Dealer Configurations

The Dealer Configurations menu provides a centralized and comprehensive platform for managing dealership-related settings within the system. This menu is designed to streamline dealership operations, offering tools to efficiently manage dealer profiles, options, financial products, and lender relationships. By ensuring that all configurations are accurately maintained, the system helps align dealership operations with business goals, ultimately enhancing operational efficiency and service delivery.

The Dealer Configurations menu includes the following options:

• Dealer Profile: View, add, and edit dealership details to maintain accurate records and manage dealer data effectively.

• Dealer Options: Configure and manage additional services or features that dealerships can offer, allowing flexibility in customer offerings.

• F&I Products: Set up and manage Finance and Insurance (F&I) products, enabling dealerships to provide tailored financial solutions and insurance options for customers.

• Lender Management: Manage lenders associated with dealerships, including the ability to import lender lists for seamless integration.

These options ensure that all dealership configurations are handled effectively, contributing to smooth and efficient dealership operations.

Dealer Configurations

Dealer Profile

The Dealer Profile allows users to manage and maintain detailed profile information for each dealer. This section includes a wide range of information, such as General Information, Preferences, Payments, Trade-In details, Personalization, Dealer Fees, Integrations, Custom Links, Individualized Agreements, and Social Links. By consolidating all these aspects into a single profile, the Dealer Profile feature ensures that dealer data is accurately recorded and easily accessible, supporting efficient business operations and seamless dealership management.

Note: Users must select a dealer from the Dealer drop-down list, which includes all enabled dealers defined under Dealer Management, before configuring profile settings.

Dealer Profile

General

General tab on the Dealer Profile screen is used to manage the dealer's basic details and address. This tab ensures that all fundamental information and location details for the dealer are accurately recorded.

Dealer Profile General Information

To manage general dealer information, follow these steps:

1. Select Option from Available Finance Type: Choose the type of financing available with the dealer. Options include Finance and Lease.

2. Select Options from Scheduled Options: Choose the scheduling options available with the dealer. Options include Pickup, Delivery or Both.

3. Input Contact Number, Customer Contact Number, and Fax Number: Enter the respective contact numbers associated with the dealer.

4. Select Option from Time Zone: Choose the dealer's local time zone using the selector.

5. Input Email Address: Enter the dealer’s email address, which will be used for all electronic communications.

6. Input Website: Provide the website URL for the dealer.

7. Input Contact Person Name: Record the name of the primary contact person for the dealer.

8. Select Option for Using Daylight Savings: Specify whether daylight savings is applicable to the dealer.

9. Input Initials: Enter the dealer's initials, which will be used where required in various processes.

10. Input Trading As: Record the alternate business name or "trading as" name of the dealer.

11. Input Contact Phone Number: Provide the phone number for the dealer's primary contact.

Dealer Address

Address section on screen is used to manage dealer's address details. Index subscriber can manage dealer address after selecting country. Country wise dealer address templates are available to input address details i.e. Lines to input address, City, State, ZIP code and Country. By default country of dealer address will be the same as country selected on company profile. After inputting address details user can verify the address by calling Google API. Google API retrieves the address and prompt confirmation to the user. Once address is confirmed, the Verify button will disappear and a tick will appear against the address showing that it is verified.

Preferences

The Preferences tab is used to configure essential operational settings for a dealer, ensuring that their default values for mileage, term, quotation, and application expiry, as well as margin rates and financial parameters, are properly set. These configurations help tailor each dealer's preferences to match their specific business needs, ensuring smooth and accurate operations.

Dealer Preferences

To manage dealer preferences, follow these steps:

1. Select Option for Default Mileage: Choose the default mileage for the dealer. The available options are enabled contract annual mileage values defined in the Order Setups under Company Configurations.

2. Select Option for Default Term: Choose the default contract term for the dealer. The available options are contract terms defined in the Order Setups under Company Configurations.

3. Input Quotation Expiry Days: Specify the number of days after which a quotation will expire for the dealer.

4. Input Application Expiry Days: Specify the number of days after which an application will expire for the dealer.

5. Input Default Margin Rate (Lease): Enter the default margin rate percentage for lease deals for the respective dealer.

