Car Dealership Accounting Forms

Car Dealership Accounting Forms

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Dealership accounting has one problem no other retail business has: every unit in stock accumulates costs for weeks or months before it sells, and if those costs are not tracked against that unit, you do not know what the sale actually made.

That is what a washout record is for. Every cost attaching to a car, reconditioning, transport, keys, floorplan, gets recorded against it, so the gross on the sale is real rather than assumed. The vehicle inventory records here are keyhole punched for the matching binder, which is worth buying alongside them, since a washout sheet you cannot find on the day the unit sells has done nothing for you. The inventory cards use patterned carbon, which transfers only selected fields to the second part, so accounting and sales each get what they need from one writing without every figure appearing on both copies.

Elsewhere the decisions are about who holds a copy and what makes a gap visible. Purchase order books run 2-part or 3-part, the third copy mattering when purchasing and accounting are different people, and the control copy stays in the book either way. Cash receipt books are coil bound with heavy covers to stop write through, and petty cash vouchers are pre numbered, which is the whole control: a missing number shows up at reconciliation where a missing loose slip does not. Journal vouchers should match your accounting system, and laser AR statements carry production lead time, so order before the week you bill.

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  • Purchase Order Book - 2 Part
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    Purchase Order Book - 2 Part

    SKU: 634

    Purchase Order Book 2 Part for car dealerships. Coil bound with a heavy stock cover to prevent write-through. Control copy remains in the book. 8-1/2"x11", 2-part carbonless (white, canary), 4 POs...

    $22.99
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  • Laser Cash Receipts/PO w/o Holes
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    Laser Cash Receipts/PO w/o Holes

    SKU: 8045

    Laser Cash Receipts and Purchase Orders without Holes (Form LZR-CRPO) for car dealerships. An economical alternative for laser printing cash receipts or purchase orders, may replace the pre-printed...

    $19.99
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  • Cash Receipt Book - 2 Part
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    Cash Receipt Book - 2 Part

    SKU: 8041

    Cash Receipt Book 2-Part (NC-146-2) for car dealerships. Coil-bound with a heavy stock cover to prevent write-through. An excellent way to control all money received into your dealership. 8-1/2"x11",...

    $22.99
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  • 3-Part Cash Receipts
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    3-Part Cash Receipts

    SKU: 8032

    3-Part Cash Receipts (Form AA-508-3) for car dealerships. An easy way to track transactions. 6-1/2"x2-5/16" carbonless receipt slips, 3-part (white, canary, pink). Blue ink with Red numbering, no...

    $23.99
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  • 2-Part Cash Receipts
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    2-Part Cash Receipts

    SKU: 8030

    2-Part Cash Receipts (Form AA-508-2) for car dealerships. Plain stock version, an easy way to track transactions. 6-1/2"x2-5/16", 2-part carbonless receipt slips. Blue ink with Red numbering, no...

    $22.99
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  • 1" Expandable Accounting Jacket
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    1" Expandable Accounting Jacket

    SKU: 5542

    1" Expandable Accounting Jacket for car dealerships. Holds 3-4 times as many documents as standard jackets. 11-3/4"x9-1/2" overall (gusset folded in), 11-point heavy-duty manila stock. Expands up to...

    $64.99
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  • General Use Journal Vouchers
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    General Use Journal Vouchers

    SKU: 816

    General Use Journal Vouchers (Form A-150) for car dealerships. Compatible with most computer software systems. General use voucher format suitable for any dealership accounting system. 8-1/2"x11",...

    $17.99
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  • Used Car Inventory Card
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    Used Car Inventory Card

    SKU: 796

    Used Car Inventory Card is a compact 2-part snap-out carbonless card for tracking used vehicle inventory at the lot level. The Green and White Tag color scheme makes the original and retained copy...

    $17.99
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  • Purchase Order Book - 3 Part/150
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    Purchase Order Book - 3 Part/150

    SKU: 637

    3-Part Parts Invoice for dealership parts departments. Detailed invoice with fields for parts, list, net and amount. Part 2 is extra-perforated and excludes price and amount from the customer copy,...

    $25.99
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  • Commission Voucher Gross/Net
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    Commission Voucher Gross/Net

    SKU: 558

    Commission Voucher Gross/Net tracks dealership salesperson commission across four fields: gross/net commission, pay, hold, and bonus, providing accurate per-deal and per-period accounting. The 3-part...

    $16.99
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  • Check Request Form
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    Check Request Form

    SKU: 555

    Check Request Form TRO-111 creates a paper record of who requested and who approved each check issued by the dealership, providing an internal audit trail for every payment authorization. Pre-punched...

    $11.99
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  • AP Voucher Envelope A1900
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    AP Voucher Envelope A1900

    SKU: 549-100

    AP Voucher Envelope A1900 (Form A1900) for car dealerships. Organizes accounts payable by vendor for easy payment processing. Designed for use with Automated Accounting. Large 12"x9" envelope holds...

    $63.99
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  • Due Bill
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    Due Bill

    SKU: 8740

    Due Bill documents all equipment and services the dealership has promised to complete or deliver after vehicle sale, giving both the dealership and the customer a clear written record and avoiding...

    $29.99
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  • Vehicle Inventory Record - 1204-A
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    Vehicle Inventory Record - 1204-A

    SKU: 795

    Vehicle Inventory Record 1204-A for car dealerships. Standard industry vehicle washout record printed front and back. Keyhole punched for binder storage. A convenient and organized way to keep...

