To help you manage units that you have on order and may even have customers waiting on, DX1 allows you to receive units into inventory before they actually arrive.
This allows you to do the following before the unit arrives:
Advertise the units on your website - get leads coming in sooner
Create quotes and or deals that include requested Parts and or Service - no need to switch out units and rebuild Requested Parts or Service invoices when the unit arrives
In this document we will cover the following topics
How to receive a unit into to inventory before it actually arrives
How to create a Quote / Deal for a Not Yet Received unit
How to charge parts and or service to a Not Yet received Unit
How to delete a Not Yet Received unit
How to receive a Not Yet Received unit when it does arrive
How Not Yet Received units show on reports
How to receive a unit into to inventory before it actually arrives
Receiving a unit that has not yet arrived is very similar to the normal receiving process.
Start by going to Major Unit Management and then select “Add” or “Receive Without PO”.
Select the Manufacture, Year, Model etc. and click Search and then select the model you wish to receive as usual.
Once on the receiving screen you will notice that there are a lot of required fields (indicated with a red bar) which you may not be able fill in at this time. Click the “Not Yet Received” toggle to On to indicate that you are receiving a unit into DX1 which you do not actually have yet.
- Once you flip the “Not Yet Received” toggle to On you will notice that many of the required fields like PO, Invoice Number, VIN and Cost are no longer required.
- Fill in the required fields and any non required fields you wish.
- Once all necessary fields have been filled in click Save.
- Note: if you left the cost at $0.00 you will get a warning message which you can ignore as no accounting entries will be created until the unit is actually received when it arrives.
- Your unit is now in inventory which means you can advertise it on your website, create a Quote and or Deal and even charge parts and service to it.
- Note: A “Coming Soon” Custom Text message will be added to any Not Yet Received unit and will show on your website, you are free to change or remove this text at any time.
- Note: You will NOT be able to complete / post a deal until the unit has been fully received.
- Note: Not Yet Received units will have a Status of “In Stock” and you will easily be able to see if any unit is not received from your Inventory List page:
How to create a Quote / Deal for a Not Yet Received unit
Creating a quote and or deal for a Not Yet Received unit is exactly the same as it is for a regular instock unit
Start by selecting the Major Unit Sales tile and select “Add” or “New Quote”
Select or add the customer.
Select the unit you wish to add to the quote, note that the unit selection screen shows you if the unit you are selecting has or has not been received:
- You can now treat the deal like any other, you can request service and or parts, set taxes, add fees, add F&I products, take a deposit and even print the paperwork.
- The only thing you can not do is Complete the sale, if you try to do this you will get a warning telling you that you can not complete the sale because the unit is not yet received
How to charge parts and or service to a Not Yet received Unit
This process is no different than with a regular instock unit.
Note: Once a Charge to MU Parts or Service invoice is created you will not be able to Delete a Not Yet Received unit unless you also void the invoice.
How to delete a Not Yet Received unit
If for any reason you need to delete a Not Yet Received unit you can do so from the MU Inventory Detail page as long as there are no associated invoices (Quotes, Deals, Charge to MU Parts / Service) if there are you will need to void all of these invoices before you can delete the unit.
How to receive a Not Yet Received unit when it does arrive
When the unit actually arrives and you are ready to receive it, locate the unit in your inventory list and select it.
From the Inventory detail page click the “Receive Now” button:
A “Receive Now” screen will come up with all of the required fields, if you had previously entered values in these fields they will already be filled out, if not you will need to fill them all in before you can proceed:
- The Receive Now screen includes the notes field from the MU inventory record so you can see any notes you may have added to the unit and also so you can add any additional notes.
- This screen also shows you any associated Quotes & Deals, this is important to confirm you are receiving the correct unit for a waiting customer.
- Once you have filled in and or updated all of the required fields click Save.
- When you click Save the accounting entries will be created for the unit being received into inventory.
- At this point your unit is now in inventory and you can complete a deal.
- Note: Once a Not Yet Received unit is received it is treated as a regular instock unit and can no longer be deleted.
- Note: If you have an existing Not Yet Received unit and you receive another unit with the exact same year, make and model you will be warned that you have a matching Not Yet Received unit and asked if you want to Receive the Existing Not Yet Received Unit or if you would like to continue Receiving an Additional Unit:
How Not Yet Received units show on reports
DX1 allows you to bring in Not Yet Received units so that you can advertise them on your website and create accurate quotes and deals but they are not considered inventory assets until you actually receive them.
For this reason, Not Yet Received units are NOT included in any of the Major Unit Inventory reports until they are actually received. This includes the Business Summary and DX1 Business Composite reports.
You can create quotes and deals with these units so they WILL be included in the Major Unit Active Quotes and Deals reports.
These units will show on your website so they WILL be included in the Listing Inventory report.
Instructional Video: