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Overview

The AutoPoint CPO inspection system is a simple yet powerful workflow and inspection tool designed to facilitate your Certified Pre-Owned and other Used Vehicle inspection process.  It supports each step of the process from checking OEM criteria to see if the vehicle qualifies for the CPO program to performing the inspection and building an estimate to assist in gaining approval to perform the work to uploading the filled out inspection form to AutoTrader so the vehicle can be sold.

The workflow is straightforward yet comprehensive, allowing each person who touches the process to get involved only when they are needed.  Table 1 outlines the workflow from beginning to end.

Table 1 Header Table 1 Step 1 Table 1 Step 2 Table 1 Step 3 Table 1 Step 4 Table 1 Step 5 Table 1 Step 6a Table 1 Step 6b Table 1 Step 6c Table 1 Step 7

Workflow exceptions: 

  • When no services are recommended in the inspection, the RO skips from the INSPECT status to FINALIZE.
  • When a Technician adds recommendation(s) during REPAIR, it skips back to PARTS.
  • When services are approved by the Service Advisor, the RO skips from ESTIMATE to REPAIR.
  • When no services are approved by the Used Car Manager, the RO skips from APPROVE to FINALIZE.

 

The View Vehicle Screens:

There are two views of ROs in the system as they go through the CPO inspection process.

  • Active - Displays the vehicles where you are responsible for the next step.  Table 2 shows what statuses apply to the Active view for each user role.
  • All - Displays all vehicles in the system.

Table 2 - Role Statuses

When it comes to building the estimate, each user role has specific rights for adding or editing pricing.

  • Used Car Manager has read only access to pricing in all statuses.
  • Technician can add or edit labor hours, but only before the APPROVE status.
  • Parts has add or edit parts pricing, but only before the APPROVE status.
  • Service Advisor can add or edit labor hours, labor rate, and the labor total; but only before the APPROVE status.
  • Service Manager can add or edit all pricing prior to the RO closing.

 

 To Log in:

  1. In your browser of choice (Google Chrome is recommended), open the supplied URL to access the login page.
  2. Input your Username, Password and DealerID and click the [Login] button.
    • The Remember Me option saves your Username and DealerID, but not your Password.
    • You will need to accept the End User License Agreement the first time you login.

All other training is organized by user role

Used Car Manager Service Manager
Service Advisor Technician Parts

Please skip to the appropriate section


Used Car Manager Processes

Request a CPO Inspection:

UCM01Thumb

The first step in the process is to request the appropriate inspection (CPO or general Used Car).  This step also indicates if the vehicle passes the OEMs criteria for certification and creates the CPO Inspection Repair Order in a few simple steps.

  1. Click [Request Inspection].
  2. Input the VIN and Mileage (and optionally Stock #).
  3. Click [Add Vehicle].
    • You can now see if the vehicle qualifies for certification based on OEM criteria and Carfax data with a thumbs up or thumbs down icon.  Click the thumbs up or thumbs down icon to view the Carfax report.
  4. Validate the desired inspection is selected.
    • If you determine you are not going to OEM certify the RO, you can select the non-CPO Used Vehicle Inspection or click the X on the right to delete the vehicle altogether.
  5. (Optional) Repeat steps 2 through 4 to start the process on multiple vehicles at the same time.
  6. Click [Request Inspection] to create the CPO RO and send it to the Technician for inspection.
    • An orange notification bar indicates the RO has been sent to the Technician (INSPECT status).  Dismiss the notification by clicking the X on the right side of the bar.

 

UCM01Thumb

Once the Technician has performed the inspection and the estimate has been prepared, the RO can be sent to you by the Advisor so you can make a decision on whether to proceed and recondition the vehicle or not.  The system also allows Service Advisors to approve the work (and skip sending it to you).

  1. Click vehicle details from the RO Active view list.  From here you can:
    • View each recommendation with all pricing information.
      • Prices can be adjusted by the Advisor before you approve a recommendation.  After that, only the Service Manager can adjust prices.  No one can adjust prices after you finalize an RO.
    • View the inspection form by clicking the [Inspection] button across the top.
    • View or add notes by clicking the Note icon in the upper-left corner
  2. Record the approval of recommendations.
    1. [Approve All] approves all recommendations and sends the RO to the Technician (REPAIR status).
    2. [Decline All] declines all services and leaves the RO with you so you can print the final report (FINALIZE status).
    3. Individually marking the Approved Checkmarks and clicking [Done] will approve the selected services and send it to the Technician (REPAIR status).

