INVENTORY - UNITS - Update Cost Button

Pear Tree
2016-11-10 15:47

UNITS

 

A Unit is anything that has a Serial Number or can be repaired.  Anything else is a Part.

 

Managing your unit inventory is easy with Dealership. Easy-to-use data entry screens allow you to enter as much or as little information as you want. Search functions ensure that you find what you need quickly and painlessly. A powerful inquiry system makes a library of information on every unit, from financial details to colour and year, available at your fingertips.

 

Inventory – Units – Administration – Product Classes

-        Same window as Inventory – Parts – Administration – Product Classes.

-        This window has two purposes:

o   Accounting (GL Accounts are attached to the Class).

o   Sales (Used by the Salesperson to get a Report listing of Units sold or in Inventory by Class).

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Product Class: Mandatory

-        Some examples of classes:  New Motorhome, Used Motorhome, New Fifth Wheel, Used Fifth Wheel, Car, SUV, Truck, Van etc.

-        Manually enter the new Product Class.

-        Alphanumeric.

-        Freeform.

 

Type: Mandatory

-        Used for Units, Sales and Other Sales.

-        Choose Unit from dropdown: Part, Unit, Other Sales.

 

Description: Mandatory

-        Manually enter description of the Class.

-        Freeform.

-        Alphanumeric.   

 

Vol. Price:

-        Not really used.

-        Choose from dropdown.

 

Retail Markup %:

-        Information only.

-        Not linked to anything.

-        Must be numeric or will receive an Error message.

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-        Can be positive, negative, or 0.00.

 

Costline %:

-        Information only.

-        Not linked to anything.

-        Must be numeric or will receive an Error message.

 

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Prompt for Mileage:

-        Checkbox.

-        Required for Service Work Orders.

 

Coupon:

-        No longer used.

-        Not enabled.

 

Report Order:

-        Not linked to anything.

-        Has no impact in the system.

 

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A list of stores will appear.  No lines can be added or deleted.  

 

 

Notes on the General Ledger Accounts:

-        GL accounts must be entered for each store.  

-        For Incoming Units only, the system checks to make sure that the Product Class Inventory account matches the Inventory account on Invoices.

-        Outgoing Units use all three accounts: Sales, Cost of Sales and Inventory.

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o   Credit Sales Account for the Price of the Unit.

o   Credit Inventory Account for the Base Cost of the Unit - Debit Cost of Sales Account for the Cost of the Unit.

§  Price is the amount the Customer pays for the Unit.

§  Base Cost  is the initial cost of the Unit with no additional charges such as shipping charges, handling, sales taxes, PDI, etc.

§  Cost is the amount the Dealership paid for the Unit.

-        When buying a Unit and using the PO Receive window, no GL Transactions are created.  GL transactions for incoming Units come from Accounts Payable (AP Invoice).

-        The number of Classes set up depends on the number of GL accounts in the Chart of Accounts.

o   Whichever type (Sales, Cost of Sales or Inventory) has the largest number of accounts, that is how many Product Classes are created.

-        The following highlighted classes MUST be set up as shown because the system looks for these precise Product Class Codes in the Initialized Sale:

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o   The Sales Account only is needed for these Classes because no Inventory is involved.

-        License Class:  Credit License Sales Account – Debit License Company Account

 

Store ID/Store Name:

-        Defaults in from Store Parameters.

-        Cannot be edited in this window.

 

Sales GL Account: Mandatory

-        Either manually enter the Sales Account to credit for this Class or click the Underlined link and choose from the Table.

-        Income Account.

 

 

Cost of Sales  GL Account: Mandatory

-        Either manually enter the Cost of Sales Account for this Class or click the Underlined link and choose from the Table.

-        Expense Account.

 

Inventory  GL Account: Mandatory

-        Either manually enter the Inventory  Account for this Class or click the Underlined link and choose from the Table.

-        Must be a Control Account or will receive an Error message.

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Inventory  Adjustment GL Account:

-        Not used for Units, Parts Inventory only.

-        Expense Account.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Product Class’ information from the system.

-        The system will ask for confirmation before deleting.

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UNIT SPECIFICATION

 

Inventory – Unit – Administration – Unit Specs – Category Specs

Different specifications can be added for different types of Categories (RV, Car, Truck, etc.).  

 

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Category:

-        Choose a category from the dropdown.

-        If the category is not showing, needs to be added in the Category Table (PTS – Table Mtc. – Inventory Units – Unit Categories).

 

Specification:

-        The + Button in the Title section can add extra rows to the table.  

