Dealer Services Procedure Guide. Version 1.0

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Dealer Services Procedure Guide

Version 1.0

Author: Sarah Powell Date: 19 May 2009

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1. Introduction

This guide has been produced to provide staff with detailed procedures on the functionality that

exists on the Dealer Services website. Dealer Services is an internet based interface to the

current TFS Wholesale system that permits the Dealer the following:

• Access to their bailment details

• Access to required reporting for bailment, retail and TEC

• Access to dealer bulletins issued by TFS

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2. Accessing Dealer Services

The following procedure assumes that the dealer has an internet account established with an ISP (Internet Service Provider) and that the authorised dealership staff have already registered with TFS to use the Dealer Services system.

Step

Action

1 Locate the Dealer Services web site, by entering the following address in Internet Explorer:

The following screen will be displayed.

2 Enter the appropriate user name in the User ID field.

3 Enter the appropriate password for the user name in the Password field.

4

Click on the button and the following screen will be displayed based on the user’s access rights.

Important: If multiple locations exist, a drop down menu is displayed. Upon selecting a dealership, the options available for that dealership will be displayed. To select a different location, return to the Dealer Services Home page.

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3. Floorplan

Floorplan provides the dealer with an overview of his bailment facilities with TFS and what is

currently outstanding, as well as charges month to date and year to date.

Step

Action

1 Select the floorplan option from the menu on the left hand side.

The following screen will be displayed:

2 A description of the main fields in the top half of the screen for General, Charges/Payments Due and Balance Information are outlined below:

• Operating Limit: The total value of the bailment facility available for the

selected location.

• Start Date: The date the facility was established with TFS

• Amount: The amount outstanding in the Offset Account which is the net of

Bailment Charges, Transfer Fees, Hail Insurance, Commission. Displays zero when it has been paid.

• Sold Not Settled: Where units have been sold, but not paid out. Usually

ESS units where there is a grace period.

• Sundries Bal: This account is used to capture all monies paid to TFS on

behalf of the dealer. It will appear in brackets to indicate a credit to the account. Monies not applied against units or charges will earn interest.

• Deposit Bal: This account is used at the discretion of the dealer or as a TFS

requirement and earns interest which is offset against bailment charges.

• Wholesale Bal: The total amount of units bailed with TFS. Is GST exclusive

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Step

Action

3 A description of the main fields in the bottom half of the screen for Sublimit Details and Financial Information are outlined below:

• Sublimit Type: This is a dropdown box enabling the dealer to view the

details below for each sublimit within their floorplan facility. The name of the sublimit advises whether it is new, demo or used, the franchise and whether it is a passenger vehicle, light commercial, heavy truck, etc.

• Interest Rate: The interest rate applicable for the selected sublimit and

which bailment charges are calculated.

• Transfer Out Fee: The fee charged for Standard Transfer Outs where

processing is required by the Wholesale Service Centre. Reduced fees are charged for Internet Transfers where no processing is required by the Wholesale Service Centre, but these aren’t displayed.

• Operating Limit: The total value of the bailment facility available for the

selected sublimit.

• Current Balance: The total amount of units bailed within the selected

sublimit. Is GST exclusive except where the unit is sold not settled or a transfer has been lodged to a non TFS dealer and is awaiting payment.

• Unpaid Sold Units: The total value of sold not settled units within the

sublimit waiting to be paid out.

• Transfer Fees MTD: The amount accrued in transfer fees on the sublimit for

the current month as at yesterday.

• Interest MTD: The amount accrued in bailment charges on the Wholesale

balance of the sublimit as at yesterday.

• Interest YTD: The amount of bailment charges on the Wholesale balance of

the sublimit for the current financial year.

If…

Then…

4

You want to view the details of another sublimit

Click on the dropdown box and select the required sublimit name.

The details of the selected sublimit will now be displayed.

