Vehicle Allocation and Delivery Order Management from Automaker to Dealership via DMS

Vehicle Allocation and Delivery Order Management from Automaker to Dealership (DMS); The Most Comprehensive Guide in Sidarsoft ERP

1. Why Allocation and Delivery Order Are the Most Important Bottleneck in Vehicle Distribution

In the automotive industry, production is only half of the value creation journey. The second and decisive half is delivering the right vehicle to the right dealership, at the right time, and for the right customer. Experience of automakers, importers and assemblers shows that more than 60% of customer dissatisfaction and friction between headquarters and the network comes not from product quality but from delays in allocation, ambiguity in delivery orders, mismatched trim and color delivery, and lack of financial transparency.

In the traditional model based on Excel, phone calls, letters and in-person follow-ups, the allocation queue is non-transparent, vehicles accumulate in central parking, capital remains idle, accounts of automaker and dealerships diverge, and finally late-delivery penalties and brand damage occur. The Dealer Management System (DMS) within Sidarsoft Comprehensive Automotive ERP is designed to automate this exact bottleneck, so that no step from sales plan definition to final delivery is performed outside the system, without documentation or without a responsible owner.

Sidarsoft, as a specialized ERP provider for the automotive industry, manages the chain from production and supply to sales, warehousing and after-sales service in one smart integrated platform. Its Vehicle Sales module covers zero-to-hundred sales from lead and pre-contract to contract, allocation, kardex, delivery and management reports, usable for automakers, importers, assemblers and dealership networks in multi-brand and multi-dealership format.

2. Basic Concepts: Order, Quota, Allocation, Delivery Order, Kardex and Receipt

In Sidarsoft ERP each of these concepts is an independent entity with separate workflow, document and owner:

3. Position of DMS in Sidarsoft Comprehensive ERP Architecture

The key differentiation of Sidarsoft is its integrated view. DMS is not an isolated software on the dealership desk; it is part of a unified ERP connecting automaker HQ, central warehouse, finance and treasury, logistics, after-sales service and all dealerships in one logical data model. When a dealership registers an order, central warehouse stock, dealership ledger, cheques in process, customer contract and production queue are simultaneously visible at HQ.

• Integration with Vehicle Sales: Order linked to contract, proforma, sales plan, daily trim and color price, addendum, invoice and accounting voucher.
• Integration with Finance and Treasury: Credit limit, debt balance, post-dated cheques, guarantees and high-ceiling payment gateway control.
• Integration with Inventory and VIN: Tracking vehicle inventory by trim, color and chassis in branches, warehouses and dealerships with transfer, reservation and allocation.
• Integration with Logistics: Definition of carriers, drivers, waybills and transport tracking to receipt.
• Integration with CRM and Customer Panel: Lead registration, follow-up, online document upload, sales process tracking and automatic notification.
• Integration with After-Sales Service: Warranty start from system delivery date and linking chassis history to warranty file.

4. Complete 10-Step Allocation and Delivery Order Cycle in Sidarsoft

Step 1: Sales Plan and Circular Definition

The parent company sales management defines cash sales, instant sales, ordinary and participatory pre-sales, installment, leasing, bank facilities, organizational and exhibition plans. For each plan, trim, allowed colors, approved price, down payment, number and amount of installments, participation profit, delay penalty, delivery date and customer eligibility are defined and systematically notified to the whole network.

Step 2: Dealership Quota Setting

Each dealership quota is set based on rank, average sales, customer satisfaction, overdue receivables and document discipline. The system does not allow orders exceeding quota except with senior management override with reason and log.

Step 3: Order and Contract Registration at Dealership

The sales expert in the web DMS panel sees remaining capacity, registers the contract with identity verification, duplicate national code control, down payment collection and document upload. Incomplete contracts do not enter the allocation queue.

Step 4: Two-Layer Financial Validation

First layer is dealership credit including ledger balance, bounced cheques and guarantees, second layer is customer settlement including payments, approved leasing facilities and cheques. Incomplete files remain in Awaiting Finance status with automatic alert.

Step 5: Entering Allocation Queue

Financially approved contracts are sorted in queue based on contract age, proximity of delivery date, plan type and dealership score. This queue is fully transparent and auditable for HQ.

Step 6: Allocation Execution and VIN Lock

Commercialized inventory with quality release is assigned to the queue. With each allocation, one VIN is locked to one contract, deducted from free inventory and recorded in kardex, with no possibility of re-allocation.

