Dealership Management System “Autowin”

Item search Engine

Multi-objective and multi-layered item search engine. Results display in user defined parameters and formats.

Costing Methods

Support of different cost estimation methods (last in, average) and different sales prices (maximum price, retail, wholesale).

Stock Inventory Reports

Issuing of different and certified stock inventory reports (inventory, balance, warehouse daily entries).

Computerized Revenue Service

Automatic issuing of annual aggregate statements on sales and expenditures.

Public Administration conforming Invoices & Documents

“COMPACT” supports all types of invoicing and documentation included in the Tax Office requirements, as well as an open free design of their printout form.

Price Lists

Support of the basic manufacturers’ – importers’ electronic price lists, independent from the item folders, with an ability to also issue own company's sales price lists.

Report Generator

Integrated application of a report generator on user defined dates, on items for printing and on printout data classification.

Sales – Purchases Statistics

Multi-objective application for statistical analysis of sales – purchases (quantity, cost, purchasing value, turnover, profit, discounts) per sales channel, item category, customer category and branch, on a user defined date range.

Security Notes

Integrated sub-system for monitoring incoming – outgoing security notes (bank check notes, other promissory notes) with each security note’s follow-up tab support, due date monitoring, balance, overview fact sheet.


Application for a continuous cashier flow monitoring, with the ability of issuing a daily report on transactions and multiple calendars: purchases, take ins, sales, payments.

Reports on Customers – Suppliers

Financial customer - supplier reports module, featuring: balance, calendars, grand total analysis and turnover analysis. User defined printout form of financial documents and transactions.

Receipts – Payments

Full support of all kinds of financial turnover and pay out transactions with the trading customers – suppliers.

Civil Levies/Taxes – Credit Cards

Calculation and support of Civil Taxes/ levies, customer payments on credit cards.


Program for downloading backups from within the application.

The Multi Brand system monitors all the various brands of a multi branded fully integrated dealer.

Thus, the system offers the ability of allocation per brand on the following:

  • Workshop’s files per brand. (Vehicles, employees, work order files, standard times)
  • Different hourly labor charges per brand
  • Work ordering and invoicing procedures per brand.
  • Workshop statistics per brand
  • Spare parts pricelists per brand
  • Purchases - sales per brand
  • Statistics per brand
  • Car Sales file per brand. (Models, colors, upholsteries, equipment, salesmen).
  • Offers - Orders - Invoices per brand
  • Consolidated statistics by brand

Vehicle’s File

Analytical files of vehicle data, displayed by make, model, special issue and color. Also displayed: basic factory equipment, accessories, additional optional packages, technical characteristics, model groups and categories.

Car sale stages

Procedural management of up to the final car delivery, including: customer throughput, offer, sales order, invoicing, registration, PDI

Analytical recording of relevant info, pertinent to the car sale

Dynamic recording of various data concerning the new car sale, such as the trade in used car, financing from any bank, leasing, car insurance, warranty extension and wholesalers commissions

Monitoring showroom procedures

Support of all special showroom procedures, such as: Test drives, Salesmen Monitoring, Leasing/Loan contracts

Showroom’s Electronic Documentation

Electronic issuing of all showroom documents, forms, such as: Offer, Purchase Order, Sales Forms

Vehicle price Lists

Detailed vehicle price lists with information on: Retail value, registration tax, VAT, Emissions tax, Sale price, Discount – commission, for both the vehicle and its optional equipment.

Vehicle Purchase till Delivery Stages

Monitoring of all stages till the delivery of the vehicle to the customer, including: Purchase order, Production, Loading, Customs Clearance, Delivery, and Invoicing - Payment.

Multi-criteria and multi-level reports on dealership’s showroom

Various reports on the showroom management/administration, such as: Throughputs, Offers, Purchase-Sale orders, Stock locator, Targets – Bonus of Salesmen – Salesmen – sub dealerships

The used car Sales Management module is an essential tool to organize, monitor and extract results for the used cars dealing department of a dealer. Essentially, it helps the organization, automation of the tasks of the salesmen, the used cars sales department front desk, the accounting and the management of the dealer.

The used car sales management module consists of two applications:

I The used car showroom management application

The functions supported by this application are numerous.

The most important of them are depicted below:

  • Dynamic configuration of the used cars’ unit, that is, makes, models, standard vehicle equipment, additional equipment, technical inspection, colors and trim, number of seats, classification of offer and purchase order, any mandatory documents and Salesmen.
  • Purchase order for a used car, that allows the detailed vehicle description, an analysis of the buying and selling prices, a display of equipment and technical inspection of the vehicle, a slideshow creation and a purchase invoice issue
  • Purchase Order for a vehicle that can be created either directly by the customer or by transforming an offer to a purchase order.
  • Vehicle sales offer. The Used Car Salesman recommends the appropriate vehicle from the ones in the company's fleet, enters the customer’s data, estimates the used car’s cost, proposes various financing schemes, from the ones registered in the program, monitors a possible trade in car and prints the relevant sales offer documents
  • Sales Order, which can be created either directly, or by transforming the sales offer to a sales order. The salesman, after agreeing the price with the customer, prints the Sales Order document.
  • The ready-made offers management function is very important as it facilitates the salesmen in the follow up process.
  • The predefined reports can provide all the information the company needs to be able to monitor the operation of its used car business. Some of these reports include:
    • o Stock locator – this report presents the available vehicles in stock, their locations, and on their specifications.

II Financial management of Used Cars Business Unit

Features supported by this application include:

  • Conversion of a purchase order to an invoice. Supports both cases a. purchasing from an individual and b. importing/purchasing from a dealer or a company
  • Conversion of a Sales Order to a used car sales invoice, with an automatic calculation of the profit margin and VAT.
  • Financial transactions administration (revenue and payments) per Used Car VIN with the capability of analyzing security notes.
  • Management of additional transactions that influence and shape the cost and sales value of a used car
  • Other financial and operational fees that are associated with used cars, which affect the acquisition cost and sales value (commissions to dealers, miscellaneous expenses, purchasing commissions, etc)
  • Other additional reports include:
    • o purchase statements, which are multi-criteria and multi-level reports on purchase lists
    • sales analysis reports displaying analytical results for each sale,
    • inventory report, which includes the used car stock
    • Used cars balance sheet, with a display of import value, exports (sales), stock, cost calculation on sold cars, gross margin, financial cost and statistical profit.

The used car sales management application is written in the Microsoft’s Visual Studio application development platform, which is based on Microsoft’s .NET Framework 2.0. The relational database is Microsoft’s SQL Server 2000 and 2005. The printout engine is the SAP’s Crystal Reports.

The used car sales management module is a very important tool for the dealers that use it assisting the Used Car salesmen increase their productivity and efficiency, while allowing the management to have fully comprehensive and analytical reports on its management. The Used Car Department is gradually becoming one of the most important sectors of a dealership as the Used Car values fluctuation may influence critically the cash flow and existence of a dealer. The module helps the sales department to:

  • better organize its procedures,
  • facilitate the follow-up continuation,
  • reduce the customer service time,
  • increase efficiency, being practical and analytical, finally
  • Provide detailed reporting on results, in order to assist in decision making

Stock Levels

Support of multiple stock levels per item: actual reserves on hand, book inventory, allocated, customer backorder, deliveries on order, projected stock.

Part Number Changes – Correlated Parts

Support of a Code Replacement chain as well as Correlated Codes per Item.

Part number Coding

Support of a second equivalent part number, prefix factory code and barcode per item.

Part Number Classification

Multiple plain, compound and tree-list classification per part number

Physical Inventory

Integrated procedure of Physical inventory: Status of items to be inventoried, item inventory, finding variations between on hand – book inventory, automatic adjustment of variations.

Financial Statements – Results

Financial analysis of stock transactions with calculation of: purchases, sales, discounts, gross profit, turnover per item, internal supply.

Sale Orders

Offer quotes and sales orders management with the ability of automatic conversion. Support of sales orders that are allocating stock reserves or are backorders.

Purchase Orders

Purchasing order management with an automatic updating of expected stock reserves.


Purchasing management module, able to relay to a supply order and automatically input into the supplier’s electronic invoice document.

Sales Through a Third Party

Ability to issue sales invoices to an end customer, automatically debiting a reseller’s aggregate account for an inclusion of the sale to his turnover.

Inventory Management

Parts Movement – Categories. Reports on dead stock, aggregately and analytically.

Utilities for Mass Updating

Ability to change part numbers, to perform part number coupling, mass pricing and item data updating based upon criteria.

Detailed Vehicle File

Detailed Vehicle file per customer, with full details per vehicle (vehicle data, owner’s data technical data, special information, vehicle’s photos, Comments – Observations, Brand, Model, color, etc.)

Multi-Criteria Search

Multi-criteria vehicle search with possibility to: Vehicle transfer, Change of license plates number, Shared ownership, Change of vehicle’s identification number (VIN), Vehicle linking.

Service History

Complete vehicle repair history, showing the corresponding work order and the analysis of repairs and spare parts pertaining to the order, the technicians involved, the repair time, the cost of labor and spare parts, the documents issued, the customer's comments and the workshop’s observations.

Workshop Departments

Support management capability of: Multiple workshops, Service Areas, Departments, Technicians, Technical advisors.

Charging Categories

Ability to diversify the hourly labor cost per: Vehicle Make – Model, Workshop Code, Charging category.