Notes

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4. Transfers

A vehicle transfer is when a vehicle is physically transported from one dealership to another. A

dealership will transfer a vehicle to another dealership for a variety of reasons, primarily

because a customer wants to take delivery of a particular model or colour that the receiving

dealership doesn’t currently have in stock. Only new vehicles can be transferred between

dealers.

4.1 Transfer Unit

Step

Action

1 Select the transfers option from the menu on the left hand side.

2 Select the Transfer Unit option from the transfers menu and the following screen will be displayed.

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Step

Action

If…

Then…

3

You have a vehicle identifier, such as the Distributor Stock No, Engine No or VIN No or the TFS Unit No

Enter one of them in the appropriate field, ensuring that the relevant Make of vehicle is selected at the Model drop down box. 4 _{Click the} _{button and the unit or a list of units will be}

displayed.

5

Select the appropriate unit by clicking on the underlined unit number and the unit details will be displayed.

6

Click the button and the following screen will be displayed.

If…

Then…

7

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Step

Action

8

Click the button and the dealer entered in

as the keyword or a list of dealers will be displayed.

9

Select the appropriate dealer by clicking on the underlined dealer name and the dealer details will be displayed.

10

Click the button and the following screen will be displayed.

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Step

Action

11

Select the relevant transfer date from the list of dates provided, noting that only a maximum of two months prior to today’s date is allowed.

12 _{Click the} _{button and the following message will} be displayed.

13

Confirm that the details of the transfer are correct and click the button. The following message will be displayed.

14

Select the option and you will be returned to the screen in Step 1.

15

Repeat Steps 2-14 for any additional transfers.

Notes

• A transfer cannot be backdated prior to the start date of the unit with TFS. Where the

dealer attempts to backdate a transfer prior to the start date an error message will be

displayed.

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4.2 Pending Transfers (OUT)

Step

Action

1 The dealer also has the ability to review all transfers lodged that are still pending by selecting Pending Transfers (OUT) under the main Transfers menu.

2 The user can select a transferred unit by clicking on the Unit No and the following screen will be displayed.

3 The user can then cancel the transfer if it is no longer going ahead by clicking on the button or return to the list of transfers by clicking on the

button.

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4.3 Pending Transfers (IN)

Step

Action

1 Select the transfers option from the menu on the left hand side.

2 Select the Pending Transfers (IN) option from the Transfers menu and the following screen will be displayed, which is a list of all units being transferred to the dealer from other TFS Dealers or External Dealers that are waiting to be acknowledged.

Note: You can distinguish TFS Dealers from External Dealers by the format of the dealer name. If it is in UPPER CASE, it is a TFS Dealer. If it is in lower case, it is an External Dealer with another finance company.

If…

Then…

3

You have received the vehicle

Select the appropriate unit by clicking the underlined unit number and the unit details will be displayed.

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Step

Action

4

Click the button.

If…

Then…

The vehicle was from another TFS Dealer.

The unit will now be current on your floorplan. 5

The vehicle was from an External Dealer.

Comments will now appear on the unit screen to let the WSC at TFS know that it is okay to pay the other Finance Company for the this unit when the invoice has been received.

Notes

• If the dealer is no longer receiving the vehicle they will need to contact the WSC

([email protected]) to cancel the transfer or contact the sending dealer to cancel.

• The WSC will contact the receiving dealer if they have not acknowledged the transfer

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5. Payouts

Dealerships that have bailment facilities with TFS are required to effect settlement to TFS on all

units sold on a prompt and timely basis.

5.1 Create a New Payout Batch

Step

Action

1 Select the payouts option from the menu on the left hand side.

2 Select the Create a New Payout Batch option from the Payouts menu and the following screen will be displayed.

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Step

Action

3 Select the Create a new batch of units for payment option from the menu and the following screen will be displayed.

If…

Then…

4

Enter one of them in the appropriate field.

5 _{Click the} _{button and the unit or a list of units will be} displayed.

6 Select the appropriate unit by clicking on the underlined unit number and the unit details will be displayed.

7 Select the appropriate Method of Finance, by clicking on the radio button next to TFS Finance, Other Finance or Cash.

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Step

Action

8 _{Click the} _{button and you will be returned to the following} screen.

