Automotive Accounting Operations by Ana

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Automotive Accounting Operationsby Ana · Werner Automotive Group
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Welcome back, Ana.

Your day at a glance—local weather, major headlines, and quick access to the work that keeps the stores moving.

Today
Historic Lisbon rooftops overlooking the Tagus River and 25 de Abril Bridge Lisbon, Portugal · Sheila C

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FOX

Major headlines

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Parts statement control

Clear the statement. Review only the exceptions.

Upload the OEM statement and matching CDK schedule. AAO compares invoice or document number, opposite amounts, and age—then preserves every automatic and manual decision.

Private until you saveFiles are analyzed in this browser first. Secure cloud storage is used only when you choose Save reconciliation.

Start or reopen a reconciliation

Choose the store and month, then compare new files or open a saved record.

Not saved
1Normalize the identifierCompare CDK Control with the Hyundai invoice or document number. Remove a leading PARTS-.
2Offset the amountThe two amounts must have opposite signs and total zero within one cent.
3Check the ageSame date clears automatically. A different age is paired but sent for review.
4Approve exceptionsClose matches, amount differences, and one-sided records require a person.

Friday, September 4 · Daily control

Good morning, Ana. Four accounts need your review.

AAO compared today's bank activity with CDK accounting records across all three stores. High-confidence matches are ready; only exceptions need attention.

Last comparison10:42 AM486 transactions analyzed
Accounts completedAC
7 / 1164% complete
Auto-matchedMT
48696.8% of activity
Needs reviewRV
14across 4 accounts
Unexplained varianceΔ
$23,411before adjustments

Bank accounts

Bank balance compared with the matching CDK cash ledger

Suggested matches

Bank activity paired with CDK transactions by reference, amount, date, and learned rules

99ACH CREDIT · HYUNDAI MOTOR FINBank · Sep 4 · Ref 774820CDK deposit batch 774820Werner Hyundai · Sep 4$42,118.62Exact ref + amount
98CARD SETTLEMENT · VANTIVBank · Sep 4 · Batch 90831CDK credit-card clearingWerner Kia · Sep 3$16,904.11Amount + next day
72WIRE CREDIT · ALLY FINANCIALBank · Sep 4 · No deal referencePossible funding receiptCity Kia · two candidate deals$38,407.20Amount proximity
64CHECK 104882Bank · Cleared Sep 4Check register 104882Amount differs by $125$9,225.00Check number only
AIThree recurring bank charges can become automatic CDK entries.AAO found the same merchant, amount range, and GL treatment in six prior reconciliations.

Weekly card allocation

Reconcile AMEX charges by person, store, and coding.

Upload the weekly AMEX workbook. AAO assigns each cardholder to a default store, lets you divide any charge across the three stores, and requires every row to equal 100% before final export.

Reference format preservedEmployee workbooks follow the completed AMEX files: store blocks, date order, coding columns, allocation amount, and original charge.

Start or reopen a weekly reconciliation

Choose the reporting dates, upload one AMEX workbook, or reopen a saved week.

Not saved
1Group by cardholderEvery imported transaction is assigned to the correct employee from the Card Member column.
2Start with a default storeEach person begins at 100% to their default store; any line can be changed.
3Split when neededUse one, two, or all three stores. Each transaction must total exactly 100%.
4Approve and exportBalanced rows are approved, ordered by date, and exported in employee workbooks.

Payworks → CDK payroll

Turn each payroll run into a reviewed CDK import.

Choose the dealership and actual pay date, upload the Payworks workbook, review every employee and tax wage base, then export the exact 85-column CDK format.

Every run stays separateRegular, bonus, correction, off-cycle, and custom runs can share the same date without replacing one another.

Start or reopen a payroll run

Saved runs retain both the raw Payworks workbook and the exact CDK export.

Not saved
Loading store setup…
Checking the CDK client and employee pay rates.
1Identify the runStore, pay date, run type, and optional label make each run unique without relying on a biweekly schedule.
2Separate employee dataEarnings, taxes, and benefits are joined by Employee Number and mapped to CDK columns.
3Review exceptionsNew pay rates or unemployment wage bases that cannot be known safely are clearly flagged and editable.
4Export and retainDownload the CDK workbook, then save the source and output together for audit and re-export.

AAO Mobile · iPhone preview

Ana's action list, wherever she is.

Tap the phone below to explore the proposed first version of the manager app.

Interactive prototype
9:41● ◔ ▰
Friday, September 4Good afternoon, Ana
AE
YOUR DAY

6 items need attention

2Critical
3Due soon
1Help request

Act now

Sorted by risk

Due soon

3 items

Pending approvals

3 total

Store close status

Today
Werner Kia6 of 8 completeBlocked
Werner Hyundai6 of 8 completeIn progress
City Kia8 of 8 completeCertified

Group totals

3 stores
CLOSE COMPLETION

83% complete

20Done
4Open
2Blocked
AEAna EckertController · All three dealerships
Action item
Critical exception

Operating account variance

Fourteen bank transactions are not yet matched to the CDK cash ledger.

StoreWerner Kia
OwnerAna
DeadlineDue before close
Amount / status$21,112

Operations pulse

Prioritized by missed steps, aging, and financial exposure.

Agents reporting normally
Deals in motionDL
27across 3 stores
Funding exceptionsFN
93 need action now
AP / AR overdueAR
$84.2k12 items
Ready for deliveryCL
143 awaiting clean

Priority work queue

Items most likely to delay funding, close, or delivery

Work itemWorkflow / OwnerStageSLA
No work items match this view.

Daily dealership close

One clean finish across every store.

Ana sees what is complete, what is due, who owns each step, and what is blocking sign-off.

