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Making a Vehicle Purchase Entry

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You use the Vehicle Purchases entry screen to enter vehicle purchases. The vehicle purchase parameters you entered in the Accounting System Setup determine how the purchase posts to accounting. The purchases automatically post to the journal entered for the car line in the Vehicle Purchase Parameters in the Accounting System Setup. Generally, new vehicle purchases post to journal 70, and used vehicle purchases post to journal 71. Exceptions will be specialized journals you created for posting purchases. When you post the journals to the books, the system creates a vehicle inventory file for the vehicle. You can then view and edit the vehicle information using the Vehicle Inventory button on the Dealership Accounting menu.

Tip:  If you are purchasing a vehicle through Disbursements, you must enter the vehicle information using the Vehicle Information screen in the Inventory section of the Accounting module.


Tip:  The Invoices button allows you to pull vehicle purchase invoices from your manufacturer and automatically post them. Currently, this feature is available for Chrysler, General Motors, Honda/Acura, Nissan/Infinity, and Toyota/Lexus dealers. Click Invoices, and select your manufacturer. Refer to F1 help to read instructions about how to retrieve and automatically post the statements for the selected manufacturer.

Step 1. From the Dealership Accounting main menu, select Journal Entries. The Journal Entries menu will open.

Step 2. From the Journal Entries menu, click Vehicle Purchases to open the Vehicle Purchases screen.

Step 3. Type the stock number in Stock. Be sure to use a consistent stock numbering system. The system will display a warning if the stock number is active on another vehicle in inventory.

Step 4. In Line, type the line number and suffix for the car line to which you wish to add the vehicle. This is the line and suffix from the Vehicle Purchase Parameters. A list of lines automatically displays when the cursor is in the Line You can click the line you want to select. When you select the line, Year, Make, New/Used, and Dealer Pack fields automatically fill in based on the setup information entered for the line.

Step 5. In VIN, type the vehicle identification number. The system checks this entry for accuracy. The system warns you if you enter an invalid VIN. You can click the car icon next to the field to view the VIN decoding data. This provides detailed information about the vehicle based on the VIN. If information is found for the VIN, the system will automatically populate the Year, Make, Model, and Body fields.

Tip:  Autosoft integrates with a third-party vendor to provide VIN information. New VIN information is added once a month (typically the last week of the month), so you should make it a habit to run the VIN Decoder Update, located in the Web Software Update, monthly.

Step 6. Enter the Model Code, Model name, and Body style of the vehicle. You can abbreviate the body style entry.

Step 7. If the vehicle is new, type N in the New/Used If it is used, type U.

Step 8. The Received field automatically defaults to the posting date. You can edit this date as needed. This should be the date your dealership received the vehicle.

Step 9. On the right side of the screen, type the Invoice Number for the vehicle purchase, the Invoice Amount, the manufacturer’s Suggested Retail price, and the Internet Price.

Step 10. The first credit field at the bottom of the screen automatically populates with the invoice amount. Use the remaining debit and credit fields to enter the amount that should post for each item listed. If the general ledger account for a line did not automatically populate, you will have to type the account number in the G/L field before you can post an amount. As you enter debit values, the last debit line automatically adjusts. As you enter credit values, the first credit line automatically adjusts.

Step 11. When the entry balances, click Purchase Vehicle or Post Transaction. The Vehicle Information screen opens so you can enter additional information about the vehicle. The Stock Number, Holdback, Advertising, and Sales ACV (actual cash value) fields automatically fill based on the entries on the previous screen.


Step 12. Type the vehicle’s title number.

Step 13. Use the Memo field to type additional information you want to record. The field holds up to 25 characters.

Step 14. Type the vehicle’s mileage. This is important for used vehicles.

Step 15. Use the Keys fields to record the key codes. There are two fields to accommodate vehicles with separate ignition and trunk keys.

Step 16. Type the color of the vehicle and the color codes. There are two color code fields to accommodate two-toned vehicles.

Step 17. The In Service date is the date the dealership entered the vehicle into service for warranty purposes. This is an important date for the Service Department.

Step 18. Type the maximum weight capacity for trucks, the passenger capacity for cars, and the number of cylinders in the engine.

Step 19. In Source, type a description of where the dealership purchased the vehicle (factory, auction, trade, etc.).

Step 20. Use the Options fields to identify the options on the vehicle. You can use the manufacturer’s codes or abbreviations (AC, PS, TILT, etc.).

Step 21. In Dealer Prep, type the Dealer Prep amount for the vehicle. This value is used to determine the selling price of the vehicle, but it does not affect the general ledger.

Step 22. When you are finished entering the vehicle information, click Save (or press ENTER until you pass through all of the fields). The system will take you back to the Vehicle Purchases screen so you can enter more vehicle purchases if necessary.


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