Vehicle - Attendance and Repair Order Counting

87VW1

Workshop

Management

September, 1987
Subject VEHICLE ATTENDANCE AND REPAIR ORDER COUNTING
Key Points WORKSHOP CONTROL FORMS UPDATED TO ACCOMMODATE NEW FINANCIAL STATEMENT CHANGES
To help better define the vehicle attendance and RO counting procedures that became effective 1/1/87, we are issuing the following information and flow chart.

The Monthly Time Summary and Workshop Distribution forms have been changed to accommodate two new labor sales accounts for 1987. These accounts are 4413 mechanical labor sales warranty (Audi only) and 4415 mechanical labor sales internal (Audi only). Accounts 4403 and 4405 will now be used to report warranty and internal sales for Volkswagen only.

The new breakout of warranty and internal labor sales and repair order counts for Volkswagen and Audi will be displayed on page 4 lines 75 - 79 of the financial statement. This information will be displayed by make for month and YTD totals. Other Make warranty and internal labor sales and RO counts will remain as a combined total.

While vehicle attendance counting procedures remain unchanged, warranty and internal counting procedures have been revised to capture the new labor sales account information. To enhance the accuracy of reporting these changes, workshop control forms have been updated. In addition, the attached flow chart has been developed to follow a repair order through the counting procedure from the time of write-up through financial statement input.

Vehicle attendance and RO (transaction) descriptions are defined as follows:

VEHICLE ATTENDANCE

"Any vehicle that is presented to the dealership for repairs that a repair order invoice is written for". Vehicle attendance is counted only once per visit regardless of the number of repair order invoices written for the vehicle.

RO (TRANSACTION) DESCRIPTIONS

The type of repair order (transaction) is defined by the labor sales account number on the accounting portion of the repair order invoice. A single repair order invoice could count as more than one transaction. (Example: customer labor sale and warranty labor sale on the same repair order invoice counts as both a customer and warranty repair order (transaction).)
Labor Transactions as they relate to repair order (transaction) types are defined by the following account numbers.

REPAIR ORDER (TRANSACTIONS)

MAKE CUST. LABOR WARR. LABOR INT. LABOR

Volkswagen 4401 4403 4405
Audi 4411 4413 4415
Other 4407 4409 4409

When a repair order invoice is written it should be logged onto the Workshop Distribution Form for vehicle attendance type and anticipated repair order (transaction) type(s).

Upon completion of a repair order invoice it should be reconciled with the Workshop Distribution Form for proper repair order (transaction) type. (More than one entry is possible.)

At the end of day all columns for vehicle attendance and repair order (transaction) types should be totaled. Total figures should be carried to appropriate columns on the Monthly Time Summary.

At month end the service volume section of the Monthly Time Summary is totaled and a copy provided to your Dealership Business Management Manager.

The monthly time summary and service record totals all have statistical data codes listed below the total boxes that need to be inputted onto the stat data form.

All revised forms are available through Reynolds and Reynolds or Norick Brothers. Form order numbers are as follows:

DESCRIPTION REYNOLDS/REYNOLDS NORICK BROTHERS

Large Work Distribution & VWoA42-000-4337-1 VWoA43371-87
Capacity Control Form
Small Work Distribution & VWoA42-000-4338-1 VWoA43381-87
Capacity Control Form
Work Distribution & VWoA4339-1 VWoA43391-87
Appointment Record Form
Monthly Time Summary Form VWoA42-000-4341-1 VWoA43411-87

Workshop Distribution Form VWoA4346-1 VWoA43461-87

Please provide your Business Management Manager with a copy of this service circular and review the content with him/her.

TIME SUMMARY FLOW CHART