Demo Roadstar Mobility: an automotive dealer and service day

Demo Roadstar Mobility sells new and used vehicles in the UAE, India, and Kenya, operates service centres, stocks genuine parts, brokers customer finance, and submits warranty claims to manufacturers. Every vehicle has a VIN, landed cost, location, status, and ownership history. OSERP connects quotation, reservation, purchase, VIN receipt, inspection, workshop job, parts issue, customer invoice, lender settlement, warranty recovery, and financial close.

1. Set up companies, branches, and operating locations

Create a legal company per jurisdiction, then showroom, service centre, parts warehouse, yard, and body-shop branches. Configure functional and reporting currencies, tax profiles, fiscal periods, bank and finance-clearing accounts, vehicle and parts warehouses, cost centres, and approval limits.

Setup field	Demo value	Impact
Company	Roadstar UAE Motors LLC	Statutory ledger
Showroom	Dubai Airport Road	Sales ownership
Service centre	Al Quoz Workshop	Labour and job control
Yard	JAFZA Vehicle Yard	VIN custody
Parts warehouse	DXB-PARTS-01	Batch and bin stock
Currency	AED	Local transaction books
Group currency	USD	Consolidated reporting

Users are scoped by company, branch, warehouse, and role. A salesperson may reserve a vehicle but cannot change landed cost, release a title document, or approve a customer refund. A service advisor may open a job but cannot approve warranty recovery.

2. Acquire and receive vehicles by VIN

Vehicle item setup stores make, model, trim, engine, transmission, fuel, model year, colour, tax class, standard cost, warranty, and country of origin. Purchase orders add supplier, incoterm, currency, expected arrival, VIN range, freight, insurance, duty, inspection, and payment terms.

The vehicle receipt stores VIN, chassis, engine number, odometer, key count, origin, port, arrival date, condition, accessories, inspection result, yard, and ownership status. Duplicate VINs are blocked across the tenant. A damaged unit remains in Quarantine until inspection and repair estimate are approved.

Imported vehicles priced in JPY record freight, insurance, port charges, duty, registration, and local valuation. Landed cost is attached to the VIN, not spread into an untraceable monthly expense. A transfer from yard to showroom records source, destination, transporter, dispatch, receipt, odometer, and custodian.

3. Quote, reserve, and sell a vehicle

A quotation stores customer, vehicle or configuration, price, discount, trade-in, accessories, tax, finance option, deposit, salesperson, validity, and approval. Reservation stores VIN, customer, deposit, expiry, cancellation reason, and status. A reserved VIN cannot be sold to another customer unless the reservation is released according to policy.

Sales field	Demo SUV value	Why it matters
VIN	JTM-ROAD-260042	Unique stock and title key
List price	AED 168,000.00	Catalogue baseline
Discount	AED 6,000.00	Approval and margin impact
Accessories	AED 4,500.00	Separate item and revenue
Trade-in allowance	AED 32,000.00	Used-vehicle inventory entry
Customer deposit	AED 10,000.00	Liability until allocated
Finance lender	Gulf Auto Finance	Settlement and commission

The sales order separates vehicle, accessories, registration, insurance, fees, trade-in, tax, deposit, and finance. A discount above threshold requires manager approval. Invoice posting records revenue and receivable; delivery releases title only after payment or approved lender settlement. The original order, inspection, signed handover, and VIN remain linked.

4. Process trade-ins and used vehicles

Trade-in appraisal stores VIN, owner, mileage, condition, market value, repair estimate, valuation source, allowance, tax treatment, and approver. Acceptance creates a purchase or inventory intake event with title document, keys, location, and custody. A reconditioning order tracks labour, parts, paint, tyres, and external services by VIN.

The used-vehicle margin report distinguishes acquisition cost, reconditioning, financing, registration, and sale price. A vehicle may be sold below expected margin only with a reason and approval. A title or lien issue places the VIN on hold and prevents sale.

5. Arrange customer finance and insurance

Finance applications store customer, vehicle, lender, principal, deposit, term, rate, payment, approval, commission, currency, and status. The lender settlement records invoice, lender reference, amount, value date, fees, commission, and allocation. A declined application does not alter the vehicle order; the customer can switch to cash or another lender.

Insurance or service-plan add-ons store provider, policy or contract number, effective dates, premium, commission, tax, and beneficiary. Broker commission is separated from vehicle revenue. A lender payment in USD against an AED invoice retains the applied rate and realised FX.

