AutoSales

By Proctor’s Designs

Setup Instructions

And

Manual

AutoSales

By Proctor’s Designs

Setup Instructions

Place your AutoSales Program CD in your CD-Rom drive and the AutoSales Program will automatically start the setup process. If you have turned off the auto start feature you will have to manually install AutoSales Program. To do this simply click on START, RUN, and type in D:\Setup (D = CD-Rom Drive Letter) this will start the setup program. Select all default settings and directory for the AutoSales Program.

After setup is complete you will have a new Program called AutoSales. Go to START, PROGRAMS and find AutoSales. Now place your mouse pointer on AutoSales and you will see 3 Programs for AutoSales:

1. AutoSales: Is for your AutoSales Program.
2. Backup AutoSales: Is for backing up your database. The first time you click on Backup AutoSales it opens a MS-DOS screen saying: Press any key to continue . . . Press a key and then you will be asked: Does AUTOSALESBACKUP specify a file name or directory name on the target. (F = file, D = directory)? Press the letter D and your data will be backed up.
3. Repair and Compact Database: Is for repairing and compacting the database. You must close AutoSales Program before you Repair and Compact it. Do this once a month or so to keep your database defragged.

Select AutoSales and get familiar with the AutoSales Program.

Every AutoSales Program comes with Password Protection. This is to protect your data and my Copyright Protection. Each program and Password is logged into my database showing where all copies were sold.

DO NOT COPY THIS PROGRAM!

Steps to take after setup is complete.

Step 1. Enter Personal Information

Step 2. Enter all your Vendors.

Step 3. Enter all your Vehicles.

Step 4. Enter all your Applicants.

The first thing you will want to do is fill in your Personal Information. This information will then be placed in your reports and other forms you fill out so you never have to manually enter this information again.

Personal Information Setup

When you have all your Personal Information entered click on the box beside Check Box and Click OK When Your Information Is Correct. Once you check mark the box this form will no longer be displayed at start of program. You will be able to edit your information from the Edit Switchboard if your information changes. (see below for exceptions)

You will not be able to edit Business Name or Permit Number. This will be entered in for you when you purchase the program. This is to insure that no one else can use your program you purchased.

The AutoSales Splash Screen

Click on the link proctorsdesigns.com to go to our website.

We have various programs you may purchase or have custom made programs to fit your needs.

AutoSales Main Menu

Add New Applicant: is for entering New Applicant.

Add New Vehicle: is for entering New Vehicle.

Add New Vendor: is for entering New Vendor.

Select Vehicle From List To Sale: is for selecting Vehicle to sale.

Vehicle Inventory Switchboard: is for viewing or printing various Inventory Reports.

Payment Switchboard: is for entering payments made on Vehicle.

Reports Switchboard: is for viewing or printing various Reports.

Edit Switchboard: is for editing Applicant, Vehicle, Vendor and Personal Information.

Return To Main Switchboard: is on all Switchboards to return you to the Main Switchboard.

Exit Auto Sales Program: is for closing the AutoSales program.

Add New Applicant

This form is for Applicant Information. Once Applicant Information is entered you will never have to enter this information again. The database will store all information to be used as many times as you need it.

Add New Vehicle

This form is for Vehicle Information. Dropdown arrow on Purchased From will list all Vendors you have entered for your selection. Select Vendor from the list and the Vendor Number will be automatically entered for you. The program will assign Vehicle Stock Number automatically to assure no chance of Stock Number being duplicated. The Dropdown arrow on Make will list several Makes of Vehicles for your selection.

If you ever Repo a Vehicle you can check mark Repo IT! box and click on Duplicate Record And Edit New Vehicle Record. This will duplicate the Vehicle Information and assign it a new Vehicle Number for you. Then just edit the new Vehicle Information and it’s ready to sale again.

Financed and Trade In is for Reports to let you know what you had Financed and Trade In.

Add New Vendor

This form is for Vendor Information. This will be where the Vehicle Form (see Add New Vehicle) pulls the information for Purchased From. When you enter a Vendor Name then Vendor Number the program verifies the Vendor Number has not been duplicated. If you try and use the same Vendor Number a Warning Box will pop up warning you of the duplication.

Select Vehicle From List To Sale

Click on the Dropdown arrow and all Vehicles that have NOT been sold are listed for your selection.

