To enable the invoicing features, please contact Dragon2000 Support on 01327 222 333, option 1.
Once enabled, you will be able to create both Purchase and Sales invoices within Dragon Portal.
Purchase Invoices
From within the Vehicle Record, select the Purchase section and complete the sections on the left hand menu:
Purchase
Purchase Type – From the drop down list select the relevant purchase Type: Margin, Qualifying etc.
Buying Price – Enter the amount you have purchased the vehicle for (this does not include any costs, just the price of the vehicle).
Date in Stock – This is the date you have the vehicle onsite, not the date you have purchased the vehicle.
Outstanding Finance – If applicable, enter any outstanding finance against the vehicle.
Supplier
Enter the details of who you purchased the vehicle from by clicking Add Supplier. If you have used the supplier previously you can search for the supplier and select the relevant record. To add a new supplier click Create a New Supplier and fill in the details.
Costs
If you have any other costs associated with the purchase of the vehicle, for example, delivery, click Add Cost and enter the details.
Printing the Purchase Invoice
Once you are happy with all of the information entered, go back to the Purchase section and click on Print Purchase Invoice. Enter the date you purchased the vehicle and click Print Purchase Invoice.
The Purchase Invoice will be displayed. This needs to either be printed or saved to PDF to lock and save the purchase information that has been entered. One this has been done, a purchase invoice number will be allocated and the purchase information cannot be edited.
Sales Invoices
From within the Vehicle Record, select the Sale section. This will default to the Sales page. Enter the Screen Price of the vehicle. This is how much you are selling/have sold the vehicle for.
Use the menu option on the left hand side of the page to add the rest of the sales information.
Customer
Enter the customer details by clicking Add Customer. If you have had previous dealings with this customer then you can search for the details and select the relevant record. To add a new customer click Create a New Customer and fill in the details.
If the delivery address will be different, this information can be entered under Delivery Details.
Part Exchange
Add a Part Exchange by clicking on Add Part Exchange. If the vehicle is not already in stock, click Create New Vehicle and enter the registration and Mileage.
Once the part exchange has been added, use the Buying Price box to enter the amount you are purchasing the vehicle for.
Extras & Warranty
Extras – An extra can be any item that you would like to list on the sales invoice. Click Add Extra and enter a description and selling price. If applicable, you can also record any costs you have incurred for this item in the Cost to Dealership section.
Warranties – Use this section to add any warranty products that the customer has purchased. Click Add Warranty and select if it is an IPT (Insurance Premium Tax) or NON-IPT warranty product. Enter a description and selling price. If applicable, you can also record any costs you have incurred for the product in the Cost to Dealership section.
Finance
If the customer is using finance to purchase the vehicle you can enter the Finance Company and Finance Amount. If the Finance company has not already been created, click Create Finance Company to add their details.
If you want to record any further details of the finance, this can be done under the Sale Finance section but this is not required.
Payments
To record a payment click Add Payment. Any payments added before the Sales Invoice has been printed will be recorded as deposit payments. Once the Sales Invoice has been printed, all payments will be recorded as balance payments.
Enter the payment amount you have received and click Next. Select a payment method, payment date and if applicable, enter a reference. Click Save once done.
Order Forms and Invoices
Select Sales from the left hand menu and you will have the option to Print Order Form and Print Sales Invoice.
The order form can be printed multiple times and once printed, changes can still be made to the record.
Once the Sales Invoice has been printed, this will lock the record so no changes can be made and the vehicle record will be moved into Sold Vehicles. When printing the Sales Invoice, you will also be asked to enter the Sale Date.