How To Complete A Write Up Form

How To Complete A Write Up Form

In AutoPlayAuto.com you can create Write Up Forms from your leads. 



A Write Up Form can be created from the + icon in the grey action menu, or by clicking on the green 'ADD' button in the Write Ups section.  The Write Up Form requires the Write Up Role to be visible.





1.  Adding Listings
When adding a Write Up it will automatically pull through the Primary Listing.  If you have multiple Listings on your Lead you can select from these Listing by clicking on the green 'SELECT' button.  Any 'Other Listings' you have on your Lead will able to be selected.  If you wish to select another Listing that is not on your Lead you can use the 'Select more' to browse your entire inventory.  Any listing you select here will be back-filled as one of the 'Other Listings' on your Lead record.



If you wish to add multiple Listings to your Lead you can select 'ADD' under the 'Other Listings' section.  This will enable you to choose from any of the Other Listings you have on your Lead.  You must have the Multiple Listings Write Up role enabled.  When you add multiple Listings to your Write Up Form it will sum these when calculating the totals in the Write Up Form.  Note - make sure to check whether your Write Up Form Template is compatible with displaying multiple listings.  If multiple listings are not showing up on your form contact Support to request a change to your template (additional charges may apply).



Added VIN, Rego & Colour To Write Up Forms Completed On Brochureware 
Brochureware is a handy feature to load leads when vehicles are not yet in the dealers local inventory.  Due to customer feedback we have found that many dealers would like to utilise the Write Up Form to complete a negotiation or deal before the listing arrives into stock.  As brochureware is often generic this did not allow for the user to specify the actual vehicle.  In 20.9.1 we've added 3 new fields on the Write Up Form;
  1. VIN
  2. Rego
  3. Colour
These fields will ONLY appear if you select your listing from a brochureware yard managed outside your main account.  If you choose a listing from within your yards the additional fields will not display.  This enables salespeople to populate the Rego, VIN and Colour on the Write Up Form PDF even if the vehicle is not yet in stock.

If the brochureware listing already has these details added for whatever reason they will pull through to these text fields.  However they can then be overwritten within the Write Up Form without updating the original brochureware listing.



2.  Customer Details
All of the customer information captured on your lead will be automatically pulled through to your Appraisal Form, however if you need to edit any of this information you can do so on the Write Up Form.  Any details you add or modify here will automatically be updated everywhere within AutoPlay that this customer record is used.

If you need to add a Second Customer to your Write Up form you can do so using the 'Second Customer' section.  The Second Customer is added to the Write Up Form only, and is not created as a customer record, added to the lead or exported via DMS/CRM Integration.




3.  Purchase
The 'Purchase' section of the Write Up Form can be used to build your offer for this deal.  
  1. Price - The Price pulls through automatically from the sum of all the Listings added to the Write Up (using the lower of the Price or Special Price on each listing).  
  2. Less Discount $ and Less Discount % - there are two discount fields that can be entered.  If you enter a $ discount the % is calculated automatically, and vice-versa.  The discount will only display on the printed Write Up Form if it is entered.
  3. Nett Price - automatically calculated via Price - Discount
  4. Accessories - you can add accessories to each listing on the Write Up via the 'ADD' button.  The sum of the accessories is calculated in the 'Total' field in this section, and added to your Write Up.  To remove an Accessory click on the rubbish bin icon.
  5. Fees - You can add additional Fees to your Write Up via the 'Fees' section.  Fees are set up in advance via Settings>Sales Pipeline Settings>Write Up Fees.  If your Fee was set up to 'Auto Apply' it will automatically be added to every Write Up Form you create.  For more info about setting up Write Up Fees click HERE.
  6. Plus ORC - You can add ORC to your Write Up with the 'Plus ORC' form (NZ Only)




4.  Appraisals
The Appraisals section of the Write Up Form allows you to select any Appraisal completed on the Lead by clicking on the 'ADD' button.  You can add multiple Appraisals which will be summed, and added to the 'Appraisals' field in the Summary section.