Vehicle Inventory Switchboard

As you can see you have many useful Reports at the click of a button.

Depending on your monitor size and screen resolution you may have to double click on the blue area (shown above) on the Reports to view entire Report. Also to the right are Minimize, Maximize and Close (X). To close the Reports and Forms click on the X shown above.

Payment Switchboard

Select Vehicle To Enter Payment: is shown in detail later in the manual.

Show All Vehicle Records: lets you scroll thru your records.

Search Applicant By Social Security Number: is to search database for Applicant.

Customer Report: lets you view and print a list of your Customers.

Select Vehicle To Enter Payment

Select Vehicle To Enter Payment is shown in detail later in the manual.

Enter Social Security Number

You can search by Social Security Number to find Applicants Information.

This will also show Vehicle Stock Numbers that the Applicant has purchased.

The format that should be used to Enter Social Security Number is 123-45-6789.

Applicant’s Information and Stock Number of Vehicles purchased.

Reports Switchboard

More Reports at the click of a button.

Late Payment Report is for viewing or printing all payments that are late or due that day.

Payment Receipt is for printing a receipt of payment.

Repo Report is for viewing or printing Repo Vehicles.

Parts And Repairs For The Month is for viewing or printing Parts And Repairs For The Month.

Payments Made For Month is for viewing or printing Payments Made For Month.

The Summary – Enter Dates is for your Weekly, Monthly or Yearly Report to show your exact Expenses and Income.

Edit Records Switchboard

Add Expense To Vehicle: is for adding Expense occurred on Vehicle. Shown on next page.

Edit Applicant Information: for editing Applicant Information. For example: Address, Phone, etc…

Edit Vehicle Information: for editing Vehicle Information.

Edit Vendor Information: for editing Vendor Information.

Edit Personal Information: for editing Personal Information.

When you click on Add Expense To Vehicle from the Edit Records Switchboard a box pops up for you to enter Stock Number of the Vehicle you want to add expense to.

Enter Stock Number Box

This will be used for entering Vehicle Stock Number for various reports and information.

Below is an example for entering Vehicle Stock Number to Add Expense To Vehicle.

Add Expense To Vehicle

Left side of form shows Vehicle Information.

Right side is for Adding Expense To Vehicle. The Dropdown on Vendor Name list all Vendors for your selection. Enter Item Number, Description, Cost and Tax (defaults to 6.50%) and Date. You can change Tax to whatever your needs are. The program automatically calculates Total Tax and Total as you tab down. Total Expense shows Total of all Expense you have entered on this Vehicle. Cost Plus Expense shows Cost of Vehicle and Total Expense on Vehicle. This is good to know exactly what you have in the Vehicle.

That covers all the Switchboards in the AutoSales program. Now let’s sale some cars and make some payments to show you how easy this works.

The first screen shot is Select Vehicle From List To Sale from the Main Switchboard.

Select Vehicle From List To Sale

Click on the Dropdown arrow and all Vehicles that have NOT been sold are listed for your selection. Click on Click here to go to above Vehicle Stock Number Record.

The second screen shot is Select Vehicle To Enter Payment from the Payment Switchboard.

Select Vehicle To Enter Payment

When you click on Select Vehicle To Enter Payment from the Payment Switchboard this Select Vehicle For Payment Entry pops up. Click on Dropdown arrow and all Vehicles that have been SOLD are listed for your selection to make Payment on the Vehicle. Click on Click here to go to above Vehicle Stock Number Record.

After doing either of the above examples, the next screen will be the Main Vehicle Form. This will be where you sale and make payments on the vehicles.

Main Vehicle Form (Vehicle Information)

At the top of the Main Vehicle Form (Vehicle Information) shows Stock Number, Year, Make and Model of Vehicle.

The Main Vehicle Form is divided in to four separate forms:

Vehicle Information: This information comes from the information you entered on the New Vehicle Form. Shown above.

Expenses: This shows expense on the Vehicle.

Sale and Print Documents: Shown later in the manual.

Loan: Shown later in the manual.

The tabs with the different names are how you move from one form to another. Just click on the tab for the form you want to view.

Main Vehicle Form (Expense Information)

Main Vehicle Form (Expense Information) shows the Cost of the Vehicle and Total Expense on the Vehicle. Also shows Cost Plus Expense so you know exactly what you have in the Vehicle.