-        The X Button on the Line can delete a row.

-        Manually type in the Specification for that Category.

-        Alphanumeric.

-        Freeform.

 

Add V6 Defaults:

-        Adds all V6 specifications to the table.

-        The X Button on the Line can delete a row for any V6 specification not required for that Category.

 

Add From…:

-        Clicking this button adds a second Category dropdown.

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-        Choose a Category from the dropdown.  All specifications set up for that category will be added to the Table.

-        The X Button on the Line can delete a row for any specification not required for that Category.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Inventory – Unit – Administration – Unit Specs – Class Specs

Separates the Inventory Categories by Class.  For RVs it could be New versus Used or Fifth Wheel versus Tent Trailer.  Specifications are added that pertain to this particular Class but not to other Classes.  Any time a new Unit is added in the Unit Update window, the specifications for that Class will be auto-populated in the Specs section, if it is set up in this Table.

 

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Product Class:

-        Choose the Unit Product Class from the dropdown (from Inventory – Units – Administration – Product Classes).

-        Will only show Class Type Unit from the Table.

 

Specification:

-        The + Button in the Title section can add extra rows to the table.  

-        The X Button on the Line can delete a row.

-        Manually type in the Specification for that Category.

-        Alphanumeric.

-        Freeform.

 

Add From…:

-        Clicking this button adds a second Category dropdown.

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-        Choose a Category from the dropdown.  All specifications set up for that category will be added to the Table.

-        The X Button on the Line can delete a row for any specification not required for that Category.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Product Class’ specification  information from the system.

 

 

Sales - Administration – Sales Cost Codes

 

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Cost Code: Mandatory

-        Manually enter in the Cost Code or use the Underlined link to choose one from the Table.

-        Alphanumeric.

-        Unlimited space.

 

Description: Mandatory

-        Description of the Cost Code.

-        Alphanumeric.

-        Unlimited space.

-        Freeform.

 

Use COS from Unit Class:

-        Use Cost Of Sales from Unit Class.

-        If checked will use the Cost of Sales GL Account from Inventory – Units – Administration Product Classes.

 

Store:

-        Defaults in from Store Profile.

-        Cannot be edited in this window.

 

Name:

-        Defaults in from Store Profile.

-        Cannot be edited in this window.

 

Inventory GL Account:

-        Either manually enter the Inventory Account for this Cost Code or click the Underlined link and choose from the Table.

-        Must be a Control Account or will receive an Error message.

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Cost of Sales  GL Account: Mandatory

-        Either manually enter the Cost of Sales Account for this Cost Code or click the Underlined link and choose from the Table.

-        Non-Control Expense Account.

 

Non Accounts Payable Credit GL Account:

-        Either manually enter the Non Accounts Payable Credit Account for this Cost Code or click the Underlined link and choose from the Table.

-        Non-Control Account.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Cost Code’s information from the system.

 

Inventory – Units – Update – Update (Tabbed)

The Units Update screen is where you will be adding, updating, and deleting your unit inventory records.

 

You will notice that some fields have an asterisk (*) next to them. This means that the field is mandatory and must be filled out, as Dealership depends on them for several functions in the program. As typical, some headings are underlined (e.g. Unit ID). You can click on these to search for the information that belongs in these fields.

 

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General Tab

 

Unit ID:

-        Clicking the Underlined Link will show a Table with all the Units already in the system.

-        To bring up a Unit already in the system, the User can either choose a Unit from the Table, or type in the Unit ID Code if it is known.

-        If the User is entering a New Unit:

o   Can type in a Unique Unit ID Code.

o   Can click the New Button.   The system will create a Unique ID for the new Unit.  The Code will start with a I and will be the next sequential number in the system.  For example, if the last Unit added using the New Button was # I45, the next Unit submitted will be I46.

-         Alphanumeric.

-        Mandatory.

 

Category:

-        Dropdown.

-        Comes from the Unit Category Table (PTS – Table Mtc. – Inventory – Units – Unit Categories) .

-        Comes pre-populated when the software is sold.

-        Mandatory.

-        Type of Vehicle such as RV, truck, car, etc.

Status:

-        Has six types:

o   On Hold – Unit is on the Lot but can be excluded from the Inventory report.

o   In Stock – On the Lot.

o   On Order -  Unit a Customer has ordered but not come in yet.

o   Service – Dealership does not own it.  It was brought in to be serviced.  Not used in this window.

o   Initialized Sale:  Set automatically by the system, not the User.  System automatically sets when an Initialized Sale has been created for the Unit.

o   Finalized Sale:  Set automatically by the system, not the User.  System automatically sets when a Unit has been sold.

