ADIMS User`s Manual
Contents
1. the following line For the first 5 z payments the customer will pay 200 Enter the first payment date 03 1 5 2006 Back Save Continue Figure 2 7 Next you will enter the financing information in the lower right hand part of the form Enter the Down Payment and APR interest rate Chose a Pay Schedule Weekly Bi weekly or Monthly from the pull down menu next to the words Pay Schedule To calculate the financing terms you can choose to either fix the installment payment amount and calculate the loan period or to fix the loan term and calculate the installment payment amount If you choose to fix the installment payment amount click and highlight the small circle next to the words Installment Amt and enter the payment amount Next press the Calculate button and ADIMS will calculate the loan period in months and enters it in the Pay Period box Alternatively you can fix the Pay Period and press the Calculate button to calculate the installment payment amount Now you can continue with the sales process by pressing the Continue button on the lower left hand side of the form This will bring you to the next page figure 2 7 where you can enter any pickup payments Note that pickup payment are defined as payments that are already included in the down payment but picked 11 up later from the customer or vary the payment amount for up to first 10 payments on the loan or set the first payment date All of t2. end of the note ADIMS also creates sales and legal documents related to the new note such as the Bill of Sale the odometer statement and Buyer s Guide among others To administer a new note click on the Sales tab and press the Lot Financing Sale button This will bring up a form Figure 1 7 to fill out with the customer vehicle and financing information In this form the yellow boxes indicate the required information for the note Fill out the customer information on the top left hand side of the form Press the Cosigner Ref button to enter cosigner and reference information on the customer Next you will press the inventory button on the top right hand side of the form g Iie ADIMS Auto Dealer Information Managenent System Bie tdantenance Manage Ubibes Wholesale Heb Sales Enter Customer information Vehicle Being Sold amp FirstName Jn tt Sock fii 0 Last Name oe VA feviks96i9s1055383 Address 123 Moin Sreet VehicleYeor figg 000 oo City Colege Pak State MD Make vovo xj County Pao o Zip fena Model bso Body Style Sedna x Home Tel 301 123 4567 Miles fiasaga Works Tel 301 345 6789 Cosigner Ret Dne Outta o Selesmon CAL DiNumber aD 234567 m L Adam MDI 23456 Notes f Saas Fica 6900 00 Purchase Deta 04 14 2003 AmtFinanced 6697 50 Finance Chge 763 63 Doen Payment 1000 SUE TE L Balance Due 746113 Ti 597 State Sales Tex 527 00 anjis L
3. the selected vehicle To modify any information about the vehicle simply change the information When finished press the Update button wg Add Update Inventory Stock eras Purchase Cost s00 4wo T Lenther F AWD VIN finneri2nexces9942 Check No rr Year fiags Addl Expense 00 Bria en E ai F AC F Sun Root F Rear AC Make TOYOTA Total Cost 5600 00 F PW l Digitel Dash F Service Rec a F POL F Alloy Wheels r Factory Model Selling P el COROLLA elling Price z500 P ABs F Keyless Enty Warranty Body Style fs Dr Seden Min Price 7300 P co F Tilt Wheel F CarFax Report 4 M T Salvage Title Miles fno0000 x Dewn 2000 ee F Coj F Title in Calor O CREEN Expenses gt Description pe Engine 45A v Transmission Automon X Purchase Date 1 09 2002 Purchase From Buyer Name LotNo EO O O LotFee 0 Web Publish Print Buyers Guide Update Add another Vehicle Close Figure 2 5 2 2 Sales Functions ADIMS sales tab allows you to access four functions related to the sales of cars and management of customers and payments These functions are Creating a lot financing note for a new sale Doing a new cash sale Entering previous notes administered prior to installation of ADIMS Management of sales records and customer payments 2 2 1 New lot financing Sale ADIMS can be used to create and track a lot financing loan from the beginning to the
4. the vehicle by clicking the Print Buyers Guide button in the add inventory page You can delete or modify any inventory item in the similar fashion as the Add Inventory function The Delete Modify Inventory button under the Manage Inventory tab brings up a window as in figure 1 5 which allows you to search for the inventory item you would like to modify or delete In this window you can search for active sold or deleted inventory items by clicking on the buttons on the top right corner Search criteria such as Year Make VIN or Stock number can be used to look for specific vehicles in each list To do that enter any criteria in the boxes and press Find Vehicle the vehicles matching those criteria will be displayed A this window you can also print the inventory list as displayed OF ae ne te Search List Inventory Last 6 Digts Yeo C Make w vn Stock No Other Search Options Active On Lot Only C Sold Only Bind Vehide Clear C Deleted Only 673908 OCmlot FYFUYFYUUE9S96989 1956 AUDI 100S Bronze 2003 04 08 2003 04708 67542 rla TESTHJHG 69977097 1997 CADLLAC CATERA Bronze 2003 04 10 2003 04 10 00 is 0965 OrrLot UNKAY2IDGPMI20965 1993 Innh J30 Black 2002 12 30 2002 12 30 Yes 5900 00 3300 0 6918 OrrLot SVWRABTHOWAM1I6918 1993 vw JETTA Red 2002 12 30 2002 12 30 res 7900 00 5500 0 IES Lot KEZA 199 Geo RIZOM 2002 12 30 2002 12 30 es 3900 9750 OrLot 1YV
