CAMS 3 Wiki (FAQ)

Dealer Editing FAQ

1. Dealer Editing 
2. Permission
3. Contact Information
4. Business
5. Owner

Dealer Editing

Under Dealer Profile you can use the Dealers - Filters icon to filter which dealer types appear in the Dealer Profile application.  At the top of the Dealer Profile application, you’ll see 3 icons; The one you need is the funnel shape icon for filtering by Dealer Type and Status.

Select the Funnel shape icon > 'Dealer Type' > then select the types you want to see;

Public - Select if you wish to view all Public vehicle dealers

Pool - Select if you want to view all Pool vehicle dealers

Franchise - Select if you want to view all Franchise accounts

Independent -Select if you want to view all Independent Accounts

Select the Funnel shape icon > 'Status' > then select the types you want to see;

All - Select if you want to view All Dealers

Active Only - Select if you want to view Active accounts only

Off-Site Only - Select if you want to view Off-Site accounts only.

Edit Dealer button - This allows users to change Dealer Information.

Select

 'Edit Dealer'

 Click 'Save' when you have completed editing the dealer.

Note: Before issuing the Edit Dealer Order, ensure you have selected the dealer you want to edit and that your login has permission for the Edit Dealer order.

The Edit Dealer form has 4 groups of information to edit; Contact Information, Permission, Business, and Owner.

The Summary information:

Contact Information: The Business Address, Phone number, Email Address, and Dealership Logo Image.

Permission: Buyer and Seller Permission where you can add or remove payment methods. e.g. cash, debit, credit, checks, wire, etc.

Business:  This section the type of business the dealer is as well as what type of taxes are applied to this business.

Owner: Detail information of the Business Owner and Seller Check deductions

Streaming:  section is system generated no change can be made here.

Permission

Payment Methods

Select Payment Type for use in Seller Settlement.

Cash, Check,  Draft and Wire

Select Payment Type for use in Buyer Settlement.

Cash, Check, Credit,

Debit, Wire, P/M Order,

Draft, Floor Plan, TeleCheck,

Travelers Check, Cashier

Click 'Save' to Save.

Permissions

NA - No Buying and No Selling. The Dealer and its Reps will not be able to Register Vehicles for Sale or Check-in as a Buyer for any Sale.

Buy - Buying Only. The Dealer and its Reps may obtain a Bid badge through Rep Check In, although they will not be able to Register Vehicles for Sale.

Sell - Selling Only. The Dealer and its Reps may Register Vehicles for Sale, although they will not be able to Check-in as a Buyer.

Buy / Sell - Buying and Selling. The Dealer and its Reps may Register Vehicles for Sale as well as Check in as a Buyer.

Pre Reg - Pre Registration is used to indicate the Dealer Registration is incomplete and permission for Buying and Selling is not granted.

Marketing - Marketing is used to indicate the Dealer Registration is for Marketing purposes only and permission for Buying and Selling is not granted.

Exclude Mailing: Setting the 'Exclude Mailing' value to true (clicking the check box) will exclude this dealer from being included in the Mailing Label report.

Permissions are set at both the Dealer and Representative levels. The Dealer over-rides the Rep.

Note: Settings of NA or Buy will prevent any Vehicle from being ' Checked In ' to a sale.Contact Information

Change Address

Select the Address Type: e.g.  Business Mailing, Business Street, Main Office Street, etc.

Change Address Information

Click 'Save' to Save.

Add New Address

Select the 'Add Address’ button

Choose the Address Type: e.g.  Business Mailing, Business Street, Main Office Street etc.

Add Address Information

Click 'Save' to Save.

Change Phone Number

Select the Phone location: e.g. Office, Fax, Mobile, etc.;

Change Telephone Information e.g. 931-647-5555

Click 'Save' to Save.

Add New Phone

Select the 'Add Phone’ button

Select the Phone location: e.g. Office, Fax, Mobile, etc.;

Add Telephone Information e.g. 931-647-5555

Click 'Save' to Save

Business

Under the Business Section of Edit Dealer

Business Lines 

Options available for selection: New, Fleet, Factory, Rental, Used, Lease, Salvage, Repo, GSA, Finance, Wholesale, etc.

Business Details 

Select one of several types:

Business License

Dealer License

Sales Tax Certificate

Dealer Master Tag

Type the Business ID Expiration, Business ID#, and Business ID State.

When editing the Business Information, you can select any one of the types of Business structure:

Business Corporation

Sole Proprietorship

General Partnership

Limited Partnership

LLC-Sole

LLC-Partnership

LLC-Corporation

Etc.

Fill in the other fields:

Legal Name

Dealer Name

Federal ID Type - SSN or EIN (depending on corporation type)

Federal ID#

Country

Payee Name

Click 'Save’ to Save.

Insurance

Fill in the other fields:

Insurance Company

Insurance Policy#

Insurance Policy Expiration Date

Bonding Company Name

Bonding Policy Number

Bonding Policy Expiration Date

Bond Credit Limit

Resale Certificate

Resale Certificate Expiration Date

Owner

The owner section is where the Business Owners' info is entered.

Fill in the other fields:

First Name 

Middle Name 

Last Name 

Title 

SSN 

DOB 

Percentage Ownership

Click 'Save' to Save.

The Seller Check Deductions reflect the Auction's policy regarding which amounts are deducted from a Seller's check' versus those billed to the Seller's Accounts Receivable. The Dealer specific settings allow an Auction to have a different policy for different Dealers. Settings apply to any and all Seller Check issued to a Dealer.

Any charge, adjustment, or fee associated with a vehicle may be subject to Seller Check Deductions.

Selecting:

'Bill Selected to Account': means any selected charges, adjustments, or fees are guided to the account during Sell Settle.

‘Deduct Selected from Check’: means any selected charges, adjustments, or fees are guided from the account during Sell Settle.

Automated checks or wires may be set up for the individual dealer.

NOTE: Contact AMS support before setting this control to Automatic

Click 'Save' to Save.

Condition Report

Select the down at the following fields: choose the CRC template to use

Automobile 

Marine 

RV 

Powersports

Click 'Save' to Save.

This setting will determine which Condition Report Configuration (CRC) is used for a Condition Report. Through the use of the CRC; a Condition Report's content may be customized to meet the needs of a particular Dealer.

Dealers FAQ

1. Show Details
2. Dealer Order
3. Dealer Activation

Show Details Button

Show Details button: This button unhides hidden details about the Dealer selected.

Select

'Show Details'

Note: Before selecting Show Details, ensure you have selected the dealer you want to view.

Dealer Orders

Dealer Orders

On the right-hand side of the Dealer Profile Application, you can select and choose any of the following Dealer Orders to execute.

Adjustments 

Charges 

Edit Dealer 

Office Check In 

Pending Pick Up 

Pick Up 

Pre Registration 

Stock In 

Click the Order button to launch the application window.

Note: Before issuing any of these Orders - make sure you have selected the correct dealer.

Dealer Activation

Dealer Activation

Select Dealer Activation from the main menu to launch the wizard that is used to add a new Dealer account.

When the Dealer Activation wizard pops up you will be on the

Dealer Information Tab

Input the following to create the new Dealer.

Dealer Name (Name of the Dealership)

For the Dealer Type Please select from the Dropdown menu:

Dealer Type (franchise, Public, Pool, or Independent)

First Name

Last Name

For the Address Location field please select from the Dropdown e.g. Business street or Main

City 

State

ZIP

Country

Main Address

Check the Default checkbox to make this address the Default on this Dealership Account.

Phone: for the Location field select from the Dropdown e.g. Main, Business, Office, or Headquarters then type the number in the number filed e.g. 555-555-5555

Status: choose the status that best reflects the business

Allowed: The default is Buy/Sell however you can choose the permission you want the Dealership to have here.

Buyer and Seller payment method: Here you choose the method of payment this Dealershuseill used e.g. Cash, Check, Credit, Debit, Wire, etc.

Business Information Tab

Input the following under the Business tab for the new dealer:

Business ID 

Business ID# 

Business ID State

Business ID Exp. 

Business ID Issue Date

Type of Business Structures

Federal ID type

Federal ID#

Country

Dealer Name

Legal Name

Payee Name

Banking Information Tab

Input the following under the Banking Information tab for the new dealer:

Account#

Bank

Branch

Type of Account e.g. Checking, Draft, or floor

Representative Information Tab

Input the following under the Representative Information tab for the new dealer:

First Name

Last Name

Date of Birth

ID Type e.g. Drivers license, Passport, State ID, etc.

ID#

ID Expiration Date

ID State

ID Country

SSN#

Address type (For the Address if the representative has a different address you can use or you can use the Dealership Address as default for the Rep Account.)

City

State

ZIP

Country

Main Address

Phone Location (You can add Office number, mobile, or Home)

Phone Number

Email

Click 'Save' to Save an alert window will inform you that the new Dealer was successfully created

Independent Dealer Activation

Public Entity Dealer Activation

Main Menu FAQ

1. Vehicle Block
2. Vendor Profile
3. Dealer Profile
4. Sale Profile
5. Vehicle Order
6. Vehicle Management
7. Transportation and Service
8. Title Management
9. Payments and Deposits
10. Account Management

Vehicle Block

Select Vehicle Block Application>>

On the right-hand side Click the 'Sale Date' then ‘Lane’ you want this will launch the lane content in the middle window.

Lane Display

This part of the Vehicle Block Application which from the Main menu.

Select the Sale Date.

Select the Lane.

Select an unsold vehicle in the grid.

Select the "Display" on the top right of the screen.

Select 'On' from the menu 'Display' dropdown menu

TheLCDy will appear on the screen. This window should be dragged onto the 2nd monitor connected to the PC used in the Lane. As the vehicle is updated with Announcements or Current Bid information the LCDy will reflect these changes.

"Audio" Button

Setting 'Audio' on by clicking the 'Audio' button then the Audio setting menu will pop up.

On clicking the "Start" button will begin the recording of the auctioneer's voice. A feed from the PA (public address) system into the audio jack in the back of the PC is necessary.

Vendor Profile

Select Vendor Profile Application>>

Vendor accounts may be accessed, added, or edited through the Vendor Profile Application. Vendors are listed in alphabetical and customer number order. Each Vendor is assigned a Vendor ID.

The summary section contains Address and Contact Information. The grid will have accounting information when complete.

To view information regarding add/edit orders, click on the Vendor Account and then the Order Drop-down menu.

Add Vendor 

Main Menu >> Vendor Profile >> Select Vendor >> Add Vendor

Select the 'Add' order from the combo box of the Vendor Profile and click 'Complete' to launch the form.

Fill out the required fields outlined in red.

Complete Add Vendor form with the Details

Click on ‘OK’ to save

A Vendor ID will be assigned

And the bottom of the form you will notice some Tabs. Each tab corresponds to a Vendor service. A given vendor may supply more than one service. The checkboxes tell the application what services this Vendor is providing:

Insurance - Vendor's Insurance Company

Recon Service - Vehicle Reconditioning

Transportation - Transportation pickup and delivery

Parts Supplies - Parts Supplies

Repair Replace - Mechanical repair rates

Labor Rates – Mechanical body repair rates

See below for additional information on these services.

Insurance - Vendor's Insurance Company and Policy

Recon Services

Select the Service Charges, add the retail 'Price' and wholesale 'Cost' then click 'Save' to add the service to the list.

Transportation - Vendor's Pick-up and Delivery Service charges

Parts Supplies - Select the Inventory Location the Vendor will supply Parts for.

Repair Replace (Mechanical) - Add the Shop rate for Mechanical Repairs

Labor Rates - Add the Shop rate for Mechanical labor Repairs

Note: Vendors and vendor services appear in other parts of the application. Follow the links below for examples of how Vendors are used in Repair Orders and Transportation Orders:

Amend RO (parts, recon, mechanical)

Transportation Orders (pick up)

Edit Vendor 

Main Menu >> Vendor Profile >> Select Vendor >> Edit Vendor

Select the 'Edit' order from the combo box of the Vendor Profile and click 'Complete' to launch the form.

Make changes

Click on 'OK' to save when complete.