-        Defaults to In Stock.

-        Mandatory.

 

Duplicate:

-        Makes a copy of the Unit.

-        Only works if using the Unit Update numbering system.

-        User needs to review the duplicated Unit.  Most information is duplicated.  If anything is different, needs to be changed.

 

Description:

-        Alphanumeric.

-        Usually Make/Model/Year and maybe colour of the Unit.

-        Mandatory.

 

Type:

-        Comes from the Unit Type Table (PTS – Table Mtc. – Inventory – Units – Unit Types).

-        Differentiate by different Unit Types such as New, Used, Consignment, Service, etc.

-        Comes pre-populated when the software is sold.

-        Can add to.

-        Mandatory.

 

Class:

-        Product Class of Vehicle.

-        Taken from a Table not prepopulated (Inventory – Units – Administration – Product Classes).

-        Mandatory.

-        Has two purposes:

o   Required for accounting (has accounts attached to them).

o   Used by the Salesperson to get a listing of Units sold or in Inventory by Class.

-        Examples:  New Fifth Wheel, Used Fifth Wheel, New Travel Trailer, Used Travel Trailer, Car, SUV, Truck etc.

 

Owner:

-        Only accessible when Status is showing as Initialized Sale, Finalized Sale, On Order, or  Service.

-        Not accessible when Status is showing as In Stock, or On Hold.

-        Used to keep track of Sold Units for future Service work.

-        Must be a Customer in the system.

-        If Customer ID is unknown, click on the Underlined Link to bring up all Customers and choose from the Table.

 

MFG Code:

-        Manufacturing Code.

-        Used for Invoicing warranty work orders.

-        Code must be set up as a Manufacturer on the Customer Profile and be set up in both Customer Update and Vendor Update (See Customer Update/Manufacturer Notes).

 

Year:

-        Year the Unit was made.

-        Freeform.

-        Alphanumeric.

 

Make:

-        Company who manufactured the Unit (Toyota, Airstream, Yamaha, etc.).

-        Freeform.

-        Alphanumeric.

 

Model:

-        Model of Unit (Corolla, Flying Cloud, TWS50, etc.).

-        Freeform.

-        Alphanumeric.

 

VIN #:

-        Vehicle Identification Number.

-        Only known after the Unit is In Stock.

-        Freeform.

-        Alphanumeric.

 

Odometer:

-        Not for New Units.

-        Only applicable to cars and motorhomes.

-        Numeric only or will receive an Error message:

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License #:

-        Used if License Plate comes with the vehicle, as it does in some provinces.

-        Freeform.

-        Alphanumeric.

 

Key Code:

-        Code given to Start Key.

 

Comments:

-        Can be seen by Service People in Service Screen.

-        Freeform.

-        Alphanumeric.

 

Lot #:

-        May have more than one parking lot or a large Lot divided into sections.

-        If labeled, the User can put in the Lot # to know where the Unit is.

-        Freeform.

-        Alphanumeric.

 

On Lot Date:

-        Defaults today’s date if entering a New Unit or the date the Unit was entered into the system.

-        Unit arrival date.

-        Can be overridden.

-        Not mandatory but VERY advisable to enter.

-        If there is a Loan on the Unit, will tell when the Unit was entered and the Loan started.

 

In Service Date:

-        Not In Service till the Unit is Purchased.

-        Can be filled in manually but when selling the Unit, this date will be prompted on the Finalized Units Sales screen and will automatically fill in here.

 

Warr Exp Date:

-        Date the Warranty expires (if Unit is still under Warranty).

-        Does not start till the Unit is Purchased.

-        Can be filled in manually but when selling the Unit, this date will be prompted on the Units Sales screen and will automatically fill in here.

 

Ext. Warr Exp Date:

-        Date the Extended Warranty expires (if Extended Warranty was purchased with the Unit).  

-        Does not start till the Unit is Purchased.

-        Can be filled in manually but when selling the Unit, this date will be prompted on the Finalize Units Sales screen and will automatically fill in here.

 

Warranty Info:

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-        Not seen by Service.

-        Shows on the Windows sticker for the Unit.

-        Comments section is freeform.


MFG Date:

-        Manufacturing Date.

 

Length:

-        Used if transferring info to RV Hotline or Auto Hotline.

-        Length of Unit in either feet or metres.

 

Weight:

-        Used if transferring info to RV Hotline.

