Month-End Sales Checklist: Financial Accuracy & Deal Closure

This guide outlines the essential month-end procedures for the Sales department within Navigator. Following these steps ensures financial accuracy and prevents reporting discrepancies.

Why This Matters

If deals are not closed correctly, profit reporting drifts.

• Costs land in the wrong month.

• Accounts queries increase.

• Final commission and margin figures become inaccurate.

Step 1: Identify the Month’s Invoiced Deals

First, isolate the transactions that must be reconciled for the current period.

1. Navigate to Sales > Reports > Pipeline Profit.

2. Set the filter to Invoice Date.

3. Set the date range to the specific Month-End Period.

Step 2: Validate Profit Before Closure

Before "locking" a deal, you must ensure the figures are factual rather than estimated.

1. Open a deal and select Profit Analysis.

2. Verify Actual Sale: Ensure it matches the final invoice.

3. Verify Actual Cost: Ensure all buy-in and prep costs are present.

4. Confirm Total Profit: This should be your final realised figure.

⚠️ Important: Ignore Retail and Expected figures during month-end. Only Actual figures impact your final £ reporting.

Step 3: Clear Unassigned Costs

Unallocated costs are the primary cause of "missing" profit or accounting errors.

1. Go to Vehicle Admin > Reports > Action Report.

2. Filter for Unassigned Cost.

3. Open the relevant deal and go to Preparation.

4. Allocate each individual cost line.

5. Refresh the Action Report to confirm the item has cleared.

Step 4: Confirm Delivery Status

1. In the Action Report, check for Overdue Delivery.

2. If the vehicle has physically left the site, mark it as Delivered in the deal flow.

Step 5: Final Deal Closure

• Select Close Deal ONLY after you have confirmed that both profit and costs are 100% accurate.

Step 6: Refresh the DOC

1. Open the DOC (Daily Operating Control).

2. Click Refresh.

3. Review Actual Profit totals. These totals now reflect your closed deals for the month.

? Common Mistakes to Avoid

• Using Action Reports for Profit: The Action Report is a task list, not a financial statement. Always use Pipeline Profit.

• Closing with Unassigned Costs: This leaves "floating" costs that will negatively impact your £ bottom line in future months.

• Using Expected Figures: Never judge month-end success based on "Expected" figures; they do not represent banked profit.