9 Repeat Steps 4-8 for any additional units that need to be paid out. 10

Click the button and it will display all units that have been selected for Payout.

11

Click the button. The following message will be displayed.

12

Click the button and the following message will be displayed.

13

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• Once a batch has been submitted, it can’t be reversed. If the dealer should not have paid

out the unit, they will need to contact the WSC ([email protected]) to have the

funds refunded, once it has been confirmed that the unit has not been RDRd. Prior to the

batch being submitted, units may be removed from the batch. The total for the batch will be

altered each time a unit is added to and deleted from the batch.

• Approximately every two minutes, the system will run a process to collect all the submitted

batches from the user's computer. A message is displayed to indicate the process is Not

Yet Completed. Once the process has been run, the message will change to display,

Processing Completed. This message indicates that TFS has accepted the information

and will be retained until the bank cut off time. At the bank cut off time, a direct debit

process will be run to extract the payout amount from the dealer's bank account. The total

amount which was successfully processed will be direct debited from the dealer’s bank

account. The message, Direct Debit Generated will be displayed in the Batch Status

column. The amount deducted will be displayed in the Processed Amt column.

• A dealer can choose to have the funds debited from their Deposit Account held with TFS

rather than have the funds direct debited from their bank account. If this option is

available, it would be displayed in the screen in Step 3 in the procedure above.

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5.2 Display Payout Batch History

Step

Action

1 The dealer also has the ability to review all payouts previously lodged by selecting Display Payout Batch History under the main Payouts menu.

2 The user can select a batch by clicking on the underlined batch number and the all units contained in the batch will be displayed.

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6. Extra Care Reports

There are a number of standard reports available under the Extra Care Reports menu on Dealer

Services that relate to Warranties and Extra Care products sold by the dealership. The majority

of reports are available on a monthly basis or over a selected period of time. Below is a list of

all standard reports:

• Contract Settlements and Cancellations

• Agent Created, Recipient Created Tax Invoice for Warranty Insurance

• Recipient Created Tax Invoice/Adjustment Note for Roadservice Commission

• Recipient Created Tax Invoice/Adjustment Note for Extended Factory Warranty

Commission

• Tax Invoice for Dealer Warranty Administration Fees

• Agent Created Tax Invoice for Dealer Warranty

Step

Action

1 Select the extra care reports option from the menu on the left hand side.

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Step

Action

2 Select the relevant report from the list displayed underneath Select A Report.

If…

Then…

3

Any date fields are displayed Enter the appropriate dates for the required report.

4

Click on the button and the report will be displayed.

5

Click on the button to queue the report to your printer.

Notes

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7. Resources

The Resources section allows a user to access a number of resources provided by TFS. They

are as follows:

• Comparison Rate Schedules

• Standard Forms - these all relate to a dealer’s bailment facility and include a Settlement

Sheet, Used Bailment Tax Invoice, Manual Release Request, Extended Settlement

Sanction, Demonstrator Request and Transfer Request.

• Link to order TFS stationery

Step

Action

1 Select the resources option from the menu on the left hand side.

If…

Then…

2

You want to access a comparison rate schedule

Go to the Comparison Rate Schedules section of the screen and click on the appropriate icon, whether you want TFS, HFS or LFS.

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Step

Action

You want to print a Wholesale form

Go to the Standard Forms section of the screen and click on the appropriate icon for the form that you require.

The form will be displayed and you can either print it or save it to your hard drive.

You want to order TFS stationery

Go to the Order Point of Sale Items section of the screen and click on the link to order online.

Important: A dealer must have a username and password to be a registered user to be able to order stationery.