-        Weight of RV in Pounds or Kilos.

 

Sleeps:

-        Used if transferring info to RV Hotline.

-        How many the RV sleeps.

 

Slideouts:

-        Used if transferring info to RV Hotline.

-        How many extra sections pull out.

 

Submit:

-        Submits any new or updated information to the system.

 

Clear:

-        Clears the screen.

-        If any new information has not been submitted it will be lost.

 

Delete:

-        Deletes a Unit’s information from the system.

-        A message will confirm that the Unit has been deleted.

-        Deletes all information for this Unit.

-        Cannot be deleted if anything is attached to it, like work orders or costs.

 

Window Sticker:

-        Information collected from different screens in Unit Update (Tabbed) to be printed and put on the Unit.

 

Delivery Report:

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-        Items that are sent to Service to be fixed.

-        Details anything wrong with the Unit when inspected after Delivery.

-        Try to get them fixed as Warranty.

-        Service people look at this to see what work needs to be done.

-        May or may not be used, depending on who does the inspection.  If Service people, not really needed.

-        Ref #:

o   Manually add.

o   Alphanumeric.

-        Problem:

o   Type in problem.

o   Alphanumeric.

-        WO#:

o   If there is a Work Order on this, Service puts in the WO #.

 

Specs Tab

 

The display for the Lower Specification Section depends on the Unit Class selected, Table dependant (Inventory – Units – Administration – Unit Specs – Class Specs).

 

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Specification:

-        Auto-populates if the Class selected on the General section has been set up in the Class Specs Table.

-        Shown on the Window Sticker.

-        Options or Features a Unit has.

-        Click on Underlined Link to choose from a Table.

-        Can be grouped according to Category.

-        Can have a Standard set of Specs set up for each Class.

-        Can use the + and – Buttons to make it individual for that specific Unit.

-        Can be edited.

-        Freeform.

-        Alphanumeric.

 

Specification Value:

-        Gives more information for the Specification.

-        If left blank, will show as Incl. on the Window Sticker.

-        Can be edited.

-        Freeform.

-        Alphanumeric.

 

Serial Numbers Tab

-        Just for RVs.

-        What in that Unit has a Serial Number (fridge, stove, heater, etc.).

-        Each has its own Warranty and Warranty Expiry Date.

-        Each has a different manufacturer for Warranty Claims.

-        Does not show on Window Sticker.

 

Serial #:

-        Serial number on a specific Part.

-        Freeform.

-        Alphanumeric.

 

Description:

-        Description of the Part (GE Stove).

-        Freeform.

-        Alphanumeric.

 

Warr Years:

-        Freeform.

-        Alphanumeric.

 

Serial # Warr. Exp.:

-        Not entered till Unit is sold.

-        Must be in correct Date format or will receive an Error warning.

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Manufacturer:

-        Freeform.

-        Alphanumeric.

-        Not from a Table.

-        Only need to be in the system if submitting a Warranty claim for that Manufacturer.

 

Gallery Tab

-        Pictures can be attached to a Unit.

-        Can upload images to RVHotline.

-        Allows the User to organize photos or allow other people to see them.

-        Can also be used for Warranty pictures.

 

Add:

-        Will only work if a Unit ID or NEW is showing in the Unit ID field.

-        Click Add,

-        Pop up will appear:

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-        Click Browse.

-        Find the picture to be added and click Open.

-        Click submit.

-        Name of picture will appear in the Images box and picture will show to the right.

-        Add as many pictures as needed.

 

Flooring Tab

 

It is rare that a dealership owner would have the funds to finance the inventory with his or her personal assets. Therefore, it is typical that dealers seek assistance from a lender. Most dealerships are financed with a floor plan loan. What this means is that a bank will lend the dealer a percentage of the wholesale value of a unit so that the dealer can acquire inventory.

 

This lending method involves a continuing relationship between the lender and the dealership. As the lender's money is secured with only the units themselves, they will often perform audits to ensure that the units they've financed are as described. The dealership is required to make regular interest payments. In addition, the dealership will have to begin making payments on the principal of the loan after a certain time has elapsed. This process is called curtailment.

 

If your dealership operates on a floor plan loan, Peartree's Dealership software can keep this organized for you. Tracking both flooring costs and curtailment costs enables you to manage your inventory more efficiently, knowing exactly how much your units are costing you.

 

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Amount Floored:

-        Amount borrowed to pay for the Unit.

-        Must be numeric or will receive an Error message.

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-        Two numbers only after the decimal or the system will automatically round.

