Create Vehicle Inventory

Vehicle Inventory is used to identify the unit you are selling.

1. Navigate to the Sale Operations Tab and select New Inventory

2. Complete the Vehicle Inventory Form

REQUIRED FIELDS:  Stock #, New / Used / Demo, Year, Make, Model and at least one Itemized Charge. Entering more information makes it easier to search for the right unit, to meet your Customer's needs.

Stock # - The Stock Number is mandatory and must be unique.

Location - The Location can be assigned using the drop-down list. Click the icon to the right of the location to displays a vehicle history. The history will show when the inventory was moved from one location to another, and includes From Location, To Location, Effective Date, and the Users name who moved the inventory.

DOL (Days on Lot) - The DOL is auto-calculated based on the Purchase Date, once entered, the DOL Field will populate.  

Vehicle Status:  Vehicle Status is defined in the System Setup Tab. A Vehicle Status can be manually selected, however, EverLogic automatically updates the Vehicle Status based on certain actions performed. 

  • If entering in new inventory using the New Inventory PO option, the Vehicle Status is automatically set to "On Order".
  • Once a Deal is "Washed", the Vehicle Status is updated to "Sold".

IMPORTANT:  If a Deal gets cancelled. be sure to Cancel Deal "Undo Sale & Restock" Inventory

NOTE:  You can add additional Vehicle Statuses on the System Setup Tab.

The boxes below will display based on these three transactions;

  • If the Vehicle is marked as "Sold", the Customer's Name and Sold Date will display in the box on the top-right and the Deal number will display in the box on the bottom-right.

  • If the Vehicle is a Trade Unit, the Customer’s Name and the date the trade was placed into inventory.


General Tab

  • General Information
    • NUD - Defined as New / Used / Demo is a required field.
    • Vehicle Type – Is user defined in the System Setup Tab.
    • Year - Year the Vehicle was manufactured, is a required field.
    • Make - Make of the Vehicle is a required field.
    • Model - Model of the Vehicle is a required field.
    • Model # / Trim - Code can be keyed to describe the specific Vehicle. 
    • Body Style Code - Code can be keyed to describe the specific Vehicle. 
    • Primary Serial # / Secondary Serial # - Two fields are available to enter the Vehicle VIN Numbers
    • Selling Price (MSRP) - In a quote populates the field Selling Price. MSRP can be overridden in the quote on the profit tab.
    • Date Expected on Lot - Specify the date the Vehicle is expected to be available on the lot.
    • Purchase Date - Select the date the Vehicle was purchased. The DOL is calculated based on the Purchase Date. 
    • Package Code - Some units may be sold as a package, ie a boat, trailer and  motor. It is recommended that the Package Code be at least three characters. When adding packaged inventory to a deal, the Package Code is used instead of the individual Stock Numbers.
    • Show Online - Check this box to show this unit on the Dealership Website. We send "In Stock" vehicles to Trailer Central daily, at approximately midnight.

  • Description (The Description Information is optional, however, if entered, can be displayed on the window sticker and various reports.)
    • Exterior Color
    • Interior Color
    • Fuel Type
    • Odometer
    • In Odometer
    • Chassis
    • Length (can be displayed using a decimal point)
    • Width (can be displayed using a decimal point)
    • Cylinders
    • Square Footage
    • Sleeps
    • Slides
    • Condition can be selected using the drop-down menu.
    • Weight
    • GVW (Gross Value Weight)

  • Vehicle Itemized Charges

WARNING:  DO NOT open new ROs on the sold unit until deal is washed & posted. 

    • If there are any open Repair Orders on the vehicle / unit, the number of open RO’s will display. Click the Open RO Button to view the Open Repair Orders attached to the unit. 

1. Click the New Item Button

2. Select the Type, using the drop-down list

      • PP (Purchase Price):  Make a selection in the Type Field, a Description is required. Key the Dealership Cost in the Cost Field. The Vehicle Purchase Price will auto-populate in the Pur. Price Field on the right side, under the Cost Summary, used in accounting. Be sure to select the correct Vendor for accounting purposes.
      • AC (Add-on Cost):  Other Add-ons can be defined using the drop-down. Selecting the correct category is important for accounting purposes.

NOTE:  Internal Repair Orders can be added as an Add-on Cost to the inventory. 

VERY IMPORTANT:  The Vendor is required for accounting in QuickBooks.

  • Cost Summary
    • Purchase Price - Auto-populates from the PP items keyed in the Vehicle Itemized Charges.
    • Add-ons - Auto-populates from the AC items keyed in the Vehicle Itemized Charges.
    • Total Cost
    • PAC Adj - PAC can be a flat amount
    • PAC% - PAC can be a percentage %
NOTE:  PAC (Protected Against Commission) is the amount used to cover curtailment, interest payments, advertising and marketing, etc, while vehicle sits on the lot, prior to sell.
    • PAC Cost Total of Cost Summary


Administration Tab

There are no required fields on the Administration Tab. 

