Spare Part Management for Automotive Industry
Spare Part Sales Management
This functionality allows for you to automatically and/or manually create sales orders. Along with that, you may even choose to manage prepayment actions, and sell not just stock, but non-stock spare parts as well. Spare parts can also be transferred between different locations, and price policies for customers can be set. To serve your clients better, you may even create spare part sales agreements with them.
The system allows for you to work on item prices and discounts on the basis of:
- Order type (express delivery)
- Campaign
- Agreement
- Payment methods
- Discount groups
Non-stock Item Management
Through the vendor catalogue integration feature, you can easily prevent overloading the warehouse with spare parts that are not required, or unnecessary. All the parts that you sell, but do not have stored in the inventory can be registered. You can also set prices for sales and purchase, whereas non-stock items and their discounts can also be managed.
Spare Part Booking
All existing and future inventory can be allocated to a specific sales order line. This way, inventory items will be prevented against being used for other purposes. You can automate the entire item reservation process. Items can also be reserved manually to gain full ownership and responsibility for the inventory that has been reserved.
Spare Part Reservation
Elva DMS 365 basically possesses the ability to be integrated with a variety of manufacturer-specific OEM, along with data sources and third party interfaces.
Sales Document Management
With Elva DMS 365 salespersons can create offers or quotes based on customer request –copy quote from other document such as invoice or order. Save unlimited versions of offer and confirm the chosen one for order.
When creating sales order you can split delivery and post it separately for finance and inventory data – deliver only the items from stock but missing items will be delivered later. Purchase department receive ordering request right after sales order is created. Reserve ordered items for customer in stock so no one can sell them for other customer.
Spare Part Sales Document Management
With Elva DMS 365 salespersons can create offers or quotes based on customer request –copy quote from other document such as invoice or order. Save unlimited versions of offer and confirm the chosen one for order.
When creating sales order you can split delivery and post it separately for finance and inventory data – deliver only the items from stock but missing items will be delivered later. Purchase department receive ordering request right after sales order is created. Reserve ordered items for customer in stock so no one can sell them for other customer.
Build customer sales plan and give specific pricing for agreed delivery size or project. Let the system control what items from the plan is delivered and what items customer still should purchase. Invoice customer per delivery or once in a month based on delivered spare parts.
See statistics such as margin or cost price on each document and use this information when discussing terms with a customer. Manage terms such as payment days or discounts directly in each document or use system set-up to add terms by system.
Control customer debts or credit limits online when customer order or invoice is created.
Spare Parts Sales Budget
Elva DMS 365 allows to prepare different sales budgets based on planed sales of spare parts by salesperson and product. Create sales pipeline on spare part item level with option to allocate budget to each specific customer or just a general sales. Create unlimited number of budgets for sales pipeline. Export budget to excel, change figures in excel (for example add multiplier) and import data back from excel to make new period budget in Elva DMS 365. Control actual sales information against the forecasted figures to manage sales department, calculate salaries or bonuses.
Spare Part Item Substitution
Each spare part can have one or many substituted items. Use this functionality to increase sales and to a void lost sales. Item of substitution can be a similar spare part but delivered from other vendor or it can be a spare part with the same characteristics. Link main spare part with items valid for substitution and allow this functionality in your service, spare part trade, in web shop or for mobile sales force.
Bar Codes for Spare Part Management
Use barcodes on your warehouse items to minimize mistakes and speed up sales, transfer and purchase processes. Each spare part can have unlimited barcodes due they are often changed by manufacturer. Use barcodes when receiving spare part orders. With Elva DMS 365 mobile user you can use mobile devices such as phones or tablets equipped with the specific barcode scanner or just a simple device camera. If you are spare part distributor, your mobile sales staff can use mobile devices at customer stores to prepare delivery order and have customer signature on it without any paperwork. Barcodes could be used at warehouse to register locations such as shelves to ensure double control at receiving spare parts or sales processes.
Spare Part Purchase
The purchasing module allows all users through the system to register their individual needs, while concentrating this information to the central procurement. The feature acquires records via different system users, departments and locations, and stores them centrally. This includes users like spare part sales managers and service managers etc. This information can then be used by purchase managers to designate best orderings or to attain special pricing from vendors. This particular module additionally comes with acceptance functionalities for instances when it is vital for purchase documents to be accepted by the higher management prior to being released.
Spare Part Purchase Management
Payables
Vendor lists can be set up and maintained via the system, whereas purchase transactions can be posted in journals and managed via creditor or vendor cards. There is also a vendor catalogue in the functionality, which enables users to generate vendor record details. You must use it if you have a vendor list at hand. However, it may also be used for the management of creditors. Payables are additionally integrated with the inventory and General Ledger. Most importantly, purchase transaction can be posted, and vendors can be managed in different currencies.
Details on Spare Part Purchase Management
The purchase order has the potential to register both financial and physical transactions. Users may choose to create purchase orders on a manual basis, but you could also generate them via purchase offers and multidelivery orders.
Through the system, you are also given the ability to manage purchase proposals, multidelivery orders, purchase order cancelations. As soon as an amount is entered over a given purchase order line, adjustments are made to the quantity available in inventory. However, the same is not going to be affected by a purchase invoice till the time that the invoice is posted. This functionality is best used for the management of partial receiving. You may also use it to receive and invoice on a separate basis form items.
For any purchase orders that you receive, a prepayment invoice can be created, whereas inventory figures are not going to be impacted by purchase proposals and multidelivery orders.
Apart from that, you may have the invoice discounts calculated on an automatic basis. The discount typically tends to differ on a vendor to vendor basis with varying minimum amounts. These can be mentioned in different currencies, and rates, depending on the overall size of the given invoice.
You may also use the system to automate the entire requisition procedure. All suggested purchases can automatically be generated on the basis of varying data. This includes reorder quantities, minimum and maximum quantities, vehicle service orders and so on.
Vendor management
This functionality is best used when purchasing the very same spare parts from different vendors. Through it, you may create alternative vendor and purchase price information for each inventory item. It can also be used in cases where a company has a number of possible vendors for the same spare parts / products with different item delivery time.
