User tip: Foreign vehicles cannot be "sold". To remove them from your fleet, they must be rented back with a RA or shuttled back with a Non-Rev Movement to a foreign location. The Purge Vehicles program will purge foreign vehicles that are not currently at an owned location (as long as they are not still referenced on a RA.) See exception at the end of this chapter.
User tip: Users of shared systems (ones that operate in a multi-company environment) cannot sell vehicles that don't belong to them. For example, a licensee cannot "sell" a corporate vehicle or another licensee's vehicle. In order to use this program, your operation must own the vehicle.
To access the Sell A Vehicle program, type SELL (RET) at any menu "OPTION:" field or the appropriate line number on the Fleet menu.The screen will then display:
| OPTION: SELL A VEHICLE 1. Vehicle 2 Status License Make Model VIN Cap Cost Curr Value Balance due Legal owner Ground Odom Ground Date 3 Sale date 04-12-04 4 Sale price 5 Sold to 6 Odometer 7 Location 8 Payoff code 9 Notes 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. VEHICLE |
Enter the vehicle unit number of the vehicle that was sold. EXAMPLE:Type 9004 (RET) Note: In order to sell a vehicle, the posting company of the vehicle's owning location must match that of the user's location. This is part of the firewall logic for use of a shared system. If an attempt is made to sell a vehicle from a different company, the following message displays:
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2. STATUS |
Enter a single letter Vehicle Status Code. To mark the vehicle as "sold", enter "S". Another "sold type" status, such as one that has been created for pending sales, can also be used. But only statuses that have had a Vehicle History Service Code assigned to them in Service Code File Update can be used. A setting in the status record controls which users may place a vehicle into that status. Users who have been assigned a lower access level than the one required will receive the following message if they attempt to use a status that is protected:
EXAMPLE: Type S (RET) |
The next group of unnumbered fields displays information from the vehicle record:
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LICENSE |
License plate number |
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MAKE |
Make of the vehicle |
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MODEL |
Model Code of the vehicle |
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VIN |
VIN number of the vehicle |
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CAP COST |
Initial capitalized cost of the vehicle |
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CURR VALUE |
Current book value |
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BALANCE DUE |
Balance due on the loan |
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LEGAL OWNER |
Lender |
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GROUND ODOM |
Grounding odometer |
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GROUND DATE |
Grounding date |
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3. SALE DATE |
Using your selected date format, enter the sale date of the vehicle. EXAMPLE: Type 021304 (RET) |
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4. SALE PRICE |
Enter in dollars and cents the amount received from selling this vehicle. In the case of buy back vehicles, this field may be left blank. EXAMPLE: Type 5000.00 (RET) |
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5. SOLD TO |
Enter up to 25 alphanumeric characters to indicate the party that purchased the vehicle. EXAMPLE: Type SO. COAST WHOLESALERS (RET) |
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6. ODOMETER |
Enter up to 6 numeric characters to indicate the odometer reading at the time of sale. EXAMPLE: Type 32653 (RET) |
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7. LOCATION |
Enter up to 6 alphanumeric characters to indicate the last location this vehicle was at prior to being sold. See "User tip" below. EXAMPLE: Type LAX (RET) User tip: Because sold vehicles are kept in the Vehicle File after the date of sale until purged (see the chapter on Purge Vehicle File), this field has an important impact on some fleet reports and utilization reports. As an example, assume that a minivan was rented primarily by location TUS. When the minivan was transferred to the sales lot, the status was changed to "P" (pending sale) and the location was changed to SALES (a non-renting location representing the sales lot). When the vehicle was sold, the sale was recorded in this program, Sell a Vehicle. Let's follow two scenarios:
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8. PAYOFF CODE |
Enter a single alphanumeric character to flag this vehicle for loan payoff. See the chapter on the Vehicle Payoff Report for a further discussion on the use of this field. EXAMPLE:Type P (RET) |
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9. NOTES |
Enter up to 20 alphanumeric characters to record other data relating to the sale of this vehicle, such as Sale Contract number, auction batch number, etc. EXAMPLE: Type SC# 178932 (RET) |
The screen will then display:
| OPTION:.. SELL A VEHICLE 1 Vehicle 009004 2 Status S License 2DFK671 Make FORD Model ESCORT VIN 1P4FH5036JX249109 Cap Cost 10112.00 Curr Value 5546.30 Balance due 4811.30 Legal owner FRACS Ground Odom 35000 Ground Date 02-05-04 3 Sale date 02-13-04 4 Sale price 5000.00 5 Sold to SO. COAST WHOLESALERS 6 Odometer 32653 7 Location LAX 8 Payoff code P 9 Notes SC# 13456677 1SAVE 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.
MESSAGES
A field in the Edit Miscellaneous Control File can be used to enter a number of days that is used to compare the vehicle's grounding date with the sale date. If the difference between the dates is greater than the number of days entered in the Edit Miscellaneous Control File, the following warning message will display on the screen:
SALE DATE DIFFERS FROM THE GROUND, PROCEED? (Y/N)
Answering "Y" continues the save of the sales data.Answering "N" aborts the save and data entered may be changed.
CORRECTING A VEHICLE THAT WAS SOLD BY MISTAKE (Removing a vehicle from Sold or a 'sold type' status)
To correct a vehicle that was sold by mistake (or that was placed into a sold-type status and needs to be placed in another status), use the following procedure:
1. Pull up the vehicle record on the Sell A Vehicle screen by entering the Vehicle number into Field 1.
2. Without entering any other data, press F1 to re-save the record.
3. The program responds with the following question at the bottom of the screen:
IS THIS AN 'UNSELL'?
Answer:
Y = To correct a vehicle sold by mistake (unsell it).
N = To cancel the request to unsell a vehicle.
4. If Y is entered, the following prompt will appear at the bottom of the screen:
ENTER TYPE 'N' STATUS __
Enter a "Not-Available" Type Vehicle Status Code for the vehicle and then press RETURN.
User tip: The Status Code that is entered must be defined with a History Service Code in its record. And the corresponding Service Code must exist in the Service Code file.
5. The system then clears out all sales related fields in the vehicle record and changes the status of the vehicle to the Status Code entered in Step 4 above. The only field that is not corrected is the current odometer. If a correction of that field is necessary, the change must be made through the Vehicle History Update program.
NOTE: If your employee code has not been assigned a Menu Type which has the authority to unsell vehicles (as governed by the Security Level field of the Vehicle Status Code record for status "S"), the following message appears at the bottom of the screen:
STATUS CHANGE NOT ALLOWED DUE TO SECURITY LEVEL
User tip: In order for users to have the ability to sell a vehicle regardless of owning location, the GVT record "CDA" must be set up. (Contact Thermeon's Customer Support Dept. for more information about this.)
User tip: Once the vehicle is Unsold, the current status is now unavailable. Use MAKAVL - Make Vehicle Availale program to change the status.