Motor factors and parts business process automation
Motor factors and parts business process automation means every parts order, van run, return, core surcharge and credit of a motor factor is recorded once inside its ERP and reaches the customer's statement without a paper note or a re-key. Parts go out on van runs several times a day, returns and surcharges come back, and every credit must reach the statement. FlyWei maps that chain in your ERP, from purchase orders and daily top-ups to statements and credits, then joins the links up so the same fact is never typed twice. Start with the Chain Map: half a day on site, one written map.
Half a day on site, a written two page map, the one link to fix first and a fixed pilot quote. The fee is credited in full against the pilot.
Van runs, returns and statements: we map it in your ERP
In a typical UK motor factor the workshop phones the order, it is keyed at the counter, the driver brings the return back with a note on the invoice copy, and the credit is typed a week later when the note surfaces. Supersessions are updated branch by branch, and same-day supplier orders are keyed twice, once as the sale and once as the purchase. A motor factor with 15 to 150 staff runs the same seven links as any goods business, several times a day, and each link is a place the same fact is typed twice.
Parts go out on van runs several times a day, returns and surcharges come back, and every credit must reach the statement. We map that in your ERP.
- 7
- links in the chain, from pos and daily top-ups to statements and credits
- Half a day
- on site for the Chain Map, with the people who run each link
- 2 pages
- the written map you leave with, plus a baseline from your own data
- 1
- link to fix first, with a fixed pilot quote credited in full against the pilot
The seven links, in motor factors and parts words
Every goods business runs the same seven links. Here is what each link is called in a typical UK motor factor, and what keyed once looks like at each one. Our delivered track record is in wholesale; the motor factors and parts chain follows the same method, mapped in your own ERP.
| # | Stage | In your words | Typed once |
|---|---|---|---|
| 01 | Purchasing | POs and daily top-ups | Same-day supplier orders raised as purchase orders once, from the sales order, with daily top-ups proposed from live stock |
| 02 | Goods in | Parts matched to PO | Parts booked in against the purchase order by scan, with shortages and wrong parts flagged on the day |
| 03 | Stock | Part numbers by bin | One live quantity per part number and bin, per branch, with supersessions applied across every branch at once |
| 04 | Allocation | Trade and workshop orders | Trade and workshop orders keyed once, priced from the account's terms and allocated from branch stock or the supplier order |
| 05 | Goods out | Van runs and collections | Deliveries and collections recorded on the driver's device and signed at the workshop, with returns and core units logged on the same screen |
| 06 | Invoices | Invoice per delivery | The invoice raised per delivery from the signed record, and returns and core surcharges credited from the driver's device rather than a paper note |
| 07 | Accounts | Statements and credits | Trade account invoices and credits reconciled to statements automatically, and accounts chased from the ledger until paid |
What we would automate first
These are the four joins we would map first in a typical UK motor factor. Each one is the same fact, typed by a second person into a second screen, and each one is where a difference hides until the customer or the supplier finds it.
- 01
Returns and core surcharges credited from the driver's device, not a paper note
- 02
Same-day supplier orders raised as purchase orders once, from the sales order
- 03
Supersessions and part number changes applied across every branch at once
- 04
Trade account invoices and credits reconciled to statements automatically
Map, design, build, run
- 01
Map
The Chain Map. One engineer spends half a day on site walking purchasing, goods in, stock, goods out, invoicing and accounts as they run today, and marks every point where a person re-keys or chases. You get a written two page map, a baseline taken from your own data and countersigned by both sides, the one link to fix first and a fixed pilot quote. One fixed fee, credited in full against the pilot.
Book a Chain Map - 02
Design
We decide which steps your ERP handles, which need a module, and which need a connection. Written down and agreed before anything is coded.
- 03
Build and connect
Modules, portals, device apps and integrations built and tested in staging, then released through a controlled route with rollback.
- 04
Run
Our AI specialist engineers stay on: users, changes, faults, documentation and the next stage of automation, under an agreed work plan.
Questions motor factors ask
What does motor factors and parts business process automation cover?
The seven links a motor factor runs several times a day: purchase orders and daily top-ups, parts matched to the purchase order, part numbers by bin, trade and workshop orders, van runs and collections, an invoice per delivery, and statements and credits. Each fact is entered once, at the counter or on the driver's device, and every later document is built from it inside the ERP you already run.
How are returns and core surcharges credited without a paper note?
The driver logs the return or the core unit on the same device screen that records the delivery, against the original invoice line. The credit is raised from that record when the van run closes and reaches the account's statement the same day, rather than from a note on an invoice copy that surfaces a week later.
Can same-day supplier orders be raised once from the sales order?
Yes, by method. When a trade or workshop order needs a part that is not in branch stock, the line raises the supplier purchase order from the sales order without a second keying. The part is booked in against that order when it arrives and allocated straight to the waiting sales order, so the sale and the purchase are one record.
How are supersessions applied across every branch?
The part number change is recorded once on the product record in the ERP and applies to every branch, bin and open order at the same time. Stock under the old number is read as the new number, and counter searches find both, rather than each branch updating its own list when it notices.
Does this work with the ERP we already run?
Yes. We build inside the ERP through its API, its database or a scheduled import, rather than replacing it. Where the platform lacks a step, such as a driver device app with returns and cores, a statement reconciliation or a supersession route, we write the module. The Chain Map shows which case you are in.
Have you done this for a motor factor before?
Our delivered track record is in wholesale, where the chain we built and run takes orders against live stock, records delivery on device and raises invoices from deliveries every day. In a motor factor the chain follows the same method, relabelled as van runs, returns and statements, inside the ERP you run. We map your version before we quote for any build.
Start with the Chain Map for your motor factors and parts business
Half a day on site with the people who raise the orders, book the goods in and chase the invoices. You leave with a written map, a countersigned baseline and a fixed pilot quote. No fee is published; it is credited in full against the pilot.
Reply within one business day.