Service Task – Hourly Price List

Management of service task file and support of multiple hourly price lists per vehicle make and model

Set of Service Labor – Spare Parts

Master library on set of service labor and spare parts per repair category

Work Orders

Application for the management of vehicle work orders, with a built in ability to inform on: Customer’s balance, emissions control card expiration, vehicle’s MOT expiration date, Notes of a previous visit, Pre-booked parts for the vehicle. Support of the procedure and analytic monitoring of work order, spare parts and technicians involved in the work order. Recording of the customer’s requests and Workshop’s observations. Analytic cost estimation of the work order. Ability to apply a discount policy and to automatically issue multiple invoice documents. Printout form is customisable by the company.

Clientele Management

Special application for customers’ service support and simultaneously for planning the increase of your Workshop’s throughput flow (not frequent / not repetitive / delayed customers, emissions control card expiration, more frequent customers, vehicle’s MOT Check expiration) Includes the maturity of the scheduled next due visit.

Statistical Analysis

Multi-criteria and multilevel statistical analysis on all possible criteria combinations, with a comprehensive, as well as analytic display, analyzing by: Make, Model, Work Order, Registration year, technician, Workshop department, billing types, vehicles’ identification number, Workshop, on a user defined date range. Statistics per work code and spare part code with aggregate set totals and frequency of occurrence over an interval between dates.

The computerization of accounting is covered by one of the following software applications:

01 General Ledger:

  • Accounting

    File accounts with parametric analysis of number and digit levels. Indicators for cash accounts, aggregated tariffs

  • Transaction types

    Available types of transactions defined by categorization for normal or start up transactions, settlement transactions and balance carry over to a new period.

  • Records

    Registration of records, using standard articles and etiologies, with counterpart accounts and ability of repeated entries. Ability to print articles. Record management and option for mass deletion of articles. Permanency records and numbering by date.

  • Attested printouts

    Ability to export all attested printouts under the Books and Records Code, balance sheets, ledgers and files in storable to a CD format.

  • Temporary printouts

    Enables the user to create any number of temporary printouts, balance sheets, ledgers, with parametrically defined options and filters.

  • VAT

    Ability of customizing standard accounts and VAT accounts for automatic printing of periodic VAT declaration on special templates and forms

  • Interface to Tax Service

    Ability to export files on aggregate purchasing and sales records, based on customer and supplier management

  • Bridge to Commercial Management

    Ability of on line or batch information update from the commercial management application

02 Ledger of revenues - expenses:

Ability to specify columns on the revenues - expenses ledger, broken down by type of revenue - expenses and VAT category. Temporary and attested b’ class accounting statements, aggregate and analytic. Automatic updating of accounting through the commercial management transactions.

Interface to Third Parties` Accounting :

COMPACT can be linked easily with any accounting package with the proper interface. We provide an interface on extraction of accounting rules for purchases, sales, Security Note Transactions through Third Parties’ Accounting Packages.



The WMS software is an integrated platform for managing and handling goods in the warehouse. Through the implementation of ACT SA’s WMS, the space and volume organization of the warehouse is supported, the process of actual inventory is automated and the time and the mistakes of goods reception and storing in the warehouse are minimized.

The package consists of 2 applications:

  • a.Server (at ACT terminal)
  • b.Client (at Barcode Terminal)

A The Server application is used by the person in charge of the Warehouse and is a "tool" of organization and control of all tasks. It includes the following features:

1.Physical Inventory

The person in charge of the Warehouse creates a new stock counting file (entire stock as in the end of year stock counts or periodic). By using the appropriate filters (from part number – to part number, category, classification, etc.), we can create a periodic stock counting file.

Then, by using the Barcode Terminal the parts department personnel count the storage locations as described below in the client application of the Physical Inventory.

After the stock counting is completed, the differences between the actual and the log book quantities are directly monitored for a possible rechecking.

Finally, though the "Transfer to ERP" button, the stock counting quantities are automatically transferred to ACT’s ERP to identify differences and create the respective Stock Settlement documents.

2. Receiving – stowing

The warehouse manager may group one or more Invoices of a Single Supplier into a one receipt order. Then, the parts department personnel proceed with the receiving and stowing of the parts of this specific Receipt Order using the Barcode terminal device. Upon completion of the stowing, the server application automatically detects the discrepancies (if any) between the billing invoice and the Physical Receiving and the program goes into the module of "Settlement of Differences."

3. Stock Locator - Non allocated storage location

It is a function that supports the search of a code location and code quantity in the warehouse. It also extends the Parts file in order to support multiple storage locations in a warehouse for a single code.

4. Code Transaction and Movement Records

It displays all or selected certain transactions and moves (inventory, drop, picking, change location) that were performed by the warehouse personnel.

