There are two ways to add Used Units:
- Purchasing - Buy adding a Used Unit in Items > Stock Items > New. Make sure the Type: 'Used Unit' is selected and select OK
- Trade-Ins - Trade-Ins can be entered when selling a Unit and selecting the Trad-In option. They can also be entered by selecting the 'Adding a Trade-In' option in Sales > Options (For multiple Trade-Ins and Trade-Ins when not selling a Unit)
Entering Used Unit details
- Confirm the Contact for the person you are buying the unit from
- Confirm the Unit you are purchasing. If the unit is already registered to that contact it will show. If not enter the Reg/Ref No in 'All Units', this will check if we have sold or worked on it before. If the Reg/Ref is not found you should enter the main Model name so it can create the details from the Model Template. If the Model Template is not found we should create a new Model Template
- Confirm the Used Unit details. Please see Used Unit Schemes for the correct Tax rate
- If the unit is on Consignment tick the Consignment option. See Consignment Units
- If there is Finance Settlement on the Used Unit select the Finance Settlement option and enter the Finance Company and the amount of Finance Settlement. See Finance Settlement
There are two steps to adding New Units to Evopos.
- Creating a Stock Item for a Model Family - (you only ever need to do once per Stock Item / Model Template)
- Ordering and Receiving New Units - (Each time we Receive an order with new units, we are prompted for individual details such as VIN)
Creating a New Unit Part Number
If you have already created a stock Item for a Model family you can skip straight to Ordering and Receiving the New Units
Each new unit Part Number will be linked to a unique Model Template. You should have sufficient Part Numbers so you can have a 'History' for re-ordering etc. For example you would not normally have different Part Numbers and Model Templates for different years as we would want to see the History over more than one year. The actual models can vary for a given Model template. A Model Template also has a 'Type' defined (Bike, Boat, Car, Trailer, etc) which can control which fields are displayed.
If combined sales history for a model is not important you could have a more generic part number and model template. For example there may be hundreds of models of Chainsaws which could go under just one Model Template called 'CHAINSAW' with a part number called '.NCHAINSAW'.
If you do not need the Unit details for Jobs or a Used Tax Scheme you could use a Standard Stock Item and set an 'Action' to prompt for a Serial Number when selling.
Part numbers for New Units are normally made up by the prefix .N (Dot N) followed by the model family name. For example .NCBR600 for the model: CBR600. This way we can find all New Units by just entering '.N' or all the New Units with a model starting CB by entering '.NCB'
Normally we would have a Part Number for a whole model family, eg: covering all Years, as we can then see the history over time to judge the optimum re-ordering quantities.
Note: Try to make sure that there is no gap or hyphen between the .N and the start of the model name as it can make it difficult to match it with a model template.
- Go to Items >> Stock Items and click New in the left hand menu to bring up the Create New Stock Item Window.
- In this window, tick UNITS (New) and type in your new unit part number (.N<MODEL>) in the Lookup Number field, then click OK. Note: If you do not tick UNITS (New) then Evopos will not know that you are inputting a Unit and will not prompt you to enter the Model Template. You can do this later in the General tab
- The Contacts screen should then appear, prompting you to select a Purchase Contact. Search for the name of the Unit's supplier and double-click the record to continue further. Note: If the Contacts screen doesn't appear, then you have not selected UNITS (New) as above. Please abort and begin the procedure again)
- If you have entered a .N Part Number with an existing Model name, Evopos should automatically select the correct model template. If it is not found you can create a new model template. The Model Template record should only contain data that is relative to most models, for example Make and Size, Note: if the VIN normally starts with the same first 5 digits you can enter these to save re-typing each time. You can enter the Model Name to select the Model Template for the stock item. There must only be 1 stock item per Model Template.
- Ensure that the template details are correct and click the Return button.
- You should now be returned to the Stock Item screen where you can confirm standard details for that Unit such as Cost and Sell Prices (The prices on the individual Unit Sales Details will be used if different. Also: Category, Brand, Location, etc.
When the Unit Part Number has been created, we then have options to take special orders and produce Purchase Orders.
Ordering/Receiving New Units
To check a Stock Item for a New Unit has been set up correctly select the 'General' tab and ensure the 'Type Code' is set to 'UNITS (New)' and the 'Model Template' is set to the correct Model Family. Also make sure you do not have more than 1 stock item linked to the same Model Template.
The process for ordering and receiving New Units is slightly different to Standard stock items.
During the process, you will be prompted to input unique unit identifying information such as VIN, Serial No, Colour, etc. You only have this option when you are receiving Items that have been selected as UNITS (New) during their initial creation.
The process of creating the New Unit Part Numbers is explained in the Creating New Units topic. Please read this topic first if you want to add Units to the system.
(Note: Unlike Standard parts, you cannot create Unit Part Numbers from within a Purchase Order)
Create a Unit Purchase Order
- Go to Items >> Orders and click New in the left hand menu
- You are greeted with the Contacts screen. Search for your supplier and double click their name record. This will specify who you are buying the Unit from.
- Under the Lookup No column, on the first row, type the .N part number which applies to your Unit. (For example, .NCBR600). Press Enter and it will be added to the order screen.
- Now change the Order Qty in the Order column to determine how many of that Unit you are adding to your stock.
- Now click Order on the left hand side. This will save the order to be received at a later date
Note: You can click Auto- Receive before you click Order if you want to add the Units into stock instantly.
Receiving a Unit Purchase Order (Putting Units into stock)
- Once you have Created a Unit Purchase Order, you can access it again by navigating to Items >> Orders, then finding it and double clicking it to re-open it.
- Click Auto-receive to update the received quantity column.
- Click Save (or Order).
- A series of pop up windows will appear, the first one is to print or send the purchase order. Click OK to print, or Cancel to skip it.
- The second window allows you to add a supplier invoice number and other costs. Either input this information, or click OK to skip it.
- The third window only appears if you have selected New Unit when creating the stock item. This is where you can add the unique Unit information, such as serial number, VIN number, Cost and Sell price etc. Click OK to continue once you are happy with the information.
- Note: Don't worry if you skip this stage, you can edit the unique information after the order process by going to Items >> Units >> Main Detail.
- If you have received more than one model of Unit on one Purchase Order, the Confirm Unit Details window will appear again for each model, simply continue to add the unique information, or skip if you want to add it later.
- The fourth pop up allows you to print a Good Received Note.
- The fifth pop up allows you to print stock labels if you have a label printer set. Without a label printer, this window will not appear.