The “Group 20” report is based on the normal “20 Groups” that various dealerships belong to around the country. This one was specifically designed as follows: It has a New Units Dept, Used Units Dept, Service Dept, Parts Dept, F&I Dept, and an Other Dept for all other non-Profit Center departs to be grouped. This requires Lizzy’s Departments to be configured in an exact way based on the Group 20 requirements. Thus Lizzy should have at least the 5 departments above.
If you don’t have a distinct, individual department for used units, then all your units will appear under New Units. ( Meaning, if you have a single Sales Dept the encompasses both New & Used Units ). The only way to see just new vs just used units is to have 2 separate departments ( for the Group 20 report – there are other reports that will provide you similar info ).
With that said, once you have your departments configured, you need to do some other work setting up the report. We’ll use New Units for our explanation.
In the lower sections of the report, you’ll notice Expense – Selling, Expense – Personnel, Expense – Administrative, and Expense – Facility. You should also notice all these heading are ‘hyperlinked’. Clicking on the link will bring up the COA Account Link pop up that will allow you to tell us, in your accounting system, which COA Expense accounts are linked to each type of sub heading on the report.
For example, the first expense sub-heading is Sales Commissions. If you click on Sales Commissions itself, a pop up screen comes up that gives you a drop down list of COA Expense accounts that will be included in the report for Sales Commissions. To select an account, choose it in the drop list, and then click the green + button. To remove an account selected, click the Trashcan icon next to the account.
You will also notice a “Copy Accounts from” Button. Once you set up one department, you can use this to copy the same accounts for other departments. So, as an example, once your New Units Department is configured, you go to Pre-Owned units, select your sub-heading, select the New Units department in the dropdown next to the copy button, and then, when you click the Copy button, all the accounts linked to this sub-heading in New Units, will be linked for Used Units as well.
That is how you configure the sub-headings for the report. The only other thing that needs done is in the Parts & Accessories section, there are two buttons to configure Categories. The first button will allow you to configure your categories into the ones the Group 20 reports specify. So you click that, then you’ll see the 7 Group 20 categories, each with a button. When you select one of those ( lets click on Parts as an example ), a ‘Select a Category’ drop down list appears. This works similar to the COA list you just used. Pick a category in your system that should be considered a ‘hard part’, and click the green +. Keep going until you’ve told the system every category you sell that you consider a hard part. Then do the same for Accessories, Motor-clothes/Apparel, etc.
Once you’ve done that, you can use the other button under the Parts Dept to look at any items in your system that are not categorized. There you can go in and tell the system what category each of the parts should be under.
At that point – the report should just work for you. Any values that are highlighted are hyperlinks that will give you the detail GL hits that made up the amount the report is giving you ( thus being able to prove those #s to you ).