5. Customer order service process – picking procedure

Special printout of customer orders, sorted by item location for a quicker and more functional picking procedure.

B The Client application consists of the following functions:

1. Physical inventory

The parts personnel scans a part number and files the quantity either automatically (increments of 1, or manually (total part count stored on location shelf). In case of an error, he may change the quantity.

2. Receiving - stowing

The warehouse’s personnel scan one by one all codes that make up the receipt and stores on the respective shelf location.

3. Customer Service Order - Picking

By receiving the customer request / order or by issuing a sales document, the warehouseman scans with the bar code terminal and the ordered items are automatically entered into the pertinent documents.

4. Arrangement between locations

With simple functions using the barcode scanner, the warehouse personnel can scan the shelf barcode and the item barcode, then inserts the item quantity to be moved to another location. At the arrival to the new location, scans the new location barcode, the item barcode and inserts the item quantity, for the location transfer to be completed.This program offers very important services to the companies using it, since it:

  • Reduces stock counting time and increases its accuracy
  • Reduces the required time for customer service
  • Reduces labor cost
  • Increases the storage area capacity



A Economic Result Categories:

Through MIS, we get the exact picture on the results of all of our Business (sales) & Administrative (non sales) Operations, either Month by Month or Cumulatively.

Every Integrated Automotive Dealership’s Operations break down into the following Economic Result Categories:

  • 1. Revenues: Revenues are generated from all the departments participating in the Commercial Circuit (New & Used Car Sales, Car Service, Auto Parts and Other Activities that generate income, such as Car Rentals etc.)
  • 2. Expenses are divided into two categories:
    • Expenses linked directly to the Commercial Circuit’s Revenue Generating Activities (Expenses on Purchasing Goods to be Sold)
    • Administration & Management Expenses (All other expenses besides purchasing goods to be sold, such as Salaries, Rent, Electricity, Maintenance Costs, Fixed Asset Acquisition etc.)
  • 3. Fixed Asset Depreciation:Fixed Asset is a long-term tangible piece of property that a firm owns and uses in the production of its income and is not expected to be consumed or converted into cash any sooner than at least one year's time.

Fixed Asset Depreciation is the expense generated (loss in value) by the prevailing economic condition of the fixed assets and the existing Accounting Guidelines and principles implied in the organizational policies.

B Cost Centers:

In business, a Cost Center is a division that directly adds to its operating cost and indirectly adds to its profit. Typical examples include Sales Channels and Administration. Of course, the analysis can be infinite, since within a Cost Center, such as Administration for example, some Sub - Cost Centers can be integrated, such as Research & Development or Marketing.

There are some significant advantages to classifying simple, straightforward divisions as Cost Centers, since cost is easy to measure. Business metrics are employed to analyze the weight coefficients of each Cost Center in relation to the costs and benefits of the business as a whole.

In an Integrated Automotive Dealership, the following Cost Centers are sufficient in covering all aspects of its operations:

  • i. Brands
  • ii.Sales Channels
  • iii.Item Categories
  • iv.Administrative

For example, our Car Sales Results are divided by a use of various allocation keys to Brands (Fiat, Alfa Romeo, Lancia etc.), to Sales Channels (Showroom Sales, Mediator Dealer Sales, Cars e-Shop etc.) and to Item Categories (Punto Family, Oil Filter Family, Brake Pad Family etc.).

  • 4. Administrative Administrative C.C. pertains to all Various Expenses necessary to operate our business, such as Personnel Salaries, Mediator Dealer Remuneration, Customer Call Center Costs, Network Expenditures, Secretarial Support etc., that need to be allocated to our Branches, Brands and Sales Channels.

C Administrative Cost Allocation to Cost Centers:

Administrative Costs, such as payroll, facility rentals, electricity bills etc., through business metrics should be properly allocated to Cost Centers, by Brand, Sales Channel and Administration Branches.

The only Cost Center, which is not affecting nor affected by Administrative Costs is the Item Category, which is solely attached to the Commercial Activity Circuit.

D Reports

Through MIS, we get the exact picture / results of all of our Business & Accounting Operations, either Month by Month or Cumulatively.

These Results are directed and filtered through Cost Centers, which are the Profit / Cost Margin weight coefficients that characterize each field of our operations.

By directing our Business Results (Revenues – Expenses – Depreciations) through a series of combinations of various Cost Center Allocation Matrices, we can get a great multitude of Business Management Reports that can cover every aspect of our operations.


  • Through a series of strategic moves & partnerships, always backed by our strong technical expertise, we invested in the development of innovative software applications, exclusively tailored to the business requirements of the automotive market.

    The flexibility of our applications, combined with our consistency, reliability and experience, has led the majority of the largest companies in the Greek market, to have entrusted the organization of business in the ACT.

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