Equipment Profile

The Equipment Profile can be accessed when you select a Stock Number on the Equipment Listing screen or from anywhere else in IntelliDealer.

• Screen Actions

• Integrated Rental Indicator

• Adding a New Equipment Profile

• Screen Description

Screen Actions

The header rows can be reordered by dragging and dropping them depending on user preference.

You can save row positions to defaults via the Sticky functionality. See Using Sticky States in IntelliDealer.

The Edit button unlocks all fields and allows for further modifications.

The Delete button deletes the equipment profile from the listing screen. The Delete button only appears while in Edit mode.

Additional areas of the screen are:

• Machine Memos—displays any memos for the equipment profile.

• Machine Quick Links—provides links to other screens in IntelliDealer. The available links is dependent on your licensed features and your security settings.

  • Machine History—displays a searchable list of the equipment unit's history.

  • Memos—you can enter extended details of the unit here.

  • Machine Hours—allows you to update the hours values without having to open the profile for edit.

  • Print—select the options to include on a printout of the equipment profile.

  • Print Label—set label parameters before printing a label.

  • Open Work Orders—view information on the work orders that are open for a machine unit.

  • Telematics Details—view telematics information including position, engine readings and fuel usage.

  • CNH Telematics—look up CNH equipment by serial number.

  • CNH Fault Codes—search for CNH fault codes.

  • JD Warranty-Select Vendor Number—submit John Deere warranty claims, retrieve PIPS, retrieve open PIPS, retrieve warranty dates, and submit delivery receipts.

  • Kubota Inventory Details—view the customer's policies and campaigns on Kubota equipment they own.

  • Kubota Factory Campaigns—view any active Komatsu factory campaigns associated to the selected unit, which are essentially equipment failures or issues identified by Komatsu that must be repaired by the dealership.

  • Recommended Service Schedule—to view the recommended service schedules for the equipment.

  • Vermeer Field Campaigns—

  • CNH eWarranty—

  • Update Supplier Invoice Amount—lists voucher batches that have already been created and lets you create a new accounts payable voucher.

  • Polaris Vehicle Lookup—

  • Polaris Promotions—

  • Ditch Witch Service Bulletins—

  • BRP Service History—

  • BRP Vehicle Specifications—

  • BRP Promotions—

  • Traffic History—view and search for traffic history associated with the selected unit.

  • Open Quotes—view a list equipment quotes that have a status of Pending or Quoted for the selected unit.

  • Evaluation History— view the evaluation history for the unit.

  • Custom Screens—create a custom screen to meet your specific requirements.

  • Quick Add Work Order/Request— add a Work Order or a Job Jacket Request. The 810 Product Support: Work Orders - Allow Quick Add switch must be activated to see this option.

• Telematics—displays the location of the equipment, and fuel data. The 800 - Equipment Profile: Show Telematics on Main Tab switch must be activated to see telematics.

• Machine Breakdown—displays a break down of the equipment unit's base and option codes with a brief description of the unit.

• Machine History—displays a quick view list of the equipment unit's history.

Integrated Rental Indicator

Integrated Rental (IR) Cloud is a third-party rental application. When IR Cloud is integrated with IntelliDealer, users perform all rental tasks within IR Cloud, including updating equipment, and entering customer data. Later, the data is synchronized between IR Cloud and IntelliDealer. Invoices completed in IR Cloud are returned to IntelliDealer during synchronization, so that IntelliDealer can update the General Ledger.

If you are using Integrated Rental, and a unit is locked to Integrated Rental, an alert is shown in the equipment profile. Units locked by Integrated Rental Units are those that have a rental status, such as agreement. Presold and on-order equipment is never locked.

Adding a New Equipment Profile

1. From anywhere in IntelliDealer, navigate to Product Support > Equipment > Equipment Profile list.

   The Equipment Listing screen appears.

   

2. Click Create.

   Tip: Click the icon to open the screen in a new window.
   

   The Equipment Profile screen appears.

   

3. Fill in the fields on the Machine Profile, Supplier & Financial Information, and Customer & Sales Information sections of the Profile screen, referring to the Screen Description below.

4. Complete the profile by adding additional information about the equipment to the Base Options, Attachments, Parts List, MyDealer, Multimedia, GPS and Warranty Dates tabs as desired.

