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Adding a QuickBooks Vehicle Sales Template

Autosoft -

If you use Autosoft's QuickBooks integration to import vehicle sales information from Autosoft Sales and F&I into QuickBooks, you can create vehicle sales templates for every deal format your dealership may need. These templates organize vehicle sales data for proper import into QuickBooks.

Step 1. While in the Setup application, click the Accounting tab at the top of the screen and select Vehicle Sales from the drop-down menu.

Step 2. The Vehicle Sale Search screen opens. You can add a vehicle sales template in one of two ways (click the method in the list below to see the step-by-step directions):

Copying an Existing Vehicle Sales Template
Using the Add Setup Button

 

Copying an Existing Vehicle Sales Template

Step 3. In the Vehicle Sale Search list, determine the existing vehicle sales template that is most closely related to the vehicle sales template you're adding. This template will serve as the base for your new template. Click the Copy icon in the far left column of the base template in the list. 

vehicle_sale_search_screen_copy_arrow.png

Step 4. The Vehicle Sales Template pop-up opens. The Deal Type field reflects the base template you chose. If the new template is for a different deal type, use the drop-down menu to select a new deal type. 

vehicle_sales_template_copy.png

The Inventory Type defaults to Used. You cannot change this setting. 

Step 5. Use the Class field to select the vehicle class. The options can include Passenger, Truck, Motorcycle, and Other. The options vary per template, as the vehicle class that the base template covered doesn't appear in this list. This prevents users from creating multiple templates for the same deal/vehicle class. 

Step 6. Click Continue

Step 7. The new template opens in the edit view. The screen is divided into several cards depending on the deal type: Front End, Deal Funding, Trades, and Bank Reserve. Your dealership may not use each line of the template. For instance, if your dealership doesn't use a Hard Pack, remove the account and/or formula associated with the irrelevant section. An error message alerts you when you attempt to save if any section is missing a general ledger account or formula. 

The card at the top of the screen displays the template's Deal Type, Inventory Type, and Class. 

new_template_from_base.png

The Title, G/L Account, and Formulas fields from the template you used as a base populate where appropriate. You can change those fields as necessary. Any fields marked with a red alert icon require your attention. 

For empty Credit and Debit G/L Account fields, click the fields to select the appropriate general ledger account for the credit or debit. Select from a list of general ledger accounts established in the General Ledger screen of the Accounting setup. 

Step 8. If a formula based on the item from the base template didn't populate, use the field in the Formula column to create a formula for each item. Click the caret in the field to open the pop-up where you can select Table or Formula Builder. If appropriate, you can simply add a dollar amount in the pop-up's $ field

formula_caret.png

Using the Table Feature

If you select Table, the Table pop-up opens. Using the Table List field, you can select Deal or Inventory to search for deal or inventory fields to use in the formula. 

table__data_dictionary.png

Scroll through the deal or inventory fields to find the field you wish to use for the template item. You can also type a search term in the Search field and click Search

Once you click on a field, it's added to the item's formula in the template. To the right of the field, a blank field appears. Click the field to open a list of mathematical functions. Select the appropriate function to continue building the item's formula as needed. 

add_an_equation.png

A blank $ field opens to the right of the mathematical function, and to the right of that, another blank field where you can choose an additional mathematical function. 

blank_dollar_amount_field.png

Click the $ field to either enter the appropriate dollar amount or use the Table button to select a deal or inventory field or the Formula Builder button to build a larger formula.

If the formula requires additional items, use the blank field to add additional mathematical functions and subsequent dollar amounts, table items, or larger formulas. 

Using the Formula Builder

If you selected Formula Builder, the Formula Builder pop-up opens. 

formula_builder.png

Use the Formula Type field to select Simple Formula (default option) or Percentage Formula. Selecting Simple Formula opens two fields below the Formula Type field.

Click the first field to either enter a dollar amount or use the Table button to select a deal or inventory field from the Table pop-up. 

Use the blank field to open a list of mathematical functions. Select the appropriate function to continue building the item's formula. 

formula_builder_2.png

A blank $ field opens to the right of the mathematical function, and to the right of that, another blank field where you can choose an additional mathematical function. 

formula_builder_3.png

Type the appropriate dollar amount in the $ field or use the Table button to select the appropriate table item. If the formula requires additional items, use the blank field to add additional mathematical functions and dollar amounts. 

When done building the simple formula, click Save.

If you chose Percentage Formula in the Formula Type field, four fields will open below the Formula Type field.

formula_builder_percentage.png

Use the first field to enter the percentage amount.