Dealer Profile

Select the Dealer Profile Application from Main Menu to access

Dealer accounts may be accessed through the Dealer Profile Application. Dealers are listed in alphabetical and customer number order. Customer numbers are assigned during Dealer Activation.  You may search for vehicles using VIN or the vehicle stock number (VSN).

The Dealer Profile is used to access information about the Dealer, Representatives, and Vehicles. The summary sections include contact information and the 'Show Details' button may be used to see the hidden information.

There are 5 tabs for each Dealer.

Dealer - The Dealer Tab shows 5 sections (Contact Information, Permissions, Business, Owner, Streaming)

Contact Information: Dealers' Business information as well as a logo

Permissions: Buyer/Seller permissions and method methods.

Business: Shows the kind of business the dealer is and the taxes that are applied.

Owner: Name and information about the owner and sellers check deductions

Streaming: System generated no changes are allowed here.

Representatives: Contains summary information about Representatives

Account: Displays a summary of A/R amounts for Dealers, representatives (s), and Vehicles that were Bought, Sold. Unsold from week to date and year to date, also Account Refund and Reverse Settlement.

Banking:

Dealers Banking Information

Vehicles: Contains Vehicles that have been Checked into a Sale or vehicles that are currently in the process of being finished or worked on. Under the Vehicles Tab, we have 4 categories.

For Sale:  Shows the vehicles that are for sale or checked in to a sale.

Inventory: Shows vehicles that are on-site or in stock as well as vehicles that are being transported or repaired.

History: Vehicles that are set to inactive are placed here as well as Off-site vehicles.

Purchased Vehicles: This shows the vehicles that were purchased you can filter by Representatives and Date range

If you want information about the orders or to track who does what and when simply click on the arrow sign on the selected vehicle to expend. In this example, we can that a vehicle was checked In on 8/30/2022 at 9:18:23 am by user System Action, and a Lot Sale was done by the same user right after.

Dealer Search

You can also do a Dealer search in the Dealer Profile Application.

Open Dealer Profile

Locate the Dealer Name Search Textbox on the left side of the screen.

Type in the name of the Dealer you are looking for

Sale Profile

Sale Profile application - a view of the Sale by Sale Type and by Sale Status. Each of the 4 sashes represents a Sale Type. To Open the Sale Profile Application you access it from the Main Menu.

Each Sale Type has  4 Sale Status buttons that are used to filter the display. The buttons are cumulative. Sale Status may be controlled or changed in the Auction Administration's Sale Tab. The 4 Sale Status Types are described below.

Sale Type

Consignment Sales

Open Sales

GSA Sales

Factory Sales

Sale Status

Created  - A Sale that exists but is not available for Vehicle or Buyer Check-In. 

Pending  - A Sale which is available for Vehicle and Buyer Check-In.

Current  - A Sale with Registered Vehicles and Buyers. 

Closed  - A Sale that has no Active Vehicles in it

The Sale Status is used to track the life cycle of a Sale.

Sale Details

The date in the Date column of the grid is the sale date. You may sort by any column heading. Click on a Date for detailed information on that Sale. Detailed information is presented in the 5 tabs below the grid.

Lane Detail

Registered Buyers

Registered Sellers

Run Numbers

Registered Guests 

Lane Detail

Select a Date in the top grid and the Lane Detail tab will populate with all the Vehicles for that Sale Date. You can choose a specific lane or All to display information on all the lanes. You can click the radial button (A) to view sales percentages by lane.

The statistics below the Lane selection show counts and percentage of participation by all vehicles in the sale. The grid below is a listing of the Vehicles that participated in the sale.

Click on a column heading to sort the grid in ascending order, and click again to reverse the sort order.

Registered Buyers

Select a Date in the top grid and the Registered Buyers tab will populate with all the Registered Buyers for that Sale Date.

The statistics show counts and percentages of participation by all accounts in the system at the time of the sale. This Sale has a 2% participation rate. The grid below this section is a listing of the Registered Buyers that participated in the sale. Click on a column heading to sort the grid in ascending order, and click again to reverse the sort order.

Note: You can also Reprint A Bidder Badge here

Select

Sale Date

Registered Buyers Tab

Next Find the Buyer by Name, Last Name, Bid ID, Customer Number, or Dealer Account in the Grid.

Click under the Reports on the right>>Administrative Reports>>Bidder Badge 

Registered Sellers

Select a Date in the top grid and the Registered Sellers tab will populate with all the Registered Sellers for that Sale Date.

The statistics show counts and percentage of participation by all accounts in the system at the time of the sale. This Sale has a 3% participation rate. The grid below this section is a listing of the Registered Sellers that participated in the sale. Click on a column heading to sort the grid in ascending order, and click again to reverse the sort order.

Run Numbers

Select a Date in the top grid and the Run Numbers tab will populate with all the Run Numbers for that Sale Date regardless of whether they are used or not.

The statistics show counts and percentage of participation of reserved vs. un -reserved run numbers. The grid below this section is a listing of the Run Numbers that participated in the sale. Click on a column heading to sort the grid in ascending order, and click again to reverse the sort order.

Registered Guests

Select a Date in the top grid and the Registered Guests tab will populate with all the Registered Guests and Drivers for that Sale Date.

Click on a column heading to sort the grid in ascending order, and click again to reverse the sort order.

Vehicle Orders

Vehicle Orders application - displays Vehicles that have a Run Number, in addition, all 'Active ' and 'Off-Site ' Vehicles are loaded into this application (regardless of Sale Date). The summary sections contain a selected  Vehicle's make, model, and state.

To Open the Vehicle Order application go to the Main Menu >> Select Vehicle Order

It is possible to Search for a vehicle according to VIN8 (last 8 digits of the VIN) or  VSN (6 digits). The application will find the specific vehicle and highlight it in the grid.

Select Sale Date and Run Number and the application will find the vehicle and highlight it in the grid. 

The grid displays Vehicles based on the combination of sash/button selection. The 4 sashes are:

In Sale

Un Sold

Settlement

Final

In Sale Section

In Sale Sash - (outlined in red) contains 4 buttons; each corresponding to a vehicle's State (2 digit indicator - outlined in red)

Checked In [CI]

This Vehicle State means the unit has a Run Number and appears in the Vehicle Block application ready for Sale. It also appears in the Vehicle Tab of the Dealer Profile application.

You may do a Re Run order to change the Run Number.

You may do a Roll Over order to change the Sale Date and Run Number.

You may do an UnSold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may do a 'Stock In' Order to move this Vehicle into Inventory.

You may do a 'Lot Sale' order to sell this Vehicle off the Lot.

You may also add a Charge or Adjustment.

You may do a Replace Seller order to swap the Selling party.

Re Run [RR]

This Vehicle State means the Vehicle has already crossed the Block and will be Re Run again. It will appear in the Vehicle Block application ready for Sale (again). It also appears in the Vehicle Tab of the Dealer Profile application.

Roll Over [RO]

This Vehicle State means the Vehicle was in a previous Sale and the unit has a Run Number and appears in the Vehicle Block application ready for Sale. It also appears in the Vehicle Tab of the Dealer Profile application.

You may do a Re Run order to change the Run Number.

You may do an UnSold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may do a 'Stock In' Order to move this Vehicle into Inventory.

You may do a 'Lot Sale' order to sell this Vehicle off the Lot.

You may also add a Charge or Adjustment.

You may do a Replace Seller order to swap the Selling party.

No Show [SH]

This Vehicle State means the Vehicle has never crossed the Block and was a No Show. It will appear in the Vehicle Block application ready for Sale. It also appears in the Vehicle Tab of the Dealer Profile application.

Un Sold Section

 

Un Sold Sash - (outlined in red) contains 4 buttons; each corresponding to a vehicle's State (2 digit indicator - outlined in red)

If Sale [IF]

This Vehicle is an If Sale or 'with-a-call' Sale and has a price the buyer is willing to pay (pending the approval of the seller). The offers back and forth between buyer and seller may be logged using the 'Edit Order '. This Vehicle also appears in the Vehicle Block application and the Vehicle Tab of the Dealer Profile application.

You must do an 'If Accept' order to finalize an If Sale.

No Sale [NS]

This Vehicle has crossed the Vehicle Block without a winning bid. It may have the Hi bidder and Hi bid amount but there is no deal. This Vehicle also appears in the Vehicle Tab of the Dealer Profile application.

You may do a Roll Over order to change the Sale Date and Run Number.

You may do an UnSold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may do a 'Stock In' Order to move this Vehicle into Inventory.

You may do a 'Lot Sale' order to sell this Vehicle off the Lot.

You may also add a Charge or Adjustment.

You may do a Replace Seller order to swap the Selling party.

If Down [ID]

This Vehicle has an If Sale offer which was ultimately rejected by the Seller. This Vehicle also appears in the Vehicle Tab of the Dealer Profile application.

You may do a Roll Over order to change the Sale Date and Run Number.

You may do an UnSold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may do a 'Stock In' Order to move this Vehicle into Inventory.

You may do a 'Lot Sale' order to sell this Vehicle off the Lot.

You may also add a Charge or Adjustment.

You may do a Replace Seller order to swap the Selling party.

Turn Down [TD]

This Vehicle was in Arbitration and was rejected by the Buyer with the approval of the Auction. This Vehicle also appears in the Vehicle Tab of the Dealer Profile application.

You may do a Roll Over order to change the Sale Date and Run Number.

You may do an UnSold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may do a 'Stock In' Order to move this Vehicle into Inventory.

You may do a 'Lot Sale' order to sell this Vehicle off the Lot.

You may also add a Charge or Adjustment

You may do a Replace Seller order to swap the Selling party.

Settlement Section

Settlement Sash - (outlined in red) contains 4 buttons; each corresponding to a vehicle's State (2-digit indicator - outlined in red)

Open Vehicle [OV]

This Vehicle state is a Sold Vehicle with no Buyer payment or a Seller's Check. Both sides (buyer and seller) of this deal are Open. This Vehicle may also be seen in the Vehicle Tab of the Dealer Profile with an OB for the buying rep and an OS for the selling rep.

You may do a Buy Settle order to receive payment from the Buyer.

You may do a Sell Settle order to issue payment to a Seller.

You may do an Edit Order order to change the Price or Bid ID information

You may also add a Charge or Adjustment.

You may do a Replace Seller or Replace Buyer order.

Closed Buyer [CB]

This Vehicle state is a Sold Vehicle where the Buyer has paid but the Seller has not been issued a check. This Vehicle may also be seen in the Vehicle Tab of the Dealer Profile with a CB for the buying rep and an OS for the selling rep.

You may do a Buy Settle order to receive payment from the Buyer, but only if there is an outstanding balance due to partial payment.

You may do a Sell Settle order to issue payment to a Seller.

You may also add a Charge or Adjustment.

You may do a Replace Seller or Replace Buyer order.

Closed Seller [CS]

This Vehicle state is a Sold Vehicle where the Buyer has not paid but the Seller has been issued a check. This Vehicle may also be seen in the Vehicle Tab of the Dealer Profile with an OB for the buying rep and a CS for the selling rep.

You may do a Buy Settle order to receive payment from the Buyer.

You may also add a Charge or Adjustment.

You may do a Replace Seller or Replace Buyer order.

Arbitration [AR]

This Vehicle state is used to show a Vehicle that is currently being Arbitrated. This Vehicle may also be seen in the Vehicle Tab of the Dealer Profile with an AR indicator.

You may do an Arb Accept order to finalize the Arbitration.

You may also add a Charge or Adjustment.

Final Section

The final sash - (outlined in red) contains 3 buttons (one is not used); each corresponding to a vehicle's State (2 digit indicator - outlined in red)

Closed Vehicle [CV]

This Vehicle state is a Sold Vehicle with a Buyer payment and a Seller's Check issued. Both sides (buyer and seller) of this deal are Closed. This Vehicle may also be seen in the  VehicleTab of the Dealer Profile with a CB for the buying rep and a CS for the selling rep.

You may do a  Departure order to make the VSN In Active.

You may do an  Arbitration order for the Buyer to dispute the Price.

Un Sold Settled [US]

This Vehicle state is an UnSold Vehicle. This Vehicle may also be seen in the Vehicle Tab of the Dealer Profile.

You may do a Buy Settle order to receive payment from the Buyer.

You may do a Departure Order.