6. Input Default Margin Rate (Finance): Enter the default margin rate percentage for finance deals for the respective dealer.

7. Input Standard Lease Rates: Enter the standard percentages for Down Payment, RV/Balloon, and Customer Rate applicable to lease deals.

8. Input Standard Finance Rates: Enter the standard percentages for Down Payment, RV/Balloon, and Customer Rate applicable to finance deals.

Payment

The Payments tab is used to record and manage key financial details for a dealership, including the maximum payment limits. Users can configure the dealer's bank account information, such as account number, ABA number, account title, and bank name. Additionally, limits for transactions using the bank account, credit cards, and debit cards can be set to ensure secure and accurate financial operations.

Dealer Profile Payment Details

To manage dealer payment details, follow these steps:

1. Input Account Number: Enter the account number of the dealer.

2. Input ABA Number: Provide the ABA number, which is a nine-digit code used to identify the financial institution responsible for the payment.

3. Input Account Title: Enter the account title associated with the dealer’s bank account.

4. Input Bank Name: Specify the name of the bank where the dealer's account is held.

5. Input Bank Account Limit, Credit Card Limit, and Debit Card Limit: Enter the respective transaction limits allowed for the dealer’s bank account, credit card, and debit card.

Trade-In

The Trade-In tab allows users to record and manage the trade-in percentages assigned to trade-in partners associated with a dealer. This tab ensures that specific trade-in percentages, such as 20%, can be configured for the dealer’s partners. Trade-in partners available for selection are those defined under the Integrations tab in General Setups.

Dealer Trade-In

To manage trade-in percentages, follow these steps:

1. Select Option Provider: Choose the integrated trade-in partner for whom the trade-in percentage needs to be defined. Only enabled trade-in partners from the Integrations tab can be selected.

2. Input Percentage: Enter the trade-in percentage assigned to the selected trade-in partner for the dealer.

Personalization

The Personalization tab enables users to customize the visual appearance of a dealer’s profile, aligning it with the dealer's branding guidelines. This feature allows users to modify colors, upload icons, and logos, ensuring that the dealer’s brand identity is well represented throughout the platform.

Dealer Personalization

Note: An Enable/Disable button is available to apply company-level personalization. If the dealer prefers to define its own personalization settings, the following steps can be followed:

1. Primary Color: Set the dealer’s main brand color, which will be prominently displayed in the profile and throughout the interface.

2. Secondary Color: Choose a secondary color to complement the primary color, often used for accents and highlights.

3. Favicon: Upload a small icon (favicon) that will appear in the browser tab, making the dealer’s profile easily recognizable.

4. Logo: Upload the dealer’s logo to ensure consistent branding across the dealer’s profile and throughout the platform.

Dealer Fees

The Dealer Fees tab allows users to manage dealership fees within the system, providing options to view, add, edit, and delete fees. Only fees that have been enabled and defined under the Fees tab in the Order Setups of the Company Configurations are selectable in this tab. This functionality ensures that dealer fees are seamlessly integrated into the system’s financial operations, enabling accurate management and configuration.

Add New Dealer Fee

To manage dealer fees, follow these steps:

1. Add New Fees: Click the Add New Fees button to add a new fee. The system ensures that no fee code overlaps with an existing one.

2. Select Option Fee Name: Choose a fee from the drop-down list, which includes only fees that have been enabled and defined under the Fees tab in the Order Setups of the Company Configurations.

3. Select Option State: Choose the state for which the dealer fee is required to be defined.

4. Select Option Applicable Finance Type: Specify the finance type to which the fee applies. The available options are Finance and Lease.

5. Select Option Event: Choose when the fee will be applied. Available options include End of Term and Inception.

6. Select Option Calculation Type: Determine whether the fee is a Fixed Amount or Monthly Payment Based.

7. Input Default Amount: Enter the default amount for the dealer fee.

8. Input Multiplication Factor: If the Calculation Type is based on monthly payments, input the multiplication factor. The system compares the value in the Default Amount field with the (monthly payment of the deal multiplied by this factor) and uses the lesser amount.

