A BMS can help greatly when managing equipment and parts inventories, helping employees track levels and generate purchase orders with ease. “Using the minimum and maximum stocking level features for seasonal ordering levels is a huge benefit for dealers because you can instantly create order recommendations in your system based off those levels,” says Haefner. “You can also run a recommendation off of a percentage of sales history. In times like these where people are tracking and can see that they are a little off of what they normally do, they can make recommendations on a percentage of sales history or a percentage of their normal stocking level.”
Additionally, dealers save time by processing purchase orders within the system and not manually entering them in. “Not having to fax or mail in orders saves on time, postage and paper,” explains Clay. “It also leaves less room for error in data entry.”
There are many tools available that allow dealers to reduce or even eliminate the need for paperwork in processing. It’s leading many dealers to consider going paperless. “I’m thinking about going electronic with processing, but I’m not sure how,” says Clay. A good place for Clay to start his transition may be with a signature capture pad, because he could immediately enjoy its benefits. “The biggest advantage is not having to waste time going through files and finding old papers that contain signatures,” explains Haefner. “Digital signatures also help hold customers accountable because you can see directly from the system who signed and agreed to a repair on a unit, and who picked it up.” For dealers, having the ability to access that information so quickly helps in serving customers quickly and efficiently.
From there, dealers can move into the scanning and digitizing of any documents that come into the dealership for processing. Having the digital copies allows them to be emailed with ease between dealership locations, to employees, customers or suppliers, once again reducing the wasteful movement of paper around the company.
While paperless processing has its benefits, there are times when it may not be the most practical. Take the shop, for instance. “In many cases, it still makes more sense for mechanics to have a ‘hard copy’ of a work order in which to write notes and suggest additional service repairs,” says Archut. “Although more and more mechanics have their own workstation, a hard copy is still practical.”
Dealers should learn all about their BMS features and decide how they can help improve processing procedures. Knowing what paperless features can and can’t work for your business is up to you, but improving processing in some way can reduce waste and save time, improving customer satisfaction overall.