Procedures

Procedure management

1. Objective and access

In SIMA, procedures refer to all those processes, usually of an administrative nature, carried out by the company or assigned to third parties and not performed with SIMA.

The goal is to maintain an audit and traceability of the processes required for the import, purchase, and sale of vehicles that are being carried out outside of SIMA.

To open the screen, select Administration > Procedures. The screen opens in the context of the selected company. Access requires logging in and having the Procedures module enabled for that company.

Available actions may vary depending on user permissions, procedure status, and procedure type. If an action does not appear in a row's menu, check these three factors.

2. Consult and locate procedures

The screen displays tabs to filter by status:

Use the side filters to narrow down results:

Dates: date range. It is especially used in the tabs Received, and Cancelled; upon entering one of them, it defaults from the first day of the previous month to today.

Procedures: select one or several types of procedures. You can select all or clear the selection.

Chassis (VIN): enter the VIN to search for a vehicle.

Click Apply filters to execute the search or Clear filters to reset them.

The table shows, among others, the procedure number, status, operation type and number, VIN, data, holder, external and internal processor, comment, start and end dates, applicant, request date, invoice, and issuer. You can sort the table and select rows for bulk actions.

3. Create a procedure

Click Create procedure

Chassis selection: search by VIN (enter at least two characters) and choose the vehicle.

Procedure selection: check one or several types available for that vehicle. If selecting one causes others to appear marked as Required, include them in the selection as well. If there are no procedures available for the chassis, you will not be able to continue.

Operation association: choose a related operation, a Campaign claim (and its operation), or Other if the association is manual.

Summary: review VIN, procedures, and operation; select the Holder

Click Finish. The procedure is created and, if the screen was on Requested, the list is updated.

The Next and Finish buttons are enabled when the required data for each step is completed. If you return to a previous step and change the selection, review the subsequent steps again: the application clears selections that depend on the modified data.

4. Available actions

Open the action menu for a row to act on a procedure. To act on multiple procedures, select their rows and use the bulk actions menu. Bulk actions can process eligible procedures and display the result by item; review errors and uncompleted items.

Send

Available for Requested procedures, if the user has management permission.

Select Send

Specify the start date and the internal handler; the external handler can be selected if applicable.

If the procedure allows generating technical documentation, leave the option checked or uncheck it depending on whether you need to generate the file.

Confirm the sending.

The procedure changes to Sent. When technical documentation is generated, the application downloads it and, if an email configuration is available, allows you to prepare the sending of an email.

In bulk actions, all selected procedures must be of the same type in order to send them together.

Receive dispatch

Available for procedures of type dispatch in state Sent, if the user has management permissions.

Select Receive dispatch

Choose the allowed dispatch date for the VIN and confirm.

The application limits the date to the values allowed for the vehicle. If multiple procedures are selected, it proposes a common date and applies the action to the eligible procedures.

Receive other procedures

Available for Sent procedures that are not dispatch, registration, registration taxes, municipal taxes, valuation check, nor logistics reception; requires management permission.

Select Receive other procedures

Choose the allowed reception date and confirm.

The date cannot be earlier than the start date of the procedure. For a multiple selection, a single common date is used.

Receive a tax procedure

Available for the types Registration tax, Municipal tax in status Sent, with management permission.

Select the tax reception action.

Enter the reception date and payment details: payment date, tax base, coefficient, fee amount, and receipt reference.

Confirm.

In municipal tax procedures, the tax base and the coefficient appear locked. The reception date and payment date are mandatory.

Modify tax details

Available for those same procedure types when they are Received, with management permission. Open Modify tax data, update the payment details and confirm. In this mode, the date of receipt is not modified; the payment date is mandatory.

Register

Available for Registration procedures in Sent status that have a VIN.

Select Register

Review the registration data retrieved for the vehicle. Complete or correct the registration number and registration date if necessary.

Click Confirm registration

To confirm, all rows must have a registration number and registration date. The action can also be executed in batch when all selected procedures meet the requirements.

Check valuation documentation

Available for Valuation check or Logistics reception procedures in Sent status, with management permission.

Open Check valuation documentation

For each document, indicate whether it is correct or incorrect and whether it is resolved.

If applicable, use Edit remarks to add or update the document comment.

Save changes.

Edit procedure remark

If the action is enabled, select Edit remark, modify the comment associated with the procedure, and save. This remark is separate from the individual remarks on appraisal documents.

Cancel

Available only in Requested or Sent, and only when the procedure can be cancelled. Manual association procedures (Other) have a specific cancellation rule. The application asks for confirmation before cancelling.

Delete

Available only in Requested and for users with the special deletion permission. The application asks for confirmation. Delete removes the procedure, while cancel preserves the record with the status

Revert

Available in Sent or Received. Select Revert and confirm. The operation may return a notice if the procedure is associated with a paid operation; read the notice and check the result before proceeding with other steps.

Provisions

In some actions, if the procedure has provisions configured, the application first opens the provision management window. Review and confirm your data to proceed with the original action. If you cancel that window, the main action is not performed.

5. Bulk actions

Filter the list to display the procedures you want to process.

Check the corresponding rows.

Open the bulk actions menu and choose the action.

Complete the common data requested (for example, a shared date) and confirm.

Review the final summary of successes and errors.

Bulk actions do not remove the restrictions of each procedure. For example, registering requires that all are sent registration procedures; to receive dispatch, all must be sent dispatch procedures. In actions that allow mixed selection, only eligible items are processed.

6. Permissions and availability

The system checks authentication, module access in the company, and permissions associated with the user. Action configuration can cause an option not to be displayed; additionally, each option is conditioned on the status and type of procedure.

The current code does not show a profile selector nor does it define user role names for these actions. If in doubt, ask the administrator to review the permissions assigned to the user for the company. An absent option does not necessarily imply an error: it may also be due to the type or status of the procedure.

7. Recommendations

Check VIN, procedure type, associated operation, and holder before completing creation.

Review the suggested dates and the limits shown on the calendar; do not attempt to register a date outside the allowed range.

Before a bulk action, check the selection and type of all procedures.

Distinguish Cancel (keeps the record as canceled) from Delete (removes the procedure).

After an action, check the corresponding tab again and review any warnings or partial results.