The Inventory Setup section allows you to define the various tables and setups for your vehicles.
To get there, click File -> Setup, then click the + next to Inventory Setup to see the items belonging to Inventory. If you see the – next to Inventory Setup, the items are already visible.
- Default Settings – Basic options related to working with vehicles in inventory. These options function as follows:
- Decode VIN Numbers upon exiting the VIN field – By selecting this option, the system will attempt to automatically decode the VIN of the vehicle using the built in Black Book decoder.
- Should the vehicle not be found in the Black Book decoder, we will try our backup decoding tools.
- Verify Check digit for VIN to find VIN errors – Some time ago vehicle manufacturers switched over to a 17 digit VIN format.
- In this format one digit is used as what is referred to as a ‘Check Digit’ When the entire VIN is entered into a formula, the individual digits when placed into this formula should create a result that equals the Check Digit.
- This was done in part to help make it easier for Law Enforcement to crack down on illegal vehicles created from stolen parts.
- By default DeskManager is not going to verify the VIN, by marking this box DeskManager will apply the Check Digit formula to verify the validity of a VIN.
- Prompt for Vehicle Cost upon adding a new vehicle – With this option selected, the first time the save button is clicked after creating a new vehicle, the system will open the New Expense Entry window to allow the user to enter the purchase price and vendor information for the new vehicle.
- Decode VIN Numbers upon exiting the VIN field – By selecting this option, the system will attempt to automatically decode the VIN of the vehicle using the built in Black Book decoder.
- Default Description – A default description can be created and then applied to a vehicle automatically or by clicking on the Default Description button on the Note/Vehicle Description tab of a vehicle.
- Default Fuel Type – Here you can set the Default Fuel Type for new vehicles.
- Decoder Properties – These are setting for the VIN decoder.
- Decode to Lowercase.
- Decode VIN numbers upon exiting the VIN field.
- Verify Check digit for VIN number to find VIN errors.
- Default Cost – DeskManager will allow you to add costs automatically when you add a vehicle to your inventory.
- If you enter a vehicle that does not need your default costs, you can always remove them.
- Stock Numbers – This section allows you to define your stock numbers. You have three options:
- Auto Sequence – By entering a starting sequence number in the top portion, the system will automatically populate the stock number starting with the value that you define.
- Note that you can specify a different sequence number for your trades.
- Manual Edit – If you check this box, you can enter any stock number you want in any order.
- VIN – If you choose one of the VIN options here, it will take the number of digits from the VIN.
- Note that if you choose this option, the VIN number is required. If you choose the other options, it is not.
- Numerical Order in List Reports – If you check this box, the stock number will be sorted according to the number rather than the ASCII sequence.
- For example, if the box is unchecked, you will see the stock numbers as follows: 1,10,11,12,13,14,15,16,17,18,19,2,20,21, etc.
- Auto Sequence – By entering a starting sequence number in the top portion, the system will automatically populate the stock number starting with the value that you define.
- Options Definition – This is the table that holds the options for the vehicle.
- We have predefined a number of options, and you can add your own user definition to the existing ones, or you can create new ones.
- Make & Model – This is the table that defines the makes and models of the vehicles.
- We have predefined a number of them for you, but you can always add your own or edit the ones we have.
- Vehicle Types – These are the different types of vehicles. We have predefined a number of them, but you can add your own.
- Note that if you do add your own, you need to choose a WM (WebManager) type from the drop down.
- This will facilitate the transferring of the vehicles to WebManager/WebManager Lite.
- Years – This table holds the year of the vehicle.
- We have predefined 1990-2008, but you can always add your own years.
- Colors – These are the colors that can be used for the interior of the vehicle as well as the exterior.
- We have predefined a number of them, but you can always add your own.
- Note that if you do add your own color and you have WebManager, then it will stay with the color you define as long as you don’t edit the vehicle info.
- If you do, you will need to change the color in WebManager.
- Styles – This table holds the various styles of the vehicle.
- You can add your own by clicking on Add.
- Series – This defines the series of the vehicle.
- Engines – This table defines engine sizes.
- You can add it here if it doesn’t exist in the current list.
- Transmission – This is the type of transmission the vehicle has.
- We have a predefined set of transmission types, but you can add it here if it is not on the list.
- Locations – Locations can be used if you have multiple dealerships and you are using one database.
- For example, you can put Store #123, Store #124, etc and then use it when you enter the vehicle.
- Buyers – Buyers can be used in the Flooring section of the vehicle cost.
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