Vehicle Management

Vehicle Management application - used as a 'Global' view for all Auction Vehicles that the auction possesses:

This application filters the listing by 3 Buttons with a + sign on the left.  (Active, Off-site, In-Active) are also used to further distinguish between different vehicle statuses.

There are 10 tabs of information for each Vehicle as outlined in red. The upper portion of the application summarizes vehicle and title counts for the selected Dealer; State Farm in this example.

Remarketing

Vehicle

Options

Sale

Seller

Buyer

Lender

Inventory

Images

streaming

Remarketing Tab

Remarketing - contains basic read-only information about Remarketing attributes.

In some cases, you may wish to allow a Fleet account to access its own inventory for viewing and reporting purposes. The Remarketing tab summarizes the most relevant information for their use.

Vehicle Tab

Vehicle Tab - contains basic read-only information about the Vehicle including:

Lights and Announcements

Mileage

Vehicle Options Group 1

Options Tab

Options Tab - contains basic read-only information about the Vehicle including:

Vehicle Options Group 2

Vehicle Options Group 3

Sale Tab

Sale Tab - contains basic read-only information about the Sale including:

All offerings for each Sale / Roll Over date and its Name, Type, and Run Number (may be multiples)

Date / Time stamp of Check In

Date / Time stamp of Thru Block

Outcome of Block

Hi Bid

Seller Tab

Seller Tab - contains basic read-only information about the Seller including:

Seller Account Status

Dealer Name, Rep Name, and Contact Information

Customer Number and Account Information

Buyer Tab

Buyer Tab - contains basic read-only information about the Buyer including:

Buyer Account Status

Dealer Name, Rep Account Name, and Contact Information

Bid ID and Account Information 

Lender Tab

Lender Tab - contains basic read-only information about the Lender including:

Reason code

Authorizing person's name and contact info.

In Hand (paperwork) including Release for Sale date, Debtor Name, Loan Number, and Driver's License Number

Collected amount from the debtor and Bill amount to the bank

Inventory Tab

Inventory Tab - contains basic read-only information about Transportation and Services including:

Transportation Pick Up PO

Vendor for Transportation Order

PO Number and Method of communication

Est. Pick Up / Location and Est. Delivery / Location

Condition Report or Repair Order Number

Listing of Items, Parts, Hours, Labor, Sublet, Services, and Total

Images Tab

Images Tab - contains up to four images entered into the system. For additional information click here for Image management.

Streaming Tab

Streaming Tab -

Transportation and Service

Transportation and Service application - displays Vehicles in Stock (Fleet / Lease). The summary sections contain a selected  Vehicle's make, model, and current state. All 'Active' and 'Off-Site' Vehicles are loaded into this application.

The grid displays Vehicles based on the sash and button(s) selected. The 3 sashes or groups of Vehicle States are:

Pick Up

Service

Delivery

It is possible to Search for a vehicle according to VIN8 (last 8 digits of the VIN) or VSN (6 digits).

Pick Up  Sash - contains 3 buttons, each corresponding to a Pick Up State. Each Vehicle has a 2-digit indicator showing the Vehicles' state indicated in red.

Hold Pick Up (HP)

A Hold Pick Up is the result of a Pick-Up InTransit being 'Held' pending some action by the Auction. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do a Reinstate Pick Up order to go back to In Transit 

You may do a Delete Pick Up order to start over.

You may also add a Charge or Adjustment.

Pick Up In Transit (PT)

This Vehicle is in Transit to the Auction. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do an Arrive order to bill the Vehicle for the Transportation fees. 

You may do a  Hold order to place the Vehicle Transportation on hold.

You may do an  Edit order to change Pick Up or Delivery Locations.

You may also add a Charge or Adjustment.

Arrived Pick Up (AP)

This Vehicle has Arrived or has been received at the Auction but remains outside the gate. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do a  Stock In order to make the VSN Active.

You may also add a Charge or Adjustment.

Service  Sash - contains 4 buttons each corresponding to a Service State. There are 5 states described below, Un Sold Settle is nested in the Ready button. Each Vehicle has a 2-digit indicator showing the Vehicles' state. See below for a discussion of the four Vehicle States and the Show Details button.

In Stock (IS)

These Vehicles are usually Fleet / Lease Vehicles. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do a Condition Report Order to input a Condition Report.

You may do an Issue RO  order to create a Repair Order.

You may do a Sale Check In order to move the VSN into a Sale.

You may do an Un-Sold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may also add a Charge or Adjustment.

Condition Report (CR)

This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do an Issue RO  order to create a Repair Order.

You may do a Sale Check In order to move the VSN into a Sale.

You may do an Un-Sold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may also add a Charge or Adjustment

Repair Order (RP)

These Vehicles are in for Repairs. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do an Amend RO order to post charges for Parts, Labor, Sublet, or Services.

You may do a Close RO order to post RO charges to the Vehicle balance.

You may also add a Charge or Adjustment.

Ready (RY)

These Vehicles are ready to be placed into a Sale. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do a Condition Report Order to input a Condition Report.

You may do an Issue RO  order to create a Repair Order.

You may do a Sale Check In order to move the VSN into a Sale.

You may do an Un-Sold Settle order if the Seller wishes to remove the Vehicle from the Sale.

You may also add a Charge or Adjustment.

Un Sold Settle (US) - nested in Ready

These Vehicles are being taken out of Inventory. This Vehicle also appears in the Inventory Tab of the Dealer Profile application.

You may do a Departure order to move the VSN to In Active.

You may also add a Charge or Adjustment.

Title Management



The Title Management application divides the titles of 'Active' VSNs'  in the system into one of 3 Categories. Each Sash represents a Category.  The three Categories are:

Pending

Received   

Registered

Mailed Title

Within each Category, the Condition of a given title will be represented by a checkbox. Selecting a checkbox will filter the grid display. The Checkboxes are cumulative. See below for information on searching for a title. Click on the links above for a discussion of each Category and the orders that can be performed.

Titles may be 'Searched' for by typing the VSN or the VIN8 (last 8 of the VIN) and clicking the 'Search' button, or by selecting the:

VIN8

VSN

from the combo box in the top right corner. The application will search and automatically select the VSN or Run Number associated with the Title. Once a Title is selected, the summary portion of the form will populate with the following information:

Year, Make, Model, VIN, Style, VSN, Vehicle Type, and Status

Seller, Title Condition, State, and Number

Vehicle State with date/time stamp

This grid is identical to the one in the Vehicle Orders, Dealer Profile, and Transportation and Service applications.

Pending 

The 'Pending' Category contains 3 title conditions corresponding to a button on the left and a 2 digit indicator in the grid.

No Title (NT)

The condition 'No Title' is the default title condition when a 'Stock In' order is done.

You may do a 'Register' title order for NT titles.

Title Sent (ST)

Title Sent are title conditions for future use with Auto IMS.

In Transit (IT)

Title In Transit is title conditions for future use with Auto IMS.

Received

The 'Received' sash contains 3 title conditions corresponding to a button on the left and a 2 digit indicator in the grid.

Title Attached (TA)

The condition 'Title Attached' is the default title condition when a 'Check In' order is done.

You may do a 'Register' title order for TA titles.

Title Only (TO)

Title Only are title conditions for future use with Auto IMS.

Title Service (TS)

Title Services are title conditions for future use.

Registered

The 'Registered' sash contains 4 title conditions corresponding to a button on the left and a 2 digit indicator in the grid.

Title In (TI)

This condition is used to indicate that the Title is in the physical possession of the Auction. A TI condition may be the result of a Seller Settlement order or a Register title order.

You may do an 'Edit' title (this is the only place you may edit the VIN )

You may 'Return ' the title to the Seller.

Title Closed (TC)

This occurs automatically (TI > TC) when a buyer's payment is Deposited.

There are no orders that may be done for the TC condition.

Title Float (TF)

This condition is the result of a Seller Settlement (issuance of a Seller's Check) without the physical title in possession of the Auction.

You may do a 'Register' title order for TF titles.

Title Un Sold (TU)

This condition is the result of a 'Return' title order.

You may do a 'Close' title order for TU titles.

Mailed

Title Mailed (MT)

This condition is the result of a 'Create Mailed' title order.

Payments and Deposits

Payments and Deposit application - contains all of the payments made within the date range shown just above the Payments to Auction button. To view a different date range re-select the beginning and/or ending dates.

When a transaction is selected, the application displays Vehicle and Title summary along with accounting information.

There are 5 divisions of payments divided into Sashes:

Pending 

Cleared for Deposits

Deposits

Issued Checks

Cleared Payments

Pending

Pending- contains all of the payments made within the date range. Three ( 3) sashes contain Tender or Payment types each corresponding to a button on the left and a 3-digit indicator in the grid.

Checks CHK

Draft DFT

Floor FPT

You may move the payment to 'Cleared for Deposit' using a  Seller Settlement order

You may move the payment to 'Cleared for Deposit' using a Register Title Order.

Note: Otherwise these payments may not be deposited.

Cleared for Deposit

Cleared for Deposit - contains all of the deposits made within the date range shown. The Pending Deposit' sash contains 4 Tender or Payment types each corresponding to a button on the left and a 3-digit indicator in the grid.

Because Draft and Floor Plan payments may be returned for a number of reasons these payment types are 'Sent' and/or 'Returned' before they are deposited. Checks are simply deposited. It is possible to click the '+' icon next to the payment to view the history of the orders.

Checks CHK

You may perform a Deposit Check order on this payment.

Cash CSH

You may perform a Deposit Cash order on this payment.

Drafts DFT

You may perform a Send Collection Item order on this payment.

Drafts Sent DFS

You may perform a Deposit Draft order on this payment.

Drafts Returned DFR

You may perform a Re-Send Collection Item order on this payment.

Floor Plan FPT

You may perform a Send Floor order on this payment.

Floors Sent FPS

You may perform a Deposit Floor order on this payment.

Floors Returned FPR

You may perform a  Re-Send Floor order on this payment.

Deposited

Deposits  - contains all of the deposits made within the date range shown. After deposits have been made they appear in the 'Previous Deposits' sash. The column 'Payments Deposited' contains the amount, date, and time of the deposit.

CHK (check) now reads CHD (Check deposited)

CSH  (Cash) now reads CSD (Cash Deposited)

DFT (Draft) now reads DFD  (Draft Deposited)

FPT  (Floor) now reads FPD  (Floor Deposited)

Issued Checks

Issued Checks - contains all payments made to Sellers within the date range shown.

The following orders may be done for Checks written to Sellers:

Edit Transaction ID

Edit Check Status (void check)

Re-Print Check

Cleared Payments

Account Management

Account Management application - contains account receivable information (excluding Price and buyer/seller Fees). The amounts are also aged in 7-day increments up to 28 days, 60 days, and 90 days. Other features include:

Setting a Dealer or Representative(s) to Sell Only or Buy Only

Setting a Dealer to In Active

Setting a Dealer to Active

Setting a Dealer to Hold

Note: Amounts may be sorted by aging.

Payments to an Account are for anything other than the vehicle price or Buyer / Seller Fees, a.k.a. accounts receivables. ARs include charges or adjustments for items such as Fuel, Pick Up or Delivery Fees, Wash-n-Vac, Detail, etc.

Representative FAQ

1. Adding Rep
2. Edit Rep
3. Rep Permission
4. Rep fees by Vehicle Type
5. Rep Orders
6. Quick Register Reps
7. Rep Check In
8. Badges

Add New Rep

Add Representative 

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

On the right-hand side Click the 'Add Rep' order button to launch the form.

The 'Add Rep' form is identical to the 'Edit Rep' form except that the 'Status' is set to 'Active'

Add

Name

Only the First and Last names are required, all other fields will populate with information from the Dealer as default. If the default information is not correct you may change it before clicking 'OK' to save and create a new Rep.

Rep Checkin

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

On the right-hand side Click the 'Rep Check In' order button to launch the form.

Checkin

Verify the Rep Name and Dealer Name to ensure you have the right person

Select the Date of the Sale you which to check the Rep into then Click 'OK' when complete.

A bidder Badge will automatically be printed and shown on the screen

Edit Rep

Edit Representative 

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

On the right-hand side Click the 'Edit Rep' order button to edit Reps' Information.

