| Table of Contents |
|
| ABOUT THE AUTHOR |
11 |
| INTRODUCTION |
13 |
| UNDERSTANDING TIME IN A DEALERSHIP |
14 |
| What do you do All Day? |
14 |
| What do you WANT to do All Day - Goals |
14 |
| How to get the Monkey off your Back |
16 |
| File Cabinets - Perfect Placement |
17 |
| Managing your In Box |
17 |
| Signing Checks, Contracts |
17 |
| Phone Calls |
17 |
| Opening the Mail |
17 |
| Computer problems |
18 |
| Meetings |
18 |
| Petty cash/spiff checks |
18 |
| Quick Close in 3 Days or Less |
18 |
| Four Hours Free Time Off - Management's Agreement |
21 |
| Action Plan for More Time |
22 |
| UNDERSTANDING TASKS |
23 |
| Why Daily, Weekly, and Monthly Tasks? |
23 |
| How to Assign Tasks by Skill Levels |
24 |
| How to Become a Task-based Accounting Office |
24 |
| Phase 1 - Get the Bonus Fund |
25 |
| Phase 2 - Assigning Tasks |
25 |
| Phase 3 - Office Introduction and Training |
25 |
| Phase 4 - What Else Can you Flag? |
26 |
| Tasks - Daily |
27 |
| Add New Vehicles - post accounting for purchase |
27 |
| Add New Vehicles into DMS |
27 |
| Add Used vehicles into DMS |
27 |
| AP accounts -Add new |
28 |
| AP invoices for New/used vehicles |
28 |
| AP invoices for Parts |
28 |
| AP invoices for Sublet |
29 |
| AR - NSF checks - Adjust bank |
29 |
| AR-Verify references on new account forms |
29 |
| AR - Send completed application to management for approval |
30 |
| AR accounts - Approve New |
30 |
| AR accounts - Add new |
30 |
| Bank Reconciliation |
30 |
| Cash - form 8300, complete |
30 |
| Cash - form 8300 Submit |
31 |
| Cash Flow Analysis |
31 |
| Cash Sales - Reconcile |
32 |
| Cashier, relieve for breaks |
33 |
| Checks - on demand |
33 |
| Create daily receipts |
34 |
| Close repair orders - Cash and charges |
35 |
| Close repair orders - Internals |
35 |
| Closing Ratio report |
37 |
| Contracts in Transit/Vehicle Receivables - Schedule clean |
37 |
| Create a jacket for trades |
37 |
| Create daily bank deposit |
37 |
| Credit Life AH policies - Refunds, process |
38 |
| Credit Life AH policies - Claims |
38 |
| Credit Life AH new policies- submit |
38 |
| CRM - provide a Daily Work Plan to salespeople |
38 |
| CRM- Make follow-up calls with non-buyers |
39 |
| Daily cash sales - make sure it is zero |
39 |
| Dealer trades - get paperwork ready |
39 |
| Dealer trades - payoff Floorplan |
39 |
| Dealer trades - Add to Floorplan |
39 |
| Dealer trades - post |
40 |
| Deals not in Office Report |
40 |
| Heat Sheet |
40 |
| DOC/MIS - distribute to Managers |
41 |
| DOC/MIS - prepare |
41 |
| DOC/MIS - Review |
43 |
| Employee Add to Payroll System |
43 |
| Employees - Make new Hire Packets |
43 |
| Employee insurance - add new employees |
43 |
| Employee insurance - delete terminated/Cobra |
44 |
| Employees - Interviews |
44 |
| Employees - New employee orientation |
44 |
| Employees- Recruit new employees, place advertisements |
44 |
| Employees - Review all company memos to employees |
46 |
| Employees - Terminations and Exit Interviews |
46 |
| Employees - Screening tests, perform reference checks |
46 |
| Extended Warranty New Policies - Submit |
46 |
| Extended warranty policies - Refunds, Process |
46 |
| Extended Warranty Claims - Submit |
46 |
| F&I night deposit |
47 |
| Factory Communicates retrieve |
47 |
| Factory Mailbox - distribute |
47 |
| Filing - Archiving Schedules, Journals, and GLs. |
47 |
| Filing - Parts Tickets |
48 |
| Filing - AP folders |
48 |
| Filing - Checks |
48 |
| Filing, Misc letters, etc. |
48 |
| Filing - Payroll |
49 |
| Filing - Repair orders |
49 |
| Filing - RO hard copies |
49 |
| Finalize deals on DMS - reconcile to sales gross |
49 |
| Insurance claims - accident reports |
51 |
| Internals for PDI - New Open |
51 |
| Internals for Used Purchases - Open |
51 |
| Internals for Used Trades - Open |
51 |
| IT - Add new users to DMS |
51 |
| IT - Add users to the network, passwords |
52 |
| IT - DMS system administration - backup |
52 |
| IT - Email system |
53 |
| IT - Internet access approve and review |
53 |
| IT - Virus protection |
53 |
| Lien payoffs - Shortages |
54 |
| License fees - Shortages |
54 |
| Lien Payoff trades-in - pay |
54 |
| Mail - distribute |
54 |
| Mail - outgoing to post office |
54 |
| Net Profit Estimate |
55 |
| OSHA claims - Submit and Record |
55 |
| Parts Inventory Aging Analysis |
55 |
| Payoff - Floorplan/EFT |
55 |
| Payroll - garnishments, setup |
56 |
| Post EFTs for contracts paid |
56 |
| Prepare key tags for New |
56 |
| Prepare key tags for Used |
56 |
| Receipt in Down Payments |
56 |
| Receptionist - relieve for breaks |
56 |
| Purchase orders - issue for Expenses |
57 |
| Purchase orders - issue for Parts |
57 |
| Purchase orders - issue for Sublet |
57 |
| Purchase orders - issue for Vehicle Adds |
57 |
| Report new deliveries to factory (RDR) |
57 |
| Rebates - Submit |
58 |
| Repair Orders - open over 3 days old |
58 |
| Sales commissions - calculate, accrue/voucher |
58 |
| Scan Car Deals |
58 |
| Scan Parts Tickets |
58 |
| Scan Repair Orders |
59 |
| Scanning other Documents; Checks, Receipts, Purchase Orders |
59 |
| Send contracts to the bank |
59 |
| Service Vehicles Not Ready When Promised report |
60 |
| Service hours Left Unsold in the Shop |
60 |
| Service hours sold in shop yesterday |
60 |
| Sign Checks and Contracts |
61 |
| Super Numbers Report - Prepare |
61 |
| Supervise cashiers - hours worked - overtime |
61 |
| Supervise office staff hours - overtime |
62 |
| Supervise phones, receptionist, hours worked - overtime |
62 |
| Take Deposit to the Bank |
62 |
| Titling of vehicles - New |
62 |
| Titling of vehicles - Used |
62 |
| Wholesales deals - post |
63 |
| Wholesales get paperwork ready for auction/wholesalers |
63 |
| Weekly Tasks |
64 |
| AP - Schedule clean |
64 |
| AR - NSF check receivable - Review |
64 |
| AR - Past Due Report to Parts and Service Managers |
64 |
| AR -Review with AR clerk |
64 |
| AR - Past Due Meeting |
65 |
| AR - Schedule clean |
65 |
| Comeback Report |
65 |
| Deals That Accounting Gross Does Not Match Sales |
66 |
| Deals That Gross Profit Is Less than Benchmark |
66 |
| Employee receivables - Schedule clean |
66 |
| Floorplan - Schedule clean |
67 |
| Holdback - Schedule clean |
67 |
| Journal Gross Review |
67 |
| License fees - Schedule clean |
67 |
| Lien payoffs - Schedule clean |
67 |
| New Inventory - Schedule clean |
68 |
| New Vehicle Worksheet, Sold YTD, In Stock by Model |
68 |
| Parts override report |
68 |
| Service Advisor Labor Hour Sales |
69 |
| Service override report |
69 |
| Special Order Parts Not Picked Up |
70 |
| Service Technician Productivity, Opportunity and Efficiency |
70 |
| Payroll - Tax Deposits |
72 |
| Payroll - Overtime report |
72 |
| Parts Fill Rate report |
72 |
| Payroll calculate, update, print |
72 |
| Payroll, Technician time - submit |
72 |
| Payroll - hourly employee time submit |
72 |
| Post EFT for factory rebates and other credits |
73 |
| Postage - check unauthorized use |
73 |
| Sublet - Schedule clean |
73 |
| Unapplied Time - Analyze Account |
73 |
| Used Vehicle overage report |
74 |
| Used Inventory - Schedule clean |
74 |
| Users on DMS - run list and verify |
74 |
| Warranty Claims - Schedule clean |
74 |
| Warranty Claims - Schedule review |
