Dealership Maintenance Tasks

The tables below provide links to tasks that dealerships should be performing as part of their regular maintenance on a Daily, Weekly, Monthly, or Yearly basis.

Some items are listed multiple times in the same time periods in different areas. Some items that can be run more, or less, often depending on your circumstances are called out. If you are not using an item, you do not have to perform the task.

Topics in this section are:

• Customer Profile

• General Invoicing

• Accounts Receivable

• Accounts Payable

• General Ledger

• Equipment

• Parts

• Rental

• Year-end Tasks

Customer Profile

Daily—update Customer Profiles: Contactsas required per customer

Monthly—Optional. Review duplicate customer report.

To get the report, in the green screen application, 14. System Configuration > 24. Menu UTIL01 > 10. Customer Merge Program, and choose report 12.

General Invoicing

Daily:

• Issue General Invoices (if using)

• Real-time Billing System or General Invoice Billing Run Preliminary

• If not using real-time billing do General Invoice Billing Run

Accounts Receivable

Daily:

• Cash Receipts

• Update Cash Receipts Batches

• Check the Detail Report form the batch run and verify balances

• Balance Daily Cash Drawer; count the till and check the float

• Check the Daily Cash Balancing Data Miner query, which you can download from the Data Miner Repository

Monthly:

• Print an Aged Trial Balance and Balance A/R

• Auto Apply ALL Customers in Cash Receipts

• Apply Late Charges

• A/R Statements

• A/R Month End

Note:  A/R Month End and Parts month end need to completed at the same time with no billing run in between.

Accounts Payable

Daily:

• Create Accounts Payable Vouchers

• Accounts Payable Voucher Batch Update (can be run more or less often)

Weekly:

• Create Accounts Payable Vouchers

• Accounts Payable Voucher Batch Update (can be run more or less often)

• Check Run Preliminary (can be run more or less often)

• Check Run (can be run more or less often)

• Run Accounts Payable Outstanding Report (can be run more or less often)

Monthly:

• If you are not using Bank Reconciliation in General Ledger, then perform these tasks in order:

  1. Performing a Check Reconciliation

  2. Preliminary Accounts Payable Check Reconciliation—run a preliminary report to check your work on the reconciled checks before finalizing it in the month end.

  3. Performing Month End Check Reconciliation—this task purges the reconciled checks from the file.

• Accounts Payable Month End

• A/P Balancing (match your A/P Subledger to the G/L account)

Yearly: A/P Balancing (match your A/P Subledger to the G/L account)

General Ledger

Daily:

• Balance Necessary Subledger Accounts: for example WIP, Parts, Equipment, etc

• Bank Reconciliation

Weekly:

• Balance Necessary Subledger Accounts: for example WIP, Parts, Equipment, etc

• Bank Reconciliation

Monthly:

• Balance Necessary Subledger Accounts: for example WIP, Parts, Equipment, etc

• Bank Reconciliation

• Journals

• Run Journal List

• Update Sub-Ledger (if using)

• Print Journal List

• G/L Month End Preliminary

• G/L Month End Final (no more than 12 months open)

• Fixed Assets Preliminary

• Fixed Assets Month End (if using)

• Financial Reports

• Tax Analysis or review Avalara's report (if using)

Yearly:

• Print Budget Worksheet

• Enter in Budgets

• Fixed Assets Year End (if using)

• G/L Final

Equipment

Daily:

• Update Equipment Profile

• Equipment Invoices

• Real-time Billing System or Equipment Billing Run Preliminary

• If not using real-time billing, Equipment Billing Run

Weekly:

• Review Purchase Orders

Monthly:

• Review Purchase Orders

• Print these Equipment Reports: Cost of Sales, Retail/Wholesale, Margin & Balancing

• Run a Balance Report for equipment and compare it to the General Ledger.

• Run a Wholesale Report, with the box checked to subtotal by inventory account, and the report options changed to not include invoice.

Yearly:

• Run a Balance Report for equipment and compare it to the General Ledger.

• Run a Wholesale Report, with the box checked to subtotal by inventory account, and the report options changed to not include invoice.

Parts

Daily:

• Update Parts Profile

• Update Parts Orders

• Creating Stock Orders

• Receiving Stock Orders

• Issue Parts Invoices

 

Weekly:

• Creating Stock Orders

• Receiving Stock Orders

• Parts Billing Run

• Surplus Return

Monthly:

• Surplus Return

• Print Detailed Inventory Summary Report (can be run more or less often)

• Print Inventory by Bin Report and perform count spot checks (if using)

• Update Part Prices (can be run more or less often)

• Maintain and Update Price Matrix (can be run more or less often)

• Parts Month End

• Balance Parts to General Ledger

 

Yearly:

• Print Detailed Inventory Summary Report (can be run more or less often)

• Print Stock Status Report

• Balance Parts to General Ledger

• Inventory Count (if using) could be daily or weekly with a cycle count

• Print Inventory by Bin Report

• Print Availability Listing

• Review Customer Pricing Records (if using)

Note:  A/R Month End and Parts month end need to completed at the same time with no billing run in between.

Rental

Daily:

• Update Rental Category, Class, Subclass Maintenance (as required) Straddle it across all timings.

• Issue Rental Contracts

• Real-time Billing System

• Rental Billing Run Preliminary

• If not using real-time billing: Rental Billing Run

Year-end Tasks

• Retention History—review the settings for your dealership's Retention History

• Security—review Security Groups and individual Security Settings

• User Profiles—review your employee's data to ensure it is up to date

• Employee Profile—review active Employee Profiles

• Salespeople—review our salespeople list

• Taxes—review Tax Codes, Rates, and General Ledger Accounts

• KPI Thresholds—review KPI Thresholds (if using)

Revision: 2025.08