If the Dealer has more than one Rep you can choose the Rep you which to CheckIn or Edit by Clicking the plus sign beside the dealer name in the Left pane to expand then selecting and highlighting the Representative you want.

There are 5 tabs of information you can edit; Contact Information, Permissions, Account, Fees, and Fleet

Click ‘Save’ when you have completed making and verifying the changes.Rep Permissions

Rep Permissions 

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

In the left-hand pane Expand the Dealer by Clicking the + then Select the Rep you which to edit

On the right-hand side Click the 'Edit Rep' order button

Scroll and click on the Permissions Tab to expand to edit Reps' Information.

Allowed filed

NA - No Buying and No Selling. The Dealer and its Reps will not be able to Register Vehicles for Sale or Check-in as a Buyer for any Sale.

Buy - Buying Only. The Dealer and its Reps may obtain a Bid badge through Rep Check In, although they will not be able to Register Vehicles for Sale.

Sell - Selling Only. The Dealer and its Reps may Register Vehicles for Sale, although they will not be able to Check-in as a Buyer.

Buy / Sell - Buying and Selling. The Dealer and its Reps may Register Vehicles for Sale as well as Check in as a Buyer.

Pre Reg - Pre Registration is used to indicate the Dealer Registration is incomplete and permission for Buying and Selling is not granted.

Marketing - Marketing is used to indicate the Dealer Registration is for Marketing purposes only and permission for Buying and Selling is not granted.

Exclude Mailing: Setting the 'Exclude Mailing' value to true (clicking the check box) will exclude this dealer from being included in the Mailing Label report.

Note: By selecting 'NA' you will set the Representative to 'In Active' status and they will not be able to Buy or Sell or Check-In for a Sale.

In the permissions section you can Input the following Payment Method for Buying and Selling:

Payment Methods

Select Payment Type for use in Seller Settlement.

Cash, Check,  Draft and Wire

Select Payment Type for use in Buyer Settlement.

Cash, Check, Credit,

Debit, Wire, P/M Order,

Draft, Floor Plan, TeleCheck,

Travelers Check, Cashier

Click 'Save' to Save.

Setting Permission

Payment Method

Rep Fees by Vehicle Type

Rep Fees by Vehicle Type

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

In the left-hand pane Expand the Dealer by Clicking the + then Select the Rep you which to edit

On the right-hand side Click the 'Edit Rep' order button Scroll to the fees Sections

There are five different Vehicle Types and each of the fees mentioned below are applied to each type.

Automobiles

RV's

Marine

Power Sports

Salvage

Select (outlined in red)

Buyer Fees

Seller Fees

Title Fees

Draft Fees

Select (outlined in blue)

No Sale Fee

If Down (If Sale)

Turn Down (Arbitration

Pick Fee

Delivery Fee

Vehicle Registration Fee

The Fee may be viewed or modified in the Fee Structure application.

Note: Fees are specific by both individual Representatives and the Vehicle Type. 

Rep Orders

Representative Orders 

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

Make sure to select the Rep you want to execute the order on.

On the right-hand side under the 'ORDERS' column, all allowed Rep Orders are listed.

Rep (buyer) Check In

Edit Rep

Add Rep

Add Rep Photo

Adjustments

Charges

Dealer Settlement

Click the 'specific order button to launch the form.

Quick Register Reps



Quick Register is done from the Dealer Profile Application.

Launch the Advanced search application in the top right corner next to the VIN/VSN search box.

Once the Advanced Search box pops up you Search using a number of filters.

You can Select 'All' or filter by Dealer Status or Dealer Type.

You can further filter by Last Name of Dealer, Account Name, Customer Name, Business Id, Rep ID etc.

In this example we used Last Name: Wood this populate all the Representative with Wood as their last Name.

Select the Rep you want to check in then click the Rep Check in or Online Check In button.

The System will automatically print the badge ID once selected without you having to open each individual dealer account.

Rep Check In

Note: Make sure you are on the correct dealer.

The 'Rep Check In' Order is used to assign a Bidder ID for a buying Rep and to print a Bidder badge.

Select Dealer Profile Application>> Select the Dealer>>Select Representative Tab

Select the Rep

Select 'Rep Check In' Order

This will launch the 'Representative Checkin' form - see below

Select the Sale Date you want the Rep to participate in

Click 'OK' to complete the bid badge, which will automatically print at the left corner of your screen.

Badges

Note: Make sure you are on the correct dealer.

The 'Rep Check In' Order is used to assign a Bidder ID for a buying Rep and to print a Bidder badge.

You may reprint a bid badge the same way the original bid badge is printed in the Dealer Profile Application.

Re-printing a bid badge may also be done from a different application than the original printing ' Rep Check In ' order. This allows the Auction to guard against printing multiple bid badges with the same bidder id. Since reprints are done from the Sale Profile application protecting against numerous copies of a bidder badge is easy. As only authorized persons with user permission can print and register the original buyer in the Dealer Profile application. While other staff can be permitted only to reprint what was already generated upon request from the Sale Profile Application.

To print a Guest Badge:

Select

Click the Rep Check In order

Sale Date

Click on Host's Badge to launch the Guest/Driver Check-in form - see below

Fill out the guest name and click 'OK'

The guest badge will automatically print

To print a Driver Badge:

Select

Click the Rep Check In order

Sale Date

Click on Host's Badge to launch the Guest/Driver Check-in form - see below

Here you can choose the type of visitor in this example we choose Driver.

Fill out the guest name and click 'OK'

Driver Badge will automatically print.

Administrative Reports FAQ

1. Window Sticker
2. Sale Sticker
3. Mailing Labels
4. Registration Card
5. Dealer License Expiration
6. Gate Activity
7. Auction Insurance Agency Report
8. Bank Master and Fee Master Reports
9. Lot Turn List

Window Sticker

WIN Sticker 

Win (window) Sticker

This report is designed to provide larger and more readable information for a vehicle than the Sales Sticker. You may run this report from the Sale Profile or the Vehicle Block application.

Select

The Sale Profile application > Reports > Administrative Reports > Win Sticker

The Vehicle Block application > Reports > Administrative Reports > Win Sticker

Note: You must select the 'Sale Description' (click the '+' sign next to the Sale Date') to run the report and select a vehicle.

Sale Sticker

The Sales Sticker is used to identify a vehicle's Run Number, Year, Mileage, Make, Model and Color. It is affixed to the front windshield and has a bar code for use when the vehicle departs. The report can be configured to automatically print after the following orders are done:

Office Check In

Sale Check In

Roll Over

Re-Run

You may re-print the Sales Sticker from the Dealer Profile or Vehicle Block application. You may also use Print Settings to define the printer output according to your user ID.

Click the "Printer icon" to enable the print setting to save the report as PDF and click the "Eye icon" to change and enable the printing for the report to open in preview mode. Click the "Gear icon" to reset to default"

here

Select

The Vehicle Block application> Reports > Administrative Reports > Sales Sticker

The Dealer Profile application> Reports > Administrative Reports > Sales Sticker

***The Dealer Profile application> Reports > Printing Setting > Sales Sticker

Note: You must select a vehicle in the grid of the Vehicle Block application

Mailing Labels

Mailing labels may be printed from the Dealer Profile. These labels are designed to print on Avery (or a similar maker) of the 5160 labels, Envelopes and.

Select

The Dealer Profile > Reports > Administrative Reports > Envelope

Print the Dealers Address on envelopes

The Dealer Profile > Reports > Administrative Reports > Mailing Labels 5160

Print Dealers Business Street on Avery 5160 Labels

The Dealer Profile > Reports > Administrative Reports > Electronic Mailing

Create a text file with the dealer's Address and you can include the Email Address as well.

Registration Card

The Registration ID card is printed on a 4 x 3 bid badge label which is affixed to a plastic card. The label has a bar code used by a Representative to register themselves as a bidder using a scanner.

Select

The Dealer Profile application > Select the Rep> Reports > Administrative Reports > Registration Card >

You can also choose the media to type the card that will be printed on

Paper Media

Sample print of Paper Media

Plastic Media

Sample print of Plastic Media

Dealer License Expiration 

The Dealer License number along with the State and expiration date is stored in the system. The Dealer License Expiration report is designed to list Dealer Accounts whose license has expired or is incomplete.

Select

The Dealer Profile application > Reports > Administrative Reports > Dealer License Exp

Select the Dealer Type and if you wish to include 'Active' Dealer accounts only.

Gate Activity

This report provides details on Redemption, Departure, and Test Drive times for vehicles leaving and/or returning to the lot. It provides elapsed time for Test Drives and quickly identifies if vehicles left but did not return.

Select the Dealer Profile application > Reports > Administrative Reports > Gate Activity

After selecting the report you will be prompted for the 'Begin' and 'End' dates for the order.

Auction Insurance Agency Report

The Auction Insurance Agency report is used to provide sales information to AIA (Auction Insurance Agency)

Select The Sale Profile application > Reports > Administrative Reports > Auction Inc Agency

Ensure to select the Sale Date you want to run the report for

In the event, you buy or sell vehicles to the Public you should include these dealers in this report by selecting the checkboxes.

Bank Master and Fee Master Reports

Bank Master Report

The Bank Master lists all banks as they relate to each Dealer.

Select

The Dealer Profile application > Reports > Administrative Reports > Master Listings > Bank Master

This will launch the Bank Master Report form. You may sort according to Bank, Branch, or Dealer. You may also select all Dealers or just one.

Click 'OK' to create the report and print

Fee Master Report

The Fee Master report is used to provide details on what rates the Auction has set up to charge its customers for Sales, Registration, Transportation, and settlement Fees.

Select

The Dealer Profile application > Reports > Administrative Reports > Master Listings > Fee Master

This will launch the Bank Master Report form. You may run the report for 'All Dealers' or only one.

Select the Fee Type:

Sales Fees (buyer and seller)

Registration Fees (sold and unsold)

Transportation

Settlement

You may sort the report by Dealer name, Representative name, or by Customer ID.

Click 'OK' to create the report and print

Lot Turn List

The Lot Turn report is used to identify the remaining vehicles from the previous week when setting the sale.

To this Report Select the Vehicle Block application > Reports > Administrative Reports > Lot Turn list

You will be asked if you want to exclude In Active and Off-Site vehicles here we choose yes because we don't want the departed vehicles in our report. The report will then be generated for printing.

Vehicle FAQ

1. Lot Sale
2. Re-Run
3. Roll Over
4. Stock In
5. Batch Re-Run
6. Check In
7. Edit Vehicle
8. Vehicle Search
9. No Sale
10. Replace Buyer
11. Replace Seller
12. IF Accept
13. IF Sale
14. Pre-registration
15. Arb and Arb Accept
16. Vehicle Invoice_Orders Statement_Vehicle Statement
17. Pickup, hold, and Delete Pending
18. Remove Order
19. Vehicle Settle (Buy Settle and Sell Settle Orders)
20. Refund Settlement

Lot Sale Order

The Lot Sale is used to Sell Vehicles that are not on the Block. The order may be launched from two places:

Vehicle Orders 

Dealer Profile

Lot Sales may be performed on vehicles that are:

Checked In (CI) 

Roll over (RO) 

No Show (SH) 

No Sale (NS) 

If Down (ID) 

Turn Down (TD) 

Dealer Profile

Select

The Dealer 

Then select the Vehicle Tab.

Select the vehicle you wish to Sell.

Select the Lot Sale order button.

Input Bid ID or select from the drop-down listing and Price.

Click 'OK' to Complete the Sale

Vehicle Orders

Select the Vehicle Order profile from the main menu

Then select the Vehicle you wish to be sold from the vehicle orders application

Select the Lot Sale order button

Input Bid ID or select from the drop-down listing and Price

Click 'OK' to Complete the Sale.

Note: Lot Sales do not automatically print an invoice, you must print one manually from the Reports menu.

Re Run Order

The Re Run order changes the Run Number of a vehicle (not the Sale Date).

from the Dealer Profile select

The Dealer

select the vehicle tab

Select the vehicle you wish to re run in the grid.

Then select the Re Run order button

Click 'OK' to launch the form

Input

Run Number from the list box Click 'OK' to Save

Note: You may not select Run Numbers that have already been Checked In. It may be necessary to Release a reserved Run Number from another Dealer before you can use it.

The Re Run order may be performed on:

Checked In (CI) Vehicles

Re Run (RR) Vehicles

Roll Over (RO) Vehicles

No Show (SH) Vehicle

Roll Over Order

The Roll Over order changes the Run Number and the Sale Date.

From the Dealer Profile select

The Dealer

Select the 'Vehicle Tab' 

Then select the Vehicle in the grid.

Then the Roll Over order button

Input

Run Number or accept 'Auto Assign' and Sale Date from the list box Click 'OK' to Save

You may not select Run Numbers that have already been Checked In. It may be necessary to Release a reserved Run Number from another Dealer before you can use it. Here we select Run Number A053.

The Roll Over order may be performed on:

Re Run (RR) Vehicles

No Show (SH) Vehicles

No Sale (NS) Vehicles

If Down (ID) Vehicles

Turn Down (TD) Vehicles

Stock In Order

Stock In Order - places a vehicle into Inventory (fleet - lease) vs. directly in a Sale (consignment).

Select Dealer Profile Application

Then select the Dealer, you want to Stock In a vehicle.

Select the 'Stock In' order button under the Order column on the right side

This will launch the stock in the form

Reminder: Whenever you go into Dealer Profile, select the dealer you wish to work with!

Input

VIN (vehicle identification number)

Vehicle Type ( Automobile is the default you can select from the Dropdown)

Please note that the VIN must contain 17 digits.

Select the Decoder button to decode the vehicle trim level and style

Check if vehicle information is correct then select the 'Save' button to Complete

In the case of multiple vehicles for the same Dealer, you can select the 'Next' button to enter another vehicle for Stock In

Note: The Sale Date and Run Number are absent since this vehicle is not heading to a sale.

After Stock In the vehicle will be added to the Dealers Inventory Tab under the Vehicle Tab and is assigned a VSN number or Stock number

Batch Re Run Order

The Batch Re Run order allows a user to move multiple cars from one 'set of run numbers' to 'another set of run numbers' all in a single action (no need to move one vehicle at a time). This is especially useful if a seller pulls a block of vehicles from the front of the lane.

NOTE: Sales Stickers will not automatically print when you use the 'Batch Re Run' order.

Before doing the 'Batch Re Run' order you MUST clear a pathway for the incoming run numbers. This requires you to select the check box in the Batch Re Run form:

Click 'OK' to move all the Run Numbers at once.

Here we select 1004 as the first number in the series of run numbers as the starting point.

Check In Order

Office Check-In - order places a vehicle into a Sale (consignment) vs. In Stock (fleet/lease).

Reminder: Whenever you go into Dealer Profile, select the dealer you wish to work with!

Select Dealer Profile Application

Then select the Dealer, you want to Check-In a vehicle.

Select the 'Check In' order button under the Order column on the right side

This will launch the Check-In form for you to complete.

Please note that the VIN must contain 17 digits.

Input the

VIN

Then select

Sale Date

Vehicle Type ( Automobile is the default you can select from the Dropdown)

Run Number (If there are no pre-registered run numbers for this Dealer, the system will attempt to 'Auto Assign' the next available one unless you manually select an alternative.)

Select the Decoder button to decode the vehicle trim level and style.

Check if vehicle information is correct then select the 'Save' button to Complete the Check-In form.

In the case of multiple vehicles for the same Dealer, you can select the 'Next' button to enter another vehicle for Check In

Or you can Check-In from the Inventory Tab under the Vehicle Tab for vehicles that were already Stock In.

Select the Vehicle Tab then Inventory Tab

Select the vehicle you wish to Check-In for Sale.

Select the Sale Check-In button on the right under Orders

This will launch the Check-In form for you to complete.

Then select

Sale Date

Run Number (If there are no pre-registered run numbers for this Dealer, the system will attempt to 'Auto Assign' the next available unless you manually select an alternative.)

Check if vehicle information is correct then select the 'Save' button to Complete the Check-In form.

In the case of multiple vehicles for the same Dealer, you can select the 'Next' button to enter another vehicle for Check In

After Check In the vehicle will be added to the Dealers For Sale Tab under the Vehicle Tab.

Edit Vehicle

Vehicles may be Edited from the Dealer Profile, Vehicle Block, or Vehicle Management applications. Note: You may also double-click on the vehicle in the grid of the Dealer Profile or Vehicle Orders application to bring up the 'Edit Vehicle' form.

From Dealer Profile

Select the Dealer Profile Application

Select the Dealer where the Vehicle you wish to Edit.

Select Vehicle Tab.

Then Select any vehicle in the Subsection For Sale or Inventory in the grid.

Select the 'Edit Vehicle' button from the 'Orders'  menu on the right side to launch the form.

From Vehicle Block Application

Select the Vehicle Block Application

Select the 'Sale Date'  and 'Lane' where the Vehicle you wish to Edit is Checked In.

Select the Vehicle in the grid.

Select the 'Edit Vehicle' button from the 'Orders'  menu on the right side to launch the form.

From Vehicle Management Application

Select the Vehicle Management Application

Search and Select the Vehicle in the grid.

Select the 'Edit Vehicle' button from the 'Orders'  menu on the right side to launch the form.

Edit vehicle form allows you to edit Basic vehicle information:

VIN - use the 'Explode VIN' button to re-explode VIN (style input may be required)

File attachments may be added to a vehicle (click the 'new' button, name the file and click 'save')

Year

Make 

Model 

Style

Consignor Stock Number (used for tracking purposes)

Odometer Reading

Unit of Measure (default it English)

Odometer Brand State

Odometer Brand (actual, exceeds, rollback, broken, not actual, unknown, repaired, replaced, or exempt)

Mileage Date (today's date)

Brand Date (date of branding - today's date)

Page 2

Options and Announcements can be Edited

Body

Exterior Color 

Interior Color 

Seating

Frame Damage

Drivable

Ignition Keys

Trunk Keys

Remote Keys

Lights (Green, Blue, Red, Yellow, and White)

Grade

Market Value

Floor Amount

Announcements (Add on the 'fly' or select from the list)

Click the 'Add' buttonUse *P after any announcement to make it permanent to the VIN for future use. Any two-digit number before any announcement will code the announcement as 'Internal Only' and will not appear on any paperwork.

Note: If a user adds an announcement 'on the fly it will not be kept in the database for future use in other announcements. 

Engine

Wheels

Transmission

Roof

Fuel

Upholstery

Drive Train

Body

Exterior

Interior 

Seating

Air Conditioning

Power Steering

Tilt Wheel

Power Seat Driver

Cassette

Power Lock

Supplemental Restraint

AM Radio

CD Changer

Alarm

4 Wheel Anti-Lock Brakes

Anti-Lock Brakes

FM Radio

Cruise Control

Rear Air Conditioning

CD Player

Power Windows

Also, we can edit Page 2

Repossession and Lender Information is used to keep track of the contact and account information from the bank or finance company that repossessed the vehicle.

Auto IMS settings (shaded attributes controlled only by Auto IMS)

Here you can Edit:

Hold Status

Hold Until

Legal Sale Date

Email contact

Debtor Name, Loan Number, and Driver License Number

Adjusters' Name, Phone, and Fax

Warranty Provider, Exp Date, and Exp Miles

ACV (actual cash value), MMR (Manheim market report), Blackbook

Loss Date, Amount, and Location

Managed Maintenance, File Insurance claims, Request On-Site Inspection and Show Make Offer

Key Code 1, Key Code 2, Claim Cause

Auction Pipeline Settings:

Simulcast Proxy Type, Proxy Start Date, End Proxy Date

Make Offer Amount, Buy Now Amount, Start Price, Block Start

Vehicle Search



To search for a vehicle open the Dealer Profile Application.

Once there enter the VIN or VSN  in the search box at the top right-hand corner.

Click VIN if there are 17 characters or VSN if this is 6 digits

VIN Search

VSN Search

No Sale

To No Sale a vehicle we need to open the Vehicle Block Application.

Select the 'Sale Date' 

Then select which 'Lane' the vehicle is assigned to.

Select the Vehicle in the grid

Click the 'No Sale' button with the mouse or press F7 on the keyboard button to launch the 'No Sale' form.

click 'OK' or simply hit the enter key to complete the order

Replace Buyer

Replace Orders

Sometimes you may discover a deal has the wrong Buyer. You may do a 'Replace Buyer' order.

This order may be done from the Dealer Profile or Vehicle Orders application and may be done at any point in the deal. For this guide, we will focus on the Dealer Profile.

Note: Replacing the Buyer or Seller has no impact on the calculation of fees or charges.

Replace Buyer Order

Launch Dealer Profile Application.

Select the Dealer where the vehicle you wish to replace the Buyer.

Select the Vehicle Tab.

Select the Vehicle with the wrong buyer from the Grid

Select the 'Replace Buyer' order button from the Order menu on the right

The form will launch before that you will see the following reminder

Click "OK" to proceed after reading.

Select the correct Buyer from the drop-down listing (includes only checked-in buyers)

Click "OK" to Complete and execute the Order.

Replace Seller

Replace Orders

Sometimes you may discover a deal has the wrong Seller. If to the wrong Seller, do a 'Replace Seller' order.

This order may be done from the Dealer Profile or Vehicle Orders application and may be done at any point in the deal. For this guide, we will focus on the Dealer Profile.

Note: Replacing the Buyer or Seller has no impact on the calculation of fees or charges.

Replace Seller Order

Launch Dealer Profile Application.

Select the Dealer where the vehicle you wish to replace Buyer.

Select the Vehicle Tab.

Select the Vehicle with the wrong Seller from the Grid

Select the 'Replace Seller' order button from the Order menu on the right

The form will launch

Select the correct Seller from the drop-down listing (includes only Active Sellers)

Click "OK" to Complete and execute the Order.

If Accept

The 'If Accept' order is used to finalize an If Sale. The 'If Accept' is launched from the Dealer Profile or Vehicle Orders application.

Select Dealer Profile Application.

Search vehicle VSN or VIN or Scroll to the Seller Name.

Select the Vehicles tab if you search by Seller Name to find the vehicle.

Once the IF Sale Vehicle is found and Highlighted

Select the 'IF Accept' button from the Order menu to launch the form.

You can change the bid amount here in the "New bid" field in this example the $5200.

If the Deal falls apart input $0.00 in the "New Bid" field.

Click the "OK" Button to complete.

Note: Do not use this order unless you are ready to Sell or 'If' Down the vehicle.

IF Sale



The IF Sale Order is done on the Vehicle Block Application.

Select the Sale Date and Lane where the vehicle is located.

Select the vehicle

Click the 'If Sale' order button with the mouse or press F6 on the keyboard to launch the 'If Sale' form.

Input the Bid in the Price filed and the Bidder ID of the buyer

Check the summary to make sure the info is correct then Click 'OK' to complete.

After the order is completed the Buyer Invoice will print and the cursor will advance to the next Run Number automatically.

Note: The form will not accept a Bid ID that has not been previously registered for the Sale Date

An 'If Sale' does not create any A/R (accounts receivable) or A/P (accounts payable) for the Buyer or the Seller  

An 'If Sale' order is completed when a price has been agreed upon. Use the ' If Accept ' order to close an If deal.

Pre-registration

Pre Registration  - used to reserve or un-reserve run numbers as well as to set 'Protects' for Year, Make, Model, Lights, Floor amount, and Announcements.

From the Main Menu Select Dealer Profile Application.

Select the 'Pre Registration' Order from the right-hand side under the "Orders" column.

Reminder: Whenever you go into Dealer Profile, select the dealer you wish to work with!

This will launch the Pre-Registration form.

Select 'Sale Date' and 'Lane'The table above the left side shows:

Dealers' name (Checked In vehicles) 

Available Run Numbers

Reserved Run Numbers for Dealers

Protected Run Numbers for Dealers

Using the controls in the center of the form you may 'Reserve' or 'Un Reserve' one or multiple Run Numbers at a time. The form provides a  'global view' of the Lane.  You may double-click on any Dealer listed on the left if you wish to change their reserved number status. This avoids the need to go back out to the Dealer Profile and then back into the Pre-Registration order.

