Archiving is now recommended by the NADA for dealers installing new dealer management systems. Unlike ADP and Reynolds and Reynolds' optional Computer Output to Laser Disc (COLD storage) archiving method, we include live Server Based Archiving as a standard feature. That is, we save all history: general ledgers, journals, schedules, F&I deals, RO's, parts and service invoices, statements, purchase orders, receipts, check registers and financial statements. Our archiving system includes the ability to selectively search, view and print all of these items on demand, directly from the application. SBA allows dealers to increase their efficiency, reduce their printing and handling costs, as well as improve customer service.
There is no reason to be concerned about server hard drive space. The installation shown below has four complete general ledgers using 27,867 files and less than four gigabytes of storage.
| Accounting | Payroll Direct Deposit | Service Invoicing |
| Service Merchandising | Service Tracking | Factory Communications |
| Labor Time Guides | AutoVISS - GM | Email direct from RO |
| CSI survey | Service Reminders | Polk's VIN decoder |
| Parts Inventory | Parts Invoicing | Factory Parts Masters |
| Vehicle Inventory | Contact Manager | Letter Processor |
| Service Data Mine | Electronic Up Log | Web Base Credit Report |
| Electronic Purchase Orders | Title Tracking | Instant Messaging |
| Management Reports | Custom Daily Docs |
Since moving from DOS in 1997 to a true Windows-based product, we have passed from the "bleeding edge" stage and moved clearly to the "leading edge." ACS ACCESS is an open architecture 32 bit system which allows dealers to find increased ways to incorporate advancing technology.
We know Windows! Having been a 32-Bit Windows based system since 1997, we no longer have to wrestle with DOS or Unix to Windows conversion. Instead we are able to spend our programming time developing tools that help our dealers be more successful.
Our newest tool is our F&I Desking Screen. This screen is THE desking tool in the industry.
Options include the ability to compare up to four vehicles at the same time or one vehicle four different ways. It allows a manager to list up to five rebates (with notes on which rebates were used), with and with out a trade, and over/under allow on the trade. Plus the desk manager knows where they are in the deal every step of the way, as gross is displayed on the SAME screen as changes are made. The information can be printed with the option to print a customer sanitized view (no ACV or gross shown) or a manager view. This information can be saved under the customer's name or merged directly into the F&I screen. F&I manager can also use this screen to calculate four payment options showing a variety of product offerings. If you doubt the value of this tool, check with your sales managers.
Again, printing is another cost saving benefit ACS offers dealers.
| 2001 Continuous multi-part forms (non-check) cost | $13,500 |
| 2002 actual plain paper cost | $1,330 |
| Estimated toner expense | $3,981 |
| Annual savings | $8,189 |
| Annual click charges | $ 4,526 (plus freight) |
| ACS plain paper with toner | $ 2,135 |
| Annual savings | $ 2,391 |
Another reason dealers have selected ACS is that we don't use independent brokers. We think this is important. It eliminates third party confusion and responsibility problems.
We provide a specific amount of hardware and accept responsibility for it. If there is a communication problem between you and the manufacturer, we help you sort it out. Is it our system? Is it the Internet router? Is it our server? Is it the connection? Is it a PC problem? This goes beyond giving you a list of hardware to buy. That said, you are free to purchase PC's from any source you want, including ACS.
It also means sharing ideas. At our last ACS users group meeting we discussed new tools, system enhancements and shared ideas of how the dealers use the system. We also created an enhancement request list.
We listen and improve. As you reviewed the list of tools we have, I am sure a few of them really seemed like a good idea. So did we. Nearly every tool we have was requested by dealerships just like yours. And the best part is, once we create any enhancement it is available to everyone... for free. Remember all enhancements are included at no extra charge. We do not have an 8400, 8800, 9200, 9400, or 9600 generation. Dealers that signed with us in 1997 have the same up-graded system that you will be receiving.
The following information briefly explains features that are standard to the ACS ACCESS system.
