Factory New Vehicle Invoice

Internal Controls

Administrative Controls

The manufacturer provides a detailed new vehicle invoice to the dealership for each new vehicle purchased.  The invoice is sent to the dealer separately and does not accompany the vehicle.  When the invoice is received, it should be placed in a suspense file until the vehicle is received.  Upon receipt of the new vehicle, the stock number should be recorded on the invoice and the invoice filed, in stock number sequence, in an “on hand” file.  The file will provide the information needed to prepare the new vehicle inventory records.  The vehicle information should be promptly entered or updated in the dealership’s computer system.  After each vehicle is sold, its invoice should be placed in a “sold” file in stock number sequence or in the car deal envelope as desired.