5. your data by providing you with utilities to backup your ADIMS data i e reproduce your ADIMS data on a second medium for 21 safekeeping You should backup your data on daily or weekly basis upon exiting ADIMS 22
6. ADIMS User s Manual Version 2 0 The use of this software is subject to the Software License Agreement included in the software setup This software is protected by US and International Copyright laws Any unauthorized copying or reproduction of this software is strictly prohibited and punishable by Law Copyright 2002 Intelliventory Inc All rights reserved Thank you for using ADIMS Software from Intelliventory Inc At Intelliventory we strive to provide you the highest quality service and products We have developed ADIMS to be as simple and intuitive to use as possible Contact Intelliventory at the number on the card attached to the front cover of this manual with any technical or customer service help not found in this User s Manual Starting ADIMS To start ADIMS press the Start button on your Windows desktop and choose Programs gt ADIMS gt ADIMS ADIMS then asks for a login ID and Password For the first login after software installation the login ID is Admin and the password is 123 For your security this password must be changed after the first login The login process allows the authorized users to enter the program WW a dims Login Login ID admin Password ef Login __ Cancel Figure A The user named Admin is the software administrator and has complete access to all functions of the software After the first login the administrator must change his her password and can setup new user
7. ADIMS can be accessed by pressing the Manage Inventory tab on the main page EM apims Auto Dealer Information Managenent System Be Mantena Manag Heb Sales Reporte e Manage Inventory Add to Inventary _ LisyUpdate Inventary inventary Figure 2 2 You can add delete or modify inventory items through the two buttons Add Inventory and Delete Update Inventory buttons under the Manage Inventory tab By pressing the inventory tab ADIMS will bring up a form that allows you to enter a vehicle inventory item and all information related to that vehicle It is important to enter all information accurately since this information will be used throughout the sales process Sales Reports Add to Inventory Check All That Apply Stock Purchase Cost a N OE VIN Check No M Ai Bag F Year M Air Conditioning l Sun Root Make l AM FM Stereo M Digital Dash Madel Selling Price Alloy Wheels I Power Windows Body hin Price Ca on ke Brakes Power Door Locks Style 7 in Price Manage Inventory Bie Color M Keyless Entry M Title tn Engine Transmission x Purchase Date 7 Purchase From Buyer Name ed LotNo fi LotFee Desc Web Publish Print Sayers Guide Save Cancel Figure 2 3 Press Save after entering the vehicle information This will save the vehicle into the inventory After saving you are able to print the Buyer s Guide for
8. Balance 3000 Poy Period mante Onnin Pay Schedule Wenk by A InctabnantAmts 100 Figure 2 11 calculated the interest in the existing note f you have used the flat or simple interest rate in your calculation of the interest this is the way most people calculate the interest when they are using simple books you must enter the remaining balance of the loan in the Remaining Balance box and 0 interest for APR If you have originally used a compound interest rate for calculation of your interest in the existing note enter the remaining principal balance of the loan in the Remaining Balance box and the interest in the APR box Next indicate the Pay Schedule Weekly Bi weekly or Monthly of the note from the pull down menu next to the words Pay Schedule and enter the installment payment amount of the note Press the Calculate button and ADIMS will calculate the remaining loan period in months and enters it in the Pay Period 16 box Now you can continue with the process by pressing the Continue button on the lower left hand side of the form A window will appear Figure 2 12 that would allow you to enter the next payment date for that customer You cal also enter the account number from your previous system here ADIMS will allow you to find this customer using the old account number Press Continue to proceed This will confirm your intention to continue and brings you to the next page Press Done to conclud
