Order Units

Units can be ordered on their own or as part of a deal. Unit purchase orders are used to order new units and allow you to enter the unit information during the order without having a stock number. This streamlines your process because when the unit is received, a stock number can be added, all the unit information will be added to your inventory, and the payable created for either the supplier or the floorplan company.

Order Unit

Receive Unit

Write Check for Unit

Order Unit

1. To add a new unit purchase order, open the Unit Inventory module.
2. Click the New Unit PO button in the quick links menu on the left side of the screen. This will open a new Unit Purchase Order.

3. Search for and enter the supplier in the entity section in the upper left of the purchase order.
4. In the information section, enter the Floorplan Company if the unit will be floored. If the unit will not be floored, enter the supplier’s entity number.
5. Enter an entity reference number. This may be the invoice number for the order. This is used to search for this transaction in accounting.
6. If the unit will be floored, select a Floorplan account in the GL Account field. If the unit will not be floored, choose an AP account in the GL Account field. 
7. The status will begin as Not Ordered. This will update automatically as the order progresses through Not Ordered and Post To Acct. You can manually apply the statuses of Ordered and Fulfilled for more granular tracking, if desired. If needed, you can manually apply the Voided status to void the unit purchase order.
8. Optionally, you can enter an expected delivery date for when you anticipate the unit.

9. Enter the unit information. You do NOT need to enter a stock number - the system will automatically create a temporary stock number for you when you save the order. 
10. The lower section is for accessories. These will have their own GL accounts when this order is posted to accounting. Add each accessory that will be come pre-installed to the unit. If your dealership has accessory codes set up, you can add these by using the Code field. Otherwise, you can type in a description for the accessory. If there is a cost or price for the accessories, these amounts will add to the total amounts at the bottom of the window.

11. The Quantity field will automatically default to 1. You can update the quantity as needed.
12. The financial field selected will determine which field on the unit's financial tab will contain this balance.
13. If categories have been applied to the accessory, it will show in this list. If you wish to apply a category for an accessory, you can choose it in the Category dropdown.
14. Verify that the accurate cost and price is entered for each accessory. These amounts will add to the total amounts at the bottom of the window.
15. The extended cost and extended price fields will automatically populate with the accessory cost multiplied by the quantity.

16. Update the purchase order status to Ordered. This will open a popup message. Click OK to add a temporary stock number for the unit. This is usually "PO" followed by the unit purchase order number. 
17. Optionally, you can print the unit order by selecting the Print button in the lower right.
18. Click the Save button.
19. You can exit the screen by selecting the X in the upper right.

Receive Unit

When an ordered unit comes into your dealership, you will need to receive the unit purchase order. Anytime after you have ordered a unit, you can return to the unit purchase order to receive it into inventory.

1. Open the Unit Inventory module.
2. Under the Views menu on the left side of the screen, choose the Unit PO List option. This will open the Unit Purchase Order List.
3. By default, the unit purchase order list opens to the Not Ordered list. Click the Ordered button at the top of the screen.
4. Locate the unit in the list and double-click over the row to open the order.

5. Verify the cost and price of each accessory.
6. Update the MSRP % with your dealership's markup.
7. Update the unit status to the Fulfilled status. This will open a prompt for the new unit stock number.

8. If your dealership is using the automated stock numbering in MotilityAnywhere, choose the top option. Otherwise, you may select the second option and type in the stock number you wish to use for the unit. Either of these options will add the unit to your inventory.
9. Click the Save button. This will return you to the unit purchase order screen.
10. Optionally, you can print the unit order by selecting the Print button in the lower right.

Write Check for Unit

After a unit has been ordered, received, and posted to accounting, you will need to write a check for the payable created during the order. This payable uses the GL account listed in the upper right of the order.

1. Open the Accounting module.
2. Choose the Print Checks option from the quick links menu on the left side of the screen. Select the bank account to use for the check, and click the confirm button. This will open a window to view checks.
3. Select the Add button at the bottom of the window. This will open a new, blank check.
4. Choose the entity in the section at the top. If the received unit was not floorplanned, this will be the supplier. If the unit was floorplanned, this entity will be the floorplan company.
5. Change the check Type. If the unit was floorplanned, select Floorplan. If the unit was not floorplanned, select Stock Purchase. This selection will update the list of payables. Locate the unit within the list.
6. If you are making a partial payment, you may type the amount in the Pay Amount column. If you are paying the entire balance, click the Pay button to the far right of the row. This will create the accounting transaction rows in the table at the bottom of the window.
7. Click the Save button, then choose the Print button at the bottom of the window to print the check.
8. Choose the Exit button in the lower right when done. This will close the window.

Click here for more detailed information about writing checks.