Boat Inventory Maintenance

Purpose To enter Boats, Motors, Trailers, and Other items into inventory using the model information stored in the Model file (see Boat/Motor/Trailer/Other Model Maintenance).

The following functions are handled in the Boat/Motor/Trailer/Other Inventory file:

Assign stock numbers to track your inventory.
Define the available options on a Boat, Motor, Trailer, or Other item.
Add an inventory item to a floorplan.
Package and unpackage Boat, Motor, Trailer, or Other items.
Bundle and unbundle Boat, Motor, Trailer, or Other items.
Track pre-owned information on used or brokerage inventory items.
Track

General Info Tab

Type - In the pull down list, select the desired type of item that is to be added to inventory. The default is Boat. Choices are Boat, Motor, Trailer, and Other. When you choose a type, the appropriate inventory maintenance form appears. Information below is for type Boat. See sections Motor Inventory Maintenance for motors, Trailer Inventory Maintenance for Trailers, and Other Inventory Maintenance for Other models.

Unit ID - To begin a new unit, you can enter the letter "N" or Click the "New" Button on the Command Panel. If the unit already exists in the system, you can access that unit by entering the Unit ID number; you can also enter all or part of the Unit ID, Serial Number, Stock Number, or Description preceded by a backslash "" to access a cross-reference list of units.

-- Boat –-

Vendor ID – When creating a new unit, the cursor will skip to the Model ID field after the Unit ID has been entered. When the Model ID for this unit is selected, the Vendor ID fills in automatically with the vendor number of the vendor for that model and the vendor’s name will fill in automatically to the right of the Vendor ID.
Model ID – Enter the Model ID for this unit; you can also type part of the Model ID preceded by a back slash "" to access a cross-reference list of Models. If the model has not been created yet you can click the Model Maintenance F7 in the Command Panel to add a new model in Boat Model Maintenance. Once a Model is selected, the model’s name and year will automatically fill in to the right of the Model ID. When creating a new unit the Vendor ID and Vendor Name will also automatically fill in above in the Vendor ID field.
Description – When creating a new unit, the Description field fills in automatically when the model number is selected. You can override this default description. The Description can be up to 50 characters long.
Type – Select the type of unit from the pull down list. The choices are New, Used, Brokerage, Demo, Floor Model, Other.
Status – Select the status of unit from the pull down list. The choices are On Hand Available, On Hand Sold, On Order Available, On Order Sold, Future Available, Future Sold, Sold, Sold and Delivered, and Reserved.
Received Date – Enter the date that the unit was received or press enter to default to the current system date. The date format is mm/dd/yyyy.
Ignition Key # – Enter the Ignition Key Number for this unit. The Ignition Key Number can be up to 30 characters long.
Serial Number – Enter the Serial Number for this unit. Since DockMaster assigns a unique Unit Id for each inventory item, the Serial Number can be modified at any time. Note that the Serial Number can be assigned at the time the boat is received into inventory through Inventory Receipts. The Serial Number can be up to 30 characters long.
Stock Number – Enter the Stock Number for this unit. Since DockMaster assigns a unique Unit Id for each inventory item, the Stock Number can be modified at any time. Note that the Stock Number can be assigned at the time the boat is received into inventory through Inventory Receipts. The Stock Number can be up to 30 characters long.
Hull Number – Enter the Hull Number for this unit. The Hull Number can be up to 30 characters long.
Registration Number – Enter the Registration Number for this unit. The Registration Number can be up to 30 characters long.
Manufactured Date – Enter the date that the boat was manufactured. The date format is mm/dd/yyyy.

-- Color Grid –-

Type – The Type field automatically fills in with the color description(s) defined in the Operational Options tab in Boat Sales Parameters.
Code – Enter the color code for this unit.
Description – The Description automatically fills in after the Code has been entered.

-- Department –-

Department – Enter the Department for this unit; you can also press F6 or List F6 in the Command Panel to see a list of Departments. If General Ledger accounts are defined for the Department, those accounts will be where Sales, Cost of Sales, and Inventory are posted. See section Boat Model/Inventory G/L Accounts Hierarchy for a summary of how the system determines the General Ledger accounts. Use a different Department for items whose income and cost should be posted to different General Ledger accounts.

