How do I deal with sale or return units?

Summary

This article will explain how to enter 'Sale or Return' Units to your stock, how to exclude these from your own unit stock valuation and how to sell them.

More Information

Creating the Unit Record

Go to " Unit Sales Add or Edit Units".

• Press <F6> or click [Add] to create a new unit record.
• Press <F2> to get the next available stock code '(Automatically Generated number)'.
• Set the "New?" flag to 'N'.

• If your system has been set up with HPI lookup enter the unit registration number and click [Look Up].
  • The system will then contact HPI and fill in all the unit information including 'Make', 'Model', 'Description', 'V.I.N.', 'Chassis Number', 'Engine Number', 'Engine size' and much more. The HPI system will automatically create the unit models if they do not exist already in the system. Remember that HPI do charge for this service at a nominal rate.

It is advisable to do an "Include a Unit Data Check" as this will do all that mentioned above but will also notify you that if the unit has any outstanding HP, if the unit is a category write off via insurance, or if the unit has been stolen. You will not want to have any of this sting you in the tail. Remember that HPI do charge for this, but it could save you a lot of money and aggravation!

• Set the "Status" to 'SOR'.
  • If this comes up with 'Status not found', press <Shift+F10> to create the status. Make sure to set the "In Stock" status on the [Settings] to 'Yes' to ensure that the unit gets uploaded and Advertised on Catalyst FindIt.

• You will now need to fill out the remainder of the unit details if you have not used the HPI Lookup option.
• Remember to add unit features and Pictures.

Purchasing the Unit

• As this is a 'Sale or Return' unit, you will not purchase it straight away as you would any other used unit on the system. However in order to sell the unit, you must enter the price you have agreed with the vendor into the "Purchase Amount" on the [Purchase] tab of the unit record. This is so that when the unit is sold the system can calculate the correct margin VAT.
• You should enter the 'Vendor Details' on the "Supplier:" field. You may need to create a new supplier record for this.
• You can exclude the unit from the value of your stock by setting the "Value excluded?" flag to 'Yes' so that when you run the Valuation report the unit will not be included.

Selling the Unit or Return it Back

• If you sell the unit you would do so in the same fashion as you would sell any other unit. You must check that the "Purchase Amount" is still correct - if you have had the unit for some time, its value may have changed.

Remember - You must purchase the unit in stock by pressing <F2> on the [Purchase] tab on the unit record.

If the vehicle has outstanding finance don't forget to pay the finance company and post the payment made, against the purchase invoice, on your purchase ledger.

• If you return the unit back to the customer, you will need either to change the status of the unit to indicate that it is no longer on site, and you should make sure that the [Purchase] tab information has been removed. You should add a note against the unit to indicate that it was returned to the vendor.
  • In certain circumstances, you may want to delete the unit, but we would not recommend this.

See also

• Creating a new unit
• Creating unit models
• Adding new unit features
• Adding pictures
• How do I get a valuation of unit stock?
• Selling a unit

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