6. Open workshop jobs and capture labour

The service appointment stores customer, VIN, service type, advisor, technician, bay, date/time, odometer, warranty flag, and status. A workshop job stores complaint, diagnosis, work package, estimate, authorisation, promised date, and completion evidence. Detail rows store operation, technician, hours, rate, discount, tax, warranty or customer responsibility, and source inspection.

Status path: Booked → Checked in → Diagnosing → Awaiting approval → In repair → Quality check → Ready → Delivered, with controlled Cancelled, No show, and Sublet exits. A customer-approved estimate becomes billable work. Additional work requires a new approval; technicians cannot silently exceed the authorised amount.

7. Issue parts and control core inventory

Parts items store part number, supersession, make, model compatibility, UoM, bin, batch, expiry, standard cost, supplier, warranty, and reorder point. A parts issue links part, quantity, VIN, job, technician, warehouse, and condition. Returns record unused quantity and reason. A defective part is quarantined with serial or batch evidence.

The parts warehouse supports FEFO where applicable, cycle counts, min/max replenishment, branch transfers, and emergency purchases. A recall searches part batch, supplier invoice, vehicle VIN, workshop job, and customer invoice. Stock adjustment requires count sheet, witness, reason, and approval.

8. Submit warranty claims and recover manufacturer cost

Warranty claims store manufacturer, VIN, job, failure code, labour hours, parts, diagnosis, photos, mileage, claim amount, currency, submission date, approval, rejection reason, and recovery status. The claim engine checks warranty validity, mileage, duplicate claim, approved operation code, and evidence.

For a covered transmission repair, OSERP invoices the customer at zero or warranty terms while recording a recoverable manufacturer claim. A rejected claim remains linked to the job and can be corrected and resubmitted as a new version. Warranty recovery is not revenue until the configured recognition or approval event occurs.

9. Bill customers, contracts, and fleet accounts

Customer invoices separate labour, parts, sublet, diagnostic fee, consumables, tax, discount, and warranty or contract coverage. Fleet customers use contract price lists, purchase orders, approval contacts, and monthly statements. Service contracts store vehicle group, interval, included operations, prepaid amount, expiry, and utilisation.

A prepaid service plan is a liability released as eligible services are delivered. Unused balance at expiry follows the contract policy. Credit notes reference the original job and invoice. Receipts store bank, gateway, value date, currency, reference, allocation, and unapplied balance; duplicate references are idempotently rejected.

10. Pay suppliers and allocate branch profitability

Supplier invoices cover vehicles, parts, tyres, towing, detail work, utilities, and sublet repairs. Purchase matching validates purchase order, VIN or job, receipt, quantity, price, tax, and approval. Supplier rebates store programme, period, part or vehicle group, target, earned amount, evidence, and settlement.

Branch dashboards show units received, reserved, sold, aged stock, gross margin, accessory attach rate, finance commission, workshop hours sold, technician utilisation, parts fill rate, warranty recovery, customer receivable ageing, and cash. Shared costs use documented allocation drivers; the rule version is retained.

11. Close vehicles, workshop, and multi-currency books

Close reconciles VIN inventory to yard and showroom counts, vehicle landed costs, deposits, customer invoices, lender settlements, trade-ins, workshop jobs, parts stock, warranty claims, service-plan liabilities, supplier payables, payroll, assets, tax, FX, and intercompany transfers. A physical VIN count captures VIN, location, condition, key count, and verifier.

An Indian parts purchase in INR, a UAE sale in AED, and a UK manufacturer claim in GBP retain transaction rate, source, timestamp, realised FX, and revaluation status. Period lock prevents backdated vehicle receipt or title release; corrections reference the original document and approver.

KPI	Before OSERP discipline	After OSERP discipline	Improvement
VIN inventory accuracy	94.1%	99.8%	+5.7 points
Quote-to-delivery cycle	9 days	3 days	67% faster
Workshop estimate leakage	12.6%	3.2%	75% lower
Warranty recovery cycle	38 days	14 days	63% faster
Parts fill rate	82%	96%	+14 points
Month-end branch close	13 days	5 days	62% faster

Practice challenge

Create Roadstar UAE, receive an imported VIN with landed cost, quote and reserve it, accept a trade-in, arrange finance, deliver the vehicle, open a workshop job, issue parts, submit a warranty claim, invoice a fleet customer, allocate a lender payment, revalue a GBP recovery, count VIN stock, and close the branch. For every field, explain its type, length or precision, source, permission, validation, accounting impact, tax result, API identifier, exception path, and audit event.

Related: Inventory field guide, Sales order field guide, AR Invoice field guide, AP Invoice field guide, GL mapping guide, Multi-currency lab, Warehouse replenishment, and API cookbook.