-- Model Information Grid –-

When the Model ID for the unit is selected, the following information defined for that Model in Boat Model Maintenance automatically fills in the grid for viewing only:

Model Type
Class
Model Length
Beam
Draft
Weight
Dead Rise
Motor Rating
Hull Type
Hull Material
Length Overall
Fuel Capacity
Water Capacity
Waste Capacity
Sleeping Capacity
Cabin Headroom
Bridge Clearance

-- Picture –-

The main picture added for this model using the Pictures tab of Boat Inventory Maintenance will appear in this window. The application will automatically center the image for the best fit.

Pricing Tab

The values for all of the fields in this tab default to what was defined for the boat model in the Pricing tab of Boat Model Maintenance. Most of these defaults can be changed in this form.

-- Pricing –-

Base Price – The Base Price defaults to the difference between the List Price defined in the Pricing tab of Boat Model Maintenance and sum of the Miscellaneous Charges defined in the Pricing tab of Boat Model Maintenance for the boat model. You can change the Base Price by changing the List Price and/or Miscellaneous Charges.
Price Formula – The Price Formula field is automatically filled in if a Price Formula was defined for the boat model in the Pricing tab of Boat Model Maintenance. Otherwise the Price Formula field is blank. If a Price Formula has not been defined and you want to give the unit a Price Formula, or if you want to change the Price Formula, you can enter or select the new price formula for this unit. If price formulas are not used, the price and cost information for the model will have to be maintained manually. Price formulas are maintained in Price Formula Maintenance on the Codes Maintenance menu.
List Price – Defaults to the List Price defined in the Pricing tab of Boat Model Maintenance for the boat model. You can edit the List Price.
Line 1 Price through Line 5 Price – Enter a line price if applicable.
Freight Price – Defaults to the Freight Price defined for the boat model in the Pricing tab of Boat Model Maintenance. You can edit the Freight Price. This price will be used as an estimated figure on Sales Contracts.
Rigging Price – Defaults to the Rigging Price defined for the boat model in the Pricing tab of Boat Model Maintenance. You can edit the Rigging Price. This price will be used as an estimated figure on Sales Contracts.
Prep Price – Defaults to the Prep Price defined for the boat model in the Pricing tab of Boat Model Maintenance. You can edit the Prep Price. This price will be used as an estimated figure on Sales Contracts.

-- Calculate Prices –-

The prices for the unit default to what was defined for the model in Boat Model Maintenance. If you change the Price Formula or add a Price Formula to a unit that did not have one previously, the new prices will not be calculated until you click the Calculate button. This will also change the prices in the Price Summaries Grid.

-- Miscellaneous Charges Grid –-

If Miscellaneous Charges descriptions have been defined in the Operational Options tab of Boat Sales Parameters, and prices have been defined for Miscellaneous Charges in the Pricing tab of Boat Model Maintenance, then the Description and Price fields for each miscellaneous charge defined will automatically be filled in. You can change the Price field. Miscellaneous Charges descriptions are maintained in the Operational Options tab of Boat Sales Parameters.

-- Rebates –-

Information in the Rebate grid section for the Customer Rebates tab and the Management Rebates tab automatically fills in if these discounts were defined in the Pricing tab of Boat Model Maintenance. You can add an entry to the bottom of each Note that each column in the grid can be widened or shortened.

Rebates tab

Rebates section

Start Date – Enter the starting date for the rebate.
End Date – Enter the ending date for the rebate.
Description – Enter a description for this rebate. The rebate description can be up to 50 characters long. The width of the Description column can be widened to show more than the first 15 characters which is the default display width.
Amount – Enter the dollar amount for the rebate.
Override Model Rebate – Check this check box if you want for this rebate to override the rebate when Update Serial function is performed in Boat Model Maintenance. Checking this box ensures that the rebate does not get overridden when the Update Serial function is performed in Boat Model Maintenance.

Management Rebates tab

Rebates section

Start Date – Enter the starting date for the rebate.
End Date – Enter the ending date for the rebate.
Description – Enter a description for the rebate. The rebate description can be up to 50 characters long. The width of the Description column can be widened to show more than the first 15 characters which is the default display width.
Amount – Enter the dollar amount for the rebate.
Override Model Rebate – Check this check box if you want for this rebate to override the rebate when Update Serial function is performed in Boat Model Maintenance. Checking this box ensures that the rebate does not get overridden when the Update Serial function is performed in Boat Model Maintenance.

-- Price Summaries Grid –-

This view only Price Summaries Grid automatically fills in with information based on the Pricing section above. There are six rows in the grid which summarize pricing for the List Price and Line Prices 1 through 5.

