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

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

THIS SUPPORT ARTICLE IS FOR AUSTRALIAN DEALERSHIPS.  IF YOU ARE A NZ 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.  Check out the short video below to find out how to load Appraisals.




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.



It is also possible to scan the Licence Plate/Registration Plate in AutoPlay if you have been set up with the OCR Vehicle Registration role.  Click HERE to find out more.

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.  

You can also select the Sales Person if required.  This will default to the currently logged in user, and the list of users will be any user that shares your role in the Manage Leads role.

In the Australian version of the Appraisal Form there is now a new field labelled 'Funnel' in the Details section of the screen.  This field is visible to all Australian users but is only compulsory when set in the 'Mandatory Fields' section in My Company.

The 'Funnel' field can be used to keep track of the progress of an Appraisal and has 4 values;
  1. Not Set
  2. Tender Process
  3. Auction Process
  4. Buy Now Process




When viewing your Appraisals dashboard there is a new filter available labelled 'Any Funnel' where users can filter their Appraisal records by the new Funnel settings.




The field is available in the Lead API as 'CONTACT_TRADE_IN_PROGRESS_SEQ" in the Get Lead, SaveLeadWithTradeIn and GetTradeIn methods.

3.  You can manually enter all your vehicle details but it is much easier to lookup using one of the existing services. If you pay MotorWeb you can use their services to run a paid lookup of some basic information which will populate the basic vehicle fields. When completing a MotorWeb lookup you must enter a valid Rego or VIN and a matching State.

If you have a VIN and State you can run a PPSR.  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.

The Concession flag provides you with the option of manually updating the Vehicle details to reflect if a NSW Concession Registration exists for the Vehicle. 

All 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 to request 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.

AutoPlay has the ability to do a basic Redbook lookup as well.  Click HERE to read more.

To find out more about setting up the MotorWeb lookup, or running PPSR's click HERE.

When running PPSR you will automatically be told when a PPSR has previously been run for the VIN within the dealerships AutoPlay account.  When running a PPSR if the VIN matches a previous PPSR lookup (regardless of whether it is attached to a saved PPSR or not), the user is presented with a notification asking them if they would like to reuse the existing PPSR, or run a new one (in case something has changed on the PPSR lookup).  

If the user selects 'Existing PPSR' the system will retrieve the previously created PDF and the dealership will not be charged for a new PPSR lookup.  If the user chooses 'New PPSR' they will be charged for a brand new PPSR lookup as per normal behaviour.


4. When selecting a State the corresponding Road and Traffic Authority will display.  On click of the link this will take the Dealer to their correct Authority for a registration expiry date and serial number check. 




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 you wish to update your Lead Progress to 'Appraisal/Trade In' you can leave the 'Update Lead Progress' checked within the Other section.  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 (6).  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)

There is also an Undervalue Field (Vehicle Code UV*) which allows dealers to determine if there is additional room to move if a customer is not happy with the first appraisal offer.  




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.  In the Australian version of the Appraisal Form there are a number of declaration statements in the Vehicle Condition, Finance Details and Declaration fields. Each of these fields can be answered as 'Yes' (green) or 'No' (red).  These are customisable by account.  You can read more about Appraisal Declarations HERE





These Finance Fields can also be set as mandatory via the My Company screen.  You can read more about Finance Details HERE.



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

11.  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
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.




NOTE - If you are doing an Appraisal on a Boat or Motorhome/Caravan you can change the 'Type' field to suit.  Selecting one of these listing types will result in different fields being available for Boats including 'Propulsion' and 'Engine HP' or for a custom Motorhome Feature list.



It's now possible to add the tread depth for each of the Tyre's on the vehicle you are appraising.  There is a separate section labelled 'Tyre's'.  Clicking into the field will allow you to choose from 'Right Front', 'Left Front', 'Right Rear' and "Left Rear', and 'Spare'.  However you can also free type if you want to record additional information.  The Tyre tread will NOT automatically appear on the printable PDF version of your Appraisal Form.  If you wish to add it to your form contact support@autoplay.co.nz and we will add this to your template.




It is also possible to record your reconditioning items via a "splat" graphic on your Appraisal Form.  To record damage against a vehicle you can click/tap on the area of the car with the damage.  This will mark-up the splat graph with a red 'X', and will automatically open the 'Reconditioning Item' popup.  On the 'Reconditioning Item' popup you can add a Description, Condition, and $ Value, as well as itemising each specific reconditioning item as per the screenshot below.  Any reconditioning items you add here will be automatically copied across to the Reconditioning section on the main part of the Appraisal Form.  Click HERE to find out more about how to use the splat graph functionality.

The Splat graphic is available on the default printed PDF appraisal forms.  This includes any markups added within AutoPlayAuto.com on the graphic to indicate damage.  The Splat graphic has been added automatically to the default Appraisal Form.  If you do not see this, then it means you have a customised version of the form and you will need to contact AutoPlay to add this to your specific template.  If your custom form has already been created and you are not changing anything else then you will not be charged to add the Splat graphic.







Its also possible to add customisable, pre-set Appraisal Reconditioning values to your account.  With pre-set Reconditioning Costs you can tap on the itemised costs in order to easily populate pre-set categories/types and values.  Click HERE to find out more about setting up Reconditioning Costs

If you have the Standalone Appraisal Role you can create an Appraisal via the 'Vehicle Appraisals' screen without having to create a lead.  Click HERE for more information on Standalone Appraisals.

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