This article reviews the unit profile. This shows when you first select the Unit Inventory module, and allows you to search for existing units, manually enter units, and order units.
| Tools Menu | Unit Profile Tabs | |
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Unit Tools
The tools menu in the upper left of the window offers different options for unit management.
| Unit Transfer | Suggested Reorder | Reset Tab Order |
| Unit Purchase Orders | Tag & Title |
Unit Transfer
This feature allows you to quickly move units from one company and/or profit center to another, as well as set the accounts for the unit in the new location.
Suggested Reorder
This tool allows you to set minimum and maximum inventory levels and let the system suggest reorders based on an inventory plan.
Reset Tab Order
Since you can drag-and-drop the unit profile tabs into any order that you wish, you can also use the Reset Tab Order tool to reset your tabs to the default configuration.
Unit Purchase Orders
The Unit PO tool allows you to easily create and monitor purchase orders for your dealership's units.
Tag & Title
The Tag & Title Maintenance screen allows you to quickly view and update tag and title information for units.
Unit Profile Buttons
When you first open the unit inventory module, you will be presented with a blank unit profile. You can use the buttons at the bottom of the screen to add a new unit, search for an existing unit, and more.
Add
The add button is used when entering multiple new units into inventory. Please refer to the Add New Unit article for the steps to enter a new unit.
Delete Unit
You can choose this button if a unit was added in error or you wish to remove it from inventory, as long as there are no accounting transactions for the unit. If there are accounting transactions for the unit, you will be unable to delete it.
Previous / Next
Once you have searched for units and chosen to view a single unit, you can use these buttons to navigate between unit profiles in that list.
Search
Clicking the search button will open a vehicle search window. There are a lot of different options to choose from on this window. Each selection that you make will further narrow the resulting list of units.
List
Once you have searched for units, you can view the list of results by choosing this button.
Alert
The alert button opens a screen to allow you to enter a message that will open each time the unit record is opened from anywhere in the Infinity program.
Copy From
This button is just one of the ways that you can copy from an existing unit to make a new unit.
Save
Use this button to update the unit record after you have made changes you wish to keep.
Cancel
Select this button to not make or save changes that have been made on the unit.
Exit
Choose the exit button to close the unit inventory module.
Reports
Clicking the report button will open the reporting module. Any access permissions for the logged-in user will apply.
Window Sticker
Choose the window sticker button to open the reporting module, opened to the window sticker reports. Any access permissions for the logged-in user will apply.
Unit Profile Tabs
These tabs can be hidden by changing permissions for your users. You may also designate a specific default tab to open when accessing a deal record. You may also drag-n-drop the tabs to set the order that they will show.
Unit Type Tabs
The specific unit type tabs allow you to enter information about the unit. If you click through these tabs (Auto, RV Motorized, Travel Trailers, Motorcycle, Utility Trailers, Mfg Homes, Bus, Class 8 Trucks, Fire Truck), you can see that there are common fields for each unit type like the GVW, length, and width. Your business may not show all of these tabs.
Financial Tab
The Financial Tab offers sections for all financial parts that affect the unit. The purchasing section information will fill in automatically if the unit was a trade from a deal or ordered using a Unit PO.
The pricing information section displays the MSRP, Selling Price, and PAC amount or percentage. The Addons / Repairs field reflects any parts or accessories added to the unit.
If this unit is floored, the flooring / cost info section allows you to view relevant flooring information. This information can come from the Floorplan tab or reflect transactions made on the unit, like Curtailments.
The GL accounts section is important when adding a new unit. There must be GL accounts in the Sale Acct, Inventory Acct, Cost Acct, Floorplan Acct (if applicable), and Additional Cost Acct fields.
The other info section offers space to enter Book Values, both high and low. The Deal # will show the deal that the unit was sold on.
The vehicle transactions section reflects parts added to the unit with ROs and other financial information for the unit.
To print a list of the vehicle transactions, select the Print Trans. button. View ROs by selecting the View Repair Order button. You can add transactions to this section by using the Add Transaction button.
The unit accounting transactions section reflects financial information that was added to the unit. For example, the unit's purchase date will show in this table as the Date of Purchase.
You can add transactions to this section by using the Create Transactions button to create the initial purchase/floorplan entry if the price has been changed. Use the View Entry button to open accounting transactions.
View ROs by selecting the View Repair Order button.
Consignment Tab
The consignment tab shows all the consignment information in one place.
Checking the consignment checkbox allows this unit to be added to inventory without creating accounting purchase transactions. Make sure this box is checked on all consignment units.
The consignment amount is the amount to be paid to the consigner once the vehicle is sold, before any service work has been completed.
The Purchased From # is the consigner’s entity number. Consigner’s Name and Contact fill out automatically once the entity number has been added.
Accessories Tab
The accessories tab is where any accessories on the unit are reflected.
You can add accessories to a unit from this tab by selecting the Add New button. This will allow you to search for and select one or more accessories. If your business will be installing these accessories, you can click the Create New Service Ticket button to create an RO for your service team to perform the installation.
Service Tab
The Service tab shows you the internal repair orders for this unit. This is helpful for inventory or sales managers to see what the true cost of the unit will be.
