Creating a used unit

Summary

This article explains how to enter used unit stock details. Please see the additional linked articles depending on the method of purchase.

More Information

The definition of units includes (but is not limited to) motorcycles, cars, caravans, motorhomes, agricultural whole goods, ATVs and trailers. Once the records have been created, they can then either be uploaded to the Catalyst Findit website, linked to third party sites or just be on the database ready to be sold out to a customer.

Method of Purchase

• If you are buying this unit from a customer see How do I purchase a unit from a customer?.
• If this is a Sale or Return unit see How do I deal with sale or return units?.
• If this is a Part Exchange unit see Selling a unit#Part Exchange.

Creating a Unit

Go to " Unit Sales Add or Edit Units".

• Press <F6> to create a unit record.
• Press <F2> to get the next available stock number.
• Set the "New?" flag to 'N'.

With HPI Lookup

• If your system has been set up with HPI lookup, enter the unit Registration Number and click [Look Up]. HPI make a small charge for this service.

If selected, the additional options will provide a more detailed check but will incur additional charges.

• • If the lookup finds a matching model that will be used else it will create a new model from their information.
  • You can elect to update an existing model with details from HPI, provided you are sure this existing model code represents the same manufacturer model.
  • Unit information including Make, Model, Description, V.I.N., Chassis Number, Engine Number, Engine size will be populated following the lookup.

Without HPI Lookup

• Enter the unit Model or press <Ctrl+F1> to search through existing Model Codes.
  • Select the Model and click [Choose].
  • The default settings for that model will automatically populate various fields within the vehicle record.
  • Select a "Colour" if prompted.
• If the Model does not exist press <Shift+F10>. Follow this article for how to add a new code.
• The "Location" will be set to your default location. Only amend this if the vehicle is at a different location e.g. you are creating records for other branches.
• The "Status" will usually default to your 'In Stock' status.
  • If this unit is being created via a Unit Sales Order the status should show 'PPX' - Potential Part Exchange.
  • If this is a Sale or Return unit please see this article.

The status field will usually be altered by the system when the vehicles is reserved for a customer and when sold. See this article if you need to create a new status.

• Please ensure the "V.A.T. qualify?" and "Commercial?" flags are set correctly for this unit.
• If the unit is a caravan please ensure the "R.C. V.A.T?" flag is set correctly.

Press <F11> on any field to view the help for that field.

• Specify the "Unit type" from the drop down list.

Details/Dimensions

• Click the [Details] tab.
• At "Reg. Date", enter the date of first registration of the vehicle.
• Enter any other information that you might consider necessary, such as "Key number" and "Prev. Owners".

• Click the [Dimensions] tab if you wish to store such details.

Purchase

• Click the [Purchase] tab.

• Enter the "Supplier" account code or press <Ctrl+F1> to search for their account.
  • If you have not purchased from them before you will need to create their account.
• The purchase amount should be entered as follows:
  • For used units that are not V.A.T. qualifying, this should be the amount that you have given the seller for the unit.
  • For units that are V.A.T. qualifying but not commercial,you should enter the Nett figure for the unit, and the system will calculate and add the V.A.T. on top of this figure.
  • For units that are commercial, you should enter the Nett figure for the unit, and the system will calculate and add the V.A.T. on top of this figure.

For units with an "In Stock" status: If your system is using the Automatic Cost of Sales facility, the value you enter in the "Purchase Amount" field will prompt the system to Debit your Used Unit Stock Nominal Code (usually '71001') and Credit your Unit Accruals Nominal Code (Usually 'Z940'). Please Note: This posting will happen on your user date not the purchase date specified on the unit. When you post your purchase invoice to the Purchase Ledger this same nett value should be posted to your purchase centre which is linked to your Unit Accruals Nominal Code (usually centre 200). If you print a Purchase invoice i.e. for over the counter purchases, part exchange and sale or return units, the system will update the Unit Accruals Nominal Code via centre 200 for you.

• If there is any outstanding finance on the unit enter the "Finance Balance" and "Finance Company".
  • See this article to search for or create a new account.
  • Make sure you check the outstanding finance value before completing the purchase in case they have made repayments in the meantime.
• If you have checked the vehicle outside of Platinum you may wish to set the "Data checked?" flag to 'Yes'.
  • If you have not already done so, you can use the full HPI data check to see if the unit has been written off or is subject to any lien or finance of which the seller has not made you aware. Please be aware HPI do make additional charges for this service.

For help on what happens if a true value is entered see What effect does the true value figure have?.

If you have a purchase invoice for this unit you should post it on the Purchase Ledger as well as completing the purchase information on this tab. Do not print a purchase invoice from the unit record in addition to posting on the Purchase Ledger.

Features

• Click the [Features] tab.
• Select the relevant unit Type from the left hand column, which will then show only the features that are relevant to that type of unit.
• Select any features you wish to add.

See Adding new unit features.

Web Publishing

This tab records where this unit is to be listed on the web.

• Click the [Web Publishing] tab.
• Ensure that the "Catalyst Findit" box is ticked to enable the unit to be displayed on the FindIt Website.
• Click on the any of the other boxes if you wish for the vunit to be linked to the corresponding website.

Some checkboxes will be 'ticked' automatically depending on the specific details of the unit. The Catalyst FindIt checkbox is automatically 'ticked' for all units entered. With this flag set and in conjunction with the status, the unit will be uploaded to Catalyst FindIt.

Media

• Click on the [Media] tab.

Pictures

• Click on [Add File] and choose " Image Files" to select the location of the stored pictures for the vunitthat you are currently adding into Platinum.

Other types of file including documents etc. can also be added. unit record and select any of these picture to be the default picture which will always be shown against the unit.

See Getting the most out of your unit pictures on Catalyst FindIt, Adding pictures.

Videos

• Click on [Add Video] to select the type of Service hosting the video i.e. YouTube or Facebook.
• Enter the appropriate URL into the "Link" field.
• You cannot specify a default video but you can specify whether a video is to be published i.e. available for upload to a website.

Press <Esc> and [Accept] to save the unit record.

See also

• Creating unit models
• Creating a new unit
• Selling a unit
• What are the unit stock numbers starting at 90000000?
• How do I see a list of new\used units in stock?
• How can I upload units to my website?
• How do I print a unit data sheet?
• How do I purchase a unit from a customer?
• How do I deal with sale or return units?

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Keywords AND Misspellings

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Tags

VS01