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8. Takeups

Takeups is for the take-up of used vehicles a dealer may have bought either through a trade in, from a wholesaler, an auction house or via TFS disposals. Dealers are reimbursed the full purchase price exclusive of GST, however a security deposit is held back by TFS. This security deposit will be at least 10% of the purchase price and could be more depending on the Glasses Guide trade value of the vehicle or the specific Dealer’s Reimbursement percentage. If the Glasses Guide value is less than the purchase price, then TFS will still purchase the vehicle for the dealer’s purchase price, but will hold in security the difference between the specific reimbursement percentage for the dealer of the Glasses Guide and the dealer’s purchase price.

8.1 Create a New Takeup Batch

Step

Action

1 Select the takeups option from the menu on the left hand side.

The following screen will be displayed:

2 Select the Create a New TakeUp Batch from the Takeups menu and the following message will be displayed:

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Step

Action

3

Click on and the following screen will be

displayed.

This advises the dealer of the credit limit that they have available and gives them a choice of having the funds direct credited to their bank account or transferred to their Deposit account with TFS (if applicable).

If…

Then…

The dealer knows the NVIC code of the unit to be taken up

They can key this into the NVIC field , click the button and it will display the relevant unit.

4

The dealer doesn’t know the NVIC code of the unit to be taken up

They can enter in the details that they do have and the system will provide them with a list of vehicles to choose from.

1. Key in the first three letters of the make of the vehicle

2. Key in the model 3. Key in the year

4. Key in the variant if known .

Click the button and it will display a list of units to choose from.

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Step

Action

5 _{Click on the NVIC code of the unit to be taken up} _{and this will display} the unit details.

At this screen you can select any optional features that the unit has which will increase the unit value. In the example used above, the particular vehicle doesn’t have any options.

If…

Then…

This is the correct vehicle

Click the button. 6

It isn’t the correct vehicle

Click the button and

choose another vehicle from the list. 7 Enter all the vehicle details, such as engine number, chassis number, kilometres,

purchase price, etc.

8

Click the button and you will be returned to the screen in Step 3, except that there is now one unit in the batch and the dollar value is shown.

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Step

Action

10

Once all units have been taken up, click the button and it will display all units that have been selected for take up.

11

Note: The Dealer will be reimbursed by TFS for the used vehicles via Direct Credit overnight. If the batch has been submitted after 3.45pm EDST, then the dealer will be advised that the batch will not be processed until the next working day.

Notes

• Takeups must be submitted in batches during the one session. If the internet timeout is

allowed to occur, the Takeups already added to the current batch will be lost and the

details will need to be reselected, added to a new batch and then submitted.

• Submitting a batch causes the unit to be checked by TFS as to whether the sublimit is

valid. A unit may be rejected from a batch and a flag is included in the batch information to

indicate which unit was rejected. This could be due to the unit being included in another

batch by another user.

• Once a batch has been submitted, it can’t be reversed. If the dealer no longer wanted the

vehicle bailed, they would need to payout the unit.

• Prior to the batch being submitted, units may be removed from the batch. The total for the

batch will be altered each time a unit is added to and deleted from the batch.

• Approximately every two minutes, the system will run a process to collect all the submitted

batches from the user's computer. A message is displayed to indicate the batch is Not Yet

Processed. Once the process has been run, the message will changed to display

Processing Complete. This message indicates that TFS has accepted the information and

will be retained until the bank cut off time. At the bank cut off time, a direct credit process

will be run to deposit the takeup amount to the dealer's bank account. The total amount

which was successfully processed will be credited to the bank account. The message

Direct Credit Generated will be displayed in the Batch Status column. The amount credited

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8.2 Display Takeup History

Step

Action

1 _{The dealer also has the ability to review previously submitted Takeup batches by} selecting Display TakeUp History under the main Takeups menu.

2 _{The user can select a batch and the all units contained in the batch will be} displayed.

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9. Transfer to Demo

Dealers have demonstrator sub limits as part of their wholesale facilities. Only a new unit

currently on floor with TFS is eligible to be transferred to a dealership’s demonstrator sub limit.

