How To Add An Appraisal/Trade In To Your Lead (NZ)

How To Add An Appraisal/Trade In To Your Lead (NZ)

THIS SUPPORT ARTICLE IS FOR NZ DEALERSHIPS.  IF YOU ARE A AUSTRALIAN DEALER CLICK HERE.

AutoPlayAuto.com has a built in Appraisal Form that digitises the Appraisal process.  You can create an Appraisal Form within AutoPlayAuto.com one of two ways.

If you have yet to create a lead you can create a Lead and Appraisal at the same time from the Lead Dashboard.  This process will take you through the normal process of adding a new lead, but then automatically opens the Vehicle Appraisal Form.



If you already have a lead created you can create one from the lead via the 'ADD' button in the 'Appraisals' section, or the + menu within the grey action menu.  




If you already have an existing Appraisal on your lead you can view this within the 'Appraisals' section.  The number of Appraisals on the lead will be shown in brackets next to the section heading (Shown as 'Appraisals (1)' in the screenshot above).  

1. The first step when creating an Appraisal Form is to take photos - which can be done via the 'Add/Edit Images' section.  If your device has a camera the icon will be shown as pictured below and you can take photos directly to the Appraisal Form.  If you have the photos saved on your device you can select the Upload icon to search the files on the device.
  1. You can drag and drop your photos to change the display order
  2. Tick each individual image to delete using the rubbish bin icon
  3. Select all images via the Select All button
  4. Click Finish to return to a gallery view (click Edit to add or remove photos again)
You can also click on the camera icon in the grey action menu to take photos of your Appraisal.



2.  You can also select the Appraisal Form template that you want to use via the 'Trade In Form Template'.  This does not change the input screen, but allows you to change the format that your Appraisal Form is printed.  The Appraisal Form Default can be set under 'Settings>Sales Pipeline Settings>Form Templates'.  You can set up multiple Appraisal Form Templates and set one as a default for your account.  If you do not have a custom Appraisal Form set up a generic default will apply.  

3.  You can manually enter all your vehicle details but it is much easier to lookup using one of the existing services.  If you are a NZ dealer we have a built in lookup from the NZTA which is free of charge.  This lookup is the FuelSaver/RightCar lookup and can be run by entering one of the VIN, Chassis or Registration Number, and clicking the green 'NEW' button.  If the vehicle is available in the Rightcar database the vehicles details will automatically be populated in the relevant fields.  As this data is from a third party source we recommend double checking the data returned.



4.  If you pay Carjam, MotorCentral or MotorWeb you can use their services to run a paid lookup.  You do not need to run a free lookup first as all 3 of the paid services also return vehicle information to the relevant fields.  Once you have run a lookup you will also be able to view a PDF which is stored against that Appraisal and will open in a new tab.  You can view this at any time using the green 'VIEW' button.

All 3 paid look-up services are visible to all users by default.  However if the relevant role is not turned on it will only prompt you to get in touch with the provider to set up.  If the role is enabled but the user is not then a message will prompt to request set up with your manager.  If you need the service to be completely hidden you can request this via support@autoplay.co.nz.

To find out more about setting up the CarJam, MotorCentral and MotorWeb lookups click HERE.



5.  If you've run a vehicle look-up as outlined in (4) or (5) you will find most of the vehicle information is already populated.  Finish adding any relevant details in Specifications and Comments or add Features - either by manually typing or using the 'EDIT' button to select features from a list.  If available the Other section will be populated with dates in the 'WOF Expires' and 'Reg Expires' fields, but it is recommended that these fields are double checked.

Note: On click of the 'Retrieve Vehicle' details or 'Save' of the Appraisal is check is made for 'Matching Appraisals'. 

If you wish to update your Lead Progress to 'Appraisal/Trade In' you can leave the 'Update Lead Progress' checked.  If you don't want this Appraisal to match in any Wishlist Form you can tick the 'Exclude From Wishlist' check box.

6.  Complete the Valuation section with your 'Trade In Offer'.  The Appraisal Form will automatically calculate the 'Less Reconditioning $' from the Reconditioning items - see (7).  You can deduct money owing to the finance provider via the 'Less Settlement' field, and specify the provider via the 'Settlement To' field.  It is also possible to add a 'Retail' field, though we recommend adding this after the customer has left the dealership.

You can mark your Appraisal as 'Traded' if the vehicle has been purchased (read more HERE).
If you have the VAMA role you can tick the 'Manager Approved' checkbox (read more HERE)



7.  If the vehicle is damaged and will require remedial work to get it to a retail standard your can detail this transparently for the customer via the Reconditioning section.  Clicking on the 'ADD' button will enable you to enter reconditioning items.  You can enter;
  1. Description - choose from 'Panel & Paint', 'Windscreen', 'Interior', 'Tyres', 'Mechanical', 'Grooming'.  These categories are pre-set and not customisable on a per dealer basis.
  2. Condition - choose from 'Poor', 'Fair', 'Average', 'Good', 'Excellent'
  3. $ Value - free text field to add the costs involved in the reconditioning work
  4. Delete - click on the rubbish bin icon to remove the reconditioning item from your Appraisal Form
If you wish to itemise each of your reconditioning sections you can do so by clicking on the triangle icon next to each line, then clicking on the green + icon that appears.  You can add unlimited reconditioning items by adding a 'Name' (use this to describe the work required), and a '$ Value'.  As soon as you add itemised reconditioning costs it will automatically overwrite the value for each section (i.e 'Panel & Paint').

The sum total of the reconditioning items will be added to your valuation calculations.



8.  If you have any you can add Wholesale Quotes via the 'Wholesale Quotes' section.  You can read more about Wholesale Quotes HERE.

9.  Once you have finished entering all the details for your Appraisal make sure to click on the red 'SAVE' button.

10.  Once you have saved you will be able to complete a number of other actions via the grey action menu including;
  1. Mark the Appraisal as 'Traded In'
  2. Mark the Appraisal as approved via the 'Approve Appraisal' button
  3. Delete the Appraisal Form (if you are a manager in the Manage Leads or VAMA roles)
  4. Run an Audit of all the changes to the Appraisal Form via the 'Audit' button (if you have the 'Audit' role)
  5. 'Email a PDF' of the Appraisal Form to the customer or another stakeholder
  6. 'Email Wholesaler' with information about the vehicle or 'Send SMS' to send a text message
  7. Print the PDF Form using the 'Print Form' button
  8. On click of the 'Retrieve Vehicle' details or 'Save' of the Appraisal is check is made for 'Matching Appraisals'. 
11.  Many of the fields in the Appraisal Form can be set as mandatory in the My Company screen.  You can read more about Mandatory Fields HERE.

​All of the Appraisal Forms you create will be available under Sales Pipeline>Vehicle Appraisals.  This dashboard will show any Appraisal you have rights to view via the VAMA or Manage Leads roles.  The listing displayed will be the vehicle appraised rather than the listing on the lead.



12.  Disclaimers
In 20.10.1 there is now a 'Disclaimers' section on the Vehicle Appraisal Forms.  These are visible for every client and by default are not mandatory to complete.  If the dealer does want to make these fields mandatory this can be set up in the Mandatory Fields section in 'My Company'.  When the field is mandatory it is not mandatory to answer yes - it is just mandatory to complete the disclaimer statements with a Yes or No.


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