Dealership Expense Evaluation and Control - Sandi Jerome Style Great A Method of Getting to the Bottom of Complex Expense Categories

Transcription

1 Dealership Expense Evaluation and Control - Sandi Jerome Style Great A Method of Getting to the Bottom of Complex Expense Categories With Sandi Jerome, Sandi Jerome Computer Consulting Moderated By Mike Bowers, DealersEdge

2 Sandi Jerome, Sandi Jerome Computer Consulting Sandi Jerome consults and lectures on automotive business management, expense control, profit retention, and computer utilization for CPA firms, state associations, AICPA, 20 groups, manufacturers, and DMS providers and has been a top 10% rated workshop speaker at NADA. She has helped hundreds of dealerships select DMS systems and then survive during and after the conversion process. She is a CPA with a degree in accounting, but also has the unusual combination of 3 years in F&I and another 2 years as an assistant general manager. She has developed numerous technologies and publications for the industry including a new DMS system, DealerStar, that is being used by seven dealerships and will be released nationally in Sandi Jerome sandi@sandijerome.com Direct line: Voic - cell phone notification Ext. 706 Fax

3 Dealership Expense Evaluation and Control Sandi Jerome Computer Consulting SJCC

4 The big E - Expenses Who can reduce expenses the most? 1. Controller/Office Manager/CFO 2. Dealer/GM 3. Departmental Managers Can you reduce expenses? How can you help?

5 How can we help? Our managers need information not data Each company needs different information How do we determine what they need? Are they using it? Do they understand it?

6 Expenses the old Method DESC JAN FEB MAR APR (blank) COMPENSATION VEH - USD $9, $20, $ 27, $19, COMPENSATION VEH-PONTI $3, $8, $ 11, $12, COMPENSATION VEH-CADIL $5, $24, $ 12, $9, $18, $52, $ 51, $41, Old reporting why trending doesn t work.we sold more cars so commissions are higher

7 But we detail every account That s nice Who cares? Who has the time? Why?

8 Case Study -Item Expense Analysis Expense Account Name: Account number (s) 61 Item description Vendor(s) Other Supplies Car Wash Soap ABC Supply Average monthly price$ $1297 Metric Physical observation: Eliminate do we really need this? Reduce is there a way to use less? $.50 per wash Two 5 gallon drums stored outside by the car wash (extra, free to take home) Yes Who is making sure we re not spilling or using full strength? Shirley? 1. Yes, it should be diluted (according the car wash manual and supply instructions) 2. Buy from a better source 3. It is being spilled when poured into the car wash. Get a funnel Protect is it being stolen? Yes, it should be stored in the parts department

9 Expenses - Exercise Delivery Expense

10 Case Study Gas Expense Gas for demonstration rides What is the route? Could it be shorter? Parts/valet routing software Gas for delivery Gas in company cars - demos Can we buy it for less? Can we control it better?

11 Categories of Expenses Objective - What Category? Variable Fixed Budget

12 Category Are these Variable? Variable Expenses Sales Commissions % Advertising $ Floor plan $ Delivery Expense $

13 5 Steps to Controlling Expenses 1. Determine the type of expense 2. Creating a metric for the account 3. Performing an actual vs. budget analysis to monitor the account 4. Making a process change to bring your expense account into budget Base/Vendor of the expense account to find what is charged to the account

14 Base/Vendor Analysis Step 1 Base Account

15 Vendor Item Analysis Only work on one item today; toner Double click to get item

16 Vendor Analysis Case Study -How do we give them the answer?

17 Internal Control Sales Commission - Step 1 Benchmark 23% Pay Plan Analysis - Step 2 Step 3 - Car Deals New Used Gross Profit $ 232, $ 297, Gross Profit $ 1, From car deals $ 63, $ 87, Pack $ Percentage 27% 29% Payable Gross $ 1, Deals paid per pay plan Percentage 25% Calc commissions gross $ 192, $ 201, Commission $ Commissions $ 39, $ 37, Percentage 19% Percentage 20% 19% Okay Mini Deals $ 40, $ 95, Step 4 Commission $ 27, $ 43, Other Expenses from payroll Step 5 - Apply Benchmark 68% 45% Spiffs $ 1, $ 2, Total Commissions $ 79, $ 95, Bonuses $ 3, $ 11, Percentage 34% 32% Minimum wages $ 7, $ 1, Benchmark 23% 23% Total Other $ 12, $ 15, Profit Aim $ 25, $ 27, Percentage 5% 5% Total Profit Available $ 53, $ 639, Expenses Gross Profit DESC JAN FEB MAR APR (blank) Best way to learn? COMPENSATION VEH - USD $9, $20, $ 27, $19, COMPENSATION VEH-PONTI $3, $8, $ 11, $12, COMPENSATION VEH-CADIL $5, $24, $ 12, $9, $18, $52, $ 51, $41,497.74

18 I don t have the time! Time and Training Training how to get it and use it Super Excel training Super Controller Guide whole dealership Super Controller II Expenses DMS system ADP, R+R coached, Internet training Doing your training doesn t mean that you don t know your job it means that you know your job could be more!

