Deal Tab

The Deal tab in a deal window is the single location where all possible Dealer to Customer transactions are entered, calculated and stored for accounting and tracking purposes.

To get to the Deal tab, double click a Deal from the Deal/Trade tab, and by default it will open in the Deal tab.

We will start by looking at the fields found at the top of the Deal/Trade window and how they will be used.

• Sale Date – Use this to set the Sale Date of this deal.
  • This will be important in conjunction with other date fields depending on the type of deal you are putting together.
  • Should a bank reject a contract, double check that you are using the same sale date as the bank is for the figures they are generating, and you may also want to double check the First Payment Due date, found towards the end of the deal process.
• Stock # – If you know the stock number of the vehicle that you are selling, you can enter the number here, or click the little magnifying glass to search through your currently available inventory.
• Cap – This is short for Costs and Profits.
  • While you are creating or editing a deal, you can click on this button to get a quick recap of the deal.
  • You can enter your insurance, warranty, and GAP costs here.
  • This does not take into account all the numbers that may be necessary to generate a profit figure, but it will give you a ball-park idea of where you stand until the deal is saved.
  • The deal Recap Tab will always have the most accurate figures once the deal is saved using one of the Sold options.
• STK. Details – This button will let you review the Inventory Details for the vehicle attached to this deal.  Exit from the vehicle’s inventory details to return to the deal.
• Status – There are three different status of Deals that DeskManager recognizes.  See the Deal Statuses page for more info.

There are 3 different types of Sold Deals: Wholesale, In-House (Retail, Buy-Here Pay-Here) and Retail (Non-In-House).

• Wholesale – A Wholesale Deal is a type of deal where a vehicle is being sold to an auction or another dealership such that there are no fees or taxes involved.
  • These deals can be created using the Wholesale Deal form.
  • Generally there is no Cash Down, no Deferred Down Payments, and typically there are no fees or taxes applied.
  • Also there is generally only a single Account Balance to be collected.
  • Use the collect payment button found on the payments tab of a saved Wholesale deal to record the money received for the sale.
  • See the Payment Tab help for more information on collecting payments.
  • Once the account balance reaches zero the deal may be closed.
• In-House (aka Retail, Buy-Here, Pay-Here) – A Retail In-House Deal, also referred to as a Buy-Here Pay-Here Deal is a deal where the dealership will be providing the ‘Loan’ and collecting the payments from the customer.
  • With this type of deal, DeskManager is tracking interest accrued, principal balance and can even automatically apply late fees.
  • As payments are collected they will be displayed as a portion being applied to Interest and a portion being applied to Principal.
  • In this type of a deal, you may need to generate Payment Receipts, Payment Coupons, Reminders, Late notices and Statements.
  • As with the Wholesale deal, payments may be collected in the deal on the payments tab or they may be collected from the Buy-Here Pay-Here screen.
  • See the Payment Tab help for my information on collecting payments.
  • Once the account balance reaches zero the deal may be closed.
• Retail, (Non-In-House) – A Retail Non-In-House Deal is typically either a Cash deal or it could be a deal financed by a third party such as a Bank or Credit Union.
  • There may be Cash Down or Deferred Down Payments applied and there is a total due from the lender.
  • As with the Wholesale deal, payments may be collected in the deal on the payments tab.
  • See the Payment Tab help for my information on collecting payments.
  • Once the account balance reaches zero the deal may be closed.
• Customer – If a customer has been added to the Customer tab, their name will appear here, or if the ‘Registered To’ field is set to Business, the company name from the customer tab will be displayed here.
• Vehicle – If a Stock Number was entered into the Stock # field, the system will show the year, make model and series information about the vehicle in this field.
• Lot – If the dealership has multiple profiles, this field can be used to show what lot this deal will belong to by selecting profile from this menu.
• Sub-Status – This is a user defined field that can be used to track things that need to take place with this sale. See the Sub-Status page for more info.
• Account # – When creating a new deal, DeskManager will automatically assign an Account Number to the deal.  This Account Number cannot be edited by the user, it is completely controlled by the system.

Additionally, there are several button / menu items available across the top of the deal.  Some of these will be locked until the deal is saved into the system for the first time.