5. Click Save to record your equipment profile entry, or click Close to exit without saving any of the information.

Screen Description

The rows displayed are:

Field	Description
Stock Number	The stock number inventory identification number or unit number. This field only appears when adding a new piece of equipment to the system.
Attached To	The stock number of the parent unit in the attachment relationship. Information in this field is only populated when viewing the child stock number in an attachment relationship.
Base	A code assigned to this unit. Base and option numbers are loaded and then assigned to a stock number to define the makeup of a piece of equipment.
Class	The class code from the base profile. This code can be edited on the unit, if the base code is a miscellaneous base code.
Description	A brief description of the unit.
Make/Model/Year	The manufacturer, model, and year of the unit. If the Edit Make and Model On Adds checkbox is selected on the System Settings: Company screen, then the system validates the Make and/or Model code as configured on the Equipment Models screen.
Price	The retail price for the base code. Usually this is assigned by the base number selected but can be overridden if the unit is used or the base number is a miscellaneous code.
Price with Options	Base price plus the price of all options.
Machine Serial Number	The unit's serial number.
Engine Serial Number	The unit's engines serial number.
Transmission Serial Number	The unit's transmission serial number.
Sound Guard Serial Number	The unit’s sound guard serial number. If you are using the transmission or sound guard serial number to store something other than these values, these field labels can be maintained using an alternate language. The system can automatically populate the Sound Guard Serial Number field with a PO number for equipment added to the system through the PO system. This is done when the PO number is blank before being receipted.
Ordered/Reserved	The date the unit was ordered or reserved by the manufacturer.
Fleet Date	The date the unit was added to the rental fleet.
Category/Class/Subclass	Controls what category, class and subclass the unit is assigned to in the rental fleet. Rental rates, durations and miscellaneous charges are maintained by category, class and subclass. Rental units must have Category/Class/Subclass codes setup on the unit's profile.
Invoice Number	The supplier's invoice number. This field is disabled if Protect Supplier/Financial Information switch is enabled.
Invoice Date	The date of the supplier's invoice. This field is disabled if Protect Supplier/Financial Information switch is enabled.
Invoice Amount	From the supplier for this unit, this value is updated when an original cost entry is made to the inventory account or can be entered manually. Manual changes to the Invoice Amount do not affect the G/L. Field on the left is the amount the dealer paid to the vendor (original cost). Field on the right is the amount for the equipment including options (original cost + options). This field is disabled if Protect Supplier/Financial Information switch is enabled.
Current Cost	Calculated as invoice amount + capitalized amounts to the inventory account. Field on the left is original cost. Field on the right is original cost + options. This field is not shown if Protect Supplier/Financial Information switch is enabled.
Net Book Value	Calculated as the current cost less any writedowns credited to a writedown account (most commonly used when reevaluating inventory for year end or income tax purposes). If the equipment unit was automatically costed when invoiced, the Net Book Value will appear in red. Field on the left is original cost. Field on the right is original cost + options. This field is not shown if Protect Supplier/Financial Information switch is enabled.
Inventory Account	The general ledger inventory account for this unit. The account must have an application type of "inventory" in your chart of accounts. When an on-order account is changed to an inventory account and the original cost is less than or equal to $0.01, the inventory account will default to the value configured in cnfigpfw, equipment defaults (option 19), additional control files (option 23). If you leave this field blank and there is a matching Equipment Defaults entry set up, the system will auto-populate this field with the default Inventory Account from the Equipment Defaults screen. If no account is loaded on the Equipment Default screen the system will use the inventory account loaded in the ADDWGU table.
Reference Amount	Any reference values may be entered, such as minimum selling price.
Note Amount/Code/Due Date	The note amount for this unit. It is loaded through a general ledger entry to an account coded with an application type of "Floor Plan". The due date for the note amount. A user-defined, single character description of the notes payable general ledger account.
Finance Amount/Due Date	The total of all finance expenses on the unit. The financial due date.
Settlement Number/Date	The manufacturer assigned number for the settlement of this piece of equipment For John Deere dealers, the settlement number auto-populates when linked with JDMINT. The date when the equipment was settled for or that financial arrangements were made with the manufacturer. For John Deere dealers, the settlement date auto-populates when linked with JDMINT.
Maintenance Expense	Any expenses incurred from maintenance. Field on the left is original cost. Field on the right is original cost + options.
Rental Cost Percentage	If the unit is rented the system checks to see what the rental costing percentage is. When 0.1 is entered into the rental cost % field, no costing will take place for any rental invoice for the unit.   This also means that if the chart of accounts cost of sales % field is 0.1 on the rental sale account and the rental cost % field is 0.0 or 0.1 in equipment profile, then the cost will be zero for rental invoices for the unit.
Rental Insurable Amount	The amount the unit is insurable for.
Rental Amount	The unit's rental amount. Field on the left is original cost. Field on the right is original cost + options.