9. GE220065409750 1995 Mards 626 Green 2002 12 30 2002 12 30 Yes 5900 00 33000 2719 OrrLot 12VCT2NASF9127719 1993 Ford PROBE Red 2002 12 30 2002 12 30 Yes 4900 00 N 9633 Orta JT28V21E0J0149633 196 Toyota CAMRY Burgan 2002 12 30 2002 12 30 Yes 3900 00 13000 ag OrrLot BAGH4SIIPAI 42342 1993 Doda CARAVAN Burgen 2002 12730 2002 12 30 Yes 3900 00 15000 2868 Orlat TYWGE22C7R5192668 1994 Mazdo 626 Red 2002 12730 2002 12 30 ves 4900 00 e3000 8955 OrLot FVWRESIH7SMO1E9S 195 w JETTA White 2002 12 30 2002 12 30 res 6800 00 3800 0 5986 OrLot JNIHUIIS2GTIOS9B6 1986 Nissan MAXIMA Grey 2002 12 30 2002 12 30 Yes 3400 00 8000 8275 Orlot 12VCT2047P5108275 1993 Fod PROBE Siwar 2002 12 30 2002 12 30 res 4400 00 24000 9457 rla WDBABSSAXDAOISd5 1965 Mercedes 300D White 2003 01706 2003 01 06 res 3400 00 14000 5383 OreLot Y 1K5961951055383 1995 YOLYO 960 Bronze 2003 01 23 2003 01 23 6900 00 5500 0 gt i Select to Update Dalate ad Brint Invento Figure 2 4 To delete a vehicle select the vehicle by clicking anywhere on the vehicle line and press the Delete button The software will confirm that you intend to delete the vehicle and deletes it from the inventory To modify or add expenses to an inventory entry select a vehicle and press the Select to Update button This will bring up a window figure 1 6 which allows you to modify add expenses to or publish on your website For those customers with Website services through Intelliventory
10. cate the required information for the note Fill out the customer information on the top left hand side of the form Next you will press the inventory button amp on the top right hand side of the form and pick the vehicle from the inventory list Press the Select button to automatically enter the vehicle information in the appropriate fields in the form Next you will enter the original price of the vehicle in the existing original bill of sale and proceed to enter the financing information in the lower right hand part of the form Enter the Last Payment Date which is the date of the last time this customer has made a payment to you the Original Sales Date of the vehicle 15 To calculate the remaining financing information you must indicate the way you Ee apin S Auto Dealer Information Managenent System Be Mihoe Hep Sales Manage Inventory Enter Customer Information Sold Vehicle Information amp First eme ose Stock o LastName Hemendez WIN Soraei4ei4rFFFrFE OS Address 710 Sunshra Bhd Velicevem fisue Gy Rastali sae TN gt take Tayoa zj ount Devidson Aef Madal CamRY Body Sie Sedan E Home Tel k123456 7890 Misa fizoooe 0 tt S Vark Tet 2456 7090 Notes DiNunber DL987543 Drive Gut Tag LartPey Dete 11 19 2002 Original Prica i w snan 08 Purchase Dete 10 10 2001 Emer DforAPRil this was a Simple kterestloen otherwise enterthe APR APF Ip 1 Remaiaing
11. e the process AD Pickup Adjust payments 7 x I Check here if you have PICK UP payments for Taxes Down Pay and enter the following info Check here if you like to change the reqular payments for the first few payments and complete the following line Enter the next payment due date 03 28 2003 Old Account 134 aa oe Figure 2 12 Continue 2 2 3 Management of sales records and customer payments ADIMS helps you manage your customer and sales information and track and receive customer payments These functions can be accessed by clicking on the 17 Sales tab and pressing the Manage Sales button This will bring up a window shown in figure 2 13 that allows you to find and view each sale and associated customer Hil Search Sales Customer x Search Sales Customer by Search only Active Financed Sale Notes LastName Last 4 digits of VIN C Cash Sole Incl Wholesale Talaphone k ics C Repo Retarn Note Acct Paid Otf Number Sales Date First Name Losi Meme Tel Make Model Gose Figure 2 13 To list all active financing customers simply press the Search button and the customer list will appear in the list box To search for a specific customer or vehicle enter the customer or vehicle information and press the Search button To list all customers both from notes and cash sales and from paid off and active customers check the box named Search all Notes Customers and pre
12. he options entered here will appear on the bill of sale Pressing continue will confirm your intention to continue and finish the sale and brings you to the next page figure 2 8 where you can print out the documents related to the sale such as the Bill of Sale Odometer Statement Buyers Guide etc You can view and then print any of these documents by pressing on appropriate buttons T ADIMS Auto Dealer Information Managenent System Be bhinememe Manage Utites Whoksile Hep Sales Reports Manage Inventory Print Pay Schedule Exit Program Figure 2 8 2 2 2 Administering a new cash sale including wholesales ADIMS can be used to administer a cash vehicle sales record keeping and sales documents The process is identical to the creation of a new lot financing sale explained in the previous section To administer a cash sale click on the Sales tab and press the Cash Sale 12 button This will bring up a form similar to the form in the previous section that needs to be filled out with the customer information In this form the yellow boxes indicate the required information for the note Fill out the customer information on the top left hand side of the form and enter any fees that you customarily charge on the bottom left hand side of the form M amines Auto Dealer Information Management System Be hhee Menage Heb Sales Enter Customer Information al FestNome jayna Swe Last Nara Poa S
