Dealer Management System
Improve any Dealer Software – Go Paperless:
Still storing paper files at your dealership? Running out of space? Still passing paper invoices and paper deal jackets around for approvals? Our unique scanning software digitizes your paper files and stores them electronically. We then make the digitized files available right from your favorite Dealer Management System and selected DMS screens.
This works with ANY Dealer Management System including CDK, Reynolds, etc. This makes them available anywhere, anytime, even if you’re traveling. If desired, our software can also route your invoices, deal jackets, or repair orders electronically between staff, departments, and stores to match your approval process…without the paper hassles.
Scan Deal Jackets
In a recent discussion with a large dealership client (35 stores), Binary Office delved into the question “What are a dealership’s worst problems from manually processing paper Deal Jackets and paper Deal Files?” Here are their top issues and a fix for each as published in LinkedIn:
Does your accounting department still process paper files or have you received an exorbitant quote from your Dealer Management System vendor for their scanning module? It might be a good time to start investigating scanning software outside of your DMS. Newer scanning software now can automatically read your dealership’s invoices so Accounting staff does not have to waste time manually processing them. Here’s our article as published in LinkedIn:
Scan Repair Orders
Still storing paper files for your service operations? Stop wasting space and make them instantly available for your customer’s next visit. Plus, link them to your favorite Dealer Management System screen. See below for common problems and how we fix it with our scanning software. Works for:
- Repair Orders
- Technicial Notes
- Parts orders
Common Auto Dealer Accounting Problems We Solve:
- Invoice Coding Is Slow And Error ProneOpen or Close
Speed Up Invoice Coding
The easiest way to cut costs is to cut labor. That doesn’t mean you need to go around axing your employees it just means you can get more work done in less time. which means you get to make more money for the cost of your employee-base. Everyone likes higher profits!
The Current Hassle
If you’re still manually entering data from your invoices into your accounting system, read on.
The Expected Solution
Now You can get your invoices electronically to coders faster. This means fewer coding errors and faster response time. You can even track coders productivity because it’s all digital and traceable. Getting more work done with less effort that sounds like “upside” to us!
- Use Capture software to automatically “classify” or identify each vendor’s invoice and route to appropriate coder more quickly.
- Use reporting tools to track productivity
- Use Capture software to OCR invoices to reduce manual entry errors – Coders just check the “exception” characters that didn’t read.
Super fast learning ability lets your invoice variations get sorted automatically for faster routing to the right queue/person. Binary Office Capture products can apply any coding rules specific to that vendor without setting up templates for every vendor’s invoice. FileBound®AP lets coding take place directly from the invoice image for accuracy and can bring up all associated documents from the same screen for faster processing.
Double Paying Invoices
Paying the same invoice twice (maybe mailed in and faxed in) costs money ( obviously ) if not caught and costs even more to research and fix.
The Current Hassle
With enough invoices coming and going out it inevitable something will get paid twice. Think of this as a tourniquet for your accounts receivable department.
The Expected Solution
Business managers have the expectation that their accounts receivable department will be aware of invoices that have been paid. With a manual paper system it’s no guarantee.
Our strategy is a “scan and flag” procedure. If an invoice has been paid already our software solutions automatically flag that invoice as having already been paid. We use Capture Products to automatically and accurately identify the invoice and set up rules in Document Management and Workflow software to check if invoice has been paid. Once it’s set up it’s literally a no-brain-er.
Binary Office is expert in using standard lookups, Web Services and other integration methods to let the capture and workflow software talk to your accounting system to enforce all kinds of rules including not allowing duplicate payments.
- Non-PO Transactions Are A DragOpen or Close
It costs $100 in labor to research a $10 discrepancy! Stop wasting labor checking Non-Purchase Order invoices, expense reports, utility bills, petty cash requests.
A system to capture, track, and route all non-PO transactions to drive out labor costs and errors.
Use capture software to automatically identify document types (invoice, expense report, etc) and automatically search for a PO#.
Use Document Management software to track and route.
Unlimited user pricing of FileBound allows everyone access to A/P routing processes without any additional costs.
Internal Profitability: ($Rank 10)
FileBound Workflow module + services = $
- Matching The Invoice To The PO Is Time ConsumingOpen or Close
And it is prone to error when done manually.