Reasons for Demonstrator Vehicles

• Drive vehicles for employees

• Customer demonstration vehicles

• Customer service loan vehicles

Demonstrators must still be available as trading stock. Vehicles that are obviously for personal

use by staff, family members or others must be paid out and are not considered demonstrator

units.

9.1 Create a New Transfer to Demo Batch

Step

Action

1 Select the transfer to demo option from the menu on the left hand side.

2 Select the Create a New Transfer to Demo Batch from the options under the Transfer to Demo menu and the following screen will be displayed.

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Step

Action

3

Click on and the following screen will be

displayed.

If…

Then…

4

Enter one of them in the appropriate field, ensuring that the relevant Make of vehicle is select at the Model drop down box.

5 _{Click the} _{button and the unit or a list of units will be displayed.}

6

Select the appropriate unit by clicking on the underlined unit number and the unit details will be displayed.

7

Enter the registration date for the vehicle in the Date of Registration field.

Warning: The system defaults this date to today’s date. 8 _{Enter the vehicle registration number in the}

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Step

Action

10

Click on the button and the screen in Step 3 will be displayed now showing the number of units that have been added to the batch.

11

Repeat Steps 4-10 for any other units that need to be transferred to Demo. 12

Once all units have been transferred to demo, click the button and it will display all units that have been selected for transfer to demo.

13

Click the button. The following message will be displayed. BATCH SUBMITTED

Transfer to Demo batch no 35142 has been submitted for processing Close Window

Notes

• Transfer to Demos must be submitted in batches during the one session. If the internet

timeout is allowed to occur, the Transfer to Demos already added to the current batch will

be lost and the details will need to be reselected, added to a new batch and then

submitted.

• Submitting a batch causes the unit to be checked by TFS as to whether there is a valid

demo sublimit. A unit may be rejected from a batch and a flag is included in the batch

information to indicate which unit was rejected. This could be due to there being no demo

sublimit available for the make of vehicle.

• Once a batch has been submitted, it can’t be reversed. If the dealer no longer wanted the

vehicle as a demo, they would need to contact TFS to reverse.

• Prior to the batch being submitted, units may be removed from the batch. The total for the

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9.2 Display Transfer to Demo Batch History

Step

Action

1 The dealer also has the ability to review all Transfers to Demo previously lodged by selecting Display Transfer to Demo Batch History under the main Transfer to Demo menu.

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10. ESS Sale

In recognition of repayment terms that dealers experience in the sale of vehicles to Fleet and

Government customers, TFS permits the extended settlement of wholesale unit payouts.

Extended Settlement Sanction (ESS) is the extension of the usual TFS settlement policy up to a

maximum of 30 days from the date of registration of the vehicle, or to the date the dealer

receives payment, whichever occurs first.

If a vehicle is sold to (and registered by) a Finance Company other than TFS for an accredited

national fleet customer, then TFS permits ESS up to a maximum of 10 days from the date of

Tax Invoice or to the date the dealer receives payment from the finance company, whichever

occurs first.

10.1 Create a New ESS Sale Batch

Step

Action

1 Select the ESS Sale option from the menu on the left hand side.

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Step

Action

2 Select the Create a New ESS Sale Batch option from the ESS Sale menu and the following screen will be displayed, which outlines all the policy requirements for a vehicle to be placed on ESS.

If…

Then…

The vehicle and/or purchaser of the vehicle doesn’t fall in the eligible vehicle and/or customer criteria

Click the button, as you cannot lodge an ESS Sale for this vehicle.

3

The vehicle and purchaser of the vehicle fall within the eligible vehicle and customer criteria

Click the button to proceed with the ESS Sale.

4 The following screen will be displayed:

5 Select the Create a new batch of units for ESS Sale option from the menu and the following screen will be displayed.

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Step

Action

7 _{Click the} _{button and the unit or a list of units will be} displayed.