    $17.99
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  • Vehicle Inventory Record - 1204
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    Vehicle Inventory Record - 1204

    SKU: 794

    Vehicle Inventory Record 1204 for car dealerships. Standard industry vehicle washout record printed front and back. Keyhole punched for binder storage. A convenient and organized way to keep vehicle...

    $17.99
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Car Dealership Accounting Forms

Dealership accounting has one problem that no other retail business has: every unit in stock accumulates costs for weeks or months before it sells, and if you are not tracking those costs against that unit, you do not know what the sale actually made.

Vehicle Washout Records

The washout record is where that tracking happens. Every cost attaching to a unit, reconditioning, transport, keys, floorplan, gets recorded against it, so when the car sells the gross is real rather than assumed.

Three formats, all keyhole punched for binder storage. The DSA-542-85 and A-532 are 7-1/2in x 10-3/8in on 28# stock, the A-532 in green for visual separation. The GM-532 is the standard industry record printed front and back, tracking all costs per unit.

Buy the binder with them. It is 12-3/4in x 9in with three 1in rings and fits every vehicle inventory record here. Washout sheets loose in a drawer defeat the purpose, because the value of the record is being able to find it the day the unit sells.

Inventory Cards and Patterned Carbon

The New Vehicle Inventory Card and Used Vehicle Inventory Card are 2-part patterned carbon on 100# tag stock, capturing accounting and sales information on the same card.

Patterned carbon is the detail worth understanding. Unlike ordinary carbonless, which copies everything through, patterned carbon transfers only selected fields to the second part. That lets accounting and sales each hold the record they need from a single writing, without every figure appearing on both copies.

Purchase Order Books

All coil bound with a heavy stock cover to prevent write-through, and the control copy stays in the book.

The 2-part book is white and canary with 4 POs per page. The 3-part book adds pink at 4 POs per page and 200 POs per book. For larger POs, the DSA-127-NC runs 3 per page, giving more space per order.

Custom imprinting is available on the 2-part and 3-part books. The premium is modest and puts your details on every PO leaving the building, which matters when a vendor queries an order six weeks later.

Cash Receipts

Coil-bound receipt books with heavy covers, used to control every dollar received into the dealership. The AA-138NC-1S2L 3-part book is the standard, also available custom imprinted, alongside the NC-146-3 imprinted book.

Custom imprinted 3-part receipts are priced per receipt rather than per book, so compare on total quantity rather than headline price when deciding between formats.

Journal Vouchers

Three versions, all 8-1/2in x 11in, 1-part on 20# white, hole punched for post binder storage, 50 per pack. Choose by the system you run: VIM System (Form A7221V1), Ford System (Form FMAS-252), or Form 150, which is compatible with most computer software systems and the sensible default if you are not tied to a manufacturer format.

Petty Cash Control

Two products that work together. The Petty Cash Voucher is pre-numbered, which is the entire control mechanism: a missing number is visible, a missing loose slip is not. It allocates the expense to the correct department at the point of disbursement rather than at month end.

The Petty Cash Envelope is a 9-1/2in x 4-1/8in flap-end policy envelope, 50 per pack, for holding the disbursement and its receipts together.

Statements

For Autosoft FLEX DMS, the Autosoft AR Statements are pre-printed laser forms. Production runs 2 to 3 business days standard, or 1 to 2 on rush, so order before you need them rather than in the week you bill.

The ERA Laser Statement with horizontal perf is a Balance Forward statement built for the ERA system and compatible with most computerised systems. See all laser AR statements.

Vehicle Transactions

The Wholesale Sales Order is 4-part, documenting dealer-to-dealer sales, auction transfers and fleet wholesale. Four parts because four parties typically need a copy, and wholesale disputes are settled on paperwork rather than recollection.

The Car Dealer Purchase Agreement is 2-part, 100 per pack, edge-glued for pad-style use at the desk.

Browse by Type

Vehicle inventory forms and sheets, purchase order books, cash receipts books, journal voucher forms, and laser AR statements.

See also custom printed envelopes and checks, Autosoft DMS forms and checks, and at year end W-2 kits and 1099 kits. Browse all office supplies.

FAQ

What is a vehicle washout record?

The record that accumulates every cost attached to a unit while it sits in stock, so the gross on the sale reflects what the car actually cost you. The GM-532 is the standard industry format, printed front and back. Without one, per-unit profit is an estimate.

Do we need the binder as well?

Yes, in practice. The records are keyhole punched for it, and the binder fits every vehicle inventory record stocked here. A washout sheet you cannot find on the day the unit sells has done nothing for you.

What is patterned carbon?

Carbon that transfers only selected fields to the second copy rather than everything. On the inventory cards it means accounting and sales each get the information relevant to them from one writing, without every figure appearing on both parts.

2-part or 3-part purchase order book?

How many people need a copy. Two parts gives the vendor a copy with the control copy retained in the book. Three parts adds a copy for the department that raised the order, which matters when purchasing and accounting are separate people.

Why does the pre-numbering on petty cash vouchers matter?

Because it makes a gap visible. With pre-numbered vouchers, a missing number shows up at reconciliation. With plain slips, a missing disbursement looks like nothing at all. That is the whole control, and it is why the vouchers are worth more than the paper they are printed on.

Which journal voucher should we order?

Match your accounting system. FMAS-252 for the Ford system, A7221V1 for VIM. If you are not tied to a manufacturer format, Form 150 works with most computer software systems and is the safer default.