| General Features | ACS | Current DMS |
|---|---|---|
| Can you open multiple screens of the same application at the same time? (Multi-tasking) | Yes | |
| Is this included without having to buy extra ports. sessions, etc? | Yes | |
| Will there be any extra charges not shown on the quote for items such as tape deposits, fonts charges, or annual fees to financials? | No | |
| Do you guarantee the server you propose has sufficient disk space for 5 years of DMS data? | Yes | |
| Will you be charged port license fees for adding printers to the network in the future? | No | |
| If I need to replace the F&I printer or multi-try laser, do I have to purchase them from you? | No |
| Archiving | ACS | Current DMS |
|---|---|---|
| NADA recommends archiving as a "cost saving technology that all dealers should consider." Is it included with your system?* | Yes | |
| Is Archiving stored on the server for quick access? | Yes | |
| How many years of data will it store? | Forever | |
| From the date the new system is installed, can you print and display both parts and service invoices from any data and see all the information available the day it was closed? | Yes | |
| From the date the new system is installed, can you determine on which invoices (parts or service), over any date range, a particular part was sold and the price paid? | Yes | |
| Can you instantly view the last 12 months activity in any GL account and print the same on on page for the last 50 months? | Yes | |
| Does your archiving include the ability to selectively search, view and/or print, over any date range: general ledger, journals, schedules, F&I deals, ROs, parts and service invoices, statements, purchase orders, receipts, check registers, and manufacturers financial, or reports, for any period since the day the system was installed? | Yes |
| Accounting | ACS | Current DMS |
|---|---|---|
| Will vacation time be automatically adjusted by the system? | Yes | |
| Can paychecks be selectively electronically deposited? | Yes | |
| Can each department manager retrieve a customized daily operating report? | Yes | |
| Can all authorized department managers view their expenses? | Yes | |
| Do you use a Single Name File to prevent duplicate names? | Yes | |
| Can existing GL numbers and schedules be used with the new system? | Yes |
| Miscellaneous Questions | ACS | Current DMS |
|---|---|---|
| Can you send and receive internal email without backing out of an application? | Yes | |
| Do you add an application, i.e. digital invoice capture, desking screen, Email from RO, electronic payroll deposit, etc, are dealers upgraded at no extra charge? | Yes | |
| When you do updates, does one of the dealership's employees have to come in at night or on the weekend to do it? | No | |
| Sales and Leasing | ||
| Can you capture prospect information (name, address, etc) from any US driver's license? | Yes | |
| From a single screen, can the Sales manager compare up to 4 purchase options, (with or without a trade, rebates, loan vs. lease, etc.) then print a customer a viewable copy? | Yes | |
| Can the F&I manager create 4 side by side menu comparisons on a single screen and merge the selected purchase data (selling price, rebates, payments, lender, etc.) directly into the F&I screen without re-keying the data? | Yes | |
| Can then F&I manager then print out a management copy showing rebates used? | Yes | |
| From the date the new system is installed, will a Sales or F&I manager always be able to view all the details on a closed deal, even after 3 or 4 years? | Yes | |
| Can you close a deal in F&I (before posting in accounting) and instantly recognize the customer in parts and service? | Yes | |
| Is it necessary to re-key customer data when pulling credit reports? | No | |
| When printing F&I forms, does it prompt only the forms that the lender requires? | Yes | |
| Do you provide printable commission vouchers and an individual month end commission report? | Yes | |
| When stocking in a GM Certified vehicle, can you VISS the vehicle directly from that screen? | Yes | |
| Can you view a GM Invoice digitally from the Sales and Leasing application? | Yes | |
| When viewing the cost of a vehicle in the F&I application, can you see it exactly as accounting does? | Yes | |
| When viewing the cost of a vehicle in F&I, is there a warning that indicates there is an open RO and will it show the estimated amount of that RO? | Yes | |
| Can you view the vehicle's service history from the Sales / F&I screen? | Yes | |
| Is a prospect follow up system included in your proposal? i.e. Showroom control? | Yes | |
| Can you print a customized letter (email, post card and/or label) for all customers that have a vehicle with over 50,000 miles, whose birthday is in July? | Yes | |
| Parts and Service | ||
| Do you use VINA - Polk's VIN database for 100% accurate decoding? | Yes | |
| When you open a RO, is there an indicator showing that there are Accessories Due, or Special Order Parts, and the customer's current charge privilege status? | Yes | |
| From the special order parts notification screen, can the service advisor set an appointment to install the part? | Yes | |
| Is the customer's value to the dealership (dollars spent in parts and service) displayable? | Yes | |
| When you open a RO, is there an indicator showing the title could be branded? | Yes | |
| From the RO screen, can you VISS a GM vehicle with a single keystroke? | Yes | |
| Can you notify the customer by email to let them know their vehicle is ready, directly from the RO screen? | Yes | |
| When you open a RO, can you view manufacturer campaigns, recalls, and factory recommended maintenance schedules and if the customer has an extended warranty? | Yes | |
| When a scheduled service appointment arrives, does it auto-complete the new RO? | Yes | |
| Are Service Reminders included? | Yes | |
| Can Service Reminders be sent via email? | Yes | |
| Is a CSI survey module for sales and service included? | Yes | |
| Is there a warning for duplicate warranty submission? | Yes | |
| Are Labor Time Guides and Parts Masters updates sent online? | Yes | |
| Can the Parts Department view sales history by part number and/or by customer? | Yes | |
| Can both Parts and Service look at the same RO at the same time? | Yes | |
| Are all the applications and system feature mentioned above included in your quote? | Yes |
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