There are two main ways we can sell a unit:
•By Part Number - Enter the Part Number or enter the first bit to select from the look-up list (e.g. NCBR6 will bring up everything beginning with .NCBR6).
•By selecting the drop-down department of New Units on the sales screen, and then selecting the appropriate unit.
If selling by Part Number it will bring up the Unit Allocation screen and you can select the specific unit (VIN) you wish to sell from the list displayed (there is an option to skip allocation e.g. when producing an estimate or sales order and you are not sure of the unit to allocate).
New Units have a permanent Part number for each base model. This enables us to build re-order history and special order units for customers. We can order new units in Purchase Orders and when we receive the purchase order the system will create the Unit sales details and Unit main details for each unit received and we can enter the individual VIN/HIN/Serial numbers. If you order a unit in different colours and you use the purchase ordering system, it is a good idea to create a different Base Model for each model/colour combination. The part number is linked to the units in stock by having a Type of: New Unit and the link set as the: Base Model.
The part numbers for New Units is recommended to be in the format of .NCBR600 where CBR600 is the base model.
You can also sell Units in Packages by using Actions. For example a Package could be a Boat + Outboard + Trailer + Accessories. Please see Packages for more information.
If there is a manufacturer rebate being paid to you (the Dealer) for the Unit being sold, there are 2 ways of processing it
1.We can sell the unit for the normal price and then add a Rebate Given part number (as a negative value)
2.We can sell the unit for the reduced price and then Book the Rebate Given part number (as a negative value) using Sales / Finish / Internal / Book to Sales Unit Pre-sale (Best to do prior to invoicing or else the cost value on the Unit Invoice will not be updated)
In both cases we would also create a Sales Invoice to the Manufacturer using a Rebate Claimed part number (as a positive figure). This would normally be put on account and then, to track it, when the manufacturer pays it we can mark as Paid (Direct Deposit if paid direct into bank, or Supplier Account if to be off-set against other invoices
Once you have selected a Unit you are asked if there is a Trade-In. See Trade-Ins for more information
Extras on a sale
One the Unit and any Trade-In has been added you can add any Extras such as Security items, Insurance, Clothing etc using the appropriate Stock Items.
Part of the amount on Finance
If all or some of the amount is on Finance we can specify this on the Finish screen. We would normally select the Finance Company contact record in the 'Payment 1' name section, then enter the amount on finance and then select 'Account'. Any balance should then be shown in the next line and we can enter the payment for that.
When the Finance amount has been paid to you from the Finance Company then you can go into 'Contacts' on the top menu, select the Finance company record and select 'Payments from the left menu. You should see the total amount of Finance there.
If the Finance company are paying the whole amount into your Bank account you would normally just select the amount owing and select 'Direct Deposit' payment method.
Sometimes the Finance company will deduct the amount owing by the dealer for the Unit on Floor-plan from the amount on Finance. In this case you would still allocate the full Finance amount to the Finance company on the Invoice on Account, but when you go into Contacts / Payments for the Finance company you would do a Pre-payment for the amount to owing on by the dealer on the floor plan unit using the 'Supplier Account' payment method (This will put a Credit on the Purchase side for the Finance company which can be then contra'd to the Purchase Transaction record for the Unit that is owing).
For example: If you sell the Unit for 12,000 (10,000 finance on account and the customer is paying 2,000 on Card). Then the Finance company pay you 1,000 and use the other 9,000 to pay what you owe for the purchase of the unit.
Note: In the above example if you accidentally paid the Finance company the whole of the Finance Amount (10,000) by Direct Deposit, you could also mark the Purchase Transaction paid from the same Bank account. We could still then reconcile the Bank account by selecting both the 10,000 Paid In and the 9,000 Withdrawn. This is because the balance of the two is 1,000 which is what the Finance Company paid you (10,000 - 9,000 = 1,000).
If there are extra charges on the purchase (Such as Fees or Interest), you can create additional Purchase Transactions for these and pay them at the same time.
The Cost Price of a Unit on the Sale
The Cost Price is the Purchase Cost on Unit Sales Details, plus any internal costs such as Freight, Building, PDI etc. booked to the Unit.
Note: You can also add items that increase the profit as a negative value.
You can book items to a Unit internally by using Sales, adding items or Jobs and selecting: Finish / Internal / Book to Sales Unit Pre-sale.
Cost Price 10,000
Manufacturer Freight Charge (Item) 200
Build Costs (Job) 65
Pre-Delivery Costs (Job) 120
Manufacturer Rebate (Item) -1,000
TOTAL COST 9,375
SELL PRICE 11,000
PROFIT (After Costs and Rebate) 1,625