Web-based dealership management system

• US 8,495,487 B2
• Filed: 01/04/2009
• Issued: 07/23/2013
• Est. Priority Date: 01/04/2009
• Status: Active Grant

• Current Assignee: Keith Jerome, Sandra Lee Jerome
• Original Assignee: Keith Jerome, Sandra Lee Jerome
• Inventors: Jerome, Sandra Lee, Jerome, Keith
• Primary Examiner(s): Hutton, Jr, Doug
• Assistant Examiner(s): DYER, ANDREW R
• Application Number:
  US12/348,314
• Publication Number:
  US 20100174571A1
• Time in Patent Office: 1,661 Days
• Field of Search: 715/224, 715/226, 715/234, 707/602, 707/603, 707/607, 707/705, 707/706, 707/707, 707/758, 707/769, 707/781, 707/783
• US Class Current: 715/224
• CPC Class Codes: G06Q 10/10 Office automation; Time management
• CPC Class Codes: G06Q 40/00 Finance; Insurance; Tax strategies; Processing of corporate or income taxes

Abstract

An integrated web-based dealership management system providing accounting ,financial reporting, parts and service sales tracking, vehicle and parts inventory, vehicle sales tracking, and customer management software developed on a relational database on a web server and with web application tools.

Claims

1. A method for managing the integrated database records of an automotive, truck, RV, motorcycle, bus or boat dealerships in a browser comprising:

a. providing a web server with a relational database that contains tables for financial accounting records, vehicle, labor and parts inventory records, sales transaction records, and customer records that are related to each other by either the customer number, vehicle identification number (VIN), stock number, part number, repair order number, employee number, dealership company number, or a combination thereof;

b. the database further;

i. automating data entry by filling in the prices, descriptions, finance rate, interest method, customer type or sales type in one or more setup tables;

ii. filtering field choices based on user security or previous field selections in one or more lookup tables; and

iii. selecting forms based on the user'"'"'s security level in one or more form tables;

c. connecting to the database to retrieve user security records, table access rights, and user function permissions in a web application executed in a web browser;

d. entering a username and password in a login page in the web application;

e. obtaining the security clearance to specific functions, records and tables based on the entered username and password;

f. performing the functions of adding, updating, importing, or deleting the records directly in the integrated database tables through one or more scripts embedded in web forms within the web application;

g. further performing the functions of printing, displaying, searching, filtering and exporting records through the scripts and based on the security clearance obtained, whereby the web application performs three distinct search functions that filter the database records directly from the browser display of table records using both client side and server side scripts comprised of the following steps;

i. performing quick searches by the user of the application in a quick search box on a browser display page listing of customer records, wherein the quick search function is performed by the client side script embedded in the list page that send a server request for only matching table records and ignoring all the other fields on the display;

ii. refreshing the browse display of the page;

iii. displaying the new listing of customer records filtered by the requested first or last name and enables the quick search function to repeat based on the filtered list using client side scripts;

iv. wherein the quick search function is performed on at least one of;

first or last name from a display of customer records, account number and account names from a display of financial records, vehicle identification numbers (VIN) and stock numbers from a display of the vehicle inventory records, repair order number from a display of repair orders, vehicle sale deal number from a display of vehicle sales records, and part numbers from a display of the parts inventory records;

v. performing advanced searches by the user of the application on a table containing financial accounting, customer, inventory, and sales transaction records;

vi. searching on multiple fields, options and conditions using client side scripts;

vii. providing record field values from the searched table as a selected range;

viii. limiting the search of financial accounting transaction records for a particular customer, type of vehicle model sale history, or type of parts customer with server side scripts to provide a record field value from related records;

ix. performing custom searches using a search panel on the browser display, wherein the custom search enables;

1. filtering financial records in stages;

first by the amount of the transaction, then those for a particular customer, and then again those for a type of vehicle, labor or parts sale;

2. filtering customers first by their type, second by their sales person, and third for a range of last sold or service dates;

3. filtering inventory records by quantity on hand, price range, desired payment amount, color, year, make or a combination of fields; and

4. filtering sales transaction by their territory, salesperson, gross profit amount, sales type, or a range of dates;

h. providing client and server side scripts in the web forms that;

i. require that the financial accounting records have valid customer, employee and inventory control numbers;

ii. require that parts, labor and vehicle inventory records have valid financial account numbers; and

iii. require that sales transactions have valid customer, employee and inventory records.