Automatically see if the invoice amount matches the PO.
Use built in rules and table-lookups
Automated table-lookup features can automatically verify PO#, amount, etc. on invoice against the accounting system early at scan time. FileBoundAP easily can show all “associated” documents to an invoice such as PO and receiving document for match.
- Our Invoice Process Is UniqueOpen or Close
If you don’t think your A/P process can be automated, think again. Unique exceptions are the worst time wasters. If you can verbalize how your invoices should flow, you can automate them.
A customisable solution to mirror our rules
Use capture rules and workflow rules.
Binary Office products have hundreds of built-in rules = fast to set up, no programming. Binary Office Capture products feature user screens with an editable look and feel. Most products don’t allow you to change core screens. Flow of capture steps is fully customizable to match user’s steps. FileBoundAP offers customizable Workflow for routing rules, customizable .Net SDK for integrating to your backend
- High Volume Of Customer InquiriesOpen or Close
Vendors call to find status of their invoices. This wastes time trying to find where a paper invoice is at or is impossible until it is entered, resulting in multiple calls.
Speed up data entry into accounting system so requests can be handled on 1st call. Make image of invoice available to customer service/AP staff.
Cut data entry time by 50%-70% using Automated Data Capture Software designed for invoices. Export the data immediately to accounting system and image to Document Management System for quick & easy searching.
Binary Office products built for invoices come with built in rules which many competitors’ products force you to program. Some Binary Office products have SAP Certified Integration – gets data into SAP fast and easy. FileBoundAP offers semi-automated capture + the document retrieval in one product for a great price.
Internal Profitability: ($Rank 10)
Possibly sell Capture and Document Imaging. High inquiries = high invoice volume.
- Manual Invoice RoutingOpen or Close
Routing paper invoices around for approval manually requires unnecessary extra staff and time with no offsetting profit. This is pure labor waste but can be automated for fast ROI.
Errors + time to fix those errors increases processing time and probably includes the following at your dealership: 1)Normal approvals 2)Missing approvals from originator 3)Issue resolution 3)Discrepancy resolution 4)Incomplete paperwork from originator.
Reduce labor cost. Reduce time to route around in all 4 cases.
Use unstructured/semi-structured (i.e. no templates needed) Automated Data Capture Software to scan and automatically identify invoice types and send to correct workflow automatically. BPA software such as ApplicationXtenderTM Workflow or FileBound®AP to automate rules for routing processes.
Unstructured/Semi-structured Capture software does not require templates to be set up or the software to be “trained” so is a much faster implementation. Our “FileBoundAP” software includes Invoice capture + Document Management + Routing all for a great price.
- Manual Data Entry Of Invoice DataOpen or Close
The manual entry of Invoice header information, or worse yet, line item detail is a wasted labor expense. Extra labor cost hurts as an expense with no offsetting profit – pure waste. Missed early pay discount deadlines offered by some vendors is also a missed cost savings.
Reduce labor cost. Reduce time to process each invoice.
Use unstructured/semi-structured (i.e. no templates needed) Automated Data Capture Software to scan and read data from invoices automatically. Our FileBound®AP product is great for smaller dealerships.
We capture invoice data from your invoices by scanning them and automatically send it to your Dealer Management System so A/P staff don’t have to type it in manually anymore. Unstructured/Semi-structured Capture software does not require templates to be set up or the software to be “trained” so is a much faster implementation. Our FileBoundAP software includes Invoice capture + Deal Jacket scanning + Repair Order scanning + Routing all for a great price.
- We have lots of vendors = too expensiveOpen or Close
Trying to setup lots of capture templates or laborious recognition rules to scan and identify invoices from each vendor is costly and time consuming. Only old fashioned software operates this way anymore.
Modern invoice scanning software allows you to quickly setup the software to recognize any invoice and transfer the data to your Dealer Management System once scanned. Minimal ongoing time updating for new or changed invoices.
We use specialized invoice scanning software that can learn documents with only a few samples and then automatically learns changes if a vendor changes the format of their invoices. This frees A/P staff form continuously having to pay expensive fees for more templates to be made.
Binary Office Capture software can learn the hundreds of types of your invoices and deal file documents and even link them to any Dealer Management System. One of our products even reads your invoices without ever having seen them before!