How to Sell a Service Plan and Post the Cost Correctly

Overview

If you sell service plans with vehicle deals, you must add the service plan as a predefined Dealer Option. This ensures the sale and cost post to the correct nominal code and appear correctly in profit analysis.

Why This Matters

If sales staff type the service plan description manually instead of selecting the predefined option:

• the plan may not post to the correct nominal

• profit analysis will not show the correct service plan line

• costs may not match sales

• reporting will be wrong

Step 1: Add the Service Plan to the Sales Order

1. Open the vehicle order

2. Go to Dealer Options

3. Select Add Dealer Option

4. Choose Service plan from the list

5. Double click to add it to the order

6. Continue raising the order as normal

Important
Do not type the service plan description manually. Always select the predefined option.

How to Check It Was Added Correctly

1. Open Profit Analysis on the deal

2. Look for the service plan line

3. Confirm it shows the nominal in brackets, for example:
   Service plan (126)

If you do not see the nominal in brackets, the option was typed manually and must be corrected.

Step 2: Post the Service Plan Cost

1. Go to Purchase

2. Select Post Purchase Invoice

3. Choose the Service plan supplier account

4. Use the delivery note field to record an identifier (commonly the vehicle registration)

5. Enter the invoice date

6. Enter the cost value

Step 3: Allocate the Cost Against the Dealer Option

1. In the purchase posting screen, go to Dealer Option at the bottom

2. Double click the relevant service plan item so it appears on the right

3. Enter the amount in the To Post box

4. Post the invoice

Step 4: Confirm Profit Analysis

Open Profit Analysis again and confirm:

• the service plan sale shows

• the posted cost shows

• the figures align for margin reporting

Timing Tip
Date the cost in the same month as the sale. This keeps monthly reporting accurate.

Fix
Service Plan Was Typed In Manually

If a service plan has been typed in instead of selected from the predefined list, fix it before reporting.

1. Open the deal

2. Credit the invoice

   • Select Credit Invoice

   • Untick Print Invoice

   • Confirm Credit

3. Go to Dealer Options

4. Right click the typed service plan line

5. Select Remove Option

6. Select Add New Dealer Options

7. Choose Service plan from the predefined list

8. Re-invoice the deal

Re-check Profit Analysis and confirm the nominal appears in brackets.

Preventing Repeat Errors

• Remind sales staff to select Service plan from the predefined options

• If one user keeps overtyping, address it directly

• Use Profit Analysis as the quick check before invoicing