13. nt Method a a SS a Cash Loan Amt Paid 180 00 as Check MO Additional Amt 30 00 C Credit Card Total 180 00 Close Enter the total amount received from the customer ADIMS will automatically calculate the additional amount if any If payment is overdue ADIMS will display a late payment box in which you can enter the late payment Press the Save button or press Enter on your keyboard to post the payment and the Print button to print a receipt The receipt is printed on one page the top part of which can be cut and handed to the customer and the bottom part kept for your records You can print an additional copy by pressing the Print button again Press the Close button to close the window 20 E auto lealer Management Software Ae Manterence Manage Utites Wholesale Hep re Reports Time Parod Over Dee Report Dnily Paymests Aeport Generate OverDee Letters Daily Cancelled Paymente Active Inventory Report Open Notes Repon Active levestory Report 2 No Cost Imo Pyr CEF Auto Dealer Information Management System 2 2 Reports Functions 3 ADIMS Maintenance Functions 3 1 Data Backup and Restore Functions 3 1 1 ADIMS Data Backup Restore Your ADIMS data is critical for running your business therefore it is important that you safeguard your data against accidental loss such as computer hard drive failures viruses fire theft etc ADIMS helps you safeguard
14. ocal Sales Tex 36 00 Add Taxes to A m Busness Tox 3450 Amt Financed eee fia mora Continue Additional Charges Tax exempi F Pay Schedule BrWeekly Doc Notow Lis A Instoimart Ams The 4 License s 100 o Cancel Total 7697 50 Exit Program Figure 2 6 To pick a vehicle from the inventory list which you have entered previously during inventory entry Select a vehicle by clicking on its name and pressing the Select to Sell button This automatically enters the vehicle information in the appropriate fields in the sales form You can change the vehicle price and mileage at this point If you are taking a trade in as part of this sale click the Trade In button and enter the vehicle information after closing the Trade in box the trade in allowance is automatically deducted from the sales price and trade in vehicle entered into your inventory You do not need to enter any tax amounts taxes will be calculated automatically using the percentages and limits you set in the setup stage by the software Enter any fees that you customarily charge on the bottom left hand side of the form 10 AD Pickup Adjust payments i x M Check here if you have PICK UP payments and enter the following info Pickup Types mmidd yyyy Amount Down Pay Pickup Date 1 04 26 2006 500 Down Pay z Pickup Date 2 05 1 4 2006 300 v Check here if you like to change the regular payments for the first few payments and complete
15. pecially careful to make sure you type the information correctly as the dealership name and address can only be entered once and can not be changed by you after closing the setup page the first time you accessed it If you need to change that information afterwards please contact Intelliventory Next you enter your sales tax rates If the sales tax rates for your location are not fixed and vary with the price of the vehicle you can use the appropriate rates and their corresponding price brackets in the setup page The example here shows a location with unfixed tax rates Tax rebate limits refer to the amount in excess of which your state will rebate the sales tax to you for repossessed or voluntarily returned vehicles All white text boxes in the Setup page must be filled before the setup information can be saved by pressing the Save button We also recommend that you change your administrator password from the default password at this instant by going to Manage menu item and clicking on Change Passwords 2 ADIMS Basic Functions The three basic functions of ADAMS listed below are accessible by the tabs in the ADIMS main page e Sales e Reports e Manage Inventory Sales Reports Manage Inventory Figure 2 1 2 1 Inventory Functions The vehicle inventory in your lot must first be entered into ADIMS before you can use ADIMS to administer the sale of the vehicles through lot financing or cash sales Inventory functions in
