Equipment Profile

The stock number inventory identification number or unit number.

This field only appears when adding a new piece of equipment to the system.

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.

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.

Base codes are configured on the Base and Options screen.

If the Base code is checked as Miscellaneous on the Base and Options screen then you must use the button next to the Base field on the Equipment Profile and select that code from the look-up screen for equipment detail fields (Make, Model, etc) to populate on the equipment profile.

Manually entering a Miscellaneous Base code does not automatically populate Make/Model details.

The class code from the base profile. This code can be edited on the unit, if the base code is a miscellaneous base code.

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.

Changing some fields (make, location, type, group code, status) may cause the system to also change the accounts and even make a journal entry to move any value from the old account to the new account. See G/L Account Updates for Equipment Location Changes.

The unit's 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.

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.

The supplier's invoice number.

This field is disabled if Protect Supplier/Financial Information switch is enabled.

The date of the supplier's invoice.

This field is disabled if Protect Supplier/Financial Information switch is enabled.

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 attachments (original cost + attachments).

This field is disabled if Protect Supplier/Financial Information switch is enabled.

Calculated as invoice amount + capitalized amounts to the inventory account.

Field on the left is current cost.

Field on the right is current cost + attachments.

This field is not shown if Protect Supplier/Financial Information switch is enabled.

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 appears in red.

Field on the left is net book value.

Field on the right is net book value + attachments.

This field is not shown if Protect Supplier/Financial Information switch is enabled.

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 status unit is changed to inventory status and the original cost is greater than or equal to $0.01, the inventory account defaults to the value configured on the Equipment Defaults screen.

If you leave this field blank and there is a matching Equipment Defaults entry set up, IntelliDealer auto-populates this field with the default Inventory Account from the Equipment Defaults screen. If no account is loaded on the Equipment Defaults screen, IntelliDealer uses the inventory account configured on the Equipment Add Defaults screen. For more information about when those defaults apply, see Equipment Add Defaults.

Any reference values may be entered, such as minimum selling price.

Field on the left is reference amount.

Field on the right is reference amount + attachments.

Any expenses incurred from maintenance.

Field on the left is maintenance expense.

Field on the right is maintenance expense + attachments.

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.

The unit's rental amount.

Field on the left is rental amount.

Field on the right is rental amount + attachments.

If selected, this unit's data is not sent to Integrated Rental.

This checkbox is only visible when feature 6276 (Integrated Rental) is licensed AND the division of the unit is integrated with IR.

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).

Changing some fields (make, location, type, group code, status) may cause the system to also change the accounts and even make a journal entry to move any value from the old account to the new account. See G/L Account Updates for Equipment Location Changes.

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

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

Indicates whether the unit is new or used.

Changing some fields (make, location, type, group code, status) may cause the system to also change the accounts and even make a journal entry to move any value from the old account to the new account. See G/L Account Updates for Equipment Location Changes.

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 remains blank.

This option also determines which Machine Hours are displayed.

Changing some fields (make, location, type, group code, status) may cause the system to also change the accounts and even make a journal entry to move any value from the old account to the new account. See G/L Account Updates for Equipment Location Changes.

The location of the unit.

Changing some fields (make, location, type, group code, status) may cause the system to also change the accounts and even make a journal entry to move any value from the old account to the new account. See G/L Account Updates for Equipment Location Changes.

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.

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.

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).

Last recorded hour meter reading for the unit.

Settings selected in the Group field determine the appearance of this field.

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.

Note:  When warranty dates are imported from John Deere, any date before 01/01/1975 is stored as 01/01/1975 on the equipment profile. This prevents billing and work order printing errors when John Deere sends an invalid date. The date is not entered manually by the dealer. See John Deere: Warranty and JD Warranty Services.

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.

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.

The amount the customer paid for the unit.

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.

Opens a breakdown of the unit costs. Displays when the user has Equipment Costing access and one of these is true:

• the equipment status is Inventory, Rental, or Sold and the control number is non-empty and not ?

• the equipment status is Invoiced and an existing stock record matches the control number