Major Unit Sale: An Overview 


Note: When working with ANY Invoice, each user will need to click save button at least every 20 minutes.  If a user walks away from the open Invoice without saving within that 20 minute time frame changes to the Invoice will be lost!


Part I: Main Quote  (for this example a unit will be sold out of inventory) 


From the dashboard click on the orange Sales tile to get to the Sales and Quote List. If you want to go straight to a new quote click the smaller MU Icon button on the DX1 toolbar. The quick invoice links can be accessed from any page in DX1.



If you clicked the sales tile you will land on the Active Sale List. Once on the list you will see ALL active quotes and deals. You can filter by type by using the Type dropdown selector. If you want to find an existing quote click on the desired deal in the Active Sale list. If you want to start a new quote, click the + Add button or + New Quote option in the left-hand collapse menu.



Once you land on the new quote page you will have several required steps to complete. The first thing you will do is add or select the Buyer and Co-Buyer if needed. You can find buyers by using the All Fields type ahead search, clicking the Magnifying icon to open the customer list, or you can click the + icon to add a new customer.



Now that you have added a customer it is now time to select and add one or multiple units. To add a unit you will click into the VIN/Stock# field, enter the stock number, or you can click the Search Unit icon to open the Select Inventory/Non-Inventory Unit list.



If you did open the inventory list you can search for units by:

  • Type
    • Inventory Items - Units the dealer has added to the Major Unit Management List
    • Models - Models can be used as place holders for units that the dealer has not received or does not have on order. Keep in mind you will not be able to request service with models. It is best to use a Coming Soon units.
  • Coming Soon Units - These are units that can be added to your inventory so you can add parts and service, then quickly be received when the unit shows up. These units can also be advertised on your website as "Coming Soon" To see coming soon units click the received column header to see received units "No". How to Receive and Manage “Coming Soon” Units : DX1 (dx1app.com) 
  • Manufacturer
  • Year
  • Model or Model Code
  • VIN/HIN/SN/Stock #
  • Color


There are also a couple things to note about the color of Stock Numbers:

  • Green - This is an available public model with marketing data included.
  • Orange - This is a public model with NO marketing data included
  • Brown - This is a private model with NO marketing data included
  • Black - This is a private model with marketing data included


Once you select the desired unit click the Blue + Add Selected button.



Once you add the unit to the invoice it will display in green, this means the unit has not been saved to the invoice. You must click save to update the status of the invoice to have a quote number and status associated with the unit. After clicking Save the stock number will turn blue.



Once the unit is added to a quote you will see information in the left hand Collapse Menu. Here are the components:


  • Invoice Details - On the details page you can update buyers, units, take payments, and all kinds of features for the deal. You will notice this is how you will get to the Required Registration tab, to enter required details. This is also where you can set salespersons, invoice notes, and insurance information, as well as take payments.



  • Unit Information - On the unit information page you can edit unit details, view and modify DSPs, as well as add costs to freight, setup and other cost. F&I costs need to be set up or modified through the F&I product details. You can also change the Body Type and add a key code. 



  • Tax - All taxes for Major Units are set in the default section of dealership settings.  To edit the tax percentages or dollar amount charged click on the pencil next to each tax line shown. To not charge tax click the box to remove the check mark. You can adjust the tax percentage or dollar amount as needed. The customer can also be marked as tax exempt. Note: tax exemption if checked will only apply to the current deal. 



  • Fees - Just like taxes all fees are set in the default section of dealership settings. To not charge a fee uncheck the box next to the fee on the left hand side. To adjust the amount of the fee click on the dollar amount shown. 