 

Finish and Print/Email/Upload CPO Report (FINALIZE status):

Finalizing an RO allows you to print, email and upload (to AutoTrader) the final report and closes the RO.  The report contains a cover page, a printout of the completed inspection form and the Carfax report for that vehicle.  You can finalize one or more ROs at the same time, depending on whether you start the process from the RO list or the RO details.

  1. Click [Finalize].
    • From the RO list, all ROs in the Finalize status will be available.
    • From the RO details view, only that RO is available.
  2. Check the vehicle(s) you wish to finalize.

 

To Print:

  1. Click [Print].
  2. Select your printing options.
    • Notes:
      • Print the form in landscape vs portrait based on the layout of the OEM CPO form.
      • Best practice is to not include [  ] Header and footers and Include [x] Background colors and images.
  3. Click [Print].
    • If your browser blocks popups, you will need to allow popups from this site for the print window to display.
  4. Click [Done].

 

To Email:

  1. Click [Email].
    • If your browser blocks popups, you will need to allow popups from this site for the email window to display.
  2. Input the email addresses in the From, To, and CC fields.
  3. You may modify the subject of the email or add any text to the body of the message.  Do not edit the link code.
  4. Click [Send].
    • You will get a message stating whether the email succeeded or failed.
  5. Close the window when you are done.
    • The window remains open so you can email the report to someone else if needed.

 

To Upload:

  1. Click [Upload].
    • This will display a confirmation screen listing each report that will be uploaded.
    • If your browser blocks popups, you will need to allow popups from this site for the upload window to display.
  2. Click [Upload] again to begin the process.
    • The upload window will disappear and upload the report(s) in the background so you do not have to wait for the upload to complete.

Notes:

  • A Print, Email and/or Upload icon will be displayed on the RO(s) indicating you have performed the corresponding action in the Finalize screen.
  • Once an RO is finalized, it will be closed and disappears from your RO lists (both Active and All).
  • Once an RO is closed, it cannot be edited in any way by any user.  You can only reprint, email or upload the report.
  • To reprint, email or upload the report for a closed RO, use the VIN, Stock#, RO# or Tag# in the Search All ROs box in the upper left corner of the RO lists and click [Finalize] again.

 

Add Notes to an RO (any status):

Notes allow each user who touches the RO to share information with one another.

  1. From the RO list, click in the Notes column on the desired RO.
    • The field will either be empty or have will an icon, depending on whether this is the first note on the RO, or notes already exist.
  2. Input your notes in the lower section of the Notes window.
    • Clicking [Insert Recs] inputs a bullet list of all recommendations from the inspection.
    • Add a picture by clicking the Picture icon on the toolbar.
  3. Click [Add Note] to save your input to the Notes of the RO.
  4. Click [Done] to close the Notes window.
    • A Notes icon will display on the RO in the Notes column once a note has been saved.

 

Technician Processes

Record CPO Inspection results (INSPECT status):

Performing the inspection electronically has a number of benefits.  1) It gives you the opportunity to build a list of services needed to bring the vehicle up to the level necessary for certification.  2) The recommendation list is then leveraged to create the estimate so it can be presented to the Used Car Manager for approval.  3) The inspection becomes the foundation of a sales report which is used to assist in the selling of the vehicle.

  1. Click the vehicle details on the RO list to access the inspection form.
  2. Fill out the inspection form as appropriate.  There are several different field types:
    1. Free text fields – Click in the cell and type the requested information.
    2. Check box field (Pass, N/A, Yes, No, etc…) – Click to place a checkmark.  No additional actions needed.
    3. Needs Attention (Failed) fields – Click to bring up the Recommendation dialog box.
      1. Mark the recommendation of what needs to be done to certify the vehicle.  You can input the labor hours on each recommendation when appropriate.
      2. Mark any relevant Observations which support the recommendation (optional).
      3. Click [OK] to save the recommendation.
    4. Measurements – Click to bring up all related measurement tasks (i.e. tires)
      1. Select each measurement for all listed tasks.
      2. Click [OK] to save.
    5. Interactive Vehicle Graphics – Click on the graphic to place a mark.  To remove a mark, click it a second time.
  3. Click [Done].
    • An orange notification bar indicates the RO has been sent to the Parts Department (ESTIMATE status).  Dismiss the notification by clicking the X on the right side of the bar.

 

Add Notes to an RO (any status):

Notes allow each user who touches the RO to share information with one another.