16. s by going to the main menu under Maintenance Any users other than the Admin have limited rights to business sensitive parts of the software 1 Setup x Dealer Name Test Account Address Test TN2002122001 City County Davidson Tel Tax Rebate Repo Limit s00 State Sales Tax Check here for Flat State Tax rate For The First i 600 The Tax Rate Is Up To For The Next i 5000 3200 The Tax Rate ls 3 75 Return Limit a For The Portion Equal To And Above 3200 The Tax Rate Is Local Sales Tax I Check here for Flat Local Tax rate For The First i 600 The Tax Ratels 225 Up To For The Next fi600 1 3200 The Tax Rate Is fa For The Portion Equal To And Above 3200 The Tax Rate Is fo Business Tax Next Receipt Cancel Figure 1 1 jas Late Fee 5 Per Day Grace Period 3 Days 13423485 Update The ADIMS software needs to be setup for your dealership s specific information before the software can be used The setup page can be accessed through the main menu under Maintenance Before proceeding to Setup you must have acknowledged and agreed to the ADIMS software License Agreement In the Setup page enter all information including the state and local tax rates for your locality Enter your dealership name and address as it would appear on all your paperwork such as bill of sale receipts etc Be es
17. ss the Search button Select a customer that you would like to view or receive payments from by clicking on and highlighting the customer name and pressing the Select button or by highlighting the item and pressing the Enter button on your keyboard This will bring up a window with the customer information payment history and future payments 18 ME Virtual P wment Book azi 615 357 0412 mers 361703 07 11 203 Paid 07 25 20 usere 3627 44 07 16 2003 Pesd 0 07 25 20 user 3537 88 07 26 2003 Paid 225 07 25 20 user 342335 08 01 2003 Paid 08 16 20 Admin 343320 00 00 2003 Paid Admin 7 3443 08 00 15 2003 Pead 225 Admin 3227 33 08 22 2003 Paid 0 09 12 20 users 323727 08 29 2003 Paid 0 09 12 20 user3 324655 09 05 2003 Paid 300 09 12 20 user3 Figure 2 14 The customer and vehicle information appear on the top of the window and the payment information appears in the list box below The customers next payment is highlighted in blue You can post a payment for this customer by pressing the Post Payment button on the bottom of the window Pressing this button brings up a Payment Receipt box which allows you to enter the payment made by the customer and print the customer receipt 19 ins Pay Receipt z Payment Receipt Metro Imports Inc Receipt 810 John Doe 123 Main Street Anywhere GA 20743 Note Acct 272 Date 05 21 2003 Installment mt 150 00 Payme
18. t ti VIN foGirPs2s2se1zo2gn Address fi23 Mein Sreet O Vahicle Vaer isl Hinin Ciji Nosio Soi TNs Meka Chevrolet z County Desdson Zip fmn Madel CAMARO BadyStyla Converible Homa Tal fS153245578 Miles 103105 EEJ See Driva OtTeg TN7898654 a IMCKELLAN Notisi Misc Note Seles Pree 5500 00 Purchese Date 03 03 2003 Cash Payment 10477925 Bolaace Due 1047325 Sow SolesTox 769 80 Local Sales Tax 4 00 Businass Tec 425 Contnee Additional Changes Doc amp Notary 3 100 Tite Glicemse af 20 saira bi Le aa Feates Tevonbia Cancel Total 10479 25 Exit Program Figure 2 9 Next you will press the inventory button on the top right hand side of the form d To pick a vehicle from the inventory list you have entered previously during inventory entry Select a vehicle by clicking on its name and pressing the Select button This automatically enters the vehicle information in the appropriate fields in the sales form 13 Chosse the Sales Type from among Retail taxable Out of State tax free Wholesale or International depending on your version of ADIMS Next you enter the customer cash payment and proceed by pressing the Continue button This will confirm your intention to continue and brings you to the next page where you can print the documents related to this vehicle transaction This page gives you options to print the Bill of Sale Odometer Statement Buyers Guide and
19. the Airbag Statement You can view and then print any of these documents by pressing on any of the four buttons Print Bill of Sale Print Odometer Statement Print Buyers Guide or Print Airbag Statement T ADIMS Auto Dealer Information Management System Ee Mneme Menage Hep Sales Manage Inventory Pris Bit of Sale m Frist insurance Print AirBag Agreement Statement Power of Attomey Print Buyers Agreement Guide Print Schedele Figure 2 10 14 2 2 3 Entering previous notes ADIMS can be used to track the lot financing notes you have prior to installation of ADIMS These can include any records you have kept using books or other computerized systems The main information that ADIMS requires is the customer information vehicle information and the remaining balance and financing terms on the existing notes ADIMS tracks your previous notes from the day you enter them into ADIMS onward to the completion of the note To administer an existing note you must first enter the vehicle sold in that transaction into your inventory Please refer to the section on entering your Inventory discussed earlier in this user s manual After entering the sold vehicle in the inventory you can proceed by clicking on the Sales tab and press the Enter Previous Sales button This will bring up a form that you need to fill out with the customer vehicle and financing information In this form the yellow boxes indi
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