Price Line – This information in this column indicates which price is being summarized. They are List, Price Line1, Price Line 2, Price Line 3, Price Line 4, Price Line 5.
Base – This column shows the base price – the price before options/accessories or miscellaneous charges are added. As accessories and/or options are added to the boat in the Accessories/Options tab of Boat Inventory Maintenance, the Base Price will change accordingly.
Options/Accessories – This column shows the Options and Accessories price. As accessories and/or options are added to the boat in the Accessories/Options tab of Boat Inventory Maintenance, the price in this column will change accordingly.
Misc – This column shows the total Miscellaneous Charges price. If the Price in the Miscellaneous Charges grid is changed, the price in this column changes accordingly.
Totals – This column shows the Total Price for this inventory item.

Cost Info Tab

The values for all of the fields in this tab default to what was defined for the boat model in the Cost tab of Boat Model Maintenance. Most of these defaults can be changed in this form.

-- Cost Info –-

Unit Cost – Defaults to the Unit Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Freight Cost – Enter the Freight Cost for this boat inventory unit.
Prep Cost – Enter the Prep Cost for this boat inventory unit.
Rigging Cost – Enter the Rigging Cost for this boat inventory unit.
Misc Cost – Defaults to the Miscellaneous Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Option Cost – As Accessories and/or Options are added to this boat in the Accessories/Options tab, the Option Cost will change to reflect the total cost for all accessories/options.
Rebate Cost –Defaults to the Rebate Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Total Cost – Defaults to the Total Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Discounts – Defaults to the Discounts Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Working Cost – Defaults to the Working Cost defined in the Cost tab of Boat Model Maintenance for this boat model.
Estimated Prep Cost – Defaults to the Prep Cost defined in the Cost tab of Boat Model Maintenance for this boat model.

-- Miscellaneous Charges Grid –-

If Miscellaneous Charges descriptions have been defined in the Operational Options tab of Boat Sales Parameters, and prices have been defined for Miscellaneous Charges in the Cost tab of Boat Model Maintenance, then the Description and Price fields for each miscellaneous charge defined will automatically be filled in. You can change the Price field. Miscellaneous Charges descriptions are maintained in the Operational Options tab of Boat Sales Parameters.

-- Rebates –-

Information in the Rebate grid section for the Customer Rebates tab and the Management Rebates tab automatically fills in if these discounts were defined in the Cost tab of Boat Model Maintenance. You can add an entry to the bottom of each Note that each column in the grid can be widened or shortened.

Rebates/Discounts tab

Rebates section

Start Date – Enter the starting date for the rebate.
End Date – Enter the ending date for the rebate.
Description – Enter a description for this rebate. The rebate description can be up to 50 characters long. The width of the Description column can be widened to show more than the first 15 characters which is the default display width.
Cost – Enter the dollar amount for the cost of the rebate.
Override Model Rebate – Check this check box if you want for this rebate to override the rebate when Update Serial function is performed in Boat Model Maintenance. Checking this box ensures that the rebate does not get overridden when the Update Serial function is performed in Boat Model Maintenance.

Management Rebates/Discounts tab

Rebates section

Start Date – Enter the starting date for the rebate.
End Date – Enter the ending date for the rebate.
Description – Enter a description for the rebate. The rebate description can be up to 50 characters long. The width of the Description column can be widened to show more than the first 15 characters which is the default display width.
Cost – Enter the dollar amount for the cost of the management rebate.
Override Model Rebate – Check this check box if you want for this rebate to override the rebate when Update Serial function is performed in Boat Model Maintenance. Checking this box ensures that the rebate does not get overridden when the Update Serial function is performed in Boat Model Maintenance.

Accessories/Options Tab

-- Options/Accessories –-

There are three grids in this section: Accessories to Rig, Serial Option Maintenance, and Inventory Part options.