  1. From the RO list, click in the Notes column on the desired RO.
    • The field will either be empty or have will an icon, depending on whether this is the first note on the RO, or notes already exist.
  2. Input your notes in the lower section of the Notes window.
    • Clicking [Insert Recs] inputs a bullet list of all recommendations from the inspection.
    • Add a picture by clicking the Picture icon on the toolbar.
  3. Click [Add Note] to save your input to the Notes of the RO.
  4. Click [Done] to close the Notes window.
    • A Notes icon will display on the RO in the Notes column once a note has been saved.

 

Record Approved services are complete (REPAIR status):

Once you have received approval for any services, the RO moves to the REPAIR status which gives you an opportunity to mark performed services as repaired.

  1. Click the vehicle details of the desired vehicle on the RO list.
  2. Checkmark the services you have performed.
  3. Click [Done].
    • An orange notification bar indicates the RO has been sent to the Used Car Manager (FINALIZE status).  Dismiss the notification by clicking the X on the right side of the bar.

 

Parts Processes

Input Parts Pricing (PARTS status):

Once the Technician has completed the inspection and recommendations have been made, the RO comes to the Parts department so parts pricing can be provided.

  1. Click the vehicle details of the desired vehicle on the RO list.
  2. Input the total parts pricing into the Parts column for all applicable recommendations.
    • Pressing Enter on your keyboard after each price moves to the next parts pricing cell.
    • Copying and pasting the estimate you built in your DMS into Shop Notes makes that information available later when the work gets approved.
  3. Click [Done].
    • An orange notification bar indicates the RO has been sent to the Service Advisor (REVIEW status).  Dismiss the notification by clicking the X on the right side of the bar.

 

Add Notes to an RO (any status):

Notes allow each user who touches the RO to share information with one another.

  1. From the RO list, click in the Notes column on the desired RO.
    • The field will either be empty or have will an icon, depending on whether this is the first note on the RO, or notes already exist.
  2. Input your notes in the lower section of the Notes window.
    • Clicking [Insert Recs] inputs a bullet list of all recommendations from the inspection.
    • Add a picture by clicking the Picture icon on the toolbar.
  3. Click [Add Note] to save your input to the Notes of the RO.
  4. Click [Done] to close the Notes window.
    • A Notes icon will display on the RO in the Notes column once a note has been saved.

 

Pull & Bill Approved Parts (REPAIR status)

Once approval has been given for recommended services, the RO goes into REPAIR status which places it in both Parts and Technicians Active RO lists.  You have no actions in the CPO software to move the RO forward, but this notifies you to pull the parts and bill them against the RO in the DMS.

  1. Click the vehicle details of the desired vehicle in the RO list.
    • The Estimate view will display a list of all approved services.
  2. Click [Close].
    • The RO status does not change (REPAIR status).

 

Service Advisor Processes

Once the Technician and Parts department have finished the inspection and added parts pricing, it is time for the Advisor to review/complete the estimate and optionally, approved the recommendations (which skips the Used Car Manager).  The below processes are the most common Advisor touch points.

 

Add RO details (INSPECT status):

Once the CPO RO has been created and put into the Inspect status, RO# and Tag# can be added to help everyone easily identify the ROs.

  1. On the RO list, click in the desired cell and input the appropriate information.
  2. Press the Enter key on the keyboard to save.
    • The RO status does not change.

 

Complete Estimate and (optionally) approve work (ESTIMATE status):

Once the inspection is complete and the Parts department has provided the parts pricing, Advisors have an opportunity to review and complete the estimate as well as approve the work if appropriate.  They also have the ability to forward the RO to the Used Car Manager (APPROVE status) so they can determine whether to approve the work or not.

  1. Click the vehicle details of the desired vehicle on the RO list.
  2. Validate or input the labor details in the Rate, Hours and Labor total fields for each recommendation.
    • Pressing Enter after each price moves to the next editable cell.
  3. Record the approval of recommendations.
    1. The [Approve All] button approves all and sends the RO to the Technician and Parts (REPAIR status).
    2. The [Decline All] button declines all services and sends the RO to the Used Car Manger to print the final report (FINALIZE status).
    3. Individually checking the Approved Checkmark and clicking [Done] will approve the selected services and send the RO to the Technician and Parts (REPAIR status).
    4. The [Done] button without checking any recommendations sends the estimate to the Used Car Manager for approval (APPROVE status).

 

Add approved lines to DMS (REPAIR status):

As you know, in order for the Parts department to pull and bill the parts for the approved recommendations, the lines must be written in your DMS.  After you or the Used Car Manager approves recommendations, the RO status moves to REPAIR, which means you can view the estimate to see which recommendations were approved.

  1. Click the vehicle details of the desired vehicle in the RO list to display what was approved.
  2. Click the [Close] button.
    • The RO status does not change (REPAIR status).