75 |
| Warranty Claims - Write off small balances |
75 |
| Warranty Credits - apply |
75 |
| Monthly Tasks |
76 |
| AP - 1099 track vendors |
76 |
| AP - Maintain authorized vendor list |
76 |
| AP - Prepare Cash required estimate |
76 |
| Advertising - Manager Budget |
76 |
| Advertising - Accrue |
77 |
| Advertising Budget Vs Actual Report |
77 |
| AR - Review credit limits |
77 |
| AP checks - prepare |
77 |
| AP statements - reconcile |
77 |
| AP checks - sign |
78 |
| AR - Collection guidelines |
78 |
| AR - Send copies of invoices for any invoices not paid |
78 |
| AR Send out statements |
78 |
| Bonus - compare to pay plans |
78 |
| Breakeven Report |
78 |
| Cash Budget Vs Actual Report |
79 |
| Cash Sales/In and Out Audit |
80 |
| Cash Stretch Estimate |
80 |
| Chargebacks -Analyze |
80 |
| Commission Expense - Analyze |
82 |
| Customer Complaints/Legal Issues - report |
82 |
| Customer Retention report |
82 |
| Customer Service Report from Factory |
83 |
| Credit Bureau Fees- Check Billing |
83 |
| Credit Life AH new policies - pay |
83 |
| CRM - backup CRM database |
83 |
| CRM - make follow-up contacts with sold customers |
84 |
| DOC/MIS - modify for new account numbers/info |
84 |
| Do Not Contact Guidelines |
84 |
| Email Collection - Check Process |
84 |
| Dead Deal Process and Report |
84 |
| Denied Service Work |
85 |
| Employees - Get Reviews from other Managers for their Staff |
85 |
| Employees - Perform Reviews for Office Staff |
85 |
| Employees - Get Reviews from other Managers for their Staff |
86 |
| Employees - Employee databases - check |
86 |
| Employees- Update employee handbook as necessary |
86 |
| Employee insurance - pay statement |
87 |
| e-Newletter Create and Send |
87 |
| Extended Warranty new policies - pay |
87 |
| Expense Account Analysis |
87 |
| Expense - Item Analysis |
88 |
| Factory Monthly Parts Statement |
88 |
| Filing - Car Deals |
88 |
| Fixed Asset Purchases Report |
88 |
| Four Hours Free Time Off |
89 |
| Floorplan Reconcile to Lender's report |
89 |
| Forms - maintain sample book and vendor source |
89 |
| Forms - take inventory of supply/order |
89 |
| Frozen Asset - AR |
90 |
| Frozen Analysis - Contracts in Transit |
90 |
| Frozen Asset - Warranty Claims - |
90 |
| Frozen Asset - Finance Reserve |
90 |
| Finance Reserve - Schedule or Account Clean |
91 |
| Finance Reserves - Chargebacks Analyze |
91 |
| Finance Reserves - Held Funds Agreement |
91 |
| Gas for demo rides - verify amount of gas policy |
91 |
| Go Green List - Update |
91 |
| Identity Theft Prevention Program - Audit |
92 |
| Income Tax - Estimates Due |
92 |
| Insurance Claims - Listing of all Losses |
92 |
| Internet Leads - Check billing for duplicates |
92 |
| IT Cost Analysis |
92 |
| IT - Data protection - Safeguard/IdentityTheft/Red Flag |
93 |
| IT - DMS - arrange for staff training |
93 |
| IT- DMS Billing Analysis |
94 |
| IT- DMS - change forms as required |
95 |
| IT- DMS - database duplicate customers |
95 |
| IT - DMS - setup of F&I Interface |
95 |
| IT- DMS - setup of Parts/Service Interface |
95 |
| IT- DMS system - updates |
95 |
| IT - Security of server, network |
96 |
| IT - Backup of PCs |
96 |
| IT - Software and System Updates |
97 |
| IT - Technology Budget |
97 |
| Mini deals -Analyze |
97 |
| Mailers, flyers - Send out |
98 |
| Manufacturer Guide - review and update |
98 |
| Marketing - Campaigns |
98 |
| New vehicle inventory vs. Sold report |
98 |
| New Inventory - Days Supply |
98 |
| New Inventory - Review ordering procedure |
99 |
| OFAC Specially Designated Nationals (SDN) - Review Guidelines |
99 |