The document column shows the repair order number. If there are multiple jobs, they are all displayed here. The status column shows if the repair order is Open or Closed. Open repair orders are still being edited by the service manager, so the unit cost might change when they close. Closed repair orders have already been finalized, so they are unlikely to change.
You can double-click on the document to open it. This allows you to view more specific information on the repair order, such as part numbers or mechanic name.
Customer Tab
The customer tab displays all customer information that applies to this unit in one convenient place.
The Purchased From # is the entity the unit was purchased from. On a trade-in unit, the purchased from will be the customer who brought the unit in as a trade. On a consignment unit, the Purchased From is the consigner’s entity number. For a new unit, the purchased from is the manufacturer's entity number.
Once the unit is sold, Sold To and the other fields will be filled out automatically.
Internet Tab
The internet tab shows special information that could be transmitted to your website via an automatic feed.
Motility will usually send the Make and Model in the feed, but if your web provider is not compatible with your makes and models, you can set up Internet Make and Internet Model to be used for the feed.
The Display on Internet checkbox allows this unit to be included or excluded from the web feed. Internet Class is used by some web providers to group units for publishing. For example, Internet Class could be used to group Motorized and Towable. This may be easier for the web than figuring out what all the unit types mean.
The Internet Grid button lists all units with the Internet Information editable without needing to open each stock number. On the Internet Grid, the “Display on Internet” checkbox is in the “Send” column. In Single Update mode, you can change each unit individually. In Multi-Update mode, your changes will be applied to similar units.
Image Tab
The image tab allows images to be uploaded from a flash drive or digital camera to Motility. These images can then be uploaded to your website as part of the inventory feed. Infinity supports .JPG and .JPEG file types for images.
Motor Tab
The Motor Tab has everything needed to document a loose motor that has a stock number.
Usually the motor tab is used by boat or marine dealerships that also sell loose motors. In any case when a motor can be moved from one unit to another or bank keeps the inventory and floorplan balances separate, the motor should get its own stock number.
Tasks Tab
The tasks tab is used by management to assign tasks to an employee. Tasks can be created by management and assigned to an employee from Unit Inventory. For detailed information about creating and assigning tasks, please refer to the Tasks article.
Adding a task from within a unit profile adds the stock number to the task automatically.
Floorplan Tab
This tab allows for floorplan information to be entered.
Setting the Floorplan Status allows the inventory manager to run reports based on the status of the floorplan. The Floor Plan Co. is visible on the financial tab. This is the entity number of the floorplan bank and the Floor Acct. is the GL account where this unit appears in accounting.
Floor Plan Interest populates with the estimated interest or the actual interest if the Floorplan Interest Check Type is used when paying floorplan interest. The Floorplan Interest settings can be modified in the App Settings. This is where the interest rates used to estimate floorplan interest are located. (You will not see an estimate until Interest Free Until has a date entered.)
Marine Tab
This tab allows a Boat, Motor(s), and Trailer to be sold together as a package. The marine tab collects fields like the Ship’s Name, Hull Construction, and Propulsion with standard unit fields like Length and Weight.
Tow Vehicle Info
This section allows the tow vehicle information to be added. A Tow Vehicle is usually the truck towing the boat.
Trailer Information
Trailer Info holds details about the trailer under the boat. If your company sells the boat and trailer as one piece of inventory, you can skip the stock number. If the trailer is separate from the boat in accounting, you will need to add the trailer to inventory separately and enter the stock number here. This allows for a separate floorplan balance to be tracked for the trailer, and it allows for the trailer’s asset value to be tracked individually. Deal Desking allows the boat and trailer to be taxed separately without having a stock number.
The Motor 1 and 2 Information
This section has the motor information on the boat. Just like the trailer information, if your company sells the boat and motors as a single piece of inventory, individual stock numbers are not required for the motors. In this case you can enter the motor information without a stock number. However, if the motors have a separate floorplan value, you should add a stock number for each motor and enter the stock numbers here. This also allows for the motors to be swapped between units or sold separately.
Customizations Tab
Customizations are things you need to track that are not available on any other tab. For example, if you want to see which units include Patio Furniture, you can add that under customizations. However, Number of Slideouts is already available on the Travel Trailer tab, so no customization is needed.
This should not be confused with the Custom Tab which allows standard and custom fields to be arranged onto a custom tab.
History Tab
The history tab shows every change made to a unit.
It shows the user account used to make the change, the old value and new value, all sorted by date and time.
Sales Cost
The sales cost tab allows you to input different cost amounts than on the financial tab. You can designate to use these costs when this unit is added to a deal by selecting the option in company settings.
Custom Tab
The custom tab on the unit profile can be designed to only show the fields you wish. This can be helpful when you want to restrict what a group of employees can view, by only allowing access to this tab, using security permissions.
Rental Tab
If your business offers rentals, the rental tab allows rental-specific information to be entered.
Rental Classes are set up in the Rental Module and usually determine the pricing of the unit on a rental agreement. The Fuel Gallon Capacity is used for documenting fuel return charges on the agreement (only for Motorized units).
Prep Days keeps the unit from being available for the listed number of days prior to the start of a reservation, while Post Days keeps the unit from being available for the listed number of days after the return date of a reservation.
Days1 through Days6, Hourly, Weekly, and Monthly fields allow you to set specific overrides of the rental rates inherited from the rental class.