Equipment Add Defaults

Use the Equipment Add Defaults screen to configure default values applied when customer-owned equipment is quick added to IntelliDealer, and when certain other equipment add paths need stock numbers or general ledger accounts assigned automatically.

To open the Equipment Add Defaults screen, navigate to Configuration > Equipment > Profile > Equipment Add Defaults. The Select Location field shows the location where the listed defaults apply. To change locations, click the search icon and select a location from the list, or use the arrows to scroll through locations.

Note:  Equipment Add Defaults is not the same screen as Quick Add Defaults under Configuration > Service > Work Orders. Equipment Add Defaults supplies defaults for equipment units. Quick Add Defaults supplies defaults for work orders.

Topics in this section are:

When Equipment Add Defaults Apply

Configured values on the Equipment Add Defaults screen are location-specific. Defaults are suggestions; users can change populated values on the add screen when the field is available for entry.

The table below describes common equipment add paths and how Equipment Add Defaults relates to each path.

Equipment add path How Equipment Add Defaults are used
Customer-owned equipment quick add

Primary use. Applies when a customer-owned unit not previously recorded in IntelliDealer is quick added from screens such as Add a Unit on Customer Profile, or from invoices, quotes, work order invoicing, sales orders, or rental.

Defaults can populate stock number assignment, base number, salesperson, inventory account, sale account, and In/Out. Units quick added through service, sales orders, or customer maintenance typically receive Invoiced status. Units quick added through an equipment invoice typically receive Inventory status.
Quick Add On Order Unit

Applies when you use Quick Add On Order Unit on Equipment Listing to open Add On Order Units.

Uses configured stock number assignment and prefix settings. Inventory and sale accounts from Equipment Add Defaults apply when matching values are not available from Equipment Defaults.
Full add from Equipment Profile

Partial use. When you create a new unit from Equipment Profile, Equipment Defaults is the primary source for inventory and sale accounts.

If no matching Equipment Defaults entry exists, IntelliDealer uses the inventory and sale accounts configured on Equipment Add Defaults.
Purchase order add

Partial use. Adding a unit from a purchase order opens Equipment Profile as a full add. Account defaulting follows the same Equipment Defaults and Equipment Add Defaults fallback behavior described for a full add.

Configuring Equipment Add Defaults

  1. Navigate to Configuration > Equipment > Profile > Equipment Add Defaults.

    Equipment Add Defaults screen appears.

  2. Select the location to configure. To change locations, click the search icon or use the location arrows.

  3. Enter default values for the location. Refer to the Screen Description for field details.

  4. Click Save to save your changes.

    - or -

    Click Save & Close to save your changes and close the screen.

Select the Click here to copy Quick Add Defaults to another location link to copy the current location's defaults to a different location.

Deactivating Equipment Add Defaults

  1. Navigate to Configuration > Equipment > Profile > Equipment Add Defaults.

    Equipment Add Defaults screen appears.

  2. Select the Active for System checkbox, removing the checkmark.

  3. Click Save to deactivate the equipment add defaults for the selected location.

Screen Description

The fields on the Equipment Add Defaults screen are:

Field Description
Stock Number

Select the radio button to indicate whether the stock number must be Keyed by the user or automatically Assigned by IntelliDealer.

System-assigned stock numbers are six-digit sequential numbers. If a prefix is configured in Stock Number Start Digit, it precedes the six digits.
Stock Number Start Digit

Enter the prefix character that starts each automatically assigned stock number.

This field appears only when Stock Number is set to Assigned.
Base Number Enter a default base number, or search for an existing base number using the search icon .
Salesperson

Enter a default salesperson, or search for an existing salesperson using the search icon .

IntelliDealer can also use this value when an integrated application updates equipment and no salesperson is supplied.
Inventory Account Enter the default inventory general ledger account for quick-added equipment records. Enter an account manually or search using the search icon .
Sale Account Enter the default sale general ledger account for quick-added equipment records. Enter an account manually or search using the search icon .
In/Out

Select the default In/Out indicator for a newly added machine.
Active for System Select the checkbox to indicate that these defaults are active for the selected location.

Use these buttons to complete your work on the Equipment Add Defaults screen:

Button Description
Save Saves changes made for the selected location.
Save & Close

Saves changes made for the selected location and closes the screen.
Close Closes the screen without saving unsaved changes.

Data Source: PFWTAB (ADDWGU table)

Security: 999 Configuration

Revision: 2026.09