How to Create a Used Vehicle Stock Record

To create a stock record for a used vehicle, follow these steps:

1. Access the Vehicle Administrator's Toolkit:

   • From the Navigator Main Menu, select Vehicles.
   • In the dropdown menu, select Vehicle Administrator's Toolkit.

2. Add a Used Vehicle:

   • On the Toolkit screen, select the Used button to begin the process.

3. Enter Vehicle Information:

   • Vehicle Type: Choose the appropriate vehicle type from the dropdown menu.

   • Registration No: Enter the vehicle’s registration number and click VRM. The system will attempt to retrieve the vehicle's details automatically.

   • If the correct registration number is entered, the Description and Colour fields will auto-populate. If the details are not pulled, double-check the registration number using the DVLA vehicle information service.

4. Manually Edit Vehicle Details (if necessary):

   • To amend the vehicle description, click Change next to the Description field and select the appropriate details from the dropdown menu.
   • Colour: If the vehicle colour isn’t correct, you can manually update this field.

5. Additional Information:

   • Purchased By: Select the sales staff member who purchased the vehicle from the dropdown menu.
   • Supplier: Enter the supplier's account number and press Tab. If you don’t know the account number, enter part of the supplier's name and click Search to find it.
   • Date Due In: Enter the expected date the vehicle is due to arrive in stock or select it from the calendar.
   • Purchase Price: Input the vehicle's purchase price, excluding VAT if applicable.

6. VAT Status:

   • Choose the correct VAT status from the dropdown:
     • Non-Qualifying: Applies to vehicles under the VAT Margin Scheme. For more details, refer to VAT Notice 718.
     • Qualifying Vehicle: Applies to vehicles eligible for normal VAT treatment (outside the margin scheme).
     • Commercial Vehicle: A qualifying vehicle categorized as a commercial vehicle rather than a car.

7. Sale Price: Enter the vehicle's sale price. If the price is not available yet, you can update it later after the stock record has been created.

8. Optional Settings:

   • Add to Website: If your system is linked to your website, ticking this option will include the vehicle in the next website feed update. You can also choose this option later.
   • Display Created Vehicle Record: Tick this option if you want the stock record to be displayed immediately after creation.

9. Create the Stock Record:

   • After entering all necessary information, click Create to generate the stock record. You will either see the stock record on screen or receive a confirmation message with the stock number.