Webinar: Sponsored by: Increasing Efficiency and Raising Profitability in Your Business &

Webinar Agenda Topics  Purchase Order Process  Rebates  Vendor Stock Check  Product Registration Presenters  Jesse Hellyer - KPM  Don Stewart - Stewarts Power Equipment  Ned Gardner - c-Systems Note: Please enter any questions into the questions panel!

Improving Business Processes How do we do it now? How can we quantify the time spent? What is the true cost of inefficiencies? How can we make things better? Sophie Platt - Moderator

Jesse Hellyer Director of IT and Marketing Technology KPM Exceptional

Purchase Order Process: Introduction  Something we do every day – we may overlook the importance!  But why are purchase orders important?  Supply your dealership and your customers  Stock replenishment  Fill orders  Freight costs – a few different orders vs one?  Can’t sell what you don’t have Average Dealer: POs per year Higher Volume Dealer: 1,000+ POs per year

Purchase Order Process: Fax  Open Infinity  Create purchase order  Modify quantities/ parts, if needed  Print out the order(s)  Fax these orders to your supplier  Cost of Time:  1.5 minutes per order  Cost of Materials and Labor:  Ink or toner  Paper  Counterman’s hourly wage

Purchase Order Process: Supplier Website  Open Infinity  Create purchase order  Modify quantities/ parts, if needed  Take information from Infinity  Go to supplier website  Reenter items  Submit purchase order  Cost of Time:  2.5 minutes per order  Cost of Labor:  Employee hourly wage for re-entering all key information

Purchase Order Process: Direct  Open Infinity  Create purchase order  Modify quantities/ parts, if needed  Click Submit  Automatically transmits  Averages 5-10 seconds!

Purchase Order Process Manual vs. Automatic  Cost of managing this manually  1.5 to 2.5 minutes per order  Paper, toner, faxing  One dealer – costs $5,000 a year to fax all my suppliers What is the Cost of Errors?  Wrong part ordered - time  Wrong part shipped – time and cost  Order correction - time  Reimburse customer – time and cost Average cost of an ordering error: 5 TIMES the cost of the item!

Don Stewart Owner of Stewarts Power Equipment Holbrook, MA

Rebates: Increasing Importance  Vendor rebates have increased over the past few years  Percent off, Dollars off, “Free stuff” promotions  Rebates where:  Dealer and supplier both share in the cost  Money owed by supplier to dealer  “An average dealer works with several suppliers, keeping all the different programs straight can be a nightmare”  How many rebates are you missing currently?  Not submitting for them  Not remembering a unit is eligible  Money left on the table

Rebates: Challenges Across the Country  Dealers began to report the difficulty  Rebates effect both distribution and direct suppliers  c-Systems recognized the need – utilizing dealer feedback  Programming on the new system began  With direct input from dealers just like you!  Don was one of these dealers

Rebates: Some Great Features  Rebates available at POS  Automatic – apply automatically based on rules  Manual - give a choice to sales person at POS  Stop date doesn’t cause rebate to go away, reuse next year!  Terms and conditions can be added to rebate description  Staff entering a sale at POS time can verify the customer eligibility  What if not all customers qualify?  Adding a rebate description can help here  Easy to enter model or models that qualify  Enter once, use forever

Rebates: Infinity Specifics  Before, Infinity covered only a portion of rebates  Expanded to both Customer and Dealer rebates  Vendors send out rebates on their products  You setup the “rebate info” in your system once  Choose vendor and type of rebate  As a dealer, you choose to put rebate automatically on bill or not  This saves the customer and yourself money: a win-win!

Rebates: Helps You and the Customer Greater Efficiency at the Dealership  Enter once – no more missed rebates!  Save time with automatic rebates  Choose to apply or not to apply to customer’s order  Rebates screen ensures a list of rebates you haven’t received  AP/GL integration Better Customer Experience  Customer pays less for a product – superior purchasing experience!  Positive view of your dealership since you saved them money  This is a “wow” for the customer!  Strengthens dealer-customer relationship

Ned Gardner Salesman for c-Systems

Vendor Stock Check

Vendor Stock Check: The Old Method Check Stock Availability  Customer comes and needs a part  Pull fiche card from stack  Find part number on Fiche Reader  Pull inventory card  Walk to parts room to verify count Call Supplier  Call supplier to see if they have any in stock  Chat for 5 minutes about last night’s football game  Tell customer product is in stock and can be here in 2 days

Vendor Stock Check: The Modified Method  Customer comes and needs a part  Find part number on PartSmart or on the computer via internet  In stock is green, out of stock is red  Add to picklist  One click: post to sales order  If the item is out of stock, logon to your vendor’s website to check availability  Within minutes, the customer knows the part is in stock and can arrive in 2 days

Vendor Stock Check: The New Method  Customer comes and needs a part  Find part number on PartSmart or on the computer via internet  In stock is green, out of stock is red  Add to picklist  One click: post to sales order  If the item is out of stock, Infinity automatically checks your vendor’s warehouse and tells you its availability  Within seconds, customer knows the part is in stock and can arrive in 2 days

Vendor Stock Check: Manual vs. Automatic Just think….  How much time could you save by not going to your vendor’s website to check the availability of stock?  On a busy Saturday how many more customers could you help?  With increased efficiency, what occurs?  A positive shopping experience  Return customers buying parts from you  More sales made = more revenue

Product Warranty Registration Process: The Manual Method Process  Create sales order – print invoice  Manually fill out warranty cards, staple to invoice, and throw in bin  When the bin overflows or you need rebate money, enter into vendor’s website Cost of Time per Warranty  Filling out warranty card: 3 mins  Enter Registration on vendor’s site: 3 mins  Tracking down and correcting rejected serial numbers: 15 mins per vendor  Assume a dealer sells 500 units per year: 6 mins per registration = 50+ hours a year Is it time to register the products?

Product Warranty Registration Process: The Automated Method  Create sales order, then print invoice  Warranty registration is put into a que and ready to automatically transmit  Schedule when you want to submit the warranty registrations  Easily check on the registration status  Open Infinity’s “Product Registrations Program”  Choose vendor  Choose date range

Product Warranty Registration Process: Manual vs. Automated Tangible Drawbacks  5-6 minutes per registration = 50+ hours per year  hours per year researching and correcting serial numbers  Annual cost to dealer = about $1,000 per year Intangible Drawbacks  Wasted human resources  Possible loss of rebate dollars  Unhappy employees  Unhappy vendors  Unhappy customers

In Summary… Wasted Time - Cost of Inaccuracies - Purchase Orders Rebates - Vendor Stock Check - Product Registrations

Sponsored by: Thank you for joining! & Contact Info: c-Systems Software KPM: Jesse Hellyer Questions will be addressed this week A short synopsis will be sent after the completion of this webinar