Step 7: Automaker Invoice to Dealership

Invoice is issued with daily approved price, VAT and tolls, and accounting voucher is automatically posted to dealership ledger. In case of price change, price-difference addendum is proposed.

Step 8: Barcoded Warehouse Delivery Order

Delivery order is issued with VIN, engine number, trim, color, parking location, destination and carrier. Its output is a unique barcode as basis for exit-gate control.

Step 9: Loading, Transport and Tracking

After barcode matching and body photo registration, vehicle is loaded onto carrier. Waybill number, driver details and ETA are recorded and status changes to In Transit.

Step 10: Dealership Receipt and Delivery Preparation

Dealership storekeeper matches physical VIN and registers receipt. Transport discrepancy is documented with photos and referred to HQ. Dealership stock increases and vehicle enters PDI, plating and handover with minutes.

5. Quota Setting and Sales Policy

Fair quota is precondition for fair allocation. In Sidarsoft fixed, floating, incentive and limited quota models for high-demand plans can be combined. Quota consumption is calculated automatically and remaining capacity is displayed. Excess requests require multi-level approval and are reflected in audit reports.

6. Smart VIN Allocation; Justice Engine

The allocation engine observes three principles simultaneously: priority of older contract, priority of overdue commitments, and financial health. Manual allocation outside queue is allowed only with special role, written reason and complete log. The result removes rent suspicion and increases network trust.

7. Financial and Legal Controls Before Delivery Order

• Control of dealership ledger balance and approved credit ceiling
• Control of cheques, due dates and bounced history
• Control of customer settlement, leasing and bank facilities
• Control of daily trim and color price and addendum issuance
• Control of duplicate national code, registration limits and circular conditions
• Official invoice issuance and automatic accounting voucher

8. Warehouse Delivery Order, Barcode and Loading Control

The delivery order is the connection point of sales and warehouse. Each VIN has a specific parking location, and without barcode scan the exit gate does not allow loading. Matching chassis, engine number and color with body photo documentation reduces wrong delivery error to almost zero.

9. Logistics, Waybill and Carrier Tracking

The logistics module maintains carrier companies, carrier capacities, route rates and delay history. Each delivery order is linked to one waybill and delay is recorded in contractor KPI. The dealership sees ETA and customer receives SMS Your vehicle is on the way to the dealership.

10. Dealership Receipt, Discrepancy Control, PDI

Until receipt is registered, dealership stock does not increase and delivery to customer is not allowed. This rule prevents selling a vehicle on the road. After receipt, vehicle enters technical inspection, option installation, carwash, plating and handover minutes preparation.

11. Cloud Kardex; Digital Identity of VIN

Sales kardex is the lifetime file of each unit: production date, end-of-line test, quality blocks, parking entry, allocation, contract and customer, invoice, delivery order, waybill, receipt, PDI and final delivery. This identity prevents re-selling one chassis, document forgery and warranty disputes.

12. Integration with Finance, Treasury and Leasing

The sales module supports cash, installment, leasing and facility sales. Installment schedule is generated based on down payment and profit rate, due dates are SMS-reminded and each installment is posted to customer ledger. Cheques, promissory notes and guarantees are managed with in-safe, in-collection, collected or bounced status.

13. CRM, Customer Panel and Automatic Notification

For each event a message template is defined: queue entry, chassis allocation, delivery order issuance, loading and ready for delivery. The customer via dedicated panel uploads documents online, sees payments and tracks delivery status. This transparency drastically reduces follow-up calls.

14. Traditional Distribution Challenges and Sidarsoft Solutions

15. Reports, Dashboards and KPI Indicators

• On-Time Delivery OTD: Most important satisfaction and commitment index.
• Allocated vehicles without order: Financial sediment index.
• Transport performance: Delay and damage of each contractor.
• Dealership ranking: Combination of sales, good accounting and satisfaction.
• Trim and color analysis: Basis for production plan and quota.

16. Standardizing Dealership Network with Integrated DMS

When all dealerships work with one process, one checklist, one financial rule and one delivery SLA, customer experience becomes identical nationwide. New sales circular is notified and executed to whole network in one day. This agility in volatile auto market is a decisive competitive advantage.

17. Strategic Summary and Implementation Roadmap

Allocation and delivery order is the showcase of distributive justice, financial health and brand credibility. Sidarsoft ERP with coverage from lead registration to delivery removes hidden operational cost, reduces capital idle time and maximizes network and customer satisfaction. Roadmap includes circular standardization, VIN kardex launch, DMS panel connection and training, and activation of dashboard and smart allocation engine.