9. Select Option Fee Handling: Choose whether the fee will be handled as Financed or Upfront.

10. Select Option Taxable: Specify whether the dealer fee is taxable.

11. Input Vendor: Provide the vendor details for the respective dealer fee.

12. Input External Code: Enter the external code associated with the dealer fee.

13. Select Option Status: Set the status of the dealer fee. Enabled fees are available for future use, while Disabled fees will not be used in the future.

14. Managing Existing Records: Existing dealer fees are displayed in a tabular format, providing a clear overview of current records. A Search Bar is available to filter records based on search criteria. An ellipsis menu appears on the right side of each record, allowing users to Edit or Delete the respective dealer fee.

Dealer Fees

Integrations

The Integrations tab enables users to record and manage the integration types and associated providers for a dealer. This section supports the integration of external APIs and services into the Index system, allowing users to select only those integrations that have been enabled and configured under the Integrations tab of General Setups within the Company Configurations. This ensures that all external services connected to the dealer are accurately tracked and efficiently configured, supporting seamless integration and operational efficiency.

Add New Integration

To manage integrations, follow these steps:

1. Add New Integration: Click the Add New Integration button to add a new integration.

2. Select Option Integration Type: Choose the integration type for the dealer from the drop-down list, which includes only enabled integrations defined under the Integrations tab of General Setups in the Company Configurations. Examples of integration types include Payment Processing, Address Validation, and Identity Verification.

3. Select Option Route: Choose the route for the integration. Currently, Hubex is the available option.

4. Select Option Integration Provider: Select the provider of the respective integration type. For instance, Google is an integration provider for Location Services. Only providers enabled under the Integrations tab of General Setups in the Company Configurations are selectable.

5. Input Details of Integration Provider: Enter provider details required for integration, such as the API Base URL, Username, Password, and API Key.

6. Managing Existing Records: Existing integrations are displayed in a tabular format, providing a clear overview of current records. A Search Bar is available to filter records based on specific criteria. An ellipsis menu is available next to each record, allowing users to Add Provider for the respective integration type.

Dealer Integrations

Custom Links

The Custom Links tab is used to manage the custom links for a dealer. These links allow users to tailor the dealer's header, footer, and sidebar within the customer portal, enabling a branded and personalized experience. This tab centralizes the configuration of custom links, ensuring they are accurately recorded and consistently integrated into the dealer’s profile.

Add New Dealer Custom Link

To manage dealer's custom links, follow these steps:

1. Add New Custom Link: Click the Add New Link button to add a new custom link for the selected dealer.

2. Select Option Link Type: Choose the location where the link will appear. Options include Header, Footer, and Sidebar.

3. Input Link Name: Enter a descriptive name for the custom link.

4. Input Link URL: Provide the URL for the custom link, ensuring it directs to the correct destination.

5. Select Option Status: Set the status of the custom link. Links with Enabled status are active and visible, while links with Disabled status are inactive and hidden.

6. Managing Existing Records: Existing dealer custom links are displayed in a tabular format for easy review. A Search Bar is available to filter records based on search criteria, and an ellipsis menu is available on the right side of each record, allowing users to Edit or Delete the respective dealer custom link.

Dealer Custom Links

Individualized Agreement

The Individualized Agreement tab allows dealers to configure customized agreements by adding multiple text clauses as templates. This feature provides a flexible setup where dealers can input, save, and manage agreement clauses efficiently. Each clause can be reviewed, edited or deleted from a list view, and there is an option to set a single clause as the default. Only one clause may be marked as default at any time, ensuring clear, consistent agreement terms.

Add New Dealer Individualized Agreement

To manage dealer's individualized agreements, follow these steps:

1. Add New Individualized Agreement: Click the Add New Agreement button to create a new individualized agreement for the selected dealer.

2. Input Text: In the text box provided, enter the agreement clauses you wish to save as part of the template. After entering the text, click Save to add it to the list.

3. Select Option Default: Choose this option to mark a clause as the default. Only one clause can be set as default at a time.