• Save – Saves the current data entered into the deal to allow you to continue working now or at a future time.
• Print – Allows you to print general state, bank, and warranty forms such as address label, recap, and buyer’s guide.
• Options – Allows you to perform various functions on the deal such as buy-back, switch finance method and switch buyer/co-buyer.
• Forms – Allows you to print deal data on your forms.  This list is loaded via the Forms Library screen.
• Credit – If the dealer has purchased the Credit module for DeskManager, this button can be used to pull a new credit report or review an existing credit report.
• Rollback – Used to recalculate various deal components to reach a desired payment.
• Credit App. – This is where the user can store additional information regarding the Customer and / or the Co-Buyer should the dealer wish to keep track of more than just one previous address, extra employment history, personal references and other outstanding loan information.  This information can also be printed if necessary.  See the Credit Application section of help for more information.
• QuickBooks – Allows you to send the deal to QuickBooks for accounting purposes.  You will need QuickBooks 2014 Pro or later installed and you must have purchased the QuickBooks Direct Interface module from us.
• Exit – Exits the screen.

Working on the Deal Tab – It is the data entered into the following fields on the main deal tab that will build the deal between the dealership and the customer.

First Column Items:

• Cash Price – Cash Price is the value the vehicle is being sold for.  When a vehicle is added to a deal, DeskManager will populate the Cash Price field with the value recorded in the Asking Price field of that vehicle.  The Asking Price is used as a starting point, the dealer can change this value at any time during the deal should another price be agreed upon for this deal.
• Accessories – By clicking the button next to Accessories, the dealer may enter a list of accessory items that are being sold with the vehicle and the sale price for each item.  These will be totaled into the Accessories field of the deal after the dealer saves and exits from the tool.
• State related Fees, Taxes and Charges – The rest of the first column will be filled with fields that will be used for the different State and Local fees and taxes depending on where you are conducting your business.  Many of these items can be set with default values that will populate when a new deal is started.  Setting default values can be done in the DeskManager Setup Tool found under the File menu.  Look for the Deal Default Values area of the Deal section.

Second Column Items:

• Service Contract – If you are selling an extended warranty or a service contract, enter the charge to the customer here.
• GAP – If you are selling GAP (Guaranteed Asset Protection) Insurance to your customer, enter the charge here.
• GAP Paid To or To Whom – This is where you will select the GAP Insurance company you are using.  GAP companies can be added on the fly by selecting the <Add New> option from the menu.
• Insurance – If you are selling Credit Life, Credit Disability, Property or Vehicle insurance to your customer, click the button to the right of this field to fill out a statement of insurance.  The premium values entered here will be totaled into the insurance field when you exit the Statement of Insurance window.
• Cash Down – Here is where the dealer will record what is being received from the customer at the time of the deal as a down-payment.
• Total Deferred – This is were Deferred payments are recorded.
  • A deferred payment is considered by the program to be down payment collected at a future date.
  • Some other DMS systems have referred to these as ‘Pick-up’ Payments.
  • The best way to think of a deferred payment would be like this: it is when a customer asks if they can give you $xxxx.xx today (this portion is considered the down payment) and then promises to come in at some future time (for example ‘on my next payday’) to give you another $yyy.yy.
  • The second portion is the Deferred Payment.
  • DeskManager will allow you to track and collect up to six deferred payments per deal.
  • Click the button to the right of Total Deferred to access the Deferred Payments Schedule and you will be able to enter the deferred payment amounts and the promised due date.
  • Click save and DeskManager will total all figures entered here into the Total Deferred field as well as adding it to the Total Down.
• Total Trade-In – The program will total the trade credit amount for a first and second trade found on the Trades tab into this field.
• Total Pay-off – If a first or second trade vehicle (or both) should have a ‘Payoff’ figure entered into the Trades tab, the system will total those figures and display the amount here.
• Balance Paid To – If a trade vehicle has a payoff, the dealer may record the finance company to which the payoff must be paid here.
  • If the finance company will be used one time only, the dealer may just enter the information.
  • If the dealer wishes to be able to select them from a list of finance companies in the future as well, it would be best to add them to the list of finance companies. See the Finance Company page for more info.
• MFR Rebate – If the dealer is selling new vehicles, this is where a Manufacturers Rebate may be applied.

Third Column Items: