Car Deal Envelope – New Vehicle

Internal Controls

Administrative Controls

When a new vehicle is received, a car deal envelope should be prepared and identified with the stock number assigned to the vehicle.  This envelope will serve as a convenient place to store items such as the following:

1.      New Vehicle Delivery Receipt

2.      Extra Keys

3.      Buyer’s Order

4.      Factory New Vehicle Invoice

5.      Finance and insurance contracts

6.      Copy of Internal Repair Orders detailing installed, removed or switched Parts & Accessories on vehicles while in inventory and unsold

7.      Customer information envelope containing Warranty information, Owner’s Manual and Maintenance Schedule

8.      Certificate of Origin, if applicable

After the new vehicle is sold, the car deal envelope should include copies of the following documents:

A.     Customer Purchase Order

B.     Cash Receipt Tickets

C.    License And Title Applications

D.    Odometer Certificate

E.     Buyers Guide

F.     State Inspection Form, if applicable

G.    New Vehicle Get-Ready Order, including a list of the equipment to be added to the vehicle

H.     Credit Application

I.         Vehicle Sales Invoice

J.      Used Vehicle Appraisal Report

K.     Protection Plan Applications

L.     Reimbursement (Rebate) Forms

The front of the car deal envelope is normally used to record such information as customer name, address, stock and serial number, the date on which the vehicle was delivered to the customer, the floorplan note, and the used car lien payments.  Sales tax and insurance premium payments can also be recorded on this envelope.

After the sale is complete, the car deal envelope should be filed alphabetically by customer name.