4. Managing Existing Records: Existing individualized agreement clauses are displayed in a list format for easy review. A Search Bar is available to filter records by search criteria, and an ellipsis menu is present on the right side of each record, allowing users to Edit or Delete the respective clause.

Dealer Individualized Agreement

Social Links

The Social Links tab is designed to manage a dealer's social media presence by allowing users to input, update, and organize links to the dealer’s social media accounts, including Facebook, Twitter, LinkedIn, Instagram, and others. Maintaining accurate and up-to-date social media links in this tab helps ensure the dealer’s online presence is accessible, integrated, and effectively supports communication and marketing strategies.

Dealer Profile Social Links

To manage social media links, follow these steps:

1. Add/View/Edit/Delete Social Media Information: Users can add new social media links or view, edit, and delete existing entries as necessary. Each entry represents an individual social media account and can be updated individually to reflect any changes in the dealer’s online presence.

Chat

The Chat tab enables dealers to configure customized messages for customer interactions. Dealers can input a Welcome Message to greet users when they initiate a chat and an Offline Message to inform users when support is unavailable. These tailored messages enhance customer experience by providing clear, timely communication aligned with the dealer’s brand.

Dealer Profile Chat

Dealer Options

The Dealer Options screen allows dealers to configure and manage options offered with vehicles before they are listed for sale. Dealer options may include additional equipment such as alarm systems, cameras, spoilers or services like rustproofing. These options, often displayed on a supplemental sticker, are not covered under manufacturer warranty and are priced independently by the dealer. In this tab, users can only configure options that have been defined and enabled under the OEM Options tab in the Asset Setups of the company configurations.

Add New Dealer Option

To manage dealer options, follow these steps:

1. Add New Option: Click the Add New Option button to create a new dealer option.

2. Select Option Offered By: Choose between OEM or Dealer to specify who offers the option.

3. Input/Select Product Name: Input or select the name of the option offered by the dealer. If Offered By is set to OEM, a drop-down list populated with OEM Options from Asset Setups in the Company Configurations will appear. If set to Dealer, manually input the product name.

4. Input Description: Provide details for the option, such as specifications or features (e.g., a security alarm’s specifications).

5. Select Option Category: Choose the category for the option. This list is drawn from Option Categories defined under Asset Setups in Company Configurations.

6. Select Option Asset Condition: Define the asset’s condition. The options are populated from Asset Condition records under General Setups.

7. Input Part No: Enter the part number associated with the option.

8. Input Supplier: Specify the supplier name for the option.

9. Select Option Installation Mode: Choose Pre-Installed or Optional to indicate the installation mode.

10. Input Price: Enter the price for the dealer option.

11. Input RV On Option: Enter the residual value associated with the option.

12. Upload File/Picture, Add Video URL, and Brochure URL: Attach relevant media, such as images, video URLs or brochure links, for additional context or customer information.

13. Select Option Status: Set the status of the dealer option as Enabled or Disabled. Only Enabled options will be available for future transactions.

14. Managing Existing Records: Existing dealer options are displayed in a tabular format for easy review. Use the Search Bar to filter records, and access the ellipsis menu to Edit or Delete options as needed.

Dealer Options

F&I Products

The F&I (Finance and Insurance) Products menu option allows dealers to configure and manage financial and insurance offerings, such as extended warranties, service contracts, gap insurance, and credit insurance. These products are essential in providing customers with additional protection and enhancing their purchase experience. The F&I Products window enables dealers to record and organize these offerings, making them accessible for selection during the sales process. Users must begin by selecting a dealer from the Dealer drop-down list, which includes all enabled dealers from Dealer Management. This structured management of F&I products streamlines dealer operations, allowing for a diverse range of options that elevate customer satisfaction and operational efficiency.

Add New Dealer's F&I Product

To manage dealer F&I products, follow these steps:

1. Add New Product: Click the Add New Product button to create a new F&I product entry.

2. Input Product Code: Enter a unique code for the F&I product.

3. Select Option Provider: Choose the provider for the F&I product. Only enabled providers listed under the Integrations tab in the Dealer Profile will appear as options.