 

Add Notes to an RO (any status):

Shop Notes allow each user who touches the RO to communicate with one another.

  1. From the RO list, click in the Notes column on the desired RO.
    • The field will either be empty or have an icon, depending on whether this is the first note on the RO.
  2. Type your notes in the lower text box.
    • Clicking [Insert Recs] inputs a bullet list of all recommendations from the inspection.
    • Add a picture by clicking the Picture button on the toolbar.
  3. Click [Add Note] to save it to the Shop Notes to the RO.
  4. Click [Done] to close the Shop Notes window.
    • A Notes icon will display on the RO in the Notes column once a note has been added to an RO.

 

Service Manager Processes

The Service Manager does not have any specific steps to perform within the system, however they have the ability to override anything which any user has done before the RO has been finalized (the final report generated).  Specifically, you can adjust the results of the inspection and adjust pricing on the estimate, regardless of whether the recommendations have been approved or not.

 

System Admin Processes

Any user within the CPO system can be setup as a System Admin.  These users have the ability to setup and adjust all variables within the system, including creating and deleting users, adding shop details, and adjusting other system settings.

Create a User:

Before someone can work within the CPO system, a System Admin must set them up as a user.

  1. Point to the Tools menu and click [Admin].
  2. Select the Manage Users view.
  3. Enter a valid email address for the user.
    • This does not need to be a work supplied email address.  This email will be used as their Username.
  4. Checkmark their user role(s).
    • One user can have multiple roles.  For example, if you want your Advisors to be able to create repair orders, they need Used Car Manager rights.
  5. Click [Add User].
    • The user will receive an email with a link which allows them to activate their new account and create their password.

 

Modify a user’s rights:

Modifying a user’s rights changes what they can do within the software.  If you adjust a user’s rights, they must log out and log back in for the change to take effect.

  1. Point to the Tools menu and click [Admin].
  2. Select the Manager Users view.
  3. Adjust the checkmarks for the user in the Current User List.
    • Changes are saved in real-time.

 

Delete a user:

  1. Point to the Tools menu and click [Admin].
  2. Select the Manager Users view.
  3. Remove the checkmark in the Active column for the desired user in the Current User List.
    • Changes are saved in real-time.

 

Setup Shop Information:

The details contained in the Shop Information section are leveraged throughout the system, including in the inspection forms and on the final report.

  1. Point to the Tools menu and click [Admin].
  2. Select the Shop Info view.
  3. Input the appropriate information.
  4. Click [Update] to save the changes.

 

Set the Default Labor Rate:

The Default Labor Rate is automatically input into all estimates.  Setting this number to the correct default will save time for the Service Advisor with every estimate.

  1. Point to the Tools menu and click [Admin].
  2. Select the Shop Info view.
  3. In the Default Labor Rate section, input your default labor rate.
  4. Click [Change].

 

Setup Shop Fees:

Shop Fees are automatically calculated and added to the total of all estimates.  Shop Fees can be set to be a fixed amount or a percentage of Parts, Labor or Total.

  1. Point to the Tools menu and click [Admin].
  2. Select the Shop Info view.
  3. In the Shop Fees section, input a title for the fee (or tax).
  4. Click the Fee Type drop-menu and choose whether it applies to Parts, Labor, or Total.
  5. Input the percent or fixed amount in the Amount cell.
  6. Choose Flat or % to specify if it is a fixed amount or percentage of the selected value.
  7. Click [Add].

 

Setup Shop Logo:

The Shop Logo is displayed on the cover page of the final report, which can be printed, emailed or uploaded to AutoTrader.

  1. Point to the Tools menu and click [Admin].
  2. Select the Shop Info view.
  3. In the Shop Logo section, click [Choose File].
  4. Browse to and open your desired file.
    • The file dimensions needs to be 850x100 pixels or smaller.
  5. Click [Upload].

 

Setup Carfax integration

Your Carfax credentials are used to both retrieve the report which is included in the final output and to identify if the vehicle qualifies for certification.

  1. Point to the Tools menu and click [Admin].
  2. Select the Communications view.
  3. Input your Carfax username and password in the corresponding fields.
  4. Click [Update] to save the changes.

 

Setup AutoTrader integration

Your AutoTrader credentials are used each time you upload a final report to AutoTrader at the end of the inspection process.

  1. Point to the Tools menu and click [Admin].
  2. Select the Communications view.
  3. Input your AutoTrader Dealer ID, Host Name, Username and Password in the corresponding fields.
  4. Click [Update] to save the changes.

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