Purchasing

The purchasing decision is a critical point in the business operation. Precautions and diligence in purchasing are vital to ensure compliance with the legislation.

New & Imported Vehicles

The following represent company policy and instructions, which are to be carried out in relation to the purchase of new and imported vehicles. They remain in force until or unless specific authorisation is given from the Directors/Partner or Proprietor to override them.

a) All vehicles will be examined on receipt and checked for conformity to specification, model description, and invoiced details. In addition it shall be inspected for any cosmetic or other unsatisfactory defects.

b) Where any deviation from that specification is noted or the manufacturer notifies of any change or change of specification that change shall be drawn to the attention of the manager who will ensure that all staff are aware of the variation or will, by means of a memorandum to staff, instruct them to advise all prospective customers of any difference that may have been expected from the reading of the manufacturers brochure.

c) Where a vehicle has been received in respect of a specific customer order then it shall be checked against that order.

d) Any vehicle varying from specification or being of unsatisfactory condition will be placed off sale for return to the supplier for rectification if appropriate

e) A record of any variance found shall be endorsed on the vehicles accompanying invoice or papers.
Used Vehicles

The following represent Company Policy and Instructions, which are to be carried out in respect of all used vehicles. They remain in force until or unless specific authorisation is given by the Directors/Partners or Proprietor to override them.

a) No vehicle shall be purchased without the Registration Document (V5), where applicable the MOT, a duly completed appraisal form together with a completed and signed purchase invoice.
Additional information such as the full vehicle history and any accompanying bills or invoices should be obtained wherever possible.

b) For every vehicle considered for purchase an appraisal form shall be completed and signed by the person compiling it. That person shall ensure its accuracy. All vehicles shall be checked against the V5 where available. Part of that check will include the engine and chassis number and a check to ensure the badging make, model or year is consistent with the vehicle’s documentation. Where the V5 is not available then the information shall be entered on the appraisal form and checked at the time of collection.

c) All vehicles shall be checked against the HPI register or similar. The report shall be filed in the vehicle file.

d) Where a part exchange vehicle is involved a purchase invoice must be completed. It is your responsibility to ensure that the invoice is fully completed and signed by the seller. You must check that the sellers name and address corresponds to other documents or correspondence in his possession. You must also ensure that the vehicle’s description, as entered on the invoice, is accurate before delivery of the replacement vehicle.

e) Any service history or other documentation shall be checked to ensure that it is not a forgery or contains anything inconsistent with other documentation already provided.

f) No vehicle shall be purchased from anyone other than the registered keeper except in the following circumstances:

i. from a trader or known trade source.
ii. from an approved auction.
iii. From a relative of the registered keeper where the registered keeper has deceased or that person has a letter of authorisation from the deceased’s executors or solicitor in dealing with the estate.
g) Where the company make payment for any vehicle that payment shall be by cheque made out to the registered keeper, save as excepted above, and the cheque sent to the address recorded in the V5.

h) It is the manager’s responsibility to ensure that all vehicles offered for sale have the relevant documentation available on the vehicle file. Any variation shall be reported immediately and remedial action taken to secure the missing information.

Other Goods For Resale

The following represent Company Policy and Instructions, which are carried out in respect of all goods purchased for resale to customers. They remain in force until or unless specific authorisation is given by the Directors/Partners or Proprietor to override them.

a) Goods shall only be purchased from an approved supplier and be accompanied by a warranty.

b) Wherever practical the goods shall be checked on receipt to ensure that they conform to their description, any description in accompanying literature or packaging and to any specification laid down by the manufacturer. They should also be checked to ensure that they are of satisfactory quality.

c) Any non-conformity shall be marked on the invoice and returned to the supplier.