5.  Summary
  1. Purchase Price $ - The Purchase Price field pulls through from the bottom of the 'Purchase' section
  2. Appraisal $ - The sum of all the Appraisals added to the Write Up pulls through from the Appraisals section
  3. Over Trade $ - If you agree to pay the customer above and beyond the value of their Appraisal as part of the deal you can enter this in the 'Over Trade $' field
  4. Less Trade In $ - 'Appraisal' + 'Overtrade' 
  5. Changeover $ - The 'Purchase Price' of the vehicles minus the 'Less Trade In $' value
  6. Less Deposit $ - If the customer is paying a deposit this can be entered here
  7. Balance $ - the final price the customer needs to pay after Accessories, Fees, Discounts, ORC, Appraisals and Deposits have all been taken into account



The Write Up Form for NZ dealerships now includes several new fields including;
  1. Dep. Payment Method (Bank Transfer or Credit Card)
  2. Dep. Payment Date
  3. Add. Payment Method (Bank Transfer or Credit Card)
  4. Add. Payment Date
  5. Bal. Payment Method (Bank Transfer or Credit Card)
  6. Bal. Payment Date
These fields have been added to the Default AutoPlay Write Up Form.  If you have had a custom Write Up Form built and would like these fields to display on your PDF/print version please contact support@autoplay.co.nz (no additional charges required to update the print form to reflect these changes).



6.  Terms & Conditions

The Terms & Conditions can be signed by clicking on the green 'VIEW & SIGN' button in the Terms & Conditions section.  The 'Terms' can be viewed on the 'Terms' tab as highlighted below and the document that displays is based on the option selected in the 'Terms & Conditions' drop down.  Once you have signed via the 'Signatures' tab the signatures are date stamped and the 'Terms Accepted' check box is ticked.  Read more about setting up Test Drive T&C's HERE.




7.  Notes & Special Conditions
The Notes field allows users to add any relevant Notes to their Write Up Form.  If you need more space to write notes you can do so by dragging the bottom right hand corner of the 'Notes' field.

The Lead Progress will update to 'Present Deal'.  This can be over-ridden by unticking the 'Update Lead Progress' tick box.





The Write Up Form for NZ Dealers now also has a 'Special Conditions' text box.  You can free-type to this field or click on the 'ADD' button to easily populate 'Subject to finance', 'Subject to test drive' and 'Subject to trade in value'.  These are not customisable as of October 2019.



8.  Delivery
The Delivery section allows users to specify a 'Delivery Date' and add some 'Details' specific to the vehicle Delivery



9.  Form
The Form section allows you to specify which version you want to Print/Email.  Find out more about printing Write Up Forms HERE.



10.  Write Up
The 'Write Up' section includes basic details about your Write Up Form including;
  1. Created Date
  2. Updated Date
  3. Write Up ID
  4. Lead ID


11.  Special Conditions and Privacy Notice
Certain accounts may have an alternate version of the Write Up Form that also includes 'Special Conditions' and a 'Privacy Notice'.  The 'Special Conditions' field enables the dealer to populate pre-set up Special Conditions, whilst the 'Privacy Notice' is an additional disclaimer that customer can tick beyond the Write Up T&C's.



Once you have completed your Write Up Form you need to click on 'SAVE' to keep all the data you have entered.  Once saved you'll be able to do the following actions;
  1. Print - See How To Print Your Write Up Form for more detail
  2. Email - See HERE for more detail
  3. Delete - If you are a Manager in the Manage Leads role you can Delete a Write Up Form.
  4. Audit - If you have the Lead Audit role you can view a history of all the changes on your Write Up Form
  5. Finance & Insurance - AutoPlayAuto.com integrates with Provident Insurance and UDC Finance (NZ Only).  Clicking on either of these options will push the data contained in the Write Up to Provident or UDC Finance respectively.  Check out the support article HERE for more information on these services.



Write Up Forms can be archived in order to keep forms that are no longer used, whilst hiding it from the list used when selecting which Write Up Form to use.  

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