DealerTrack Blog » Q&As

How Do I Assign a New Salesperson/BDC Representative to a Customer Record?

admin — Mon, 14 Jun 2010 16:00:26 +0000

When salespeople or BDC Representatives leave your dealership, it is a good idea to re-assign all of their customers and prospects to a different person. Reassignment will force all follow-up activities to be generated for the new representative’s Daily Work Plan.

New salespeople can be assigned to customer records using the Sales Representatives Reassignment tool. New BDC Representatives can be assigned to customer records using the BDC Representative Reassignmenttool. These tools are accessible from the Customer Showroom Management Application Environment.

For more information, please see the following guides:

Sales Representatives Reassignment
BDC Representative Reassignment

DealerTrack DMS CRM Function: What Do the Symbols Mean on my Daily Work Plan?

admin — Mon, 07 Jun 2010 15:29:21 +0000

– The Blue Circle indicates that the customer is currently in the showroom. When the customer leaves the showroom, click on this icon to remove the notification.
– The Yellow Triangle is for Activity Notification. During CRM setups, the Minutes to Past Due was defined in the Initial Values. The Yellow Triangle indicates that 2/3s of the response time has expired. You must take an action with the prospect, such as Scheduling an Activity or Adding a Note before the notification will be removed.
– The Red Circle with an Exclamation Point is for Activity Notification. During CRM setups, the Minutes to Past Due was defined in the Initial Values. The Red Circle indicates that the response time has expired, and the prospect is considered “Past Due”. You must take an action with the prospect, such as Scheduling an Activity or Adding a Note before the notification will be removed.

All this information and much more can be found on the DealerTrack DMS Support Wiki
More Customer Relationship Management FAQs can be found here.

Announcing New Customer Relationship Management FAQs

admin — Tue, 01 Jun 2010 21:16:21 +0000

The DealerTrack DMS Support Center and Implementation Teams have worked together to generate a list of the most common CRM questions, which are now available on the DealerTrack DMS Wiki.

Use this valuable resource to help answer common questions with the DealerTrack CRM application. Questions/Answers include LetterSelect, entering Prospect information, recording Prospect activity, and more!

Click Here To View

How Do I Get New F&I Forms Programmed?

admin — Thu, 18 Mar 2010 05:00:08 +0000

The DealerTrack DMS Support Center has a department completely dedicated to helping you with your F&I Forms. In order to quickly and accurately program your forms, please review the following information:

Mail 4 Blank, Original copies of the form to:
- DealerTrack DMS
- Attention: Forms Department
- 10757 S River Front Parkway Ste 400
- South Jordan, UT 84095

Fees
- Form Programmed – $150
- Rush Fee – $100 (plus the $150/programming fee)
  - Paying a Rush Fee ensures the Form will be programmed within 24 Hours of when it reaches the DMS Office
Forms cannot be programmed off of a fax; you will need to mail in a copy

For more information about Forms, please contact the DMS Support Center at 877-357-8725 x 1.

How Do I Add Customized Lines of Text to My Repair Orders or Counter Tickets?

admin — Tue, 16 Mar 2010 05:00:31 +0000

You can use Promo Messages for printing user-defined text lines on your Repair Orders or Counter Tickets. Promo Messages can be used for advertising specials, holiday greetings, disclosure notices, or other notes. Once a Promo Message is defined, it can be added to or removed from Repair Orders and Counter Tickets at your discretion.

Promo Messages are set up in the Parts Department Application Environment or Service Department Application Environment. Use function Promo Messages from within a Counter Ticket or Repair Order to add or remove the desired messages.

For more information please visit the DealerTrack DMS Support Wiki: https://www.arkona.com/website_09/support/wiki/index.php/Function_Promo_Messages

My Repair Order is Marked “G/L Error.” Is This Something I Can Resolve on my Own?

admin — Thu, 04 Mar 2010 06:00:32 +0000

Repair Orders have a status of “G/L Error” when someone tries to close the Repair Order and the system is unable to locate all of the Accounts necessary to apply the transactions. Until the G/L Error is resolved, the repair order will not close or post into the General Ledger.

Accounts are defined throughout the system. Since so many accounts are necessary to close a Repair Order, the DealerTrack DMs Training Department developed a guide to help you learn how to resolve G/L Errors without needing to call into the Support Center.

Please visit our guide on the DMS Wiki: https://www.arkona.com/website_09/support/wiki/index.php/Repair_Orders_-_G/L_Errors

Is the DealerTrack DMS Integrated with GM Global Warranty?

admin — Tue, 02 Mar 2010 15:37:02 +0000

YES!! The DealerTrack DMS is fully integrated with the new General Motors Global Warranty application for robust submission of Warranty Claims. Currently, the DealerTrack DMS Support Center is in the process of rolling customers from the WINS program to the Global Warranty program. The rollover is done by regions, as determined by General Motors.

For more information on when you will be rolled over to Global Warranty, please contact our Support Center at 877-357-8725 ext 1.

If you would like to learn more about using Global Warranty within the DealerTrack DMS, please visit the DMS Wiki: https://www.arkona.com/website_09/support/wiki/index.php/Warranty_Claims_Global_Warranty_-_General_Motors

Parts Department – Top 20 Frequently Asked Questions

admin — Thu, 25 Feb 2010 06:00:56 +0000

With the help of the Support Center Representatives and the DMS Installers, the DMS Training Department put together a list of the top 20 questions asked on a regular basis.

The top questions include Resolving G/L Errors, working with Special Orders, working with parts Supersessions, tracking and returning Cores, working with Stock Orders, modifying setups, and working with the cashier.

To see the Frequently Asked Questions guide, visit the DealerTrack DMS Wiki at https://www.arkona.com/website_09/support/wiki/index.php/Parts_Department_FAQs.

What is the Task List in DealerTrack DMS?

admin — Thu, 18 Feb 2010 06:00:07 +0000

The Task List is a checklist defined by the system. Before you can Accept or Cap a deal, you must review the items on the Task List.

To review the Task List, use function Extended Detail Screen (74). The Task List will display. Review the tasks listed on the right side of the screen. If the task does not have the word “Completed” to the side, you will need to complete that task. Check to make sure you have entered the following information:

To Accept a Deal
- Assign Inventory
- Enter Buyer Information
- Enter Trade Information (if applicable_
- Enter PDI Insurance (Proof of Insurance)
To Cap a Deal
- All Requirements to Accept a Deal must be met
- The deal status must be “Accepted”

For a complete guide, please see the following article: https://www.arkona.com/website_09/support/wiki/index.php/Function_Extended_Detail_Screen/Task_List

I’m Having Difficulty Accessing the DMS Wiki. What Should I Do?

admin — Tue, 16 Feb 2010 18:03:07 +0000

The DealerTrack DMS Wiki login credentials are the same used to access the DealerTrack DMS. You will also need to enter your two or four digit Enterprise Code in the Enterprise box. This is a recent change; in the past, you may not have entered your Enterprise Code.

If your login credentials and Enterprise code are entered correctly but you still cannot access the Wiki, please contact the DealerTrack DMS Support Center at 877-357-9725×1. A Support Center Representative will ensure the Wiki has been properly set up for your store.