Vehicle Sales (Auto Salon)

Introduction to the Auto Salon Module

Kigo contains a specialized module for auto salons covering the entire vehicle sales workflow — from receiving a used or new vehicle into warehouse, through managing all data and costs, to invoicing the buyer and reporting.

The module is intended for auto salons that:

Purchase new vehicles from importers, distributors or leasing companies (VAT payers)
Purchase used vehicles from individuals who have already paid VAT (margin scheme)
Need to add Pass-through Items such as Special Motor Vehicle Tax, environmental fees, registration, etc.
Want to maintain complete records per vehicle: chassis, technical data, price, costs

The auto salon module is available only to users with an activated auto salon license. If you do not see the "Vehicles" menu, contact support for activation.

Categories: AUTO vs AUTO-M

In the Kigo system there are two main categories for vehicles. The category is selected when creating a new vehicle and determines the VAT calculation method:

Category	When to Use	VAT Calculation	Receipt Type
AUTO	Purchasing a vehicle from a VAT payer (importer, distributor, leasing company, another salon that is a VAT payer)	Full VAT (25%) on total selling price	PRA (Vehicle Receipt)
AUTO-M	Purchasing a used vehicle from an individual who has already paid VAT (private person, citizen)	VAT (25%) only on the margin (difference between purchase and selling price)	PRAM (Vehicle Receipt M)

PRAM (AUTO-M) is not consignment! With PRAM, the salon purchases the vehicle from an individual — the vehicle becomes the salon's property. The salon pays VAT only on the difference (margin), not on the full price. This is called the margin scheme (taxation based on the difference).

Category selection example:

You buy a new Volkswagen Golf from authorized importer Porsche Inter Auto → category AUTO
You buy a used Opel Astra from Mr. Smith who is a private individual → category AUTO-M
You buy a used BMW from another salon that is a VAT payer → category AUTO

PRA — Vehicle Receipt (regular VAT)

PRA (Vehicle Receipt) is used when the salon purchases a vehicle from a VAT-paying entity: importer, distributor, leasing company or another VAT payer. The vehicle category is AUTO.

How VAT works with PRA:

The supplier issues an invoice with VAT
The salon uses input VAT — deducts the input VAT
When selling to the buyer, the salon charges full VAT (25%) on the total selling price
On the output invoice to the buyer, VAT is visible and shown separately

PRA calculation example:

Purchase price (excl. VAT)	20,000.00 EUR
Input VAT (25%) — deductible	5,000.00 EUR
Total paid to supplier	25,000.00 EUR
The salon sets the selling price:
Selling price (retail incl. VAT)	26,250.00 EUR
Of which VAT (25%)	5,250.00 EUR
Price excl. VAT (wholesale)	21,000.00 EUR
Salon margin	1,000.00 EUR

With PRA, the salon can use input VAT on the supplier's invoice. The buyer sees the full price with VAT shown separately on the invoice.

PRAM — Vehicle Receipt M (margin scheme)

PRAM (Vehicle Receipt M) is used when the salon purchases a used vehicle from an individual (private seller) who has already paid VAT when purchasing that vehicle. The vehicle category is AUTO-M.

What is the margin scheme?

The margin scheme (taxation based on the difference) means that VAT is not calculated on the full selling price, but only on the difference (margin) between the purchase and selling price. This is prescribed by law to avoid double taxation on a vehicle where VAT has already been paid.

Key differences from PRA:

The vehicle IS the salon's property (the salon buys it, not selling on consignment)
VAT is calculated only on the margin (selling minus purchase price)
On the buyer's invoice, VAT is NOT shown separately — the price is total (gross)
The salon has no right to input VAT because it purchases from a non-VAT payer

PRAM calculation example (margin scheme):

Purchase price (paid to individual)	10,000.00 EUR
Selling price (retail — total to buyer)	12,500.00 EUR
VAT calculation on margin:
Margin (selling − purchase difference)	2,500.00 EUR
VAT on margin (25% within margin → 2,500 × 25/125)	500.00 EUR
Net salon margin	2,000.00 EUR

Important for accountants: VAT is calculated from the margin using the reverse rate: margin × 25/125. The buyer's invoice shows only the total price without VAT breakdown. Kigo automatically calculates the VAT on margin in the background — the accountant can see the amount in the vehicle card and reports.

If the purchase price equals or exceeds the selling price (no margin or negative margin), VAT is 0.00 EUR. Kigo handles this automatically.