19 of 24 steps complete
Close completionDC
79%across 3 stores
Due in 60 minutesTM
4owner reminders sent
Blocked stepsBL
2need manager action
Certified storesOK
1 / 3City Kia complete

Werner Kia

Owner: Ana · Reviewer: Controller · Due 5:30 PM

2 blocked
  • Bank activity imported
  • Retail deals posted to CDK
  • Funding receipts applied
  • AP batch balanced
  • Schedules reviewed
  • Repair orders closed
  • Operating account reconciled
  • Manager certification

Werner Hyundai

Owner: Ana · Reviewer: Controller · Due 5:30 PM

In progress
  • Bank activity imported
  • Retail deals posted to CDK
  • Funding receipts applied
  • AP batch balanced
  • Schedules reviewed
  • Repair orders closed
  • Operating account reconciled
  • Manager certification

City Kia

Owner: Ana · Reviewer: Controller · Certified 3:46 PM

Certified
  • Bank activity imported
  • Retail deals posted to CDK
  • Funding receipts applied
  • AP batch balanced
  • Schedules reviewed
  • Repair orders closed
  • Operating & payroll reconciled
  • Manager certification
✓Daily certification creates one permanent record.It captures balances, exceptions, checklist timestamps, preparer, reviewer, and any approved adjusting entries.

Connection center

Connect the work without sharing passwords.

Start with controlled imports, add read-only data feeds, then enable approved CDK writeback only after testing.

Architecture ready for review
Not connected

Dropbox receipt archive

AAOA stays connected when the website is closed. New receipt uploads are mirrored immediately into the restricted AAOA FILES app folder, and removed attachments are preserved under Deleted Receipts.

Always connectedAutomatic syncDeleted-receipt archive
Access required

CDK Accounting & General Ledger

Bring cash-ledger activity, journal detail, deal-posting status, AP/AR, and schedules into Ana's review queue.

Read-only firstData extract / APIStore mapping
Planned

Bank feeds & daily statements

Import transactions through bank APIs, BAI2 files, or locked CSV templates and compare them with CDK cash activity.

API / BAI2 / CSVRead-onlyDuplicate detection
Prototype

AAO Windows workstation agent

Collect approved workflow events from dealership workstations and capture a masked screenshot only when a required step is missed.

Outbound-onlySigned updatesWork apps only
Planned

Identity, approvals & alerts

Use company sign-in and multifactor authentication, role-based approval limits, and Teams or email alerts for exceptions.

SSO + MFARole permissionsTeams / email

Recommended integration path

Each phase earns more automation without giving the system unnecessary access.

PHASE 1
Daily file-assisted reconciliation

Import bank CSV/BAI2 and CDK reports, match transactions, route exceptions, and produce the close package.

Build first
PHASE 2
Read-only CDK and bank connections

Automate data retrieval, account mapping, scheduled comparisons, and exception alerts.

After access
PHASE 3
Approved entries back to CDK

Create proposed fees and adjustments, require human approval, then post through a supported interface with a full audit trail.

Controlled

Training & remote assistance

Help from Ana's desk, in the moment.

Ana and the assistant controller can coach enrolled accounting staff by voice, annotation, view-only sharing, or approved keyboard and mouse control.

2 employees available now

Accounting team

Only authorized supervisors can start sessions with enrolled junior workstations.

SKSara K.WK-ACCT-04 · active in CDK
AP / ARVendor invoice batch
Available
JRJamie R.WK-DEAL-02 · exception open
Deal postingDeal #TAL-48219
Help requested
MPMorgan P.CK-FI-03 · in a session
F&I / FundingWith Assistant Controller
In training
RMRenee M.CK-ACCT-01 · screen locked
SchedulesWarranty receivables
Unavailable

Remote assistance policy

One-way authority: supervisors can assist assigned staff; junior users cannot control supervisor or peer workstations.

1Ana and Assistant Controller onlyHelper access is granted through a dedicated role with MFA and enrolled-device checks.
2View first, control separately approvedThe employee accepts screen sharing; keyboard and mouse control triggers a second, visible request.
3Audio, annotation, and instant stopHeadset audio is encrypted; both people can mute, pause sharing, or end the session at any time.
4Dangerous capabilities disabledNo file transfer, clipboard synchronization, hidden access, password capture, or privilege elevation by default.
5Session accountabilityLog helper, employee, device, start/end time, control changes, and reason; recording is optional and retention-limited.

Security & evidence

Every action is visible, limited, and reviewable.

No keylogging or hidden surveillance. The system records approved work events and collects evidence only for defined exceptions.

42 of 45 terminals healthy

Workstation health

Agent version, connectivity, and the last signed check-in from each terminal.

WK-ACCT-01 · AnaAccounting office · Windows 11
v0.8.4Healthy
WHY-FI-03 · FundingF&I office · Windows 11
v0.8.4Healthy
CK-SVC-08 · ServiceService lane · Windows 10
v0.8.3Update due
WK-ACCT-04 · APAccounting office · Windows 11
Last seen 2hOffline

Required guardrails

These controls belong in the first production pilot—not as later add-ons.

Least privilegeRead-only CDK and bank access until approved writeback is tested.
Outbound-only agentsTerminals initiate encrypted connections; no open inbound ports.
Visible monitoringEmployees know what is collected, when, why, and for how long.
PII maskingCustomer, account, and SSN fields are removed before evidence uploads.
Signed softwareCode-signed installers, automatic updates, and device revocation.
Strong identitySSO, MFA, role permissions, approval limits, and session timeouts.

Recent audit activity

Append-only history for reconciliations, evidence, permissions, and proposed CDK changes.

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Loading activity…Secure audit history
Audit

Identity & permissions

Users & access

Approve Google accounts and assign only the role and stores each person needs.

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