  • Purchase Order Information
    • EverLogic will automatically assign a PO#, if the unit was created using the New Inventory PO.
    • The Manufacturers Order # and Representative can be keyed. 

  • Floor Plan is a “line of Credit” or loan for the vehicle. Floor Plan Companies can be created in the System Setup Tab
    • Committed - agreement with floorplan company, some are the day of the order, others may be the day it arrives on the lot, based on the flooring company you use.
    • Floorplan Company - Make a selection from the drop-down menu.
    • Balance - Click the Balance Button to add detail. Select a Payment Type, date and key the balance amount, then click Add Balance. The balance will then be added to that field. The Floor Plan Balance can also be changed here.
    • Paid - Check the box, if the Vehicle is paid in full and select the date paid, otherwise these amounts will adjust as payments are made; payments amount will decrease and interest will increase.

NOTE:  If using Vehicle Inventory Form to enter Curtailment and Interest payments, they will show in the List Unposted Bills and Credits to be sent to QuickBooks. It is recommended to enter Curtailment and Interest payments from the Office Operations Tab on the List Unposted Curtailments / Interest.

  • Vehicle has a lien
    • Check the box and key the lien information available.

  • Tag & Title (record the Plate #, Temp Tag #, etc)

  • Misc Section
    • Parking Space
    • Rental or Titled
    • Specific Tire Fees
    • Specific Battery Fees


Pricing Tab

The title properties of the pricing categories can be changed; right-click and make necessary changes.

P1 - The MSRP is driven by the Selling Price, you cannot manually adjust this field. 

P4 - If the Dealership is set-up for EverLogic to send details to your website, this field will feed the Web Price to your website. This feed will happen with the info keyed in this fourth field, no matter what this line is titled.  

P5 - The Dealer can mark a unit down and not lose the original MSRP / Selling Price. Enter the Clearance Price and check the box.  

NOTE:  Formulas can be added, to auto-calculate the line amount, starting on the fourth; click the yellow box and key the formula; ie [//Pricing - MSRP] * .78.

  • Valuation If you do not use the Pricing Matrix you can manually key List, Retail and Wholesale prices. 

  • Cost Summary Review Amounts will auto-populate.


Pictures and Layout Tab

NOTE:  The photos will display on your website in the order shown on the Picture and Layout Tab.

Upload photos from file;

  1. Click the Add Button
  2. Locate the picture
  3. Click Open


    Description & Notes Tab

      • Vehicle Description - This field allows copy / paste function.
      • Private Notes - A private note will not display anywhere else in the system. 


    Toolbar Options

    • Save - To save changes to the Vehicle Inventory Form.
    • Delete - Allows the unit to be deleted from EverLogic. A Warning Message is presented, "This action cannot be undone". A Delete Reason of at least ten characters is required for the Delete Button to become active.

    • Print - Prints the Vehicle Description and Cost.
    • Email - Email is available, if the Dealership set it up and the employee profile is updated with their work email and work email password.

    • Documents - Allows you to Add / View Documents formatted as a PDF, JPG, or GIF

    • Print - Items available to print include;
      • Window Sticker - There are some control options to see Options and Descriptions, just Options or just Descriptions. The System Rule for ViewRule, is used to determine how the window sticker will look. 
      • Window Buyers Guide - Options to choose include Warranty or "As Is". Click Remember, to save the items selected for printing Window Buyers Guide on other units.
      • Purchase Order
      • Folder Label

    • Tools 
      • Potential Buyers - will list any customer to whom this piece of inventory has been quoted. Displayed are the Customers First Name, Middle Name, Last Name, E-mail, Home Phone, Work Phone, Cell Phone, Fax, Address line 1, Address line 2, City, State, and Postal Code.
      • Copy Inventory - A quick way to enter new inventory. Select the inventory that is most similar to  the new item. When copy is selected, new inventory is created. Reminds you to enter a new stock number. Update the VIN and add an itemized charge(s).
      • Barcode - prints barcode
      • Start New Quote - Start a new Deal Quote, with the unit automatically added to it.  
      • Start New Repair Order - A new Repair Order can be created, the unit will automatically added. 
      • Undo Sale & Restock - If the deal falls through, return the Vehicle to Inventory with the Status of "In Stock".





    Related Articles: 

    New Vehicle Purchase Order Form (Multi-Unit Ordering)

    Vehicle Cycle Count

    Adding PAC as a Default to Vehicles

    Mapping Vehicle Type in QuickBooks

    Enter Floor Plan Balance on a Unit

    How to Change the Floor Plan Starting Balance of Unit Inventory

    Correcting Curtailment Payment Keyed as a Negative Amount

    Cancel Deal "Undo Sale & Restock" Inventory