Adding Vehicle Stock

Vehicle stock is not normally migrated from Navigator. It is re-entered manually by Sales Administration staff.

 This is a 3 step process, which is spread over the implementation. The success of re-entering vehicle stock relies on good-quality, accurate stock lists at the time of transfer.

Information required to re-enter stock

 A stock list of all new and used vehicles that are in-stock or on-order from the factory (for new vehicles). The following information is essential :-

            For new Vehicles

                 Existing stock No

                Specification of vehicle (make/model/derivative/factory options/colour etc)

                Chassis No

                Factory order ref

                Consignment date and value

                Adoption date (if consigned)

                Purchase Price

                PDI/Prep costs spent on the vehicle.


            For used vehicles

                 Existing Stock no

                Registration No

                Date purchased

                Original purchase price

                Written down value

                Preparation costs

                Definition as to whether the vehicle is a margin or Qualifying vehicle

                Vehicle Retail Price


  • Do not include any Part Exchanges that are not in stock in this list


In addition, details of any Sales Orders on vehicles should be available so that these can be re-entered. Any deposits taken from customers should be available so that this can be re-entered.


Before Live

 The transfer of vehicle stock can commence during the week before you go live on Navigator by adding the vehicle stock on to the system – ie creating the stock details on Navigator.   

 At this stage, vehicles should not be accepted into stock and should not have any costs posted. 

 For new vehicles, add the basic  vehicle details. For franchises which have vehicle stock integration with their franchise It may be easier to leave new vehicles to be added after you go live as it is quicker to use the franchise integration.

 For used vehicles, they can be added using this Excel Template which can be inported by your Project Manager when you go live. The original purchase price must be entered at this stage.

 It is essential that the new stock no is written down on an existing report so that a link between the old and new stock nos is maintained for later data entry.

As far as data processing on your old system goes, a value judgement should be made on vehicles that are in the process of being delivered. Any vehicle  that can be invoiced, delivered and closed down on your old system will not need transferring to Navigator.

 After live

 The first step is to ensure all vehicle stock has been added, and that any vehicles added which are no longer required are deleted.

 All new and used stock which are physically on site should be accepted into stock.

 All demonstrators and loan vehicles can be transferred using the department transfer option to the relevant sub-department in the vehicles system.

 The Stand-in value should then be posted to all vehicles. In order to do this, it will be normal to create a series of supplier accounts for the purpose (normally New and Used Car Setup accounts for each physical branch). The vehicle stand-in-values should then be processed as if you are buying the vehicles from yourself. The process is as follows for each vehicle :-


  1. Go into each stock no and choose the option to post a purchase invoice.
  2. Choose the relevant supplier from the supplier list created for the purpose.
  3. Do NOT enter an invoice no – enter the old stock no as the delivery note reference
  4. Enter the purchase date as the last date of working on the old system.
  5. Enter a total purchase value equal to the total stand-in-value of the vehicle (ie the purchase price less write down plus pdi/prep costs).  
  6. In the analysis, analyse the PDI/Prep value on the relevant tab and allocate the vehicle purchase price to the vehicle purchase tab.
  7. Post the invoice.


Once this is completed, a GANI report should be printed for all the setup accounts in the purchase ledger and reconciled against the closing stock lists from your old system. Any corrections should be made.

 Then all sales orders can be entered onto Navigator. By processing this, stock nos for part exchange vehicles will automatically be created.

 Once all the sales orders are entered, any receipts that have been posted onto the old system can be entered. These should then be reconciled on the Sales Till Reconcilation.

 All the above should aim to be completed by the middle of the week following live – or as agreed with your DMS Project Manager.

 Once all the above has been completed the following postings and journals should be processed. These will be carried out in association with a DMS consultant – normally at the end of the first live week on Navigator :-

  • Post an invoice to clear the Gani entries on the purchase ledger and move the opening stock balance into a suspense account in the nominal ledger
  • Journal the receipts for brought-forward receipts out of bankings into a suspense account representing brought forward receipts.

 The suspense accounts will be cleared when the opening trial balance is posted – vehicle stock and receipts accounts from the old accounts will be coded to the suspense account – not to the vehicle stock in Navigator.


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