| Office supplies - order |
99 |
| Office supplies - put away/organize |
99 |
| Order sales and service supplies (key tags, etc) |
99 |
| Parts Management Report |
100 |
| Parts inventory to Accounting |
100 |
| Payroll - Monthly Tax Reports/Quarterly Reports |
100 |
| Physical Inventory - New and Used |
100 |
| Physical Inventory - New and Used - Reconcile |
100 |
| Payroll - garnishments, pay |
100 |
| Payroll - order payroll checks |
100 |
| Payroll 401k plan - delete and enroll employees |
101 |
| Payroll 401K plan - submit payments |
101 |
| Phone Test |
101 |
| Postage - fill meter with value |
102 |
| Prepaid Accounts Reconcile |
102 |
| Property Tax -Reports and Pay |
102 |
| Rebates - maintain master file of all programs |
102 |
| Rebates, End of Program Audit |
102 |
| Registrations - Temporary, Order and Audit |
102 |
| Rent - Pay |
102 |
| Repair PCs, printers |
102 |
| Resale Certificates |
103 |
| Sales commissions - prepare for payrolls |
103 |
| Salesperson Productivity report |
104 |
| Sales tax report |
104 |
| Sales Tax Exemptions -Verify |
105 |
| Sales tax - pay |
105 |
| Service Effective Labor Rate |
105 |
| Service Open Repair Order Report - Analyze |
105 |
| Standard Entries |
105 |
| State of Store Report - 20 Day Report |
106 |
| Titling - Regulations |
106 |
| Unclaimed Property - Check |
106 |
| Unclaimed Property - Submit |
106 |
| Website - reconcile inventory |
107 |
| Website - update contact information |
108 |
| Wholesalers - Funds and titles due - monthly report to management |
108 |
| Wholesale Deals Sold At a Loss Report |
109 |
| Work in Process Labor - Reconcile |
109 |
| Tasks for the Close |
111 |
| Car Deal Cutoff |
111 |
| Employee Add/Delete Report and Financial Stats |
111 |
| Final Entries - Accrue |
111 |
| Reconcile DOC to Manager's Profit Estimate |
111 |
| Financial Statement - Draft for Approval |
111 |
| Manager's Bonus Payroll - Calculate Accrue |
112 |
| Financial Statement Memo accounts |
112 |
| Financial Statement - Final Print |
112 |
| Financial Statement - 20 group reporting form |
112 |
| Financial Statement - Mail or email copies |
113 |
| Financial Statement - Transmit |
113 |
| Yearly Tasks |
114 |
| Budget Expenses |
114 |
| Budget and Forecast - Gross Profit and Sales |
115 |
| Bad Debt Estimate |
116 |
| Contracts - Double Check Dates |
116 |
| Corporate Annual Report and Minutes |
116 |
| Demo Plate report |
116 |
| Employee Job Description Update |
116 |
| Employees- Calculate Turnover Rate for the Year |
118 |
| Filing - Year End |
118 |
| Holiday Schedule |
118 |
| Income Tax - Return or Extension |
118 |
| Labor Rate - Apply for Increase |
118 |
| Lemon Law - Guidelines and Fees |
118 |
| LIFO Estimate |
119 |
| LIFO Prepare |
119 |
| Other Taxes - Fuel, Tire, Luxury |
119 |
| Payroll - order end of year forms, W2 |
119 |
| Payroll - Update Tax Tables |
119 |
| Payroll - Update Demo, EIC and Sick Pay |
119 |
| Parts Inventory, reconcile Physical to Accounting |
119 |
| Personnel Budget |
120 |
| State Dealer License Renew |
120 |
| Vacation Accrual |
120 |
| Vacations Schedule |
120 |
| W2 Forms - Print |
121 |
| Year end 1099 Statements |
122 |
| Year end Payroll Tax Reports |
122 |
| Year End Used Vehicle Write-Down |
122 |
| Year End Review |
122 |
| Documenting Your Tasks - Using Office TasksMaster |
123 |
| Adding Assigned To Names |
123 |
| Assigning Tasks in TasksMaster |
125 |
| View Tip & File |
127 |
| Using Office TasksMaster |
128 |
| Other Features of TasksMaster |
128 |
| Multi-User and Advanced TasksMaster |
128 |
| Help and Training |
129 |
| Learning More About DealerStar |
129 |