The table above on the right shows:

Protected Run Numbers

Reserved Run Numbers

Protected Run Numbers store; Year, Make (both required) as well as Model, Floor amount, Lights, and Announcements. After entering the protected information click 'Save' to mark the Reserved run number [R] as a Protected run number [P].

Note: You must first reserve a run number before it can be protected.

Arb and Arb Accept

Arbitration Order

The Arbitration order is used to set a vehicle to the 'Arbitration' state. This is done to prevent other orders until the Arbitration process is complete. The Arbitration order does not resolve an Arbitration one way or the other, this is only done using the 'Arb Accept' order (see below).

Arbitration Orders may be done for the following Vehicles:

Open Vehicle (OV) Closed Buyer (CB) Closed Seller (CS) Closed Vehicle (CV)

Order can be done from the Dealer Profile or Vehicle Orders application

Select

The Vehicle in the grid 

The Arbitration order from the right side "Order" Column.

This will launch the form

Note: The 'Arbitration' order is done from the Buyer side.

Select the reason code and click 'OK' to complete.

Arb Accept Order

Once the vehicle has been to Arbitration and the Auction has determined the outcome; an 'Arb Accept' order must be done to input the agreed-upon price.

Note: The 'Arb Accept' order is done from the Buyer side.

from the Dealer Profile or Vehicle Orders application

Select

The Vehicle in the grid 

The Arb Accept order

This will launch the form

Arb Accept orders have two outcomes:

Price > $0.00 (this results in a 'Sold' [OS] state.

2. Price = $0.00 (this results in a 'Turn Down' [TD] state.

Since charges may remain on the Buy Side of the vehicle you will be prompted to guide those charges to the Account during the Arb Accept order.

Follow the normal Guidance procedures outlined here.

The chart below can be used to identify if a Vehicle or an  Account will contain the adjustment resulting from the 'Arb Accept' order.

Saves (arb accept > $0.00)

Saves (arb accept > $0.00)

Turn Downs (arb accept = $0.00)

Turn Downs (arb accept = $0.00)

* State *

* adjustments *

* State *

* adjustments *

Open Bought / Open Sold

OB/OS

Vehicle / Rep Account

TD

Vehicle / Vehicle

Open Bought / Closed Sold

OB/CS

Vehicle / Rep Account

TD

Vehicle / Vehicle

Closed Bought / Open Sold

CB/OS

Rep Account / Vehicle

TD

Rep Account / Vehicle

Closed Bought / Closed Sold

CB/CS

Rep Account / Rep Account

TD

Rep Account / Vehicle

In Active

CB/CS

Rep Account / Rep Account

TD

Rep Account / Vehicle

Buyer Invoice-Vehicle Statement-Order Statement

Buyer Invoice

The Buyer Invoice prints automatically when a vehicle is sold from the Vehicle Block application. It may also be re-printed from the Dealer Profile or Vehicle Orders application. Each Buyer Invoice is unique for the Auction.

Select the Dealer Profile application

You can search for them using the VSN or IF you know the Dealer's Name

Select the Dealer

Select the 'Vehicle Tab' then Sub Tab the 'History Tab' (All Sold vehicles are located here)

Find the vehicle in the grid

Select the Reports menu

Then Select the Buyer Invoice from the Reports menu

Note: You must select a vehicle from the 'Vehicles' tab of the Dealer Profile application to run the report

Vehicle Statement

The Vehicle Statement is a detailed report of the fees, payments, adjustments, prices, and payment s (if any) for any selected vehicle.

Select the Dealer Profile application

You can search for them using the VSN or IF you know the Dealer's Name

Select the Dealer

Select the 'Vehicle Tab' then Sub Tab the 'History Tab' (All Sold vehicles are located here)

Find the vehicle in the grid

Select the Reports menu

Then Select the Vehicle Statement report to the Launch wizard

Here you can choose Buyer Statement or Seller Statement.

Click 'OK' when done to create and print the report

Note: You must first select a vehicle in the 'Vehicle', 'Inventory' or 'History' tab

Buyer Vehicle Statement

Seller Vehicle Statement

Order Statement

The Order Statement is a report listing what appears in the Grid of the Dealer Profile. Rather than viewing Orders, Charges, or Adjustments on screen, it is now possible to obtain the same information in report form.

Select the Dealer Profile application

You can search for them using the VSN or IF you know the Dealer's Name

Select the Dealer

Select the 'Vehicle Tab' then Sub Tab the 'History Tab' (All Sold vehicles are located here)

Find the vehicle in the grid

Select the Reports menu

Then Select the "Vehicle Statement" then 'Order Statement' report under it to Launch wizard

You may choose to 'Include $0.00 Transactions since most orders have no amount associated with them. You may also sub-total by VSN or Description.

Choose the checkboxes if you want to see 'Orders', 'Charges', and 'Adjustments' in the report

Click 'OK' when done to create and print the report.

Edit, Hold and Delete Pickup

 Hold Pick Up

Select Transporation and Service  or Dealer Profile Application

Select the Vehicle

Then select the 'Hold Pick Up' order under the Orders menu on the right.

This will launch the Hold Pick Up form.

Select the Reason code

Click 'OK' to close the form

Hold orders can only be issued for Pick Up orders in transit (PT). If you issue a Hold order you will be asked for a Reason code.

Edit Pick Up

Select Transporation and Service  or Dealer Profile Application

Select the Vehicle

Then select the 'Edit Pick Up' order under the Orders menu on the right.

This will launch the Edit Pick-Up form.

Here you choose the Pick Up Location information

Here you choose the Delivery Location information

Click 'OK' to save and close the form

Delete Pick Up

Select Transporation and Service  or Dealer Profile Application

Select the Vehicle

Then select the 'Delete Pick Up' order under the Orders menu on the right.

This will launch the Delete Pick Up form.

Click 'OK' to close the form and Delete the Pickup.

Remove Order

The Remove Order can be executed from the Account Settle, Buy Settle it Sell Settle Order.

Locate the vehicle you like to work with in this example using the Dealer Profile application.

Select the vehicle under the vehicles tabs, then select Sell settle or Buy Settle.

When the Buy Settle or Sell Settle wizard launches select the fee you which to remove.

Under the Destination Column select the drop-down and choose the option Remove then click the Post Guidance button.

Then you can finish up the Sell Settle or Buy Settle.

The same can be done from the Account Settle wizard launch

Select the fee you want to remove

Click the drop-down at the Tender type field and select Remove

Click the Post Tender button when finished to remove the fee.

Vehicle Settle (Buy Settle and Sell Settle Orders)

Buyer Settle

Buy Settle is done from the Dealer Profile and  Vehicle Orders application.

Search for the vehicle using VSN or VIN., and select the buyer side.

Select the vehicle and select the 'Buy settle' Order from the right.

This will launch the Buy Settle form

Select your Tender type from the drop-down

if you choose Check then enter the check number in the 'Check No' field.

Select the Post Guidance button to guide the necessary charges.

Select the Post Tender button to complete the buy settle.

Here you will be prompted Option1: Depart the vehicle and Print a GatePass or not Print GatePassOption2: Do Not Depart the vehicle and print GatePass or not print GatePass

Seller Settle

Sell Settle is done from the Dealer Profile and  Vehicle Orders application.

Search for the vehicle using VSN or VIN., and select the buyer side.

Select the vehicle and select the 'Sell settle' Order from the right.

This will launch the Sell Settle form

If the Title is not registered update the Title here and Register it. Enter the Title Number, State, and Date

Click the Register Title Button when done to Register the Title.

Once done you will be able to Select the Tender Type from the drop-down. you Select Check the next check No will automatically be filled into the Next Check field by the System.

Select the Post Tender button to complete the Sell Settle.

After performing a Buy Settle and Sell Settle the vehicle will be placed in the History Tab as it is now an Inactive vehicle deal is closed on both sides.

Refund Settlement

Refund Settlements are used to write Checks to a Buyer who has Credit on their Account. Refund checks may be written for 'Credits' resulting from the following transactions:

Buy Settle with an Over-payment No Sale order when the buyer's check has been deposited

Note: Refund checks may not be issued for any other reason than those listed above. You may not issue a negative Adjustment to a buyer's account and then write a Refund check for the balance.

Open the Buyer account of the vehicle you wish to execute the Refund Settlement on.

Select the 'Refund Settlement' order from the Account Tab of the Dealer Profile and click to launch the form.

Select the Check of the Refund

Select the Tender you will use to make the payment. If you choose the Check option the system will auto-generate the next Check No.

Click the Post Tender button when done to complete.

Once you have completed the 'Refund Settlement' order it will appear in the 'Orders' node in the Account Tab of the Dealer Profile along with the check number if a check was used.

Payments and Deposits FAQ

1. Deposit Slip Reports

Deposit Slip Report

The Deposit Slip report provides a record of buyer payments that the Auction has deposited.

Select the Payments and Deposits application Reports > Deposit Slip

This will launch the Deposit slip report form

Once selected you may control the parameters of the report according to:

Payment Type

Begin Deposit date/time

End Deposit date/time

Type (Default on All, however, you can select Cash, Check, Floor or Draft)

Slip No. (Number assigned by the user when depositing the check processing for easy Identifying)

Sort (You can Sort the Report by the Trans ID, Dealer, or Amount)

Click 'OK' when complete to create and print the report.

Summary Statements FAQ

1. Dealer Summary Statement Reports
2. Buyer Summary
3. Seller Summary
4. No Sale Summary
5. IF Sale Summary
6. Combine Summary

Dealer Summary Statement Reports

The Dealer Summary Statement report is a suite of reports designed to provide the Dealer with a complete breakdown of all their 'Active' vehicles. Off-Site and/or Inactive vehicles are not included.

Buyer Summary

Seller Summary

No Sale Summary

IF Sale Summary

Combine Summary

Buyer Summary



Select

The Dealer Profile application > Reports > Summary Statements> Buyer Summary.

This will launch the buyer summary report form to be filled out.

In this form, you need to fill in the Sale Date ranch you would like to run the report for.

Next, you need to select the "include Inactive Vehicle" checkbox so you can get a comprehensive report on everything.

Click 'OK' to create and print the report.

Seller Summary

Select

The Dealer Profile application > Reports > Summary Statements> Seller Summary.

This will launch the Seller Summary report form to be filled out.

In this form, you need to fill in the Sale Date ranch you would like to run the report for.

Next, you need to select the "Off-Site & Inactive Vehicle" checkbox so you can get a comprehensive report on everything.

Click 'OK' to create and print the report.

No Sale Summary

Select

The Dealer Profile application > Reports > Summary Statements> No Sale Summary.

This will launch the No Sale Summary report form to be filled out.

In this form, you need to fill in the Sale Date ranch you would like to run the report for.

Next, you need to select the "include Inactive" checkbox so you can get a comprehensive report on everything.

Click 'OK' to create and print the report.

IF Sale Summary

Select

The Dealer Profile application > Reports > Summary Statements> IF Sale Summary.

This will launch the IF Sale Summary report form to be filled out.

In this form, you need to fill in the Sale Date ranch you would like to run the report for.

Next, you need to select the "include All Dealers" checkbox so you can get a comprehensive report on everything.

Click 'OK' to create and print the report.

Combine Summary

Select

The Dealer Profile application > Reports > Summary Statements> Combine Summary.

This will launch the Combine Summary report form to be filled out.

In this form, you need to fill in the Sale Date ranch you would like to run the report for.

Next, you need to select the "include Inactive Vehicles" checkbox so you can get a comprehensive report on everything.

Click 'OK' to create and print the report.

Reports FAQ

1. Seller Run List
2. Vehicle Purchased
3. Block Ticket Report
4. Buyer Listing Report
5. Dealer Master Report
6. Post Sale Inspection Report and Post Sale Summary Report
7. Seller Check Report
8. Block Ticket Report
9. Buyer Listing Report
10. Auto Check Report
11. Condition Report (CR)

Seller Run List

The Seller Listing report is a record of the vehicle begin offered for sale. You may run this report from the Sale Profile or Vehicle Block application.

Select The Vehicle Block application > Reports > Seller Run List

This will launch the Seller Run list form.

Select the Sale Date Range you would like to run the report for.