2. The method of claim 1, wherein the browser display of the database records in the web application also shows related records from other tables in the databases which comprises:

a. a listing of customers with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of a customer'"'"'s owned vehicles records, service and sales history records, contact history records and related financial transaction records with an active link to these related records;

b. a listing of repair order records with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of the customer'"'"'s owned vehicles records, recommended or declined service records, prior service history records, special ordered parts records, labor and parts records, other items records, payment detail records and customer contact records, with an active link to these related records;

c. a listing of parts sales records with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of the details of each part sold records, other item records, payment detail records, special ordered parts records, and the customer contact history records, with an active link to these related records;

d. a listing of vehicle sales records with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of the details of the sale records, pending quote records, and customer contact history records, with an active link to these related records;

e. a listing of financial account numbers, account names, and the balance in the accounts with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of the detailed transaction records for the account number, related source document records like vehicle, labor, and parts sales transaction records with an active link to these related records; and

f. a listing of vehicle, labor and parts inventory records with a hyperlink on the displayed record'"'"'s row that enables a transparent overlay view of the previous sales history records, pending sales to customers records, and order records with an active link to these related records.

3. The method of claim 1, whereby the user adds, edits or deletes records in the integrated database after performing a search function that is comprised of the following steps:

a. searching, by a user, for a vehicle present at the automotive, truck, RV, motorcycle, bus, or boat dealership by entering the VIN number of the vehicle and if the VIN number is not located in the database then the record is added along with information found in a linked master VIN decoder database;

b. adding, by the user, the related financial accounting record for the vehicle by clicking on an “

Add Acct”

link, wherein the server-side script adds a new record into the financial accounting table with cost and vendor information from the vehicle inventory record;

c. searching, by the user, for a part by entering the part number and if the part number is not located in the database then the user adds a part inventory record, pricing information, and description information from a linked manufacturer database;

d. adding, by the user, the related financial accounting records for the part by clicking on the “

Add Acct”

link, wherein the server side script adds a new record into the financial accounting table with cost and vendor information from the parts inventory record;

e. searching, by the user, for a pending parts, repair or vehicle sales transaction record and if not found, adding, by the user, a new sales transaction record using client side scripts to search and select an existing customer and if the existing customer is not found, then a server side script adds the existing customer to the database;

f. search, by the user, for an inventory item to add to the sales transaction record and if the requested vehicle, part, or labor repair code is not found, then a server side script adds the vehicle, part, or labor repair code to the respective tables;

g. adding or editing, by a user, a vehicle part, repair, or sales transaction record and if the customer'"'"'s contact information for the sales invoice is changed, enabling the user to select a client side script button to update the customer'"'"'s master database record with the new address, phone number and other contact information using serverside scripts;

h. editing, by a user, a parts inventory record and if a part number is superseded by the manufacturer, enabling the user to select a client side script button to update the parts inventory master inventory database with the new part number and then the server side script finds related sales records and updates prior sale history with the new part number; and

i. deleting, by a user, the vehicle sales transaction record using a client side script causing a server side script to delete the related accessory, insurance, extended warranty, license fees, and sales tax records from database.

4. The method of claim 3, wherein the steps of the user during the update of the database further comprises:

a. selecting, by a user, the make or manufacturer of the vehicle, and then selecting the model from the one or more lookup tables filtered using client side scripts by the make previously selected by the user;

b. selecting, by a user, the account number for the financial record from the one or more setup tables of account numbers and account names filtered by the dealership(s) that the user possesses appropriate security clearance for;

c. selecting, by a user, a part number record from the master parts table only for the make, model, or trim level of the vehicle being repaired;

d. selecting, by a user, a technician field of a repair order labor record whereby the technician records from the employee setup table are filtered by each technician'"'"'s skill level to match the skill level for the labor record and available time to perform the repair based on the time required for the repair and the amount of time that the technician already has labor jobs assigned; and

e. adding, by a user, new records to the lookup, setup, and master record tables if the user possesses appropriate security clearance.