At anytime after a vehicle has been invoiced, you can reconcile the postings. Beware that all vehicle costs have been received prior to closing vehicles. In a business situation, it might be practical to perform the reconciliation weekly or monthly, depending on the resource available. If no reconciliation is ever performed, the danger is that incorrect values will be shown on financial reports.
This option is used when CRM Stock as opposed to the traditional Vehicle Stockbook module is used. As vehicles are purchased and sold, it is possible that differences may occur in the vehicle stock account. These may be due to vehicle purchase price variances, options and extras fitted by the service department or miscellaneous late costs. In order to identify these differences each vehicle is reviewed in turn and a NL journal will need to be generated to post any variances. The Reconcile vehicle postings facility assists in this process by summarising the relevant postings and providing a journal mechanism. The option allows you to write down the stock value of used vehicles and display the vehicle postings for new vehicles in stock.
A report will be run on a monthly basis to identify vehicles where the NL stock balance is not equal to zero. These vehicles may be identified as the CRM vehicle reference number is posted as a suffix to the GL stock account. These vehicles will be at Invoiced status.
To Reconcile Vehicle postings:
From the Autoline main menu select the company you require. Then select the Nominal ledger option in the module menu.
Select the Reconcile vehicle postings option.
On selecting the Reconcile vehicle postings option, Autoline will prompt for a company selection. This is because the Showroom posting tables may have different set-ups for different companies. Select the appropriate showroom source company.
The Reconcile Vehicle Postings form is displayed.
FIELDS
The reconciliation process may now be run for each of the non-zero balance vehicles to clear the stock discrepancy.
Journal type: Select the relevant type using the 
box.
Reference: Enter a reference of your choice in here.
Date: This will default to today's date.
At this point you have the choice of numerous buttons, which will invoke different displays being presented in the grid. The buttons are as follows:
BUTTONS
Invoiced: Displays vehicles that have been invoiced. This will display a list of vehicles that have been invoiced and not closed. The vehicles returned using this search will be N for New vehicles and U for used vehicles.
New: New vehicles [N#####]
Used: Used vehicles [U#####]
Closed: Those vehicles that have been sold and subsequently closed off.
Total Stock:These buttons do not discriminate against the status or type of vehicle [e.g. Invoiced, New, Used etc] hence show all of the stock.
Scan posting buffer: This is a check box, that scans the buffer and the transaction file.
VEHICLE SELECTION FORM
Search Criteria
We are using a New vehicle as an example. Once the New button has been clicked, the Vehicle Selection form displays the information in the following fields:
Type, [used or new or both, using the box to aid selection
Regno: This can be entered if known, in order to select a specific vehicle.
Location: A box allows you to narrow down the location code [e.g. Newbury, Hungerford etc]
Cutoff date: An 
button enables the date to be searched on in an efficient manner, and if altered, will remove transactions that were invoice beyond the specified cutoff date.
GRID RESULTS
The Vehicle number, Description,RegNo,Location, Status, Invoice number,Invdate, sales Exec,and Saletype are displayed for the transactions that fit the search criteria.
Once the required vehicle has been identified within the grid, click the cursor over this transaction, and this will enable you to select it, because the OK button becomes enabled. If you would rather not proceed, the Cancel button is also available. The OK button will return you to the original Reconcile Vehicle postings form where numerous tabs are available [it will default to the Reconciliation tab]
RECONCILE VEHICLE POSTINGS- TABS
For this form, there is a legend that explains the various colours that appear in the grid display for the reconciliation tab. The colours discussed below represent specific situations:
Black: No variance between stock credit and stock debit account- there will be no variance write off when the vehicle is closed.
Red: Variance between the stock credit and stock debit accounts, which CAN be written off. The variance is written off to the cost of sale account when the vehicle is closed.
Green: No stock debit but do have a stock CREDIT. If there is no stock debit for the list price of the vehicle then the vehicle cannot be closed. This indicates that no purchase invoice has been posted for this vehicle and one must be posted prior to closing the vehicle.
Blue: Information only- no variance to write off.
Pink: Posting summary.
Reconciliation tab
The following fields are displayed in the grid, as rows:
Fully paid vehicles
Stock
Expected COS adjustments
COS/Sales
Current Result
Expected Result.
TABS
The form will default to the Reconciliation tab.
Across the top of the grid, are the following columns:
Stock Account.
Stock Debits.
Stock Credits.
COS Account.
Cost of Sale.
