Managing Incoming Vehicles

Managing Incoming Vehicles in the Dealership”:

1. Scope
– This SOP covers the process for managing incoming vehicles in the dealership.

2. Purpose
– The purpose of this SOP is to ensure that all incoming vehicles are managed appropriately and efficiently, and the vehicle information is updated and recorded accurately in the dealership’s inventory.

3. Responsibilities
– The Sales Representative is responsible for managing incoming vehicles in the dealership, including conducting the necessary inspections, inputting vehicle information accurately, taking photos, and uploading the information to the dealership’s inventory management system.
– The Manager is responsible for reviewing and approving the prices set by the Sales Representative.

4. Procedure
– Upon arrival of a new vehicle, the Sales Representative will conduct a quick overview inspection, scan the VIN, add the correct miles, select the correct color for interior and exterior, select the correct trim, and input the correct features to determine the JD Power value.
– The Sales Representative will then input the purchase information along with the total cost and generate a price for cash and buy here pay here by using the Vehicle Projection app on OpenAsApp.
– The Sales Representative will seek approval from the Manager on the prices set for the vehicle.
– The Sales Representative will then wash the vehicle and make it presentable, put the company advertising tag on the front and back, take 6 exterior and 6 interior photos (including rims, if upgraded), edit the pictures, write a vehicle description, and write notes from the history report that must be disclosed to the buyer on the vehicle description tab of the app.
– The Sales Representative will upload the vehicle pictures online and into the database and park the vehicle with the rest of the inventory.

5. Quality Control
– To ensure the accuracy of the information inputted by the Sales Representative, the Manager will randomly check a sample of the vehicles managed by the Sales Representative to verify the information is correct.

6. Risk Management
– To mitigate the risk of under valuing the car, the Sales Representative must input the correct features and trim on the JD Power platform to determine the value.
– To mitigate the risk of missing features, the Sales Representative must conduct a quick overview inspection and input all the vehicle information accurately.

7. Expected Outcomes
– All vehicles are managed appropriately and efficiently, and the vehicle information is updated and recorded accurately in the dealership’s inventory.
– The dealership’s inventory management system, website, and other selling platforms are updated with the latest information on incoming vehicles in a timely manner.
– The Sales Representative is able to answer any buy here pay here questions regarding price accurately and efficiently.