19 Expense Projects Walk around Trash can full of forms (toner, copies?) Fans left on shop, AC at night Cleaning crew cleaning laundry mats 52 weeks jackets only in winter (vacation?) First aid kit, fire department inspection (aspirin?) Lower cost DMS system Final 4 DMS Decision Report by Sandi Jerome

20 Questions for Sandi?

21 Expense Categories Finance Services Reduced Office Services Costs, Supplier Optimization Facilities Services and Guaranteed Automotive Results! Prod/Serv Telecom Services High Return Categories Check Processing Advertising- Janitorial Services Shop Supplies Cell Phones Credit Bureaus Food Services Janitorial Supplies Detailing Supplies Local, LD, Data Credit Card Processing Music & Messaging System Hazardous Waste Fluids - Lubricants Telecom Maint. Ins, Prop & Casualty Office Supplies/Toners Waste & Recycling Aftermarket Accessories Tele Systems Ins, Workers Comp Printed Materials Maintenance-Doors Auto Glass & Installation VOIP Key Track Systems Uniforms Maintenance-Lighting Wheel Wts & Tire Repair Longer Turn Times- Good Return Courier Services Auto Rentals Fire Safety, Monitoring Aftermarket Services Employee Benefits Business Services Landscape Services Body Shop Repair Services Information Services Computer Hardware Maintenance-Car Wash Body Shop Supplies, Mat Insurance, Health Marketing Products Maintenance-Electrical Car Wash Chemicals Marketing Services Office Equipment Maintenance-HVAC Fuel Payroll Services Office Furnishings Maintenance-Prking Lot Hardware Transp, Small Pkg. Records Management Maint-Plumbing/Drains Non-OE Parts Software Security Patrols Tooling Temporary Help Travel Sec Systems (Electron) Signage Utilities 2007 Performance Management Group All Rights Reserved. 10

22 Sample Dealer Expense Reduction Opportunity Results Expense Category % Savings Expense Category % Savings Office Supplies 25.29% Waste & Recycling 22.82% Check Processing 40.27% Marketing-Direct Mail 42.85% Credit Card Processing Reduced Costs, Supplier 9.81% Optimization and Guaranteed Maintenance-Lighting Results! 20.41% Printed Products 28.45% Telecom (Local, LD, Data) 37.61% Auto Rentals 8.57% Insurance-Work Comp % Maintenance-HVAC 30.56% Auto Parts - Glass 21.07% Credit Bureaus 27.88% Uniform & Linen Services 23.08% Total Avg. Annual Cost Savings % = 22.61% Auto Aftermarket Access % Advertising-Internet 16.05% Vehicle History Reporting 64.79% Insurance, Property/Cas % Janitorial Services 27.43% Telecom-Cell 27.12% Telecom-Systems 14.14% Transportation-LTL 17.50% Lubricants and Fluids 9.39% Auto Parts - Tires 2.66% Maintenance-Car Wash 44.13% Utility Services and Audit 10.48% Janitorial Supplies 27.93% Waste, Hazardous 50.06% Office Supplies-Toners 83.77% Shop Supplies 17.21% Auto Parts 13.22% Auto Parts - Non Orig. Eq. 7.95% Security-Video Surveillance 28.83% Food Services 12.60% Records Management 62.62% Maintenance-Doors 14.42% Body Shop Paint/Supplies 13.45% Drug Screens 18.52% Office Equipment/Postage 15.65% Drain Pump Services 8.79% Detail Supplies 9.53% Spot Buys 15.03% 2007 Performance Management Group All Rights Reserved. Purchasing & Change Mgmt 101 in Auto Dealerships 11

23 Category Approach - Considerations Reduced Costs, Supplier Optimization and Guaranteed Results! Quick Turn Categories Do first to gain momentum (vehicle history, check processing) Contract Driven Categories days out from expiration Dates (uniforms, office equipment) Longer Turn Categories High item content, much more involved analysis and quote time (shop supplies, print, office supplies) 2007 Performance Management Group All Rights Reserved. Purchasing & Change Mgmt 101 in Auto Dealerships 16

24 Develop Your Strategic Plan Reduced Costs, Supplier Optimization and Guaranteed Results! Yr 1- Prioritized Expense Categories to Reduce Expenses On Annual Cost Reduction Plan Actual Cost Reduction Results 2007 Performance Management Group All Rights Reserved. Purchasing & Change Mgmt 101 in Auto Dealerships 17

25 Gather Information at Category Level Reduced Costs, Supplier Optimization and Guaranteed Results! 12 Month Spend Pull A/P information to see how much was spent in 12 mos. and the suppliers utilized in each category Develop List of Supplies/Services Select top 10, top 50 or top 100 items used and the last price paid from your most recent invoices (in Excel)