Creating a New Vehicle — Step by Step

To add a new vehicle to the system:

In the main menu, click Vehicles (menu is visible only with auto salon license)
On the vehicle list page, click the New Vehicle tab
A form with four tabs will open: Basic, Additional, Web and Pass-through Items
Fill in the required fields on the Basic tab (category, name, chassis, price)
Click the Add button at the bottom of the form

After saving, the vehicle appears in the vehicle list and in the warehouse. You can immediately edit it, add Pass-through Items or create a document (quote, order, invoice).

Tip: The "Vehicle Data" field is automatically populated with a template listing all technical data (type, make, model, year, displacement, power, color, seats, body type, engine type, mileage, load capacity, CO emissions, country of origin). Simply fill in the values next to each item.

"Basic" Tab — Vehicle Basic Data

This tab contains all key vehicle and price data:

Vehicle Data:

Field	Description	Example
Category	AUTO (regular VAT) or AUTO-M (margin scheme). This field determines the receipt type and VAT calculation method.	AUTO-M
Vehicle Type	Special vehicle type in the system (if applicable)	—
Vehicle Name	Full vehicle name displayed on documents and in the list	VW Golf 8 1.5 TSI Style
Chassis (VIN)	Unique chassis identification number (17 characters). For new vehicles, you can use the auto-generate button.	WVWZZZAUZMP012345
KPD	Product/service classification per eInvoice (KPD code). Filled in if you use eInvoices.	—
Vehicle Data	Text field with detailed technical data. Auto template includes: vehicle type, make, model, chassis, year of production, displacement (ccm), power (kW), color, seats, body type, engine type, mileage, load capacity, CO emissions, country of origin.	Vehicle type: Passenger car Make: Volkswagen Year of production: 2024 Displacement: 1498 ccm Power: 110 kW

Vehicle Price:

Field	Description	Note
Purchase Price	Price at which the salon bought the vehicle	For PRAM: total paid to the individual
Margin %	Margin percentage (price difference in percent)	Automatically calculated or manually entered
Margin EUR	Absolute margin amount in euros	Automatically calculated
VAT %	VAT rate (usually 25%)	For AUTO-M: VAT calculated only on margin
VAT Amount	Calculated VAT amount	Automatic (read-only)
Retail Price	Retail price — final vehicle price (without Pass-through Items)	Pass-through Items are added separately
Quantity	Number of units in warehouse (usually 1 for vehicles)	Visible only if warehouse is not managed by receipts

Above the price table, the total vehicle price is displayed which includes Retail Price + all Pass-through Items. E.g. if Retail Price is 12,500.00 EUR and Pass-through Items (Special Motor Vehicle Tax, environmental fees) total 1,200.00 EUR, it will show: 13,700.00 EUR (12,500.00 EUR + 1,200.00 EUR).

"Pass-through Items" Tab — Special Motor Vehicle Tax, Environmental Fees and More

Pass-through Items are costs charged to the vehicle buyer that are not the salon's revenue. The salon merely transfers them (passes them through) on behalf of the state or institutions. No VAT is charged on these items (0%).

Most common Pass-through Items:

Code	Full Name	Description
PPMV	Special Motor Vehicle Tax	Depends on CO2 emissions, engine displacement and fuel type. Paid to the state.
NZZV	Environmental Protection Fee - Vehicle	Fee to the Environmental Protection Fund upon registration.
NZZG	Environmental Protection Fee - Tires	Fee for disposal of old tires.
REG	Vehicle Registration	First registration costs, technical inspection, insurance.
TRANS	Transport	Vehicle transport costs to the salon or buyer.
HOM	Homologation	Homologation procedure costs for imported vehicles.
CAR	Customs	Customs costs for vehicles from third countries.

How to add a Pass-through Item to a vehicle:

Open the vehicle for editing (click on the vehicle in the list, then the Edit tab)
Click on the Pass-through Items tab
Click the Add Pass-through Item button — a modal window opens
In the modal window you see a list of existing Pass-through Items (categorized as PASS-THROUGH-ITEM, type PPMV). Click on the desired item to add it.
If the item does not exist, click Add New Item at the bottom of the modal window
Fill in the fields: Reference (automatic), Name (e.g. "PPMV WVWZZZAUZMP012345") and Amount in EUR
Click Add
The item appears in the Pass-through Items table with name and amount
You must click Save at the bottom of the vehicle form to save changes

Important: After adding a Pass-through Item, you must click Save on the main vehicle form. Pass-through Items are not saved automatically — they are linked to the vehicle only after saving.

Pass-through Items are automatically added to the vehicle's total retail price. On the vehicle overview (Overview tab) you see the breakdown: Vehicle Retail Price + Pass-through Items = total price.

