When keying in On Order your units you will need to make sure the following fields are filled in:
Stock Number – Upper right-hand corner of the screen
Year – Upper right-hand corner of the screen
Make – Upper right-hand corner of the screen
Model – Upper right-hand corner of the screen
VIN – Upper right-hand corner of the screen
CO # – Upper right-hand corner of the screen
PC – Upper right-hand corner of the screen
On Order – Checked off
Status – Set to On Order
Manual Update – Checked off
Purchase Price – filled in with estimated invoice cost of unit
Reference Number, Purchase from, Po number – Filled in.
Accounting GL Presets – Make sure these are filled in correctly or you will adversely affect accounting transactions created in the following steps.
So long as the Manual Update checkbox is checked off the accounting system will not over-write the purchase price. If Manual Update is not checked off you could lose this figure.
When the ordered vehicle is finally received by your dealership you will do the following:
On order – Unchecked
Purchase Date – Filled in with purchase date of unit
Status – Set to Received
Purchase Price – Filled in with actual purchase price of unit
Floor plan – Filled in with actual floor plan amount (if applicable)
Manual Update – Unchecked.
VIN # – Filled In
To Purchase the unit, do one of the 3 following items:
This will generate an accounting entry to purchase the unit and floor it at the same time. You can edit this entry from this screen further if you wish.
Once you switch the check type to standard you will see a list of all vehicles in your inventory. You can then select the vehicle you wish to purchase and hit Pay or fill in the pay amount on the right-hand side of the screen for the unit.
Save your changes to the vehicle and exit the unit inventory screen. Then click on Accounting>Tools>General PO and AP Invoices>General PO. Once you have the PO onscreen, fill the vehicle supplier (manufacturer, auction house, etc.) in the entity information box at the top of the screen. You can then fill in the following:
Entity Reference – Invoice number for the unit
GL Account # – Needs to be an AP account, I would suggest creating a separate AP account for vehicle purchases
Date Received – Will show up as the invoice date in accounting and will be used to generate aging.
Description – A description of the vehicle you are purchasing
Cost – The cost of the unit
Stock Number – The stock number of the unit.
Tax information – if the vehicle is taxed you can compute it in the lower right-hand portion of the screen or over-ride the taxable amount.
Once you have the PO filled in you may do one of the following: