How to Transfer a Stock Record to Another Department

This guide explains how to transfer a vehicle stock record from one department to another in Navigator. Note that transfers back to the New Vehicle department are not possible, and this cannot be manually amended by the Helpdesk. Follow the steps below to complete the transfer process.

Steps to Transfer a Stock Record

1. Access the Vehicle Administrator’s Toolkit

• From the Navigator Main Menu, select Vehicles.
• Choose Vehicle Administrator’s Toolkit from the dropdown menu.

2. Search for the Stock Record

• Use the search function to locate the required stock record.

3. Transfer to a Different Department

1. Click the "Dept" Button:

   • Located next to the Status field, this button opens the department transfer options.

2. Select the New Department:

   • From the Transfer To dropdown list, choose the desired department.
   • Examples of available departments include:
     • Showroom
     • Demonstration Stock
     • Hire Stock
     • Loan (Courtesy) Vehicle
     • Company Vehicle
     • Contract Hire

Key Considerations

• Vehicle Status Change:

  • The vehicle’s status will automatically update based on the selected department.
  • Example:
    • A vehicle transferred to Hire Stock will reflect the relevant hire status.
    • Returning a vehicle to Showroom Stock will change its status to Used, even if it was initially a new vehicle.

• Date of Transfer:

  • Ensure the Date of Transfer field reflects the date the vehicle was moved to the new department.

• Account for Maintenance:

  • Enter the account for maintenance in the Lease Company field. This ensures workshop costs are billed to the correct account.

• VAT Qualifying:

  • Tick the VAT Qualifying box if the vehicle qualifies for VAT.

• Alternate Nominal Code for Write-Down:

  • If needed, enter an alternate nominal code for write-down costs.
  • Example:
    • For a workshop courtesy car, use the nominal code for Workshop Courtesy Car Costs instead of the default Sales Write-Downs.

Completing the Transfer

• Once all fields are updated, click Transfer to finalise the move to the new department.

Key Notes

• New to Showroom Transfer:
  • Vehicles moved back to Showroom Stock after being transferred elsewhere will display as Used vehicles.
• Department-Specific Details:
  • Ensure all department-specific fields, such as VAT and maintenance accounts, are correctly updated.

Scenarios Where This Process is Useful

• Reallocating demonstrator vehicles to showroom stock.
• Updating stock for hire, loan, or company vehicle purposes.
• Ensuring accurate maintenance and VAT details for department-specific vehicles.