-- Accessories To Rig –-

Accessory Part – Enter an Accessory Part from the Accessory File (AF File) or choose a part from inventory. You can Press F6 or click the List Accessories F6 link in the Command Panel to see the list of accessories in the AF file. Accessories are maintained in Accessory Maintenance (all IDs start with AF). You can press sF6 or click the List Parts sF6 link in the Command Panel to see a list of inventory parts.
List Accessories F6
List From Model F8
Accessory Maintenance F9
List Parts sF6
Description – When an accessory is chosen, its description automatically fills the Description field. This field can be edited.
Quantity – When an accessory is chosen, the Quantity field defaults to one. This field can be edited.
Price – When an accessory is chosen, its price automatically fills the Price field. This field can be edited.
Extension – When an accessory is chosen, the Extension defaults to the Price x Quantity. This field can be edited by changing the Quantity or Price fields.
Comment – When an accessory is chosen, if a comment is defined for the accessory record, it will automatically fill in the Comment field. This field can be edited.
Work Order – When the cursor is in this field for one of the accessories, press F10 or click the Rigging Request F10 link in the Command Panel to create a rigging work order for that accessory. If Email has been set up in Boat Sales Parameters, the rigging request will be Emailed to the email addresses set up in Boat Sales Parameters. You will receive a message indicating that the Email has been sent and the Work Order field will automatically fill in with the rigging work order number.

-- Serial Option Maintenance –-

Option Code – Enter the option code. You can press the F6 key or click on the List From Model F6 link from the Command Panel to see a list of options that are defined for this boat model in the Options tab of Boat Model Maintenance.
Description – Once an option code is entered, its description automatically fills in the Description field.
Quantity – Once an option code is entered, the Quantity defaults to 1. You can edit the quantity – the Price and Price Extension fields will automatically update accordingly.
Price – Once an option code is entered, the Price defaults to the price that is defined for that option. You can edit the Price field – the Price Extension field will automatically update based on the Quantity.
Extension – Once an option code is entered, the Extension defaults based on a Quantity of one and the price that is defined for that option. If the Quantity and/or Price fields are changed, this field updates automatically.

-- Inventory Part Options –-

Part Number – Enter the inventory part number. You can enter part of the part number preceded by a back slash "" to access a cross reference list of inventory parts. You can also press F6 key or click on the List F6 link from the Command Panel to see a list of inventory parts.
Description – Once a part number is entered, the Description field is filled in automatically. The Description can be edited.
Quantity – Once a part number is entered, the Quantity defaults to 1. You can edit the Quantity – the Price and Price Extension fields will automatically update accordingly.
Price – Once a part number is entered, the Price defaults to the price that is defined for that option. You can edit the Price field – the Price Extension field will automatically update based on the Quantity.
Extension – Once a part number is entered, the Extension defaults based on a quantity of one and the price that is defined for that option. If the Quantity and/or Price fields are changed, this field updates automatically.

-- Show/Hide Costs –-

Click the Show Costs button to show the cost for each Accessory, Serial Option, and Inventory Part Option. Once the Show Costs button is selected, the button text changes to Hide Cost.

-- Work Order Information Grid –-

This grid fills in with information for the Work Order that gets created when the Rig Request check box is checked.

Work Order – Shows the Work Order Id.
Type – Shows the work order Type. Defaults to G for Rigging.
Creation Date – Shows the work order Creation Date.
Status – Shows the work order Status.
Comments – The Comment defaults to "From Serial Maint" to indicate that the work order was created through Boat Inventory Maintenance.

Packages/Bundles Tab

In this tab you can package existing serialized inventory items for the same vendor that will be sold together for one price.

-- Packaged –-

In this section you can create a package of existing separate inventory items for the same vendor that will be sold together for one price. When a boat that has packaged items is added to a sales contract, these packaged items will automatically be added to the sales contract with a zero price.

Type – Select the type of item in the pull down list. The choices are Boat, Motor, Trailer, and Other.
Unit – Enter the Unit ID for this item; you can also type part of the serial number preceded by a back slash "" to access a cross-reference list of inventory items of the type selected in the Type field.
Vendor – When a Unit ID is selected, the Vendor field automatically fills in with the vendor number for this item.
Vendor Name – When a Unit ID is selected, the Vendor Name field automatically fills in with the vendor name for this item.
Model Number – When a Unit ID is selected, the Model Number field automatically fills in with the Model Number for this item.
Serial Number – When a Unit ID is selected, the Serial Number field automatically fills in with the Serial Number of this item. If the item does not have a serial number it can be assigned via Boat/Motor/Trailer/Other Inventory Maintenance or after the boat has been put on a sales contract.
Stock Number – When a Unit ID is selected, the Serial Number field automatically fills in with the Serial Number of this item. If the item does not have a serial number it can be assigned via Boat/Motor/Trailer/Other Inventory Maintenance or after the boat has been put on a sales contract.
Year – When a Unit ID is selected, the Year field automatically fills in with the Year for this item.
HP – When a Unit ID is selected, the HP field automatically fills in with the power rating if the item is a motor.

