability and flexibility in casual system use (e.g. approving an invoice or KPI
reporting). Mobile App is touch-optimized that provides fast and intuitive navigation
trough data. Data layout is easy to read and adjusted to any mobile device.