Status	The status of the unit. Units that have a Customer Number set go through the status flow of Pre-Sold, Sold, then Invoiced. If the Customer Number has a type of Internal, then the status flow goes Pre-Sold then Rental. Status can be one of: On Order—The unit is on order with the supplier. Pre-Sold—The unit is on order with the supplier for a particular customer. Inventory—The unit is physically in stock. Sold—The unit is physically in stock and tagged for a particular customer. Rental—A rental unit. Invoiced—The unit has been invoiced to a customer. The status code is automatically changed to "Invoiced" when the sales invoice is processed by the billing system. Quote—A status that can be set manually to flag a unit as quoted. The equipment quoting system does not set a unit to a Quote status. Transferred—The unit has been transferred to another dealer. The current cost must equal the net book value, and the current cost and net book values must both be equal to either the original cost, or zero, before the status can be changed. Deleted—When you change the status to Deleted and click the Save button, the unit is immediately deleted from the system and it cannot be recovered. To be able to delete the unit, its current cost must equal the net book value, and the current cost and net book values must both be equal to the original cost. If you are licensed for feature number 6224, a Komatsu link is available next to the Status field, allowing you to view any Active Komatsu Factory Campaigns associated to the selected unit (if applicable).
Internal	Identifies the unit as an internal unit. An internal unit is a unit currently being used by the company (for example, a company truck). Identifying a unit as internal excludes the unit on these screens and dashboard views in IntelliDealer: Screens: Group Unit Analysis - Days In Inventory Dashboard Views: Inventory Summary Top Inventory $ by Group Used Inventory by Hours Inventory Aging
In/Out	Indicates whether the unit is in or out of the dealership and is maintained through the traffic system. The list of possible values is below and corresponds to the I/O code in the CGIBASE file. If authorized, users can click on the In link to manually set the traffic sub code. Changing the In/Out status for a unit will also change the In/Out status of any associated attachments. In Value: I - In the branch Out Value: B - Being Transferred D - Demo E - Re-Rent H - Held L - Loaner M - Miscellaneous O - In Transit R - Rental S - Service W - Equipment Sale
In/Out Sub Type	If applicable, the unit's In/Out status with additional details.
Type	Indicates whether the unit is new or used.
Group	The group code associated with the unit. Group codes are set up in the Group Codes screen. Group codes are used in the Equipment Profile and are a way to break equipment into various groups for reporting and searching purposes. The Default blank equipment profile group code to Base group code checkbox in the System Settings: Division tab controls whether the group code on the Equipment Profile tab is populated with the group code loaded on the Base code. If the box is checked : The group code on the Equipment Profile tab will default to the group code loaded on the Base code when adding or editing a unit with a blank group code. If the box is NOT checked: The group code on the Equipment Profile tab will default to the group code loaded on the base code when adding a unit with a blank group code only. When editing a unit with a blank group code tab the group code will remain blank. This option also determines which Machine Hours are displayed.
Location	The location of the unit.
Yard Location	A designated physical location within the selected branch where the unit is located.
Control Number	When the unit is taken in as a trade this is the stock number of the original unit sold and is used by the system to group units for washout reporting. The control number field must be updated using the equipment profile to get the stock numbers grouped together into a washout. The control number on each stock number to be included in the washout should be the stock number of the machine that originally started the washout.
Equipment Identifier	To be used by the following OEM interfaces: John Deere Sales Center CNH eQuipment Interface AGCO Equipment Ordering (AGCO Open Orders) Ditch Witch Equipment Ordering Creates on-order units from the equipment orders placed by a dealer.
Last Counted Method and Last Count Date	The last date on which the selected unit was accounted for, and the count method code associated to this count. For example, if this field displays "02/24/15 WORFH", it means that on February 24th 2015, service was performed on the selected unit (WOR), which can be attributed to a salesperson who's initials are "FH" (WORFH). Both values are stored in the CGIBASE file; CBLCM (Count Method) and CBLCD (Count Date).
AvaTax Product Code	Identifies the type of item being sold.
Machine Hours	Last recorded hour meter reading for the unit. Settings selected in the Group field determine the appearance of this field.
Machine Code	The Code field represents the type of hour meter reading (blank = actual, E = estimate, and X = none).
Machine Date	The date the meter reading was taken.
Machine 2 Hours/Code/Date	A 2nd hour meter reading can be entered in the Machine 2 field. The second reading would apply in situations where the unit has more than one meter. Settings selected in the Group field determine the appearance of this field.
Basic Hours/Code/Date	The date the basic warranty ends.
Extended Hours/Code/Date	The date the extended warranty ends.
Sale Account	The sales account to be used for this unit on a sale invoice. The account number entered in the Sales Account field must be defined with an application type of "sale" in your chart of accounts.
Salesperson	The salesperson that sold the unit. In the salesperson field for quick add invoiced units, use the salesperson number "SYS" in this field. This way all quick added customer equipment records can be reported on and changed as needed.
Customer Invoice Number	The number associated with the customer after they have been invoiced.
Customer Invoice Date	The date the customer was invoiced in the system.
Invoice Amount	The amount the customer paid for the unit.
Customer Number	The customer number of the person who purchased or rented the unit. When a unit is rented or invoiced the system automatically uses this number.
Customer Name	The name of the customer who purchased or rented the unit. When a unit is rented or invoiced the system automatically uses this name.
Customer Fleet Number	If your customer assigns fleet or tag numbers to their equipment, it can be entered here for reference.
Delivery Date	The date the unit was delivered.
Traded Date	The date the unit was traded from the customer. You can only enter a traded date for Invoiced or Transferred equipment. Entering a Traded Date prevents the unit from appearing on the Equipment Listing screen when searching for units and removes the record as a 'customer owned' unless the term 'Traded' is searched for specifically.

Data Source: CGIBASE

Security: 800 - Equipment Profile

Revision: 2025.08