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Entering Nova

Select Vehicles in the Main Menu

Create vehicle in stock by selecting Vehicles in the Main Menu.

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1. How to bring a vehicle into stock

Then select Create Vehicles (9) on the Front Menu .
Create Vehicle Users can add vehicle stock to their control reports through this option. Any new stock or traded stock would normally be created here.

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A B C D E



Enter the details of the vehicle into the appropriate boxes. A. Select or Add the stock number for the vehicle from the control list

Control Number –Vehicle Stock Number

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B. If the vehicle has an owner, select the owner from the list


B(1). If the owner is not on the list add the owner’s details in the following window Add Prospect – If this is a stock vehicle the owner will get added at the time of processing the vehicle sale.

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A.Select Make of the vehicle that is getting entered into stock.

E.Select series of vehicle

D. Select the model of the vehicle

F. Select the vehicle engine type

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G. Select Vehicle Transmission

H. Select body type of vehicle.

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Allocate vehicle to one of the franchises listed.

After pressing save on the create vehicle window you have the following to fill in

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After filling in all the relevant information click on save and you will get the following message

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2. How to purchase a vehicle in stock (new vehicle)

Create a new vehicle in stock by selecting Vehicles in the Main Menu. Then select Vehicles Purchases (23) on the Second Menu

Enter the month that the dealership purchased the vehicle in the select box. Regardless of the current month is. Then hit the Enter Data tab.

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Assign a Vehicle Stock Number by pressing Enter in the box which will list different types of vehicles. Select the Vehicle Control number that matches the make model and series of the new vehicle.

Select the stock number that matches to the purchased vehicle and hit Enter key

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1 2

(1) A number will automatically appear in the Vehicle Type box. To change it to the right vehicle that is purchased choose from the types from the drop down list (2) on the top right. Enter the Document number which would be the invoice number, purchase from the purchase. Enter the date of purchase. Select whether the input GST on this unit will either be Notional or Full input credit. After this it will ask to continue. Enter the purchase details.

After all the details have been added click on Create Batch button.

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The above window will appear asking you to check everything before continuing..

The above window will confirm the batch has been successfully created and will assign a batch number.

There is an option of providing a print out for this vehicle purchase batch.

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3. Vehicle Sales Module – setup

Select New Vehicles Sales Module (18) of the Front Menu. NEW VEHICLE SALES MODULE - VEHICLES / MENU OPTION

Please find set out below information and screen displays detailing the aspects of the new Vehicle Sales Module.

Please Note: Quotations / Contracts and Invoices will not be carried over into the new Menu option. These will need to be displayed through the previous Menu option. It is suggested that any existing quotes be carried over into the new VSM.

New Sales Module screen display:

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Setup Information : The areas within this Menu option will need to be completed prior to using the new Vehicle Sales Module. There are only a few areas from the previous set up that will carry over :

Dealer Licence Number & Expiry Date Outgoing Email Server Outgoing Email Account Username Default Reply Email Address (Dealer Email Address) Luxury Car Tax Threshold Set up - screen display :

Please click on the arrows to move the screen display to the left or right to reveal the tabs for selection.

Each of the Tabs that will require attention:

General Not In Stock Models Accessories, Option, After Market Vehicle Price Profile and Stamp Duty Registration & CTP (Compulsory Third Party) Other Fees / Vehicle Provisions Finance Company Salesman‟s Email Address Company Trading Name

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General Tab:

The fields on the left hand side of this screen display will be as per the previous data that had been entered in the Set up from the earlier version of the VSM. If the fields not contain data, please complete all fields as required.

Display Sale Margin Code display


Placing a tick in this box will enable the system to the cost prices applicable and will give a profit margin value.

Price entered in the Vehicle identify Pricing screen include GST


Placing a tick in this box will enable the system to the Sale value that has been keyed for example $33000.00 does include GST of $3000.00 and will place the GST value in the field provided.

Stock Vehicle Picture File Path -

This will be the path (Directory) where the pictures of the Vehicles are stored. A picture may be downloaded to the Computer and saved into a Directory called Stk Photos, this directory could be on „C‟ drive. The File Path would be – C\StkPhotos\

Please Note: The „pictures‟ when saved need to have the Stock Number as the File Name. This number (Code) will need to be the same as the Code used when the vehicle was created through the Nova system.

Luxury Car Tax Threshold


This field will default with the same value as per the previous set up. If this field is empty, refer to Line 63 in System Statistics.

Due to the varying regulations between each State, we have given Dealers the option to select which portion of the Vehicle Pricing attracts Luxury Car Tax. Place a tick against those options which are to be included in the pricing calculation of the LCT.

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Not In Stock Models Setting - screen display :

When the „Add‟ button is selected, the fields (as circled) will appear to enable data input relevant to those vehicles which are - „Not on File‟(NOF). If a photo of the vehicle is on file in the Directory as mentioned previously in these notes, the „Vehicle Picture File Name‟ field will need to be completed.

Enter all details relevant to the NOF vehicle.

Once vehicle details have been entered the information will appear Page in this area. 16 of 48

Use the arrow (left or right) to view all vehicle details

Please Note: For NOF vehicles the „identifier‟ / File Name of the picture will not match with a Code, because this vehicle is not a „Stock‟ vehicle - therefore the File name used when saving the picture would be a name suitable to Dealership requirements. When a NOF vehicle has been added it will appear in the area under the Headings. To view all the details of the vehicle please use the arrows ( -> / <- ). Accessories, Options, After Market Setting – screen display :

Enter the description and pricing of each accessory through the Add option.

Accessories added can be identified by Make and Model.

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Pricing available for each accessory added – Retail, Fleet and Lowest ofprice allowed for selling 48 the Accessory.

Select the Item Type applicable to the accessory being added.

When the „Add‟ button is selected, the fields (as circled) will appear to enable data input relevant to those Accessories, Option etc which are to be added for Vehicle Quoting. The option is also available to assign the items added into Make / Model criteria selection to assist with the correct item being selected relevant to the Vehicle that is being quoted on. It will be the Dealership responsibility to maintain any records contained within these areas, if pricing alters it will need to be adjusted. Choose the item – click on the Edit button – alter the fields that require change. Please Note: When adding an Accessory / Option or After Market item, do not forget to select the Item Type. If an item has been classified to an incorrect type, it is simply a matter of highlighting the item – click on the Edit button – alter the Item Type. System will then place this item from the incorrect Type selection area to the correct one specified. The display of the items that have been added into the system can be viewed by making a selection in the Filter box. All can be selected to view all Accessories / Options or After Market items or each of these categories can be viewed individually. Vehicle Price Profile – display screen :

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Is the description of the vehicle that is being set up through this Screen. Each „Description‟ will have it‟s own settings for the GST applicable / Other GST – Attract Fee / Other Non GST – Attract Fee items as marked. Select which Type is applicable to the Description entered Vehicle / Machinery

Vehicle Type:

In this format there is a General listing of Items that can be marked if they attract GST or not. Place a tick in the appropriate choice – Yes for attract GST / No for does not attract GST. These fields do not have the LCT applicable fields, refer to the „General‟ tab of this Set up – any Luxury Car Tax is applied through this screen if applicable. Set Items - Recommend Retail Price / Accessories / Options / After Market / Dealer Delivery Fee and Extended Warranties. Then there are 4 (four) „free form‟ areas where more Items can be entered to suit each Dealers individual requirements. These Items can be marked if they attract GST or not also. In this area of the form there is also the option to mark if the item attracts LCT (Luxury Car Tax), these fields are not included in the „General‟ tab of the Set up. Free Form Items – Other GST – Attract Fee 1 Default Description / Attract Fee 2 / Attract Fee 3 and Attract Fee 4.

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The module includes 4 (four) other „free form‟ areas where Items can be entered to suit each Dealers individual requirements, but these items are Other Non GST. These fields can be used for Third Party items that are to be included in the Quotation or Contract of a Vehicle or piece of Equipment / Machinery.

Please Note: None of these fields have values attached to them as like in the Accessories / Aftermarket screens. The amounts applicable to each Item or Default Item would be entered when entering the Quotation or Contract data.

Quote Printing Template


Templates have been incorporated in the 10.5 release. These can be found in the NovaNT / MissNT directory, Click on the Folder to „Browse‟ to this directory, find the „Quote‟ Template file relevant to your State, this will then print Conditions for a Vehicle / State relevant to the Dealership.

Contract Printing Template


Templates for Contract have also been incorporated. Browse to find the relevant „Contract‟ Template. This will be the information / conditions that will print for the particular Vehicle Description

Invoice Printing Template


As per the above explanations.


Each „Description‟ of Vehicle / Machinery will require all relevant information to be entered and saved.


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Stamp Duty – display screen :


Can be information relevant to the Company (this example displays the State). The effective date can be useful to maintain the correct „current‟ stamp duty percentage values.

Stamp Duty Type:

Is relevant to the Break Points. If there is one rate – ie for Queensland – Stamp Duty is $2.00 per every $100.00 (if $101.00 – this would be calculated on $200)

If there are break points with different percentage rates the Stamp Duty Type would then be „VARIABLE‟

The screen display example shown is using the formula for NSW Stamp Duty rate calculation. 3% per every $100 of the vehicle price inclusive of GST up to $45000 5% per every $100 over $45000

In the NSW example the Stamp Duty Type is = to Variable

Break Point 1 & 2 have a dot in the "Per Amount" section and the $100 value is entered into the "Per Every" section with the 2 individual percentage values

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Another example is the Tasmania Stamp Duty Rate calculation: This is also a “Variable” Stamp Duty Type because of the different percentage rates. Break Point 1 is 3 % on the dollar value up to $35000.00 Break Point 2 is 11% on the dollar value (from 35001) up to $45000.00 Break Point 3 is 4% on any dollar value above $45000.00

Please Note:

The information contained in this documentation is for example purposes only. Please check with the relevant Government Department for the correct Stamp Duty rates applicable to your State.


*** SAVE THE DATA BEFORE CANCELLING OUT OF THE SCREEN *** Registration & CTP – screen display :

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Descriptions and Values (suitable to time frame, type of vehicle / machinery) can be „Added‟ to each of these areas.

Registration Description -

can be 6 months registration and the applicable Fee. ie: 12 Mths – Passenger / 12 Mths - Commercial etc (There is no GST applicable to Registration).

CTP Description -

can be 6 months CTP with the applicable fee including GST. This will be the full value of the CTP including Stamp Duty and GST. ie: 12 Mths CTP / 12 Mths – Commercial etc


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Other Fees / Vehicle Provision – screen display :

Other Fees


Description of the Fee to be charged Amount Ex GST – then the GST amount if applicable

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Vehicle Provision


Can be used for Administration charges (Loading) A Range From – To value can be entered (as per display above) Provision Type – can be either a Percentage or Amount Value Amount = a Dollar Value Percentage = a Percentage value to calculate a dollar value

Finance Company – screen display :

Finance Company


Company Name / Branch / Address information can be added This screen also contains information re the Finance Companies Interest Rate. More than one Financial Institution can be added.

Last Tab in the Set up: Salesman’s Email Address The names presented in this screen read from the Salesman‟s File in Nova (Miss) Entry is required for each Salesman‟s Email details.

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4. Vehicle Sales Module - from quote-to contract- to invoice

To get into either quotes, contracts or invoices click onto Vehicle Sale. Click on the top left hand side of the following window what utility you want: (Q)quotes, (C)contracts or (I)invoices and you will enter the window for that utility.


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Select the Salesman, whether the quote price is retail or fleet, if their was a purchase order enter it into the box underneath Order Number. If there is a preferred delivery date enter that into the box as well.

Customer Detail - If there prospect is a previous customer select from the following list. If the prospect is a new customer select Add Owner.

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Add prospective customer and their details – plus the type of vehicle they are interested in purchasing in the above window.

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Vehicle Detail

Find a Stock Vehicle by:

Or Find a Not in stock model by selecting the button.

click Add and enter the vehicle details that the prospect wants in the window below. Save after all the details have been entered, which will then be listed in the above window.

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Option of adding a 2 Customer(2) name.


customers name to the quotation by entering the details in

Enter all the calculations and price under the Vehicle Price TAB

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Add any additional extras and/or options under the tab Options/Accessories/After Market. Such as window tinting

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Choose the source of the extras either from Parts or Custom Items

Parts source

Choose the item type from the selection of Accessory, Option and After Market

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Will enter the cost in the Vehicle Price Screen


(1) Accessory Cost transferred to this screen from the Options/Accessories/ After Market screen.

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If there is a new trade-in, select Add and click on Vehicle details

Trade-in Amount is what the dealer is prepared to pay the customer. Trade-in Payout amount is where the trade-in has been financed attached to it and what is left after the finance has been paid off.

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If the vehicle is not on file have the tick box on the top left hand corner ticked. If on file untick it and select from list

Option of financing the purchase or not and if so financed through customer or by dealer.

Choice of finance method List of finance companies Finance payment calculator Other details – Trading As, REVS Number, Roadworthy Number, Vehicle Statutory Warranty and other conditions that can be entered in the blank lines

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Can Be Finalised straight away and sent to invoicing or can be saved and will be given a Quotation # with the option of going to the next step of Contract and/or Invoice.

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Quotation Number


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To complete invoice click on finalise invoice

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Select Process Vehicle Sale (22) Second Menu

Import Vehicle Sales can be used to import the New Vehicle Sales Module Contract or Invoice into the Process vehicle sales. By selecting the Import Vehicle Sales button the following appears

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Select either the Contract or Invoice option

Once the Contract has been entered the Vehicle Sale Details are filled in automatically

From this screen select the Done Button

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All the figures will fill in automatically from the Contract or Invoice, confirm figures and profit and then select the create batch button.

This section is to allocate the customer to the vehicle. Type in the Surname of the Customer and then select Enter, if the customer doesn‟t exist in the system select the Add Owner button.

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5. How to produce sales reports

Select Stock/Sales Report (7) of the First Menu Stock / Sales Report –It can also display what vehicles have been sold using a date range. By selecting the Sales Report a date from and to will be required. Group By – Can be selected for the aging of vehicles that have been in stock for a particular age. Also the selection for Report Format will require Full report show us all the vehicle details including Make/ Model / Rego Number / Rego Expiry / Engine Types and the Condensed report will only show us the with the stock number / Model / Engine Type in a one line entry. Sort by is a selection of Stock Number, Age or Make, Model and Series. Show Cost – This option displays Sales / Cost of Sales and GST figures. Toggle – The selection of Vehicle Types can be used to produce the reports.

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6. How to stock reports This can be run to produce a list of vehicles that are in stock by vehicle types. The Stock Report option can be selected to view vehicles instock.

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