Units Module
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 – 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.
General Tab
Unit ID: Mandatory
- 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.
Category: Mandatory
- Dropdown.
- Comes from the Unit Category Table (PTS – Table Mtc. – Inventory – Units – Unit Categories) .
- Comes pre-populated when the software is sold.
- Type of Vehicle such as RV, truck, car, etc.
Status: Mandatory
- 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.
- Can add to the Table.
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: Mandatory
- Alphanumeric.
- Usually Make/Model/Year and maybe colour of the Unit.
- Shows up almost everywhere.
Type: Mandatory
- 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.
- Table is pre-populated when the software is sold.
- Can add to the Table.
Class: Mandatory
- Product Class of Vehicle.
- Taken from a Table not prepopulated (Inventory – Units – Administration – Product Classes).
- 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, 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 and Vendor 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:
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 used for information about the warranty or anything else does not have a field.
- 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:
- 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:
- Saves any new or updated information to the system.
- The User does not have to Submit between Tabs.
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:
- 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. If Sales people they can use this window.
- 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). Mainly used for the Window Sticker.
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 message.
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:
- 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.
Amount Floored:
- Amount borrowed to pay for the Unit.
- Must be numeric or will receive an Error message.
- 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
List Price:
- Manufacturer’s suggested Retail Price.
- Must be numeric or will receive an Error message.
- 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.
- 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.
- Information only. Not linked to anything.
Base Cost:
- Comes from Accounts Payable (See Adding a Base Cost and Other Costs below).
- Updates automatically.
- Not edited in this window.
Other Costs:
- Comes from Accounts Payable (See Adding a Base Cost and Other Costs below).
- Updates automatically.
- Not edited in this window.
Int. Wo’s:
- Internal Work Orders.
- Comes from Service.
- Updates automatically.
- Not edited in this window.
Rebates:
- Comes from Accounts Receivable.
- 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.
Deal Entry:
- 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.
Submit:
- Saves any new information added to the window.
Adding a Base Cost and Other Costs to a Unit
Base Cost is what the Unit costs to acquire.
Other Costs are costs which may or may not be added to the price, such as Freight, Brokerage, Breakage Cost, Duty, Internal Work Orders, and so on.
Adding a Base Cost
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Usually General Electric (GE) or a bank.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
- Add if known.
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Amount paid for Unit.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually type in the correct account or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Base Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Base Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Enter the amount paid for the Unit.
- Cursor does not show in field. Click on the field and start typing in the amount.
- Manually entered.
- Must be a number or will receive an Error message.
- Can be positive negative or 0.00.
- Must equal to the Total Line Amount in the AP Invoice window.
- Updates under Cost Tabs in Unit Inquiry window.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID.
- Need to submit if Base Cost needs to be saved, otherwise it will go to 0.00.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Adding an Other Cost
There are two ways to add an Other Cost to a Unit:
- If the Cost is being added to the price, through Accounts Payable (Finance – Payables – Update – AP Invoice).
- If the Cost is not being added to the Price, through Non AP Unit Cost (Inventory – Units – Update – Non AP Unit Costs).
Finance – Payables – Update – AP Invoice
Payable No:
- Added by the system when Invoice is submitted.
- If entering manually, must be an Invoice already submitted in the system or will receive an Error message:
- Numeric only.
- Can click on the Underlined link. A Table will appear with all Payables entered in the system. Click in the light green area under Payable Number to bring up the appropriate invoice.
Vendor Code:
- Cursor automatically defaults to this field when screen is opened.
- Can either type in the Vendor ID from Vendor Update Profile or click on the Underlined link. A Table will appear with all Vendors entered in the system. Click in the light green area under Vendor Code to bring up the appropriate vendor.
- Could be a Freight Company, a Brokerage Firm, and so on.
- Could come straight from the Manufacturer.
Invoice No:
- Enter the number on the Invoice.
- Alphanumeric.
- Freeform.
Invoice Date:
- Enter the current date.
- Can be added manually or through the Calendar icon.
- Format will be MM/dd/YY.
Due Date:
- Will automatically fill in a month from the Invoice Date.
- Can be changed manually or through the Calendar icon.
- Format will be MM/dd/YY.
PO Number:
- Add if known.
Tax Code:
- Defaults from the Vendor Profile.
- Can be changed by using the dropdown.
Discounts:
- Percentage:
o Cannot be a negative value or will receive an Error message.
o Cannot be over 100 or will receive an Error message.
- Date:
o If the Percentage is not 0.00, the current date will be entered by default.
o Can be changed manually or with the calendar icon.
- Total (Overridden):
o Amount defaults in from the Percentage.
o Can only be edited if Overridden is enabled.
o Freeform.
o Must be a valid number or will receive an Error message.
Line Amount:
- Total Amount paid for Other Costs.