Sales.
Variance.
CRM Links Tab
Vehicle
Magic, Registration,Registration Date,Description,Chassis number,SL Account,SL Name and Progress Code fields are displayed here.
Target
Magic, Surname, Address, SL Account and SL name [i.e. information about the customer] fields are displayed.
Company
Magic, Name, Address,SL Account, and SL name. This is if the SL account is linked to a Company rather than a target.
BUTTONS
Update vehicle:This button brings up a further window that allows you to alter the progress code- use the box to select the progress code you require.
CRM: This brings up the CRM Record Maintenance screen- please refer to CRM online help for further details.
CRM Stock Tab
This provides details of the cost of the vehicle, optional extras fitted etc and when the transaction took place.
CRM stock:Action,number,Account status,Invoice number, Sales Date,Credit, SL Account,SL Name,Purchase Invoice and Purchase date.
CRM vehicle spec: This details the product,description,Analysis code, Sale price, VAT, Car Tax,Estimated cost, Actual Costprice.
Sales transactions Tab: Details the Account,Name,Docnum,Date,Daybook,Item,Reference,Miscref, Status and Account where applicable. Sales Ledger archive transactions can be displayed if needs be.
Purchase transactions tab: Details the Account,Name,Docnum,Date,Daybook,Item,Reference,Miscref, Status and Account. Nominal Ledger archive transactions can be displayed if needs be.
Nominal transactions tab: Details the actual postings made to the various Nominal accounts and the descriptions of these accounts where applicable.
The program scans the GL transaction file for the vehicle no. suffix entered looking for all matches. It then checks the GL code against the Showroom vehicle posting tables, for the selected company, and then analyses the postings into the analysis grid deciding which row/column to assign the values to.
The row is allocated by the posting table stock account, i.e. each stock account goes to a new row.
For the column, if the account code exists in the posting table, it assigns it to either Stock, Sales or Cost of Sales.
If the code is not in the posting table then it starts a new row and sets the column dependent on details from the GL expense code file (NL.expen), i.e. Is it a Balance Sheet or Profit & Loss Account code and what is the sign of the value ?
(If it is a Profit & Loss code, is the sign of the value positive (+) or negative (-).
The program assumes (+) = Cost Of Sales and (-) = Sales).
All the respective postings for the vehicle are displayed so the full details of the posting activities may be seen.
For rows where the Stock account exists in the posting table the variance between the debit/credit for stock will be posted to Cost of Sales when the Post Variance option is selected. Stock relevant postings are shown on the screen in black, or in red if the variance exceeds 5%. All non-stock relevant postings are considered for information only and displayed in blue.
The Accounts status field on the vehicle stock record is then set to accounts status X (if the record can be found and the Post Variance button is clicked), to prevent a second posting.
TROUBLESHOOTING
There is no Close vehicle or Post Variance button enabled.
This is because the list price of the vehicle in question has no stock debit and therefore no purchase invoice for the vehicle has been posted. Hence it is not possible to close the vehicle if there is no stock debit.
How to write down a used vehicle in stock.
When you purchase a used vehicle for stock, either a direct purchase or a part exchange, the vehicle has a stock value which is the cost of sale of the vehicle when it is sold. However, if a vehicle is in stock for a long period of time and it is logical to write down the vehicle then Reconcile Vehicle Postings will allow you to do so. The option can also be used to depreciate demonstrator vehicles. Before you write down a vehicle you must decide which Nominal Ledger account you wish to debit. The system will automatically credit the vehicle stock account and will prompt you to enter an account for the debit.
By clicking the USED button, all used vehicle stock can be displayed in a list and, once the relevant vehicle has been selected, the current stock value of the vehicle will be displayed in the Stock Debits column. By clicking the Write Down button, a window will be displayed, and a Nominal Account code must be entered, along with the amount of write down required. Once those details have been entered, a journal will be produced crediting the stock account and debiting the account that has been entered.
Closing a Vehicle
Once you are happy with the postings for the vehicle, have selected a Journal type, entered a journal reference if needs be,and checked the posting date, click the Close Vehicle button. If any variances have been ticked, the button will be displayed as POST VARIANCE. Autoline will mark the vehicle as X status and will no longer be displayed in the list of invoiced vehicles, and any variances will be posted to the Nominal Ledger when you exit the option. The postings are generated with a suffix of the vehicle number and with a narrative of "Variance". The amount posted as a variance will update the vehicle record.