  • Incentives - Any applicable OEM incentives will appear below.  If you do not want to use the given incentives you will need to check the box titled Exclude Un-select incentives from invoice.
    • Additional Incentives types:
      • Manufacturer Rebate - A manufacturer rebate will show as a negative cost in deal profitability, meaning it takes away from the cost of the unit. The discount will not be reflected to the customer on the Bill of Sale. You would expect to be reimbursed for this incentive by the manufacturer.
      • Dealer Rebate - A dealer rebate will show as a positive cost in deal profitability, meaning it adds to the cost of the unit. The discount will not be reflected to the customer on the Bill of Sale.
      • Customer Cash Back - This incentive will show as a discount on the unit in the invoice details, the discount will be reflected to the customer on the Bill of Sale.



  • F&I - Selecting or adding F&I products can be done by clicking the search icon in the F&I list. Once you open the F&I products list you can search and highlight the desired product. Once highlighted click the + Add Selected button. Keep in mind if you are expecting to see a product listed, that is not, it may mean there is a configuration on the product that does not match the unit. Meaning when someone set up a warranty they may have only set it up for the body type Offroad. In this case when adding an ATV unit to a deal, I will not see the warranty. If you set up warranty for all years, cc's, body types, it will show up at all times. Make sure to visit dealership settings to review or set up F&I products.



  • Add a New F&I Product - If you need to set up an F&I product on the fly, you can do that right within the deal itself. When on the F&I products list click the + Add button. This will open the Add New F&I Product pop up. Enter in all the required information and you are off to the races. Again think hard about how you configure the products. It will impact how they display in the search list.



  • Assembly Parts and Service - These are any parts or labor that have been added to the unit being sold out of inventory.  The type of sale that was used in the adding of labor and parts can impact the profit margin.  If parts or service need to be removed to adjust the quote, please click here Refunding parts attached to RO's 
    • To add assembly parts or service the respective departments will need to have the stock number and to a Charge to MU sale. To do this they will enter the stock number in to the customer field and search. From there they will need to pick the correct invoice type. Which are:
      • Charge to Mu - Setup Parts and Labor are Tax exempt. This will reflect as a Cost, but will not reflect in the Sale Price in Deal Profitability.
      • Installed - Installed Parts and Labor will be Taxed at the Major Unit Rate. This will reflect as a Cost and Sale Price in Deal Profitability.
      • Non-Installed - Non-Installed Parts will be Taxed at the Dealership Rate. This will reflect as a Cost and Sale Price in Deal Profitability.
      • Pre Delivery - Pre Delivery/Warranty Parts and Labor are Tax exempt. This will not reflect as a Cost or Sale Price in Deal Profitability.
    • Note you may not see all sales types based on the status of the deal
    • It is also important to keep in mind that Charge to MU invoices that are incomplete at the time of sale will not allow th deal to be posted, as the open invoices impact the cost of the unit. 
    • If you want to post deals with open invoices you will need to request parts and service through the MU deal. There are directions below.



  • Total Price  - In this section the salesperson can enter in a new OTDP (Out The Door Price.) When this number is entered in Dx1 will run it against the cost of the unit.  The dollar amount will change on the right hand side to reflect the new price.  If the dollar amount is in green the dealer is making a profit.  If the new price is lower than the cost of the unit the dollar amount will appear in red on the right hand side and the dealer is losing money. 



Loan Calculator - Click the Details button. This allows the salesperson to enter payment details showing the customer the monthly payment, amount financed, interest charges, and total of payments. These numbers will change if the down payment, number of months financed, or interest rate are adjusted.



Trade In's - Trade will happen often in the dealership. To take a trade in there are a few simple steps to follow:


  • The first step is to click on the three dots in the upper right hand corner then choose Trade-In.



  • If the customer has the trade-in unit in their Garage it can easily be added to the deal by clicking on the unit and clicking the + Add Selected button.


  • If the unit being traded in is from a new customer or a unit not in the garage you can click the + Add Button. This will allow you to search and add the desired unit. Click thedesired unit and click the + Add Selected Button.



  • You will now enter the VIN, Engine #, License Plate #, State, and Expiration date and click Save


  • You will now deide if you want to save the trade in the quote or take it to the next step and actually add it to your inventory, meaning you know the unit is for sure being traded in. Make sure to enter the odometer information and any important details in regards to the Trade Allowance, ACV, Payoof, as well as the vendor and DSP. You can also chose if you would like the Trade-In value to reduce the Taxable Amount.