 

Paid Principal:

-        Not edited on this screen.

 

Balance:

-        Amount Floored – Paid Principal

 

Flooring Company ID:

-        From the Vendor Profile.  Flooring Company must be in the system.

-        If Vendor ID is known, type in the field.  If not use the Underlined link and choose from the Vendor Table.

-        Alphanumeric.

 

Flooring Start Date:

-        When loan started.

-        Will be either when the Unit is on the Lot or when it left the manufacturer.

-        Defaults to current date.

 

Status:

-        Dropdown.

o   Active:  Flooring has not been paid off.

o   Completed:  Flooring has been paid off.

-        Does not come from a Table.

 

Price/Costs Tab

 

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List Price:

-        Manufacturer’s suggested Retail Price.

-        Must be numeric or will receive an Error message.

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-        Two numbers only after the decimal or the system will automatically round.

 

Dealer Price:

-        Dealer’s Selling Price.

-        Must be numeric or will receive an Error message.

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-        Two numbers only after the decimal or the system will automatically round.

-        The Default on a Unit Sale but can be overridden.

 

Costline Price:

-        The lowest price the Dealer can possibly sell it.

-        Usually only used by Spader Company clients.

-        The bottom line cost.

-        Alphanumeric.

-        Prints on Unit Inventory Report.

 

Estimated Inv.:

-        Estimated Invoice.

-        Price put in if the Invoice has not arrived and the cost is unknown but the Unit is on the Lot.

 

Base Cost:

-        Comes from another source (See Adding a Base Cost and Other Costs (if Update Unit Cost configuration is turned on) or Update Costs Button Section (if Update Unit Cost configuration is turned off) below).

-        Updates automatically.

-        Not edited in this window.

 

Other Costs:

-        Comes from another source (See Adding a Base Cost and Other Costs (if Update Unit Cost configuration is turned on) or Update Costs Button Section (if Update Unit Cost configuration is turned off) below).

-        Updates automatically.

-        Not edited in this window.

 

Int. Wo’s:

-        Internal Work Orders.

-        Comes from another source.

-        Updates automatically.

-        Not edited in this window.

 

Rebates:

-        Comes from another source.

-        Updates automatically.

-        Not edited in this window.

 

Cost Total:

-        Base Cost + Other Costs + Int. Wo’s – Rebates

 

Advertised Pay amount:

-        RV Hotline link.

-        Shows payments:

o   Weekly

o   Bi-monthly

o   Monthly

-        For the customer who eventually buys the Unit.

 

Upd. Costs:

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-        Update Costs.

-        Not visible when the Update unit costs (from AP) configuration is turned on.  

-        Base Cost:

o   Defaults in from Price/Cost Window if there is a Base Cost on the Unit.

o   Can enter the Base Cost of the Unit here.

o   Must be numerical or will receive an Error message.

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o   If more than two numbers entered after the decimal, will round to the nearest number.

o   If no decimal entered, will automatically default to .00.

o   Does NOT update the General Ledger.

 

-        Cost Code:

o   Sales Cost Code

o   Enter manually or use the Underlined link to choose from the Table.

o   See Cost Code Notes.

 

-        Other Costs:

o   Amount of the Sales Cost.

o   Can be positive, negative, or 0.00.

o   Must be a valid number or will receive an Error message.

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o   If a Cost Code is entered, must enter an amount or will receive an Error message when submitting.

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o   Does NOT update the General Ledger.

 

-        Cost Description:

o   Defaults in from the Cost Code.

o   Can be edited in this window.

 

-        Other Costs:

o   Total of amounts in Other Cost column.

 

-        Rebate Code:

o   Enter manually or use the Underlined link to choose from the Table.

o   See Rebate Code Notes.

o   Can be positive, negative, or 0.00.

o   Must be a valid number or will receive an Error message.

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o   If a Rebate Code is entered, must enter an amount or will receive an Error message when submitting.

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-        Rebate Description:

o   Defaults in from the Rebate Code.

o   Can be edited in this window.

 

-        Rebate Total:

o   Total of amounts in Rebate Amount column.

 

-        Internal Work Orders:

o   Shows total amount for all Internal Work Orders for the Unit.

 

-        Total Cost:

o   Other Costs (Total) – Rebate Total + Internal Work Orders

 

-        Submit:

o   Saves any new information added and returns to Unit Details window.

 

Deal Entry:

 

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-        Used to figure out Gross Profit and Gross.

-        What the Unit Cost needs to be with a possible Trade In to get in a greater Gross Profit.

 

 

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