Setting Up the Dealership 20 Group Financial Statement

The External Financial Statement is used to aggregate dealership financial numbers.

Before You Start

1. Download the file: DMS MASTER template.xls . This is provided by the support team after sign-up.
2. Save it in the dealership location's DMS folder: D:\motCompanyName\01-LocationName\DMS . This path might also look like: D:\sys2kCompanyName\01-LocationName\DMS

Saving here will allow you to choose this template when running the report.

Set Up Buckets

If you are using the Motility Chart of Accounts, the external statement bucket numbers may already be input by default. However, as new GL accounts are added, you will need to check the setup from time to time. This is necessary to ensure that the External DMS statement is accurate.

Locate Bucket Numbers on Template

When you are looking at the master template, you can see the bucket numbers to the left of each slot

Locate Bucket Numbers on GL Accounts

1. Open the Reporting Module.
2. Click the small plus sign to the left of Accounting Reports to expand the section.
3. Click the small plus sign to the left of General Ledger Reports to expand the section.
4. Select the DMS Detail Report. This will change the right ride of the window.
5. Choose the Report Style: External Statement Bucket.
6. Click the Show Report button.

The first page will show all GL accounts that are missing a bucket number. It also shows the balance that will be missing from the External DMS until a bucket number is assigned.

Following pages show which GL accounts are routed to each bucket number (in bucket number order)

Fix Bucket Numbers

1. Open the Accounting Module.
2. Select the Edit menu in the upper left of the screen.
3. Hover over the Modify option to expand the submenu.
4. Choose the Add/Modify GL Accounts option.
5. Add Bucket Numbers to External Statement

Create Corresponding Accounts

Set Up Departments

Set Up GL Accounts to Match External Statement Numbers 

1. Match up your GL Accounts with the 20 Group Financial Statement Accounts listed on the DMS Master Template.

NOTE: You may match more than one GL Account to a Statement Account, but a GL Account may not be divided up between Statement Accounts – keep this in mind when creating your chart of accounts!

2. Make sure to include ALL GL Accounts. Even if an account does not appear to directly match anything, you must find a place for it! The only exceptions are new inventory accounts: If you are distributing a new unit that is not listed in the template, please contact support so we may add the new line.

NOTE: If you are forced to find a place for an account, please follow basic accounting procedures, making sure your account types match. (Revenue accounts should not be included with Assets; Expense and Cost of Sales accounts should not be included with Liabilities, etc.)

Assign Bucket Numbers to GL Accounts

3. After matching up your GL Accounts, bucket numbers will need to be assigned to each GL account. 

4. Open the Accounting module.

5. Click over the Edit menu in the upper left, then hover over Modify to expand the submenu.

6. Choose the Add/Modify GL Accounts option. This will open the GL Accounts window.

7. Enter the correct bucket number (found to the left of any account(s) on the Matching Sheet) in the External Statement field for each GL Account.

NOTE: ALL Revenue Accounts MUST have the Track Unit Count Box Checked!

Using the Dealer 20 Group Financial Statement:

You will have to copy and paste data from the Accounting module in order to use the financial statement.

1. Open the Accounting module.

2. Click over the Tools menu in the upper left of the screen.

3. Select the External Financial Statements option. This will open the Spreadsheet Month Select window.

4. Input the month and year of the Financial Statement you will be generating.

5. Select the “Fixed” option in the box to the right.

6. Click the “Browse” button to search for the sheet you wish to use.

7. When finished selecting options, click the Export to Spreadsheet button.

8. Once open, you can click on the Data spreadsheet tab to see the newly-imported figures. All other pages will have updated automatically.

9. Use the Input Data page to enter or adjust any dealership-specific information or figures.

Should you have any issues with incorrect data, please ensure that all Process Current Data errors have been corrected and that your Balance Sheet and Profit & Loss totals match before contacting the support team.