- Numeric only or will receive an Error message.
- Positive, negative, or 0.00.
- Manually entered.
Gross Amt:
- Line Amount + Taxes
- Automatically calculates.
- To edit, click on the light green area. A pop up box will appear. A new Gross Amount can be entered.
- The Line Amount will recalculate to account for Taxes.
Line Description:
- Freeform.
- Alphanumeric.
- Unlimited Space.
GL Account:
- Automatically defaults in when the Line Amount is entered.
- Comes from Vendor Profile.
- Must be an Inventory Account.
- Can be changed.
- Can manually enter or click on the Underlined link and choose from the Table.
GL Description:
- Defaults from the GL Account.
- Cannot be edited from this field.
Comments:
- Alphanumeric.
- Unlimited.
- Freeform.
Override:
- Allows the User to override the Tax Amount.
- Checked allows the Tax to be overridden.
- Unchecked, the Tax cannot be overridden.
Tax Codes:
- Comes from the Tax Code dropdown in the upper section of the window.
- Cannot be overridden in this field.
Tax Amounts:
- Line Amount * Tax Amount (from the Tax Code).
- Cannot be changed if Overridden is not enabled.
- An Error message will appear if try to change without checking the Overridden box.
- Invoice Total will change if Tax Amounts is overridden.
- Line Amount and Gross Amt do not change.
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Unit Costs:
- Clicking this button allows access to the Unit Cost window.
More than one Unit and Unit Other Cost can be added to a Payable by either clicking the + sign or tabbing through an already created line.
Vendor Code/Total Costs/Payable No./ Invoice No./Funds Code:
- Default in from the AP Invoice Update screen.
- Cannot be edited in this window.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- Cannot use a Unit that has already been sold or will receive an Error message about the Cost of Sales account.
Unit Description:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Dealer Price:
- Defaults in from the Unit ID and Unit Inventory Profile.
- Cannot be edited in this window.
Base Cost:
- Can only be entered once for a Unit.
Cost Codes:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Make sure the Cost Code GL matches the GL Account from the AP Invoice Line Amount.
- The Amount can be put on one line under one Cost Code or spread over different Cost Codes.
- Total Cost Code Amounts must equal Total Line Amounts.
Submit:
- Submits any new information.
- Is not needed to save the Unit ID or the Cost Code or Cost Code Amounts.
Cancel:
- Closes the window.
- If the Base Cost is not submitted before Cancel is clicked, it will revert to 0.00 but the Unit ID will stay.
Inventory – Units – Update – Non AP Unit Costs
This window is used only if there is a Cost that needs to be applied to a Unit but the Dealer does not owe it to anyone. For example, depreciation.
Unit ID:
- Enter the ID of the Unit for which the Other Cost is being entered.
- Unit must be saved in the Unit Inventory Profile.
- A Sold Unit will not appear here.
Description/Unit Status/Base Cost/Product Class:
- Automatically fill in from the Unit ID.
- Cannot be edited in this window.
First Cost Code section defaults in from AP Invoice Update. This section cannot be edited in this window.
Transaction Date:
- Defaults to the current date.
- Can be changed manually or using the Calendar icon.
- Format will be MM/dd/YY
Cost Code:
- Enter either the Cost Code manually or click on the Underlined link and choose from the Table.
- Can only choose a Cost Code with a Non AP Credit Account.
- Make sure the Inventory GL Account matches the GL Account from the Class field in the Unit Details window.
- More than one Cost Code can be added.
Cost:
- Enter the Cost.
- Can be positive, negative, or 0.00.
- Must be numeric or will receive an Error message.
Other Costs:
- Total of all Costs from both sections.
- Field cannot be edited.
Rebate Total:
- Defaults in from another window.
- Cannot be edited in this window.
Internal Work Orders:
- Defaults in from another window.
- Cannot be edited in this window.
Total Cost:
- Base Cost + Other Costs - Rebate Total + Internal Work Orders
Submit:
- Submits the new information to the system.
- Generates an Invoice number in the Payable No field if creating from NEW.
- Line Amount must equal Unit Cost or will receive an Error message.
Clear:
- Clears all information from the screen.
- If any new information has not been submitted, it will be lost.
Inventory –Units – Reports – Outstanding Floor
- This shows Flooring put in through Accounts Payable, not by any other events.
- Similar to Outstanding Invoices in AP Invoice Inquiry (Finance – Payables – Inquiry – AP Invoices).
- The Accountant takes this Report and matches it to the report received from the Flooring Company.
- The Stock Number on the report is the the Unit ID since the Flooring Company would not have the Dealership Unit ID for the Units.
- When making a payment to the Flooring Company, the User can put a Comment on the Line Description and it would show on this report under Description.
Vendor Code:
- Manually enter the Code or click the underlined link to choose from the Table.