Parts and Service Requests - This is the best way to handle parts and service that are happening during a sale, meaning the customer wants to add a roof not already on the unit when it was sitting on the floor. This will allow major unit deals to be posted with open invoices because it has no impact on the cost of the unit. To do this click the triple dot menu in the top right hand portion of the screen and select either parts or service.



  • For Service requests, you will just need to choose if you want to start with a Work Estimate, which is good for a quote, or an Repair Order which means most likely you are in a deal and it looks good to start pulling or ordering parts. 



  • For part requests, once you select Part Invoices from the triple dot drop down you will be given the option to go to the invoice or leave it on hold. If your dealership hands the process off to the parts department you can close the window and let them know there is an on hold invoice ready for them to add parts to and complete. If your sales department handles the customer from start to finish they can go straight to the invoice to add parts and complete the sale. Keep in mind if the requested invoices get left as a quote, you cannot complete the deals, so make sure you complete sale of the requested invoices.



  • If a requested invoice has not been completed it will show red in the menu dropdown with the number of open invoices associated with the deal or quote.



Taking Payment and Forms - Click on Invoice Details from the menu on the left. In the lower left hand corner choose the Method Of Payment then click the Payment button. If a Lien holder is used that information will be reflected directly beneath the payment area.




Checking the Profitability on a Deal - Clearly, it is important to understand the profitability of a major unit deal. To do this go to the invoice details page and on the bottom right hand part of the invoice details and click the blue Total Amount Due hyperlink description. This will open the Major Unit Proft window where you can see a breakdown of all the deal profitability details.



Commissions - As you saw in the profitability screen, commissions play a factor. To set up standard commissions you will need to go to the Accounting section of the DX1 dashboard and click the Commission Type tile. Once set up, to access commissions in a deal click the triple dot menu button and select the Commissions option. Here you will see a breakdown of the standard commissions which can be edited by clicking the Pencil Icon. You can also click the plus icon to add new commissions to salespersons. If you have standard commissions set and you have two salespersons it will split the commission percent in half for both salespersons. 



Converting to a Deal - Things have now progressed from a quote to a deal and we are ready to make that happen. Simply click the Convert to Deal button. At this point, it will remove the unit from the website if the destination is on and it will reserve that unit for that deal.



Printing Paperwork - There are two concepts of forms in DX1, a standard Bill of Sale shared by all dealers and then there is the ability for dealers to have their own custom forms. We will walk you through how to find both. One really important factor for forms is Adobe Acrobat has to be set up as the default reader for forms, this is the only way the dynamic fields will populate on forms. If you feel you are missing data from your forms this might just be the case.


  • To print forms click the Print button on the top right hand of the deal screen



  • You will now see the Major Unit Report List. The two standard DX1 forms, the Multi Unit Bill of Sale and Multi Unit Quote are listed in the top section of the list under the invoice line. If you have custom forms, which you probably do, you will see those listed below the unit information line. Simply pick a date and click the print icon on the form you would like to print. From there the form will open in Adobe where you can modify or print the form.



Completing Deals - Once a deal has been completed and the unit has been delivered to the customer you are ready to either place the deal in accounting, for review, or to be posted to the end of day. The first step is to click the Complete Sale button.



  • These deals will be found in the Accounting section of the Active Sale Page



Posting Deals to End of Day - To post deals to End of Day simply click the Post button



Voiding Quotes or Deals - It will not be uncomment to void quotes and deals. To do this go to the triple drop down menu and select the Void Sale option. If a payment had been applied it will need to be refunded and the dealer will have the option to add a void reason.



Support


For additional support or questions regarding functionality, you can contact our customer support team in a number of ways shown below. Again it is mandatory for dealers to get with their accounting and business departments to understand the rules and regulations for your local, state, and federal laws.