Example:

Vehicle Retail Price (PRAM)	12,500.00 EUR
Special Motor Vehicle Tax	850.00 EUR
Environmental Fee - Vehicle	250.00 EUR
Environmental Fee - Tires	100.00 EUR
Total price for buyer	13,700.00 EUR

"Additional" Tab — Additional Data

The Additional tab contains fields for barcode, declaration, consignment and other auxiliary data:

Field	Description
Barcode	Vehicle barcode (scannable). Button for automatic barcode generation.
Declaration	Text field for official vehicle declaration (free text).
Supplier	Selection of supplier from whom the vehicle was purchased (from partner directory).
Consignment	Yes/No — indicates whether the vehicle is on consignment (visible only if consignment option is activated).
Country of Origin	Selection of country from which the vehicle originates (dropdown menu).
Location / Key	Physical vehicle location or key designation (e.g. "Parking B, spot 15" or "Key #42").

"Web" Tab — Online Advertising

The Web tab is used for publishing vehicles on the website or web store (Shopify, WooCommerce, etc.). This tab is available only to users with a Premium plan.

Field	Description
Web Title	Title under which the vehicle appears on the web. Button to copy from vehicle name.
Web Group	Group/collection on the website (for categorization). Button to copy from name.
Visible on Web	Yes/No — controls whether the vehicle is published on the website. Set to "Yes" to publish.
Web Description	Rich text (HTML editor) for detailed vehicle description on the web. You can format text, add lists, subheadings, etc.
Apply Description to All	Checkbox that copies the same Web Description to all vehicles with the same Web Title (useful for a series of identical models).
Manufacturer/Make	Selection or creation of manufacturer (e.g. Volkswagen, BMW, Audi). Used for web filtering.
Attributes 1-5	Name-value pairs for additional web attributes (e.g. "Fuel: Petrol", "Transmission: Automatic", "Drive: Front"). Attribute 4 supports multiple values separated by the \| character.

Tip: Use attributes for structured data displayed as filters on the website. For example: Attribute 1 = "Fuel" / "Diesel", Attribute 2 = "Transmission" / "Automatic", Attribute 3 = "Year" / "2024".

Warehouse and Vehicle Stock

Vehicles in the Kigo system have warehouse tracking, the same as items. Each vehicle has a warehouse stock level that is automatically updated.

How warehouse works for vehicles:

Receiving: Creating a Vehicle Receipt (PRA or PRAM) increases stock by 1
Sale: Issuing an invoice reduces stock by 1
Reversal: Reversing a receipt decreases stock, reversing an invoice restores it

Where to see vehicle stock:

Vehicle List (Vehicles menu): The "Stock" column shows the warehouse quantity. If you have multiple warehouses/locations, a breakdown by location is shown (e.g. "1 / 1 [Salon A]").
Vehicle Overview: The basic data card shows current stock, reservations and incoming vehicles.
Vehicle Card: Complete history of all receipts and invoices for that vehicle.

Reservations and Arrivals:

If the reservation option is activated, the vehicle list shows additional columns:

Reserved — number of reserved units (marked in orange)
Arriving — number of vehicles in transit (marked in yellow). These are vehicles that have been ordered but have not yet physically arrived.

To see only unsold vehicles (in stock), filter the Stock column in the vehicle list by value "1" or use search. Vehicles with stock 0 are sold or reversed.

Vehicle Sales — From Receiving to Invoicing

Complete vehicle sales workflow in the Kigo system:

1. Receiving Vehicle into Warehouse

Create a new vehicle (Vehicles → New Vehicle)
Select category (AUTO or AUTO-M), enter data and price
Add Pass-through Items (Special Motor Vehicle Tax, environmental fees, etc.) on the Pass-through Items tab
Create a Vehicle Receipt (PRA or PRAM) to add the vehicle to warehouse

2. Creating a Quote (optional)

On the vehicle overview, click Create... → Create Quote
The quote automatically includes the vehicle and all Pass-through Items
The quote can be printed or emailed to the buyer

3. Creating an Order (optional)

On the vehicle overview, click Create... → Create Order
The customer order records the purchase intention

4. Issuing an Invoice

On the vehicle overview, click Create... → Create Invoice
Kigo automatically creates an invoice with the vehicle and Pass-through Items
Select the buyer, payment method and fiscalize the invoice
Vehicle warehouse stock is automatically reduced by 1

5. Work Order (optional)

On the vehicle overview, click Create... → Create Work Order
Used to record additional work on the vehicle (preparation, service, polishing)

Price List Printing:

On the vehicle overview, Print... buttons are available for printing price lists in various formats: A4, A4-Split and A5 landscape format. The price list contains all vehicle data and the total price.

Tip: From the vehicle overview you can directly create a quote, order, work order or invoice — all Pass-through Items are automatically transferred to the document. You do not need to add them manually.