Main Vehicle Form (Sale and Print Documents)

Main Vehicle Form (Sale and Print Documents) is where you enter final Sale Price, Tax Rate, Title, Tags, Trade In Allowance and Down Payment. As you enter the above information Total Tax, Total With Tax, With Tax and Title and Financed Amount are automatically calculated for you.

If the Vehicle is being paid in full enter the amount in the Down Payment field. Refer to the next page on proper procedure for a Paid in Full Vehicle.

Click on the Dropdown arrow for Buyer and a list of all Applicants is displayed for your selection.

Enter Temporary Tag #, Tag Issued Date and Tag Expiration Date if needed.

Main Vehicle Form (Loan Information)

Main Vehicle Form (Loan Information) is for finalizing the Installment Contract. Amount Financed is automatically entered for you. Enter Sold On date, Interest Rate, # of Months (financed). Choose Terms of Payments: Weekly, Bi-Weekly or Monthly (just click on corresponding box). Click on Calculate Payment and Payment, Total Payments, Total Interest and Current Balance are automatically calculated.

Enter First Payment Date ONLY WHEN LOAN HAS BEEN FINALIZED.

Now go back to the Main Vehicle Form (Sale and Print Documents) and click on Save Record.

Click on Print Installment Contract, Print Power Attorney and Print Tag Registration. Also Print Title No Lien or Title With Lien on this same Main Vehicle Form (Sale and Print Documents). Note: Use a plain piece of paper to see if your margins are set correctly before printing on actual form.

Proper procedure for a Paid in Full Vehicle.

If the Vehicle is being Paid in Full enter the Total Amount in the Down Payment field on the Main Vehicle Form (Sale and Print Documents). You must enter the following information on the Main Vehicle Form (Loan Information). The Amount Financed should be $0.00, you should enter Sold On date, enter 0.00% Interest Rate, enter 0 for # of Months and check mark Paid in Full.

Main Vehicle Form (Loan Information)

Main Vehicle Form (Loan Information) once you close the Main Vehicle Form and click on Select Vehicle To Enter Payment from the Payment Switchboard. Notice the Calculate Payment button disappears and now you have an Enter Payments button. This is a built in safety so the Calculate Payment button cannot be clicked on accidentally after the Vehicle is sold.

Do Not Edit Any Information Now That The Sale Is Finalized!

If you are entering in an early payoff amount click on Current Balance first. You will see the dollar amount change to a four place decimal. Remember that exact amount to enter as your Payoff amount. Details on early Payoff on next page.

If you are ready to enter a Payment click on Enter Payments.

Next page shows Enter Payment Form.

Enter Payment Form

Enter Payment Form shows Buying Stock Number, Last Name, First Name, First Payment Date, Number of Months, Payment Period and Total Payments made. Payment Form shows Payment Amount, Original Balance and Current Balance. Under Payment Record the Date field has current Date so tab over to Payments field and enter Payment Amount. Press Enter and a Pop - Up Box "Process Payment" (shown below) is displayed for you to confirm Payment made. Click Yes. Then click Update Payment Date and the Next Payment Due date is automatically calculated for you. Click on Print Receipt for your Receipt of Payment.

To make a Payoff or at the end of the loan, click on Payoff box BEFORE you enter the Payment. This makes the Current Balance $0.00. Always verify that the Paid in Full on the Main Vehicle Form (Loan Information) has a check mark on Paid in Full.

Remember if you are entering in a Payoff amount click on Current Balance first from the Main Vehicle Form (Loan Information). You will see the dollar amount change to a four place decimal. Remember that exact amount to enter as your Payoff amount.

These Enter Start Date and Enter End Date boxes are used for information you’re wanting from a Report. Enter Start Date and the Enter End Date you want the Report to be based on.

Enter Start Date Box

Enter End Date Box

Use the format of 01-01-2000 or 01/01/2001 for your

Enter Start Date and Enter End Date boxes.

If you are interested in our AutoSalesã program please call :

937-839-9005 between 9:00 A.M and 6:00 P.M Monday thru Saturday.

Or Email us at designs@proctorsdesigns.com or krcdkp@verizon.net any time.

Thank You,

Doug Proctor

Proctor’s Designs ã