4. Select Option Product Type: Specify the type of product being offered, based on the selected provider’s product range.

5. Select Option Product Name: Indicate the specific name of the F&I product.

6. Input Description: Provide a detailed description of the F&I product.

7. Input Markup Percentage: Enter the markup percentage applied to the F&I product. Here,user can set a markup percentage for a vehicle insurance product.

8. Select Option Taxable: Specify whether the product is subject to tax.

9. Select Option Status: Set the status to Enabled if the product is to be available for future use or Disabled to restrict its future availability.

10. Select Option for Finance Type(s): Indicate whether the F&I product applies to Finance, Lease or both.

11. Upload File/Pic, Add Video URL, and Brochure URL: Attach relevant media, such as images, video URLs or brochure links, for the F&I product.

12. Managing Existing Records: Existing F&I products are displayed in a tabular format, providing a comprehensive view of all recorded products. Use the Search Bar to filter products based on search criteria, and access the ellipsis menu next to each record to Edit or Delete an entry as needed.

Dealer's F&I Products

Lender Management

The Lender Management section under the Dealer Configurations menu allows dealers to manage lenders associated with their profiles, enabling a tailored view and integration of lender options specific to each dealer. Initially, the window displays a list of lenders pre-configured by the company on the Lender Profile menu under Lender Configurations. While the information here is set to read only for company-added lenders, additional lenders can be imported by the dealer if they have a provider enabled integration. This feature allows dealers to enhance their financing options through custom lender configurations, offering flexibility for each dealership.

Dealer's Lender Management

To manage dealer specific lender options, follow these steps:

1. Select Option Dealer: Begin by choosing a dealer from the Dealer drop-down list, which displays all enabled dealers from the Dealer Management section.

2. View Existing Lenders: The screen, by default, displays a list of lenders configured by the company in the Lender Profile menu. This is a read-only list, allowing users to view but not edit lender details. Use the Ellipsis menu on each row to View lender information.

3. Import Lender: Click Import Lender to import lenders associated with an integrated provider. Dealers with an enabled integration type can access providers listed under the Integrations tab in the Dealer Profile. Lenders imported through this screen are unique to the selected dealer, although other dealers can configure the same lender under different settings if required. The source for these lenders will be indicated as 'Provider.'

   • Import Lenders through Provider (API):

     • Click the Import Lenders button to retrieve the full list of lenders via the Get Lenders API from the provider integrated with the dealer.

     • A drawer opens with pre-populated fields for importing lender details, including:

       • Lender Name (pre-filled)

       • Lender External Code (pre-filled)

       • Finance Types: Select applicable finance types (multi-select enabled).

       • Pricing Program: Set to Standard Rates.

     • Additional fields are provided for each selected Finance Type, including:

       • Customer Rate %: Enter a rate (up to 6 decimal places), which serves as the final rate for calculations. Optional.

       • Down Payment %: Enter a down payment rate (up to 6 decimal places). Optional.

       • RV/Balloon %: Define the residual value (up to 6 decimal places). Optional.

       • Credit Decisioning: Pre-set to External.

       • Credit Decisioning Provider: Select a provider from the list (e.g., Dealer Track or RouteOne).

       • Contracting: Set to Not Required.

       • Default Lender: Choose Yes or No.

       • Status: Default is Enabled. Note that the default lender cannot be disabled.

     • The import process adds any new lenders from the provider while retaining any existing ones not affected by the new import. Lenders no longer listed with the provider will be removed.

4. Note: Only one lender can be designated as the default at a time. If a company defined default lender is displayed here, the dealer cannot alter it. Otherwise, the dealer can mark one imported lender as the default, which is mandatory.

5. Default Lender Restrictions: The default lender cannot be removed or disabled.

6. Managing Existing Records: All configured lenders display in a tabular format, providing a comprehensive overview. Utilize the Search Bar for filtering lenders, and access the Ellipsis menu beside each record to Edit or Delete lenders as needed.

This setup allows dealers to manage lender options in alignment with specific dealership requirements, ensuring easy access to a customized lender portfolio for enhanced dealership functionality.