0845 6890248 / 01248 208500 sales@autosalessystems.co.uk

Preparation Module

Features / Overview

  • Record details of vehicle preparation costs
  • Post preparation invoices even after vehicle is sold
  • Support for business overheads if not using Sage

Many expenses can be incurred during the process of selling a vehicle. The purpose of this module is to allow entry of these expenses for accounting purposes and to add them as a cost against the particular vehicle. They can be taken into account in the final profit and loss calculation on the sale of the vehicle.

The supplier of the preparation can either be another business or yourself creating an internal cost. Each preparation posting requires a category. In a Sage linked system this controls where in the nominal ledger the costs are posted. Categories are defined by the user to suit their business. When posting preparation, the required fields are supplier, category, net cost, VAT, date and whether it is an invoice or credit note.

All costs posted are displayed for any given stock number. The total amount of preparation spent on the vehicle in addition to its “Written Down Value” or “Stand in Value” are displayed in all major screens of the system.

Costs that are regularly incurred and that require repetitive entry can be configured as standard jobs. A single click enters all the information with exception of the date.

The entry of a Road Fund Licence as a preparation cost will also automatically enter the licence onto the sales invoice for this deal.

Late Invoices

If any preparation invoices arrive late then they can continue to be posted even after the Sales Invoice is produced. The Profit & Loss figure for the vehicle will be amended accordingly.


For customers who do not use Sage Accounts, there is a function within the preparation module into which details of bills that relate to the overheads of the business can be entered rather than details of a cost against a specific vehicle. This enables the system to provide one report from which you can complete your quarterly VAT return.

Sage Linked customers enter these expenses directly into Sage.

Learn more...

If you'd like to learn more about our car dealer software please contact us via our contact form or call us on 0845 6890248 or 01248 208500. We are happy to provide demonstrations of our software or even let you talk to our users directly to get their experiences.