8 Select the appropriate unit by clicking on the underlined unit number and the unit details will be displayed.

9 Select the appropriate Customer Type from the dropdown box: Fleet Financier, Government Body or Fleet Customer.

10 Enter the name of the Customer or Fleet Financier.

11 Enter the vehicle registration date in the Date of Registration field.

12 Enter the date that payment is due in the ESS Payment Due Date field. Note: This date cannot be more than 30 days from the registration date.

Important: Where the unit has been financed by a finance company other than TFS, then the due date is only 10 days from the registration date. Refer to the Extended Settlements Sanction (ESS) Policy.

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Step

Action

15

Click the button and it will display all units that have been selected for ESS Sale.

16

17

Click on the button and the following message will be displayed.

18

Click on and you will be returned to the screen in Step 1.

Notes

• ESS Sales must be submitted in batches during the one session. If the internet timeout is

allowed to occur, the ESS Sales already added to the current batch will be lost and the

details will need to be reselected and added to a new batch and then submitted.

• Once a batch has been submitted, it can’t be reversed. If the dealer no longer wanted the

vehicle as an ESS, they would need to contact the WSC ([email protected]) to

reverse.

• Prior to the batch being submitted, units may be removed from the batch. The total for the

batch will be altered each time a unit is added to and deleted from the batch.

• Approximately every two minutes, the system will run a process to collect all the submitted

batches from the user's computer. A message is displayed to indicate the batch is Not Yet

Processed. Once the process has been run, the message will changed to display

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10.2 Display ESS Sale Batch History

Step

Action

1 The dealer also has the ability to review all ESS Sales previously lodged by selecting Display ESS Sale Batch History under the main ESS Sale menu.

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11. Chargeplan Upload

The Chargeplan Upload section was created to facilitate the Chargeplan Audit process

conducted by a TFS Stock Auditor, which relies on the provision of a used chargeplan stock list

by the dealer.

The dealer needs to export the stock list from their system in a specified format as below:

• Must be a .csv file

• Must contain 5 columns of data:

NVIC - max length 10 characters

Colour - max length 15 characters

VIN - max length 25 characters

Rego Num - max length 10 characters

Dealer Stock Number - max length 15 characters

• Warning:

It is imperative that the columns of data be in the order listed above.

• The exception is dealers that are part of the AHG group and their additional requirements

are:

Leave the NVIC column blank

Add an additional 5 columns of data after the Dealer Stock Number:

• Make - max length 40 characters (eg Nissan)

• Model - max length 40 characters (eg Pathfinder)

• Features - max length 100 characters (4D Wagon Manual 4x4)

• Year of Manufacture - yyyy (all numeric, eg 1999)

• Dealer’s Trade Value - $$$$$.cc (all numeric with full stop before cents,

eg 20516.07

• Warning:

It is imperative that the columns of data be in the order listed above.

• The file is saved in a location where the dealer can then upload it via Dealer Services

Step

Action

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Step

Action

2

Click on the button and the following screen will be displayed.

3 Locate the directory that the file was saved in and select the file.

4

Click on the button and the file name and location will now be displayed in the screen below.

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Step

Action

5

Click on the button. The following message will be displayed.

6 The TFS stock auditor can now commence the Chargeplan audit using the data imported.

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12. Capital Loan Payments

TFS offers capital loans to Toyota dealerships operating or associated companies. Capital

Loans are used for:

• Purchase of a Toyota franchise business

• Purchase of property that the dealership operates from

• Working capital.

Chargeplan is categorised as a bulk funding facility with 'come and go' limit permitting

'drawdown' and repayment to suit a dealership’s used vehicle stock funding requirements. The

used vehicle charge plan facility is available to TFS dealers to enable them to finance used

vehicle stock inventory

The chargeplan product is an alternative to bailment and provides the dealer with a greater

degree of flexibility for funding used vehicle stock. The product differs to bailment in that title

and ownership of used vehicle stock remains with the dealer and Toyota Finance Australia

Limited (TFAL) takes a mortgage of the dealership’s used vehicle trading stock. This is usually

achieved through the lodgement of a fixed and floating mortgage debenture charge over the

assets and undertakings of the company that owns the used stock in the dealership structure,

usually the operating company.