The field to the right displays a multiplication sign. This field cannot be changed. 

Click the third field to enter a dollar amount or select a deal or inventory field from the Table pop-up using the Table button. 

If additional mathematic functions are required in the formula, use the blank field to select the mathematical function and the appropriate dollar amount or deal or inventory field. 

When you're done building the formula, click Save.

Step 9. Repeat this process for each of the template items. Use the gray - buttons and blue + buttons to remove or add additional debit and/or credit lines in a section. 

Step 10. When you're done customizing the template, click Save

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Using the Add Setup Button

Step 3. Click the Add Setup button in the upper-right corner of the screen. 

Step 4. The Vehicle Sales Template pop-up opens. 

vehicle_sales_template_new.png

Use the Deal Type field to select the deal type for the template from the drop-down menu. 

The Inventory Type defaults to Used. You cannot change this setting. 

Step 5. Use the Class field to select the vehicle class. The options can include Passenger, Truck, Motorcycle, and Other. The options vary per template based on the templates you've already created. For instance, if you selected Lease in Deal Type and already have a Lease Passenger template, Passenger will not be available as a class option. This prevents users from creating multiple templates for the same deal/vehicle class. 

Step 6. Click Continue. A blank template opens in the edit view. The card at the top of the screen displays the template's Deal Type, Inventory Type, and Class. 

blank_template.png

Step 7. The screen is divided into several cards depending on the deal type: Front End, Deal Funding, Trades, and Bank Reserve. Use the items in each card to build the template as necessary. Your dealership isn't required to use every line of the template. For instance, if your dealership doesn't use a Hard Pack, skip this field. 

Each item has a Title, a blank G/L Account, and a blank Formula field. 

For each Credit and Debit item, click the G/L Account field to select the appropriate general ledger account for the item. Select from a list of general ledger accounts established in the General Ledger screen of the Accounting setup. 

Step 8. Use the field in each item's Formula column to create a formula for individual items. Click the caret in the field to open the pop-up where you can select Table or Formula Builder. If appropriate, you can simply add a dollar amount in the pop-up's $ field

formula_caret.png

Using the Table Feature

If you select Table, the Table pop-up opens. Using the Table List field, you can select Deal or Inventory to search for deal or inventory fields to use in the formula. 

table__data_dictionary.png

Scroll through the deal or inventory fields to find the field you wish to use for the template item. You can also type a search term in the Search field and click Search

Once you click on a field, it's added to the item's formula in the template. To the right of the field, a blank field will appear. Click the field to open a list of mathematical functions. Select the appropriate function to continue building the item's formula. 

add_an_equation.png

A blank $ field opens to the right of the mathematical function, and to the right of that, another blank field where you can choose an additional mathematical function. 

blank_dollar_amount_field.png

Click the $ field to either enter the appropriate dollar amount or use the Table button to select a deal or inventory field or the Formula Builder button to build a larger formula.

If the formula requires additional items, use the blank field to add additional mathematical functions and subsequent dollar amounts or deal or inventory fields. 

Using the Formula Builder

If you selected Formula Builder, the Formula Builder pop-up opens. 

formula_builder.png

Use the Formula Type field to select Simple Formula (default option) or Percentage Formula. Selecting Simple Formula opens two fields below the Formula Type field.

Click the first field to either type a dollar amount or use the Table button to select a deal or inventory field from the Table pop-up. 

Use the blank field to open a list of mathematical functions. Select the appropriate function to continue building the item's formula. 

formula_builder_2.png

A blank $ field opens to the right of the mathematical function, and to the right of that, another blank field where you can choose an additional mathematical function. 

formula_builder_3.png

Type the appropriate dollar amount in the $ field or use the Table button to select the appropriate table item. If the formula requires additional items, use the blank field to add additional mathematical functions and dollar amounts. 

When done building the simple formula, click Save.

If you chose Percentage Formula in the Formula Type field, four fields open below the Formula Type field.

formula_builder_percentage.png

Use the first field to enter the percentage amount.

The field to the right displays a multiplication sign. This field cannot be changed. 

Click the third field to enter a dollar amount or select a deal or inventory field from the Table pop-up using the Table button. 

If additional mathematic functions are required in the formula, use the blank field to select the mathematical function and the appropriate dollar amount or deal or inventory field. 

When you're done building the formula, click Save.

Step 9. Repeat this process for each of the template items. Use the gray - buttons and blue + buttons to remove or add additional debit and/or credit lines in a section, respectively. 

Step 10. When you're done customizing the template, click Save.  

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