- If the report is for all Vendors, do not populate this field.
Sort By:
- Can choose from three different options: Vendor Code, Vendor Name, Invoice Number.
- Defaults to Invoice Number.
Print:
- Prints the outstanding Flooring Invoices for the Vendor chosen, or for all Vendors, if a Code is not put in the field.
To Excel:
- Exports the information to an Excel spreadsheet.
- The same columns as the report, no extra columns added.
Clear:
- Clears the Vendor Code field.
- Does not set the Sort By back to the default.
UNIT SALES
When selling a Unit there are a minimum of two steps to follow:
- Initialize a Sale.
- Finalize a Sale.
If the customer is also trading in another Unit, there is a middle step: Assign a Trade Cost. This is still an optional step because this can also be done during Final Sale. This window will also be used if the Dealer wants to add Cost to Finalize Cost.
Sales – Units – Initialize Sale
An initialized sale is basically a sale that is pending. You have a customer who wants to buy the unit in question, and you are ready to proceed.
Any client who is also using Quantech V6 would not use this window, because the Quantech system does it for them. This window is only used when a deposit is being made on a Unit. It is a commitment made with money put down on the Unit.
Unit ID:
- Either manually enter the ID or click on the Underlined link and choose from the Table.
- The Unit information will automatically populate.
- If there is no Base Cost associated with the Unit, an Error message will appear.
- A Base Cost must be added before the Dealer can finalize the Sale (See Adding a Base Cost and Other Costs in the Inventory Notes section).
Deal Store:
- If the User has access to only one store, that store will automatically default in.
- If the User has access to more than one store, and it is not the default store showing, choose the correct store from the dropdown.
Description/Unit Type/ Manufacturer/Class/Retail:
- Default in from the Unit Update window.
- Cannot be edited in this window.
Customer ID:
- Either manually enter the ID or click on the Underlined link and choose from the Table.
- If the Customer is not in the system already, either enter in the Customer Update window (see Customer Update notes), or click the New Button and enter through the pop up window.
New:
- Adds a new Customer into the sytem.
- Click the Button. A pop up window will appear similar to the Customer Update window.
- Fill in the pertinent information and Submit.
Tax Code:
- Initially defaults in from the Store Profile window.
- Once a Customer ID is added, defaults from the Customer Update window.
- Can be changed by using the dropdown.
Customer Name:
- Defaults in from the Customer Update window.
- Cannot be edited in this window.
Salesperson:
- Choose from the dropdown.
- Comes from System Admin – Configuration – Tables – Salesperson – Update.
Sales Date:
- The date the Unit is sold.
- Defaults to the current date.
- Can be changed by typing in the new date (MM/DD/YY) or by clicking on the Calendar icon an choosing a date.
- Can be a Past, Present or Future date.
Delivery Date:
- The date the Unit leaves the Lot.
- May or may not be the same as the Sales Date.
- Defaults to the current date.
- Can be changed by typing in the new date (MM/DD/YY) or by clicking on the Calendar icon and choosing a date.
- Can be a Past, Present or Future date.
Notes:
- Manually type in anything that pertains to the Delivery Unit or the Unit to be sold.
- Alphanumeric.
- Freeform.
Price:
- The price at which the Unit is being sold.
- Defaults in from the Inventory Update window.
- Can be overridden.
- Must be numerical or will receive an Error message.
- Can be positive, negative or 0.00.
Trade Number:
- Free form.
- Alphanumeric.
- Common practice is to use the Unit Id and add a suffix to it, such as ‘a’. I14 Trade In - I4a.
- If coming from Quantech, uses 1 if it is first Trade and 2 if there is another Trade In, etc.
Trade Description:
- Free form.
- Alphanumeric.
- Manually type in a description of the Trade In, usually Year/Make/Model maybe colour.
- Defaults in when putting this Trade into Inventory.
Tax Flag:
- Defaults in from Unit Profile.
- Can be changed.
- Manually enter the new Code or use the Underlined link to choose from the Table.
Allowance:
- Amount for the Trade In given to the Customer.
- Most likely will not be the same as the actual value of the Unit.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
- Must have a Trade Number entered or will get an Error message.
Lien Amount:
- Amount still owed on the Trade In.
- Must be numeric or will get an Error message.
- Can be positive, negative or 0.00
Lien Holder:
- Amount the Dealer will have to pay the Lien Holder when the Trade is done.
- Must be in the system.
- Can use the Underlined Link to choose a Lien Holder from the Table.
Trade Balance:
- Defaults from the Allowance field in the Trade section.
- Cannot be edited in this field.
- Must edit in the Allowance field, if the amount is incorrect.
- Subtracts from the Price.
PDI Charge:
- Amount for the PDI if charging the Customer.
- Usually Internal and built into the price for the Unit.
- Must be numeric or will get an Error message.