-- Bundled –-

In this section you can create a bundle of existing separate inventory items for different vendors that will be sold together on a sales contract. When a boat that has bundled items is added to a sales contract, the bundled items will automatically be added to the sales contract with its own price.

Type – Select the type of item in the pull down list. The choices are Boat, Motor, Trailer, and Other.
Unit – Enter the Unit ID for this item; you can also type part of the serial number preceded by a back slash "" to access a cross-reference list of inventory items of the type selected in the Type field.
Vendor – When a Unit ID is selected, the Vendor field automatically fills in with the vendor number for this item.
Vendor Name – When a Unit ID is selected, the Vendor Name field automatically fills in with the vendor name for this item.
Model Number – When a Unit ID is selected, the Model Number field automatically fills in with the Model Number for this item.
Serial Number – When a Unit ID is selected, the Serial Number field automatically fills in with the Serial Number of this item. If the item does not have a serial number it can be assigned via Boat/Motor/Trailer/Other Inventory Maintenance or after the boat has been put on a sales contract.
Stock Number – When a Unit ID is selected, the Serial Number field automatically fills in with the Serial Number of this item. If the item does not have a serial number it can be assigned via Boat/Motor/Trailer/Other Inventory Maintenance or after the boat has been put on a sales contract.
Year – When a Unit ID is selected, the Year field automatically fills in with the Year for this item.
HP – When a Unit ID is selected, the HP field automatically fills in with the power rating if the item is a motor.

Comments Tab

-- Comments –-

Comment – This is a free form text field for entering a miscellaneous comment for this unit. This Comment can be displayed in Boat Inventory Inquiry.
Contract Message – This is a free form text field for entering a message regarding this unit that will appear in a pop-up message box at the moment the Serialized unit is selected in the Serial Number field when the unit is added to a Sales Contract.

Pre-owned Info Tab

The information in this tab is used for tracking information on Used and Brokerage units. Any information stored in the Pre-Owned and Blue Book Analysis grids can be printed on reports or sales forms.

-- Pre-Owned Information –-

Previous Owner Name – Enter the name of the previous owner.
Condition – Enter the name of the condition of the unit.
Actual cash Value – Enter the actual cash value of the unit in dollars.

-- Blue Book Analysis –-

Book Date – Enter the date of the book analysis.
Book Description – Enter the book description for the unit.
Low Value – Enter the book low value for the unit in dollars.
High Value – Enter the book high value for the unit in dollars.

Custom Information Tab

Miscellaneous Field Description – Miscellaneous Field Descriptions and the Data format for the fields are maintained in Custom Data Entry. From the menu select, System Administration, Utilities, Custom Prompts. In the Custom Prompt Form pull down list choose Boat Serial Maintenance.
Data Value – Enter the data for this field. Data format for the field is maintained in Custom Data Entry. From the menu select, System Administration, Utilities, Custom Prompts. In the Custom Prompt Form pull down list choose Boat Serial Maintenance.

Pictures Tab

-- Pictures –-

Bit Map, JPEG, and GIF file types can be attached to a serialized unit in the Pictures grid. Multiple pictures can be added in the grid. The picture selected as the Main Picture will appear in the Picture section of the General Information tab.

Location – Click the down arrow to browse to the location of the picture file. Once you reach the location of the picture file Highlight it and click the Open button. This will fill in the Location field with the path of the file. It is recommended that you create a shared folder on a common network drive to store all boat sales item pictures and select this network path. In doing so, all DockMaster users will be able to see the pictures when looking at serialized inventory records. Click in the Description field to see the picture.
Description – Enter a description for this picture.
Main Picture – Check this check box to make this picture the main picture. The main picture appears in the Picture section of the Model Information tab. Only one picture can be selected as the main picture. The picture selected to be the main picture can be changed at any time.

Location History Tab

This tab is used to view or change the physical location of a serialized unit and is used by dealers who show/display units multiple locations. Information stored in this form can be printed on reports or sales forms.

-- Location and Movement History –-

Current Location – Shows the current Location of the unit.
Date Moved Out – Enter the date that the unit is to be moved out of the current location.
Authorized By – Enter the name or initials of the person who authorized the move. This is a free form text field.
Written By – Enter the name or initials of the person who wrote the move order. This is a free form text field.
New Location – Enter the new location of the unit.
Date Moved In – Enter the date the unit was moved into the new location.
Received By – Enter the name or initials of the person who received the boat in the new location. This is a free form text field.
Current Physical Location – Enter the physical location of the unit. This is a free form text field.