Select the specific Lane or you can choose the "Select All lanes" checkbox to run the report for all Lanes

Select if you need 'All Dealers' or select a single selling Dealer from the drop-down listing in the To field.

Click 'OK' when complete to generate the report.

Sample of the report that was generated.

Vehicles Purchased

The Vehicles Purchased report lists purchased vehicles for a selected seller.

Select the Vehicle Block application > Reports> Seller Run List > Vehicles Purchased

This will launch the Seller Run list form.

Select the Sale Date Range you would like to run the report for.

Select the specific Lane or you can choose the "Select All lanes" checkbox to run the report for all Lanes

Select if you need 'All Dealers' or select a single selling Dealer from the drop-down listing in the To field.

Click 'OK' when complete to generate the report.

Sample of the report that was generated.

Block Ticket Report

The Block ticket is a miniature version of the Buyer Invoice but is not a legal document. It can be printed from the Vehicle Block and Dealer Profile Application.

Open the Vehicle Block application

Select the Sale Date then click the + sign to choose the Lane.

Select the vehicle from the grid. (vehicle must be in Sold state)

Select the Reports menu then the Block Ticket sub-menu.

Block Ticket Show the Mileage, the Lights, Announcements, Sold price, and Seller and Buyer.

Buyer Listing Report

The Buyer Listing report records the vehicle purchased by the Dealer(s). You may run this report from the Sale Profile or Vehicle Block application.

Open the Vehicle Block application

Select the Sale Date.

Select the Reports menu then the Buyer List sub-menu.

This will launch the report wizard

You may spas sale dates using the 'Begin' and 'End' dates.

You may run for a specific Dealer in the To field or click the box 'Select all Buyers' for all buying dealers. If a Dealer has more than one buying Representative you may click the box 'Select All Reps' or select one of the individual representatives.

You may also sort the report by Run Number, Make, or Model.

Click 'OK' when done to create and print the report.

Dealer Master Report

The Dealer Master can be used as a contact list for the Sales department or saved as a . CSV file for use as a spreadsheet. You may run this report from the Dealer profile Application.

Open the Dealer Profile application

Select the Reports Menu

Then select the Dealer Master sub-menu.

You have the option of printing it as a PDF or CSV

In this example, we'll choose PDF so we select Dealer Master

This will launch the report wizard.

You may or may not include individual representatives in the report. Sorting options include: Dealer Name City, State, Zip.

You may also select the Dealer Type: franchise, Classic Car, Lease, or Used.

If you wish to list only Active Dealers select the Check box or the Inactive Dealers check box. In this example, we'll not check either since we're running the report for 'All' Dealers.

When done Click "Yes" to create and print the report.

Post Sale Inspection Report and Post Sale Summary Report

The Post Sale Inspection form is used for Buyers who wish to have purchases inspected prior to Departure.

Select the Dealer Profile or Vehicle Order application > Reports > Administrative Reports > Post Sale Inspection

Note: You must select a vehicle in the grid of the Dealer Profile application.

After printing this form you can run the inspection on the vehicle to see if fail or pass the buyer's stipulation.

Select the Dealer Profile or Vehicle Order application > Reports > Administrative Reports > Inspection Summary

Click 'OK' when done to print the summary report.

Seller Check Report

The Seller Check is automatically printed for Sell Settle and Edit Sell Settle orders. It may be re-printed from the Payments and Deposits application. Each check is unique to the Auction.

Select the Payments and Deposits application

Once the application loads select the issued check section

Select check option

Select the vehicle you want to reprint the seller's Check for

Then click Reports then  Seller Check order.

This will bring up the print preview of the Seller check for reprinting.

Block Ticket Report

The Block ticket is a small version of the Buyer Invoice but is not a legal document. The Block Ticket report can be printed from the Dealer Profile and Vehicle Block applications.

Select the Vehicle Block  application

Select a Sale date

Select the Lane

Select the vehicle you want to print the Block ticket for (The vehicle must be in a Sold State)

Select the Reports menu

Then here you select the Block Ticket sub-menu to generate a preview of the Block Ticket report for printing.

When you are done reviewing click the printer icon to print the Block ticket report.

Buyer Listing Report

The Buyer Listing report records the vehicle purchased by the Dealer(s). You may run this report from the Sale Profile or Vehicle Block application.

Select the Vehicle Block application from the main menu.

This will launch the application then you need to select the Sale date you want to run the report on

Select the Reports menu then the Buyer List sub-menu.

This launch the Buyer Listing report wizard

The Begin Date and End will auto-populate based on the previous Sale date selection if you wish to change you can do so here.

You can select the All Buyers checkbox to include all buyers or Select a Specific Dealer from the Dropdown.

Here you can choose how to sort the report from the Sort Order Drop down in this example we used the Run No.

You can also filter by Dealer Type however we will choose "All" to include all dealer types in our report.

Click 'OK' when done to create and print the report.

Auto Check Report

You may create a file to send to Auto Check for verification of the title. You must have an agreement with Auto Check for this service even though you may create the file at any time.

Select the Vehicle Block application

Select the Sales Date then the Lane

Select the vehicle you want to run the report for

Select Reports then Administrative Reports Sub menu

Select the Auto Check Report.

Note: The report will contain Checked In [CI] vehicles ONLY. Rollover [RO] vehicles will NOT be included in the file. There are two ways to do an Auto Check:

Create a CSV file for uploading to www.autocheckauctions.com and wait for an email or fax response

Use 'Online Paperless System' to communicate directly with Auto Check through the Internet

Using a CSV file

Click 'Browse' to set the path where you would like to save the file that will be created. Select the filtering criteria for the VINs

Dealer (select one or all)

Begin Year (1997 - current) 

End Mileage (0 - 100000)

Exclude Lane (salvage or in-ops lane)

Include Previous VINs

Click 'OK' to create the file

Once created the file will appear on the desktop or C drive of your PC.

Using the Online Paperless System (OPS)

Click the check box 'Online Paperless System'. Select the filtering criteria for the VINs.

Dealer (select one or all)

Begin Year (1997 - current) 

End Mileage (0 - 100000)

Exclude Lane (salvage or in-ops lane)

Include Previous VINs

Click 'OK' to begin live communication with Auto Check. Two reports will appear after 10 - 15 seconds:

Odometer Discrepancy report Exception reportThe exception report will automatically update the VSN's record with any announcements. The Odometer Discrepancy, Theft, and History reports will NOT update the VSN automatically.

Note: The OPS procedure will require a full-time Internet connection and a Static IP address, otherwise communication will fail.

Condition Report (CR)

Condition Report order

Select the Transportation and Service application.

Select an 'In Stock' (IS) vehicle.

Select the 'Condition Report' order

This will launch the form

Select the Dealer Click 'OK'

Input/Fill in the information for the vehicle in this form which is an electronic record of the Condition of a Vehicle and a summary of the Vehicle's reconditioning needs.

Click 'OK' when done to create and record the Condition Report CR under the vehicle. CR will be represented under the vehicle history under Orders with a CR followed by numbers e.g. CR2985

The Condition Report is based on a pattern from the Condition Report Configuration (CRC) application.

Condition Report

The Condition Report is available only for vehicles with a Condition Report order as shown above.

Select the Vehicle Management application > Reports > Condition Report

Auction Administration FAQ

1. User Permission
2. Fee Structures
3. Sale Management
4. Bank and Bank Branch

User Permissions

User Permissions - control security and access to the AMS system

You can access the Permissions app by going to the Main Menu>>Maintenance>>Permissions

Add New Users 

Basic contact information must be captured when adding new users. These required fields are:

First Name

Last Name

Telephone

User ID

Password

By clicking the small 'new' button (located under the list of users) the form will clear itself. Once the fields are completed the user may click the 'save' button and the user will be added although the user has yet to be assigned to a Group.

New Group - Add New Group

A user must be part of a group. A new group is created by clicking on the larger 'new' button and then naming the Group. A dialog box will appear asking for the name of the new group. In this case, the name of the new group is 'Office Clerk'. Click OK to add the group.

User Permissions - Assign User to Group

Click on the 'User' tab and select the Group from the combo box drop-down menu then assign users to the selected Group. The ' > ' button will move the selected user on the left pane to the right pane. All users in the right pane are a part of the group that is displayed in the combo box, in this case, the 'Office Group'.

User Permissions - Assigning Applications to a Group

By selecting the Group and clicking the 'Application' tab, the user may make assignments of Applications found on the Main Menu to a User Group. The ' > ' button will move applications from the left pane to the right pane. All applications in the right pane are assigned to the selected user group, in this case, the 'Office Group'.

Applications or Features that may be assigned to a user group include:

Accounting Reports

AR Management

Auction Admin

Condition Report Config

Dealer Activation

Dealer Profile

Edit Dealer

Fee Structure Change

Fee Structures

Location Profile

Parts Inventory

Payments and Deposits

Rate Maintenance

Reminders

Sale Profile

Seller Check

Title Management

Transportation and Service

User Permissions

Vehicle Block

Vehicle Management

Vehicle Orders

Vendor Profile

User Permissions - Assigning Prevent Orders to a Group

Users are able to execute any Vehicle Order unless their User ID is part of a User Group that contains 'Prevent Orders'. This will prevent the following orders for Pending, Current or Closed Sales:

Lot Sale order

If Accept order

Arb Accept order

Edit Order

No Sale order

Fee Structures

Fee Structure - used to create and manage the Fees for:

Buyer Fees

Seller Fees

Draft Fees

Title Fees

Pick Up Fees

Delivery Fees

Once defined these fee structures are associated with the Representative in 'Fees'. This allows a particular Buyer to customize Fees for the above categories. It is important to note that each Fee is applied according to Vehicle Type.

Automobile

RV

Marine

Powersports

Salvage

Create a new Fee Structure

Click the 'New' button to create a Fee Structure.

Add the Fee Structure Name and select the Fee Type, then click 'OK' to create and save it.

Click 'New' in the summary section of the form, then build each tier using the following attributes:

from Price

to Price

Percentage

Minimum

Click 'Save' to add the attributes from above to the 1st tier.

Next Tier

Click 'New' to build another tier within the fee structure.

Click 'Save' to add the attributes from above to the 2nd tier and so on.

Sale Managment

Sale Management

Main Menu>>Maintenance>>Auction Admin

A 'Created' sale is a Sale with a Template and dates, but since it is not 'Pending' no Vehicles may be Checked In to these Sales.

If there is a 'Created' Sale it may be placed in pending status by selecting the Sale date and clicking 'Change to Pending'. This will make the Sale available for Vehicle registration and Rep (buyer) Check-In.

Less often, a Sale may be postponed or canceled. In this case; Use the 'Change to Closed' button to move Pending Sales to Closed status.

After each Sale, you will want to finalize the Sale after each vehicle in the Sale becomes 'In Active'. Select the Sale date for the Current Sale and click 'Change to Closed'.

Note: Unless all units are 'In Active', it is impossible to 'Close a Sale'.

Bank and Bank Branch

Bank and Bank Branch - is stored as part of the Maintenance Menu under Auction Administration. 

Specific account numbers for a particular branch are part of the Dealer Profile's Deposits tab. Banks may possess multiple Branches (auction administration) and Branches may possess multiple Accounts (dealer profile - deposit tab).

Creating New Bank 

Step 1 . Clicking the 'New' button clears the Bank Name field. Type in the Name of the Bank.

Step 2. Type the Name of the Bank and click 'Save'. The name of the bank will be added to the list box below.

Now that we have our Bank created and added next step is to add the branch for the created Bank.

Adding Branch to New Bank 

Step 1. Select the newly added bank from the list in the top right (bank branch) of the form and then click new.

Step 2.  Complete the form and click the 'Save' button to add the Branch information to the Bank information.

Step 3. The New Bank and New Branch information has been added and a Bank Account using the new Bank and Branch may be added to the Dealer's account.

Payment Reports FAQ

1. Cleared Payments Report
2. Float Payment Report
3. UnPaid Buyers Report
4. UnSold Vehicle Schedule Report
5. Title Absent Report

Cleared Payments Report

The Cleared Payments report lists only Cleared payments in order of Trans ID. This report is used to reconcile the Auction's bank statement with the AMS System. Using the Clear Payment orders (Cash or Check)  the 'Cash in Bank' account GL1020 is reduced.

