V12VF | Stock Funding Guide| 2022 - Manual / Resource - Page 17
DIGITAL AUDIT FAQ
GENERAL AUDIT REQUIREMENTS & GOOD PRACTICE
•
•
•
•
•
Where possible, sales invoices should be signed and dated by the
customer on the day of delivery.
All card payment receipts for the final payment/balance, should be
attached to the invoices or available in a file for the auditor.
Cash payments from customers are discouraged, however if taken on
funded units you need to deposit the cash on the same day and use the
vehicle registration number as the deposit reference. AML guidance
should be followed.
Funded units can’t be used as staff cars and must not be offsite overnight.
Valet, body shop or MOT is fine, but vehicles will be confirmed by phone
call or a visit.
If you have any questions about dealer audit requirements, give the office a call on
0330 303 1293.
LOOKING TO LOGIN TO THE
CALMS PLATFORM?
CLICK ‘DEALER LOGIN’ ON THE NAVIGATION BAR OF OUR WEBSITE OR
TYPE WWW.V12VF.CO.UK/DEALER-LOGIN-PAGE IN YOUR SEARCH BAR
Q. WHAT IS THE FREQUENCY OF THE AUDITS?
We have to ensure our vehicles are safe and accounted for at all times. We
have made elements of the audit process less intrusive by giving you a selfauditing platform, which allows you some flexibility on when the audit is done.
We also only conduct four physical audits per year.
Q. THE AUDITOR IS ASKING ME FOR SALES
INVOICES AND PURCHASE INVOICES, AND OTHER
INFORMATION. I DON’T WANT TO GIVE THIS
INFORMATION BECAUSE IT’S A BREACH OF GDPR.
We check a percentage of sales & purchase invoices as part of the audit to
check compliance with our audit requirements. We will not hold any customer
information or any information which could breach DPA or GDPR regulations.
Q. WHY ARE YOU CHARGING ME FOR AUDITS EVERY
MONTH WHEN I MAY HAVE TO DO THEM MYSELF?
The audit fees are part of your agreement. However, we are leading the market
in terms of self-auditing, giving you the option to control the process and make
it quicker. We can help with training both on the self-audit and by-monthly
physical audits to make sure they go smoothly
Q. HOW DO I REGISTER FOR DIGITAL AUDITS?
Upon loading your first stock funding vehicle, you will automatically receive a
registration email (within 48 Hours)
14
15
