This guide explains how to raise a sales order in Navigator through the Vehicle Administration Toolkit. It includes searching or creating a customer record, applying discounts, adding options, configuring part exchange, and confirming delivery—ensuring a complete and accurate sales record for every transaction.
Step-by-Step: Creating a Sales Order
1. Access the Sales Status Tab
Open the relevant stock record in Navigator.
Click the Sales Status tab.
Select Create Order.
Step 2: Select or Add Customer
A customer search window will appear:
Enter criteria (name, postcode, phone, etc.)
Click Search.
If the customer exists:
Double-click the record to continue.
If not:
Click New Customer.
Personal section is pre-filled from your search.
Use postcode lookup to auto-fill address.
For a business customer:
Switch to Business tab.
Click Clear Personal Profile first.
Enter business details.
Click Save and Close.
Step 3: Set the Vehicle Price
On the right-hand side, click Vehicle Price.
Apply Discounts:
Enter:
Discount value
Discount %
Net value
Or total price
Use Accept to confirm.
⚠ If the retail price is zero or incorrect, update the stock record before proceeding.
Step 4: Configure Vehicle Options
Factory Options
Auto-loaded for new vehicles.
Not shown for used stock.
Dealer Options
Go to the Dealer Options tab.
Double-click Add Dealer Option.
Select from pre-configured categories.
Or click Special Option to enter:
Description
Price (net or gross)
VAT rate
Estimated cost (pre-VAT)
Optional analysis code
Click Add, then Close when finished.
Right-click an option to Discount or Remove it.
Step 5: Add Warranty
Go to the Warranty tab.
Click Warranties.
Double-click to select.
Right-click to discount.
Select No Warranty to remove.
Step 6: Add Road Fund Licence (RFL)
Go to the RFL tab.
Click RFL and choose the relevant licence.
Click No RFL to remove it if necessary.
Step 7: Add Part Exchange
Go to the Part Exchange tab.
Click Add.
Enter reg number and use VRM Lookup.
Set:
VAT status
SIV
Customer’s PX allowance
Enter settlement info if applicable:
Finance company
Agreement number
Outstanding balance
Click Confirm.
Step 8: Configure Finance (if applicable)
Go to the F&I tab.
Select the Finance Company.
Enter:
Finance term (e.g. 36 months)
Deposit (including PX if applicable)
Monthly repayments (optional)
Commission (if applicable)
Step 9: Finalise Pricing
Click Total Price to:
View full deal structure
Apply adjustments to OTR price
Click Accept when satisfied.
Step 10: Raise the Sales Order
Click Raise Order.
Enter:
Deposit taken
Sales category (e.g. Retail, Trade)
Delivery date
Any notes to appear on the printed form
Choose to:
Leave as Estimate
Or Schedule into the handover diary
Set number of print copies
Click Confirm to generate the order.
Step 11: Workshop Order (Optional)
Prompt appears to create a Workshop Order.
Use:
Add Job to include work
Double-click to remove lines
Create Workshop Order to send to workshop
Or Cancel to skip
You can amend the sales order until the vehicle is invoiced.
Summary
| Step | Action |
|---|---|
| Start Order | Sales Status → Create Order |
| Add/Find Customer | Search → Select or Create new |
| Vehicle Pricing | Use Vehicle Price → Apply discount and confirm |
| Add Options | Factory & Dealer Options tabs → Add or Special Option |
| Warranty & RFL | Add or remove via relevant tabs |
| Part Exchange | Add vehicle, VAT status, SIV, allowance, and finance (if needed) |
| Finance Setup | F&I tab → Company, term, deposit, and commission |
| Final Price | Total Price → Confirm OTR adjustments |
| Raise Order | Deposit, category, delivery date, and print options |
| Workshop Jobs | Create or skip workshop order after completion |
This workflow ensures that all components of the deal are properly documented, priced, and accounted for before the vehicle is invoiced.
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