Select the Payments and Deposit application

Select the 'Reports' then sub-menu 'Payments'

Select the Cleared Payment Report

This will Launch the wizard to generate the report.

Here you can choose the Date range you would like to run the report for

You can choose to sort by Clerk or Type of you can just leave it on the default "All"

Click 'OK' when done to create and print the report.

Float Payment Report

The Float payment report lists all buyer payments that the Auction has decided to hold for a period of time. As part of the Buy Settle order a user may designate any payment as 'Float'.

Select the Payments and Deposit application

Select the 'Reports' then sub-menu 'Payments'

Select the Cleared Payment Report

This will Launch the wizard to generate the report.

Here you can choose the Date range you would like to run the report for

You can choose to sort by Float Date which is the default

Click 'OK' when done to create and print the report.

UnPaid Buyers Report

The Un Paid Buyers report provides information for vehicles whose payments are outstanding. You may run this report from the Sale Profile or Payments and Deposits application.

Select the Payments and Deposit application

Select the 'Reports' and then the sub-menu 'Un-Paid Buyers'

You will have two options 'Un-Paid Buyers' or Un-Paid Buyers with Fees' Report

Once you make a selection. This will Launch the wizard to generate the report.

 Unpaid Buyers without fees

 Unpaid Buyers with fees

You may designate a specific sale or check the check box 'Select All Sale Date' to include all Sale Dates. You may also include payments posted in the system but have not been deposited by checking the box 'Include undeposited payments.

Click 'OK' when done to create and generate the report.

UnSold Vehicle Schedule Report

This report provides a detail of the Vehicle Charges, Adjustments, Transportation, Repair and Registration Fees earned on a sale-by-sale basis for any Un Sold vehicles; No Sale, Turn Down, or If Down states.

Select the Sale Profile application

Select the 'Reports' then sub-menu 'Accounting Reports'

Select the UnSold Vehicle Schedule Report

Note: You must select the Sale Date from the grid before running the report

Title Absent Report

The Title Absent report provides information for vehicles whose titles are outstanding as Title Absent or Title Float. You may run this report from the Sale Profile or Payments and Deposits application.

From Sale Profile

Select the Sale Profile application

Select the Sale Date from the top grid

Select Reports menu

Select the Payments Report submenu then Title Absent Report

This will launch the Report wizard

You can customize your report by selecting a specific Dealer or selecting the Select All checkbox for all dealers.

You can include Notifications and Include Announcements by selecting the checkbox in your report.

When finished Click "OK" to create and print your report.

From Payments and Deposits

Select the Payments and Deposits application

Select the Issued Checks Sash then Checks Section

Select the Vehicle with a status of TF or Title Float

Select Reports menus

Select the Title Absent Report

This will launch the Report wizard

You can customize your report by selecting a specific Dealer in the Account field Dropdown or selecting the Select All checkbox for all dealers.

Select the Sale Date from the Dropdown

You can include Notifications and Include Announcements by selecting the checkbox in your report.

When finished Click "OK" to create and print your report.

Accounts Reports FAQ

1. Age Trial Balance
2. General Ledger

Aged Trial Balance

The 'Aged' Trial Balance provides a view of Receivables relative to the passage of time since posting. This may help to identify which Dealers to collect from first. The report is aged according to:

Total Due Current 7 - Day 14 - Day 21 - Day 30 - Day 60 - Day 90 - DaySelect

The Account Management application > Reports > Aged Trial Balance

This will launch the report wizard 

Select the specific Dealer in the To: Filed or 'All Dealers' checkbox

Select the Date range that you would like to generate the report.

Click 'OK' when done to create and print the report.

General Ledger

General Ledger is an accounting report, not a sales report. Behind each transaction is a posting event containing 'opening' and 'closing' entry(s) posted to the Ledger in real-time. A 'P&L' can be obtained at any time. The double-entry Ledger has a complete chart of Accounts.

There are two versions of General Leger:

GL Detail

GL Summary

from the Sale Profile select Reports > Accounting Reports > General Ledger

This will launch the GL report wizard

Select a Date range

Select the GL Code you want to run the report with

For Detail, GL report Select the 'Include GL Detail' checkbox

Click 'OK' when done to create and print report

GL Detail Report Example

GL Summary Report Example

Pre-Sale Reports FAQ

1.  Block Report
2.  PreSale list and Counter list

Block Report

The Block Report is a hard copy of the information a block clerk would use when operating the vehicle block application. It may be used to record sales in the event the system is down or the power goes out. Printing this report for all lanes before a sale reduces the risk to your sale in the event of a power or computer failure.

Note: You must select the 'Sale Description' (click the '+' sign next to the Sale Date' and select a Lane) to run the report.

Select the Vehicle Block application

Select Reports Menu

Then Select the submenu Block Report

Here you can choose the option 'Standard, Custom, or Block CSV'

This will launch the report wizard

If you have Departed VSNs before the sale due to a Seller pulling their vehicles you may exclude them from the report by leaving 'Include In Active Vehicles' unchecked.

You may select just one dealer in the To field drop-down or click the box 'Select All Dealers'.

You choose a specific Lane or you can click the box 'Select All Lanes' to run the report for all Lanes in the Sale.

When you are done click 'OK' to create and print the report.

Warning: This report may have sensitive information such as Floor / Protect amounts

Pre-Sale list and Counter list

Pre Sale Report 

The Pre Sale report is for buyers who need a list of what is available for sale. It does contain the name of the Selling Dealer. If you need the same report without the Selling dealer run the Counter List report. You may run the report from the Sale Profile or the Vehicle Block applications.

Note: You must select the 'Sale Description' (click the '+' sign next to the Sale Date' and select a Lane) to run the report.

Select the Vehicle Block application

Select Reports Menu

Then Select the submenu Pre Sale Report.

This will launch the report wizard

Here you can Sort the Report before creating and printing it. You can sort by VSN, Class type, and Run number.

Click 'OK' when done to create and print the report.

Counter List 

The Counter List report is for buyers who need a list of what is available for sale. It does not contain the name of the Selling Dealer. You may run the report from the Sale Profile or the Vehicle Block applications.

Note: You must select the 'Sale Description' (click the '+' sign next to the Sale Date' and select a Lane) to run the report.

Select the Vehicle Block application

Select Reports Menu

Then Select the submenu Counter List Report here you have several report types Standard, Custom GSA Catalog, and CSV files.

In this example we choose Standard.

You may also run 2 CSV versions of the Counter List report for 'Run List' or 'Damage'. The 'Damage' file contains the Condition Report items, the Run List contains vehicles for sale. Both files may be used to forward to OnLine Ringman.

This will launch the report wizard

You may choose from the following sort options and you may or may not include the name of the seller or any announcements on the report. If you wish the report to begin at a specific Run No. you may choose this as well

Begin Run Number

End Run Number 

VSN (vehicle stock number)

Make-Model

Click 'OK' when done to create and print the report.

Rep Master Report FAQ

1. Rep Master

Rep Master

The Representative Master can be used as a contact list for the Sales department.

Select the Dealer Profile application > Reports > Rep Master

This will launch the report wizard

You may include any, all, or just one salesperson in the report or sort by:

Last Name

Dealer Name

Allowed (buy/sell permissions)

City

State

Zip

Cash Only (authorized for non-check or draft buyer payments)

Click 'OK' when done to create and print the report.

Sales Report FAQ

1. Sales Report part 1
2. Sales Report part 2

Sales Report part 1

Line of Business Report

The Line of Business report is similar to the Top Seller's report but lists only deals associated with a Dealer who has a defined Line of Business.

Open the Sale Profile application.

Select the Sale Date

Select the Reports Menu

Then select the Sales Reports sub-menu > Line of Business.

This will launch the report wizard.

Select the desired 'Begin' and 'End' dates or we can check the 'Include all Sales in the system' checkbox.

In the Line of Business (in this example we use All).

Click 'OK' when done to create and print the report.

Market Breakdown Report

The Market Breakdown report is used to view the sale prices of vehicles over time.

Note: You must select the Sale Date from the grid before running the report

Open the Sale Profile application.

Select the Sale Date

Select the Reports Menu

Then select the Market Breakdown report sub-menu

This will launch the report wizard.

You may select a 'Begin' and 'End' date if you wish to view information on more than one Sale.

You can check the 'Include Inactive Vehicles' because we want to have a comprehensive report on all vehicles even if they have left the site.

Click 'OK' when done to create and print the report

Sales Count Report

The sale Count report is used to track the number of deals for a specific Sale person or all salespersons.

Note: You must select the Sale Date from the grid before running the report

Open the Sale Profile application.

Select the Sale Date

Select the Reports Menu

Then select the Sale Count report sub-menu

This will launch the report wizard.

You may select a 'Begin' and 'End' date if you wish to view information on more than one Sale.

You may select a specific Sales Rep or Select 'All'.

Click 'OK' when done to create and print the report.

Deal Count Report

The Deal Count report is used to view buy and sell deals according to Dealer and may be listed by Dealer Name or Percentage Sold.

Note: You must select the Sale Date from the grid prior to running the report

Open the Sale Profile application.

Select the Sale Date

Select the Reports Menu

Then select the Deal Count report sub-menu

This will launch the report wizard.

You may select a 'Begin' and 'End' date if you wish to view information on more than one Sale.

You may select a specific Dealer or the 'Select all dealers' checkbox.

To include the rep check the checkbox.

You can sort the report by Bought Amount, Bought Count, Dealer Name, Sold Amount, Sold Count, and or Sold percentage.

Click 'OK' when done to create and print the report.

The Deal count report generates both a PDF and Graph report for a visual representation of the  PDF data.

Sales Report part 2

Top Sellers Report

The Top Seller report is used to view selling Dealers ranked from most to least deals. The report includes:

Maximum Price

Average Price

Minimum Price

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Top Sellers Reports sub-menu

This will launch the report wizard.

Select the desired 'Begin' and 'End' dates or we can check the 'Include all Sales in the system' checkbox.

Click 'OK' when done to create and print the report.

Top Buyers Report

The Top Buyers report is used to view buying Dealers ranked from most to least deals. The report includes:

Maximum Price

Average Price

Minimum Price

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Top Buyers Reports sub-menu

This will launch the report wizard.

Select the desired 'Begin' and 'End' dates or we can check the 'Include all Sales in the system' checkbox.

Click 'OK' when done to create and print the report.

Attendance Report

The Attendance report lists all bidders for the selected Sale Date and runs from the Sale Profile. It is used to prospect bidders who most recently attended a sale. However, you may run the report for any selected sale date.

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Attendance Reports sub-menu

This will launch the report wizard.

Select the desired 'Begin' and 'End' dates.

Click 'Yes' when done to create and print the report.

Buy Sell Report

This report only runs for a single sale. There is no date range.  This report list the total number of Sold vehicles and their buyers and their corresponding sellers.

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Buy Sell Reports sub-menu

This will launch the report wizard.

Here you can select the "Include Public buyers"  and "Include Public Sellers" checkboxes if you are a Public Auction.

You can Filter the report by a specific lane by selecting the lane in the Include Only field.

You can sort the report by Run Number, Buyer, Seller, etc. from the Sort field.

Click 'OK' when done to create and print the report.

Bidder History Report

This report is designed to provide the Auction with a historical perspective of bidder attendance frequency and city origination over 12 weeks.

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Bidder History Reports sub-menu

This will launch the report wizard.

The report is broken into 2 sections listing Dealer attendance and City of Origin. Sorting is done by Dealer Name or City. You may wish to 'Include Public Bidders' by clicking the Check box.

Click 'OK' when done to create and print the report.

Market Report

The Market Report is used to provide historical information on the vehicle and its sale price.

Open the Sale Profile application.

Select the Sale Date (You must select the Sale Date from the grid)

Select the Reports Menu

Then select the Market Reports sub-menu (Here You may also run the CSV version of the same report.)

This will launch the report wizard.

You may select a 'Begin' and 'End' date if you wish to view information on more than one Sale.

There are 3 sorting options: Sale Date, Make, Year, Price, and or Model.

Click 'OK' when done to create and print the report.

Sales Report part 2