Accuracy is everything when dealing with your auto parts inventories but often times, there are discrepancies between your general ledger (GL) and your dealer management system (DMS) that can have a significant effect on customer satisfaction and profits.
If recurring discrepancies is a problem that you experience on an ongoing basis, which is the case for many automotive parts departments, we have a solution that can help.
In a recent issue of Fixed Ops Magazine, we published an article that discusses one of the best ways you can limit discrepancies in your parts records and that is monthly reconciliations of your parts accounts.
Like most dealerships, you most likely reconcile your accounts once a year, at year end. The problem is, this makes it difficult to pinpoint why these discrepancies are happening. By reconciling on a monthly basis, you are focusing on a specific time period, meaning that you can pinpoint the source of your inconsistencies more effectively.
At this point, you are probably thinking, “I am not having my staff count my parts inventory 12 times a year – I don’t have the time or resources to do that!”
The good news is, you don’t have to.
When conducting a monthly reconciliation, you will assume that your physical counts are correct. You are only comparing your ledgers and the reconciled items, such as parts received that have not been invoiced, parts invoiced and not received, pending credits, open repair orders, counter tickets, dirty cores, etc.
What you are most often looking for during your monthly reconciliation is errors that occur when inputting data into your system which include, but are not limited to:
Incorrectly calculating totals.
Missing invoices or credits.
Entering invoices or credits twice.
Transposition of numbers.
Choosing the wrong account or source.
Human errors happen. What you are trying to do is catch and correct them in a timely fashion and determine whether processes can be implemented to minimize how frequently these errors occur and ensure better accuracy on an ongoing basis.
The important thing to remember is that they must be done right. Conducting a monthly reconciliation without a proper strategy can quickly backfire.
If you are interested in finding out more about monthly reconciliations, including steps for how they should be performed, check out our article, Get Your Books Right, in Fixed Ops Magazine or contact us today.