ITrack/Enterprise/Vehicle Management Screen

Entering New Vehicles

Clicking on Vehicles in the Main Menu will bring up the Vehicle Management Screen. From this screen you will be able to enter all kinds of information about vehicles. The screen should look like this:

Tip

ITrack includes numerous fields to track many aspects of your inventory and your business. Not all fields are required. Fill out the information you deem necessary and save at any time. If you are missing required information, ITrack will notify you with a pop up box.

Basic Tab

As you can see, the screen opens on the Basic tab. To create a vehicle, enter the VIN number for the vehicle. ITrack will automatically fill out several of the fields for you based on VIN information.

Tip

At the top of the screen is a field called Tracking #. You may assign your own tracking numbers to vehicles if you wish. For example, you may want the tracking number to contain information on the vehicle such as type. Please note that tracking numbers can include alphabetical characters. If you don't want to enter a custom tracking number, ITrack will automatically assign a sequential number for you.

Advanced Tab

After you have finished entering all of the information under the Basic tab, click on the Advanced tab to enter more information about the vehicle.

The Advanced tab allows you to enter images and attachments that will be associated with the vehicle. You may enter an unlimited number of images and attachments for each vehicle. Click the Add button next to Images or Attachments to access particular file. Then select the file you want to add. Click the Open button to attach the file.

Tip

You can select an image or attachment to preview images by double clicking on the file name, or by using the Open and View buttons.

If you have entered images and/or attachments, you will be able to see a preview of the file. Now you can either add more files or delete files. If you have entered multiple files, click on the file you want to view and then click the View button to see a preview. Once the vehicle has been saved, you can click the Email button to send a picture of the vehicle to potential customers.

Info Tab

The next tab is the Info tab. This tab will allow you enter more information on the vehicle such as seller information, miscellaneous information, and title information.

Tip

If you don't want to enter information in any tabs other than Basic, just click Save & New or Save & Close, both located in the upper right. Or, if you want to enter parts from the vehicle, click the Parts From Teardown button in the lower right corner.

The completed Info tab will have information about who you bought the vehicle from, title status on the vehicle, and other information about where you got the vehicle.

Costs Tab

Next is the Costs tab. From here, you can enter and track all of the costs associated with a vehicle.

First, click on the New Costs button located on the right side of the screen. This will bring up the Purchase Orders screen. From the Purchase Order screen costs can be added to a vehicle. (See the Purchase Order screen section to find more information on filling out a Purchase Order).

You can Edit or Delete, the existing costs by double clicking on the cost and editing it in the Purchase Order screen.

Performance Tab

The Performance tab will start out blank when you enter in a new vehicle. Information about parts will show up once you enter parts for the vehicle. The first section shows available parts you still have in stock for the vehicle. The next section shows which parts you have sold from the vehicle.

On the right side of the screen is the Totals section. It shows valuable information including how many parts you have sold from this vehicle and the total dollar amount you have sold from the vehicle.

Q And A Tab

The final tab on the Vehicle Management Screen is the Q And A tab. This tab allows you to answer questions you want asked about your vehicles. To set questions for vehicles, go to Edit → Parts List and then click on the Teardown Sheets tab. Please reference your administration section of the manual for further information regarding setting up questions for vehicles.

Once you have saved questions, they will show up in the Q And A tab and you can answer them. You many want to ask questions regarding the cleanliness of the vehicle, how it runs, or the oil pressure. You can also set specific questions to certain makes and models of vehicles.

Now that we have finished entering information about the vehicle, we need to enter parts. If you want to enter parts for this vehicle now, click the Parts From Teardown button located in the bottom right of the screen. If you want to save the vehicle and enter parts for it later, click either the Save & New button (if you want to enter more vehicles) or the Save & Close button (if you are finished entering vehicles).

Viewing and Editing Vehicles

There are times when you may want to view a vehicle you have entered in the past or make edits to information you have entered about a vehicle. This section will help you find a vehicle you have entered.

There are three ways to get to a vehicle you have already entered. The first is to click on Search from the Main Menu. Conduct a search for the vehicle you are looking for. Double click on the vehicle you want and it will open in the Vehicle Management Screen.

Tip

See Searching for a Vehicle for more information about how to search.

A second way to get to a vehicle is from the Vehicle screen. Enter the tracking number for the vehicle in the Lookup field and then click the search button (a car with a magnifying glass) to find the vehicle.

A third way to view an entered vehicle is click on the arrows on either side of the lookup button to look through your saved vehicles numerically.

Once you have found the vehicle, you can see it in any of the tabs: Basic, Advanced, Info, Costs, Performance, and Q And A.

When you are finished editing the vehicle, be sure to click the Save & New button or the Save & Close button so your changes are saved.

Entering New Parts

If you are adding parts from a teardown, please read on. If you are not adding parts from a teardown, skip to the section on the Parts Screen.

Parts From Teardown

Click OK and the Parts From Teardown screen will appear. Now, you can go through the list and click the box next to the parts you want to enter. In the L/R column, you can select if you have the left, right or both sides of a certain part, for example, front doors.

Use the scroll bar at the bottom to show more fields. Some of the other fields include pricing options such as retail, wholesale, and core pricing. You may wish to fill out a variety of fields so you will have information saved about the parts such as descriptions and pricing.

When you are finished selecting the parts from teardown for the vehicle, click the OK button. to save the parts into your inventory. Now, when you go back to the vehicle and look at the Performance tab, you will see the parts you entered for the vehicle. When you first enter the parts, they will show as available. Once you sell parts, they will show in the Sold section right below the Available section.

You can also view the parts added by clicking on the Show Parts button.