12.1 Create a New Capital Loan Payment

Step

Action

1 Select the capital loan payments option from the menu on the left hand side.

2 Select the Create a New Capital Loan Payment option from the Capital Loan Payment menu and the following screen will be displayed.

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Step

Action

3 Select the Create a new batch of capital loan payment option from the menu and the following screen will be displayed.

4 Select the Chargeplan or other Capital Loan from the list of loans displayed in the dropdown box.

5 _{Click on the} _{button and the following screen will be} displayed.

6 Enter the amount to be applied against the selected Chargeplan or Capital Loan in the Payment Amount field.

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Step

Action

9

Click the button and it will display all loans that have been selected for Payment.

10

Click the button. The following message will be displayed. BATCH SUBMITTED FOR PAYMENT

Capital Loan Payment batch no 123456 has been submitted for processing. Close Window

11

Click on and you will be returned to the screen in Step 1.

Notes

• At this stage the dealer can only have payments applied against their Chargeplan or

Capital Loan facility on the dealer services website. They have to send a fax/email to the

Dealer Credit department of the appropriate TFS region if they wish to drawdown against

their Chargeplan or Capital Loan facility and provide the supporting paperwork.

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12.2 Display Capital Loan Payment Batch History

Step

Action

1 The dealer also has the ability to review all Capital Loan Payments previously lodged by selecting Display Capital Loan Payment Batch History under the main Capital Loan Payment menu.

2 The user can select a batch by clicking on the underlined batch number and all the capital loan payments contained in the batch will be displayed.

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13. Search

The search functionality enables a dealer to view details of all current units on their floorplan, as

well as units that have been paid out or transferred within the last 60 days. Once a unit has had

no transactions for 60 days it is no longer available for viewing.

Step

Action

1 Select the search option from the menu on the left hand side.

If…

Then…

You want to view a single unit Go to Step 3. 2

You want to view a list of multiple units Go to Step 5.

3 Enter one or more of the vehicle identifiers in the provided fields.

4

Click on the button and if the unit is found the following screen will be displayed.

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Step

Action

6 Click on the dropdown box beside Product and select Light Commercial from the options displayed.

7 Click on the dropdown box beside Make and select Toyota from the options displayed.

8 Click on the dropdown box beside Sublimit Type and select New from the options displayed.

9 Click on the dropdown box beside Unit Status and select Current from the options displayed.

10 Enter RAV in the Model Description field.

11

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Step

Action

12 To view details of a unit on floorplan click on the underlined unit number and the following screen will be displayed.

Important: This screen allows the dealer to enter their own dealer stock number for the selected unit. They override the data in the

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14. Reports

There are a large number of standard reports available under the Reports menu on Dealer

Services. The majority of reports are available on a monthly basis, but some can be generated

when a task has been completed, such as a Tax Invoice for Internet Payouts.

Below is a list of all standard reports and a brief description of what they contain:

Capital Loan Statement:

Displays all capital loans and chargeplan facilities for the dealership

for the previous month. Data displayed includes Principal Balance at start and end of month,

Principal Payments made, Drawdowns or Transfers made, Interest Rate and Repayments Due

Capital Loan Transaction Statement (From/To Date):

Displays all transactions for all capital

loans and chargeplan facilities for the dealership for the date range they select.

Commission Adjustment by Source (Date):

Provides a list of retail contracts that had their

commission adjusted during the selected month.

Dealer Bailment and GST (Date):

Displays all used units paid out during selected month and

all used units taken up during selected month.

Dealer Delivery Acknowledgement (Date) - GST:

Displays all movements on a dealer’s

floorplan facility for a given date, that is what came on and went off.

Dealer Deposit Account (Date):

Displays all transactions that occurred for the Deposit

Account for the date range selected.

Dealer Incentive - Commercial:

Provides a list of retail contracts for commercial customers

that the dealer charged an Establishment Fee for during the selected month.