Auto Salon Reports

Kigo offers specialized reports for tracking auto salon operations:

Vehicle Sales

Where: Reports → Vehicle Sales
What it shows: All sold vehicles in the selected period with details: invoice number, date, buyer (name, OIB, address), chassis, vehicle name, selling price, VAT, purchase price and margin.
Filters: Date from-to, vehicle category, chassis, location
Export: Excel export available for further analysis

Warehouse Status (unsold vehicles)

Where: Vehicle List (Vehicles → Vehicles) — all vehicles with stock > 0
What it shows: Unsold vehicles in warehouse with wholesale price, vehicle retail price and total retail price (including Pass-through Items)

Vehicle Card (individual)

Where: On the vehicle overview, book icon or Card tab
What it shows: Complete history of all documents related to one vehicle

Invoice Book

Standard report that also includes vehicle invoices
For PRAM vehicles (margin scheme) — VAT is calculated on the margin

In the Vehicle Sales report, the Margin column shows the realized margin per vehicle. For PRAM vehicles, the margin is the net margin after deducting VAT on the margin.

Reversal and Archiving of Vehicles

Vehicle Receipt Reversal:

If a Vehicle Receipt (PRA or PRAM) was incorrectly created or the vehicle was not received:

Open the Vehicle Receipt from the receipts menu
Click the Reverse button
Vehicle warehouse stock is automatically reduced
The reversed receipt remains visible in the system (marked as reversed)

Warning: You cannot reverse a receipt if the vehicle has already been sold (stock = 0). First reverse the invoice, then the receipt.

Vehicle Archiving:

Sold or withdrawn vehicles can be archived:

Open the vehicle for editing
Click the Archive button (red button at bottom)
The vehicle is moved to the Archive and no longer appears in the active list
To view archived vehicles, use the Archive tab on the vehicle list page

An archived vehicle can be returned to the active list by clicking the Activate button.

Copying a Vehicle:

For quickly creating a similar vehicle, use the Copy... button which copies all data to a new record. Useful when receiving multiple vehicles of the same model.

Vehicle Card — Complete History

The vehicle card displays the complete history of all warehouse and sales documents related to one vehicle:

VEHICLE-RECEIPT or VEHICLE-RECEIPT-M — receiving into warehouse (PRA/PRAM)
Invoice — sale to buyer
Reversal of documents — if any reversals occurred
Inter-warehouse transfers — if the vehicle was moved between locations

How to open the vehicle card:

In the vehicle list, click the book icon (button column) next to the desired vehicle
Or open the vehicle overview and click the Card tab

What you see on the card:

Column	Description
Date	Document date
Document	Type and number of document (e.g. APR-1, APRM-5, R-123)
Partner	Supplier (for receipt) or buyer (for invoice)
In	Quantity received (usually 1)
Out	Quantity sold (usually 1)
Balance	Cumulative balance after each document
Purchase	Purchase price
Selling	Selling price

The card can be filtered by date range and warehouse/location, and exported to Excel.

Frequently Asked Questions (FAQ)

When to use PRA vs PRAM?

Use PRA (category AUTO) when purchasing a vehicle from a VAT-paying entity (importer, leasing, another salon). Use PRAM (category AUTO-M) when purchasing a used vehicle from an individual who is not a VAT payer — VAT is then paid only on the margin.

Why do Pass-through Items show 0% VAT?

Pass-through Items (Special Motor Vehicle Tax, environmental fees, registration, etc.) are costs that are merely transferred through the salon on behalf of the state or institutions. The salon does not earn from them and does not charge VAT — they are not the salon's revenue but pass-through items.

I don't see the "Vehicles" menu — what to do?

The auto salon module is available only with an activated auto salon license. Contact Kigo support for activation. After activation, the "Vehicles" menu item appears.

How do I see the margin on a specific vehicle?

Open the Vehicle Sales report (Reports → Vehicle Sales). The Margin column shows the realized margin. Alternatively, on the vehicle card you can see the purchase and selling price and the difference.

Can I copy a vehicle that has already been sold?

Yes. Open the sold vehicle (or find it in the Archive) and click the Copy... button. A new vehicle will be created with the same data but a new reference code. Useful when receiving another vehicle of the same model.

How do I publish a vehicle on the website?

Open the vehicle for editing, go to the Web tab, fill in the Web Title and Web Description, and set the "Visible on Web" field to Yes. The vehicle will appear on the linked website after saving.

What do Vehicle Retail Price and Total Retail Price mean in the vehicle list?

Vehicle Retail Price is the retail price of the vehicle itself (without Pass-through Items). Total Retail Price is the total retail price including the vehicle + all Pass-through Items (Special Motor Vehicle Tax, environmental fees, etc.). The buyer pays the Total Retail Price.