ITrack/Pro/Vehicles 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.
| 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.
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.
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. (Info Tab screen shot)
| 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, using the section located at the bottom of the screen you can create a new cost.
Here you can select your type of cost by clicking on the arrow to bring up the drop down menu.
Fill out the rest of the information for the type of cost. Click the box next to CGS if you want to have the price factor into the cost of goods sold.
When you are satisfied with the information, click on the "Create New" button. The cost item will then show up on the screen.
To update an existing cost, simply select the cost in the list and the information will show up in the fields at the bottom. Make any changes that need to be made and click the "Update" button.
(Costs Tab screen shot)
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). (Q and A Tab screen shot)
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. Another pop up box will appear if you did not enter a custom tracking number for the vehicle. It will tell you the sequential number ITrack assigned to the vehicle.
Search
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There are three ways to get to a vehicle you have already entered. The first is to click on the Search Screen 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.
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Lookup
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A second way to get to a vehicle is from the Vehicle Management Screen. Enter the tracking number for the vehicle in the Tracking # field and then click the lookup button (a car with a magnifying glass) to find the vehicle. |
Arrows
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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. |
Parts From Teardown
Now that you are done entering information about a vehicle from the Vehicle Management Screen, click on the Parts From Teardown button located at the bottom of the screen. When you click on this button, the following pop up message will appear. Click Yes if you want to continue to the parts teardown or No if you want to return and enter more information on the vehicle.
When the "Parts from Teardown" dialog appears 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.
Additional Info
Vin Power
Vin Power is a 3rd Party Utility that ITrack uses for the decoding of VINs. In the host.ini file there is a "vinpower" section where the path of the vin power files can be specified. This location is "...\<ITrack Directory>\Vin Power\" on most peoples installs of ITrack although for some it may still be "...\<ITrack Directory>\data\" (if this is the case you should change it to "Vin power").
If users are getting an error when they open the Vehicle Screen, it means one of the following things:
- The data directory in the host file isn't pointed to the correct path of the vin power files
- vp_lib5.dll needs to be registered
- Open up the command prompt and run regsvr32 <path of vin power files>\vp_lib5.dll
If they get an error: "Error Decoding Vin" it may mean:
- The VIN they entered isn't valid
- The VIN is to long for Vin Power to decode (I think > 13 characters)
- If this is the case, try removing a few characters off the end of the VIN