Dealer Incentive - Consumer:

Provides a list of retail contracts for consumer customers that

the dealer charged an Establishment Fee for during the selected month.

Dealer Monthly Transfers (Date):

Displays all units that were transferred in or out for the

dealership during the selected month.

Dealer Statement (Date):

Summary statement of all Wholesale charges (Bailment charge,

Transfer Out Fees, Hail Insurance, Deposit Account interest), Capital Loan & Chargeplan

charges and Retail Commissions (New Business Commission, Commission Adjustments,

Establishment Fees, Direct Debit Commission, Rebates, Subvention Commission, Facilitation

Fees).

Dealer Stock List - GST:

Displays a list of all units on a dealer’s floorplan facility as at date

report generated with the information previously required to conduct stock audits.

Dealer Subvention Commission (Date):

Provides a list of retail contracts settled under a

subvention campaign subsidised by the dealer.

ESS Units Report:

Displays all units that have been marked as ESS, who they have been sold

to and the due date for payment.

Floorplan Register:

Displays a list of all units on a dealer’s floorplan facility as at date report

generated.

Floorplan Unit Aging:

Displays a list of all units on a dealer’s floorplan facility as at date report

generated and includes ageing details, that is, number of months on floor.

Monthly Commission (Date):

Provides a list of complete lease contracts that earned monthly

commission and retention bonus payments during selected month.

(48)

Tax Invoices - Audit, ESS, Contra (From/To Date):

Provides a tax invoice from TFS to the

dealer for units paid out via a stock audit, by contra, by EFT or when sold via ESS for the

selected date range.

Tax Invoices - Bailment Charges (Date):

Provides a tax invoice from TFS to the dealer for

Bailment Charges that incur GST, such as Transfer Fees and Hail Insurance.

Tax Invoices - Commission (RCTI) (Date):

Provides a tax invoice from the dealer to TFS for

Commissions that incur GST, such as New Business Commission, Commission Adjustments,

etc.

Tax Invoices - Facilitation Fee (Date):

Provides a tax invoice from TFS to the dealer for

Facilitation Fees that incur GST for the month selected.

Tax Invoices - Internet Payouts (From/To Date):

Provides a tax invoice from TFS to the

dealer for units paid out by the dealer on dealer services for the selected date range.

Tax Invoices - Takeups (RCTI) (From/To Date):

Provides a tax invoice from the dealer to TFS

for used vehicles taken up for the selected date range.

Terminated Loans by Source (Date):

Provides a list of retail contracts that were terminated

during the selected month and were originally submitted by the dealer.

Unit Arrears: Displays all units on floorplan by sublimit that have been on floor greater than 6

months.

Wholesale Dealer Rate (Date):

Displays the effective interest rate for the selected month,

including Dealer Rating, TFS Reference Rate, Margin & Effective Rate.

Wholesale Products Monthly Review Advice:

Displays product charges for the previous

month, including Bailment Rate, Transfer Fees (Standard & Internet), TFS Reference Rate,

Capital Loan interest rates, Excesses applicable for bailment insurance (Theft, Vandalism,

Other & Hail).

Step

Action

1 Select the reports option from the menu on the left hand side.

(49)

Step

Action

2 Select the relevant report from the list displayed underneath Select A Report.

If…

Then…

3

Any date fields are displayed Enter the appropriate dates for the required report.

4

Click on the button and the report will be displayed.

5

(50)

15. Market Rates

The Market Rates section provides a brief overview of the Domestic and International Financial

Markets at a point in time.

Step

Action

1 Select the market rates option from the menu on the left hand side.

2

Click on the button and the report will be displayed for the current month.

(51)

16. Online Documentation

The Online Documentation section is basically a Help section to assist a dealer if they are

having problems or are not sure what to do.

Step

Action

1 Select the online documentation option from the menu on the left hand side.

2 The user clicks on the item that they want help with in the left hand side of the screen and the results are displayed in the right hand side of the screen.

Dealer Services Procedure Guide. Version 1.0