Adding Inventory

1. Go to the inventory tab, and click +Add Inventory.

• First, specify the Type of inventory you're adding

• Note: The fields required will change depending on the type selected.

2. Enter Stock # which is usually the last 6 digits of the Vin #

3. Input the manufactured Year

4. Specify the Manufacturer - Select a manufacturer from the drop-down menu. If you do not see the one you're looking for please contact support to look into it for you. 

5. Add the Brand

• Auto-populate - for a majority of the name-brand manufacturers we have already imported the standard features for each model. To use this feature, select the manufacturer in the drop-down menu. Then begin to type the model name for the unit that you want to auto-populate. The last step is to click Go>>

6. Add Category - This is important for your website. Make sure to put the correct classification so that customers can easily find inventory.

7. Title - The main title for your inventory unit

8. Price - if this is left at $0 it will display on your website for customers to “Call for Pricing”.

• Use a different price on your website. This function is handy for dealers who want to be more competitive online. It is not a required field. Simply check the box and put the price you want to display on your website vs. the “in-store” price.

9. Sales Price - This will show on your website as a discounted unit.

10. MSRP - manufacturer's suggested retail pricing will always show under every unit when entered.

11. Dealer to Dealer - We have a great feature that allows you to sell to other dealers at a discounted price. If you would like to utilize this feature simply put in the price you would be willing to sell the unit at to another dealer. Only if you input a price, that particular unit will show in the dealer-to-dealer portal which you can find an article on in the Help Center.

12. Monthly Payment - Easily show your customers how much your unit will cost them per month.

13. Condition - New, Used, or Re-manufactured

14. Location - If you have multiple locations you can use this field to show customers your inventory by geographic areas.

15. VIN - input the units vehicle identification number

16. Description - many things are possible to help your site stand out from your competition. Use the options below to make your descriptions stand out.

• Bold & Italicize
• Indent Text
• Numbers
• Bullet List
• Text formatting (Bigger or Smaller)
• Hyperlink website links with text
• Import images by the photos URL.

17. Length & Width

• You can input your units length and width specifications in as feet or inches.

18. Weight

• The total curb weight of the unit. For example, when inputting trailers this can be found on the Certificate of Origin.

19. GVWR - Gross Vehicle Weight Rating

• Example: The total amount that the trailer can hold including the trailer's weight.

20. Payload - Weight subtracted by the units GVWR equals payload capacity.

21. Attributes

• You will find drop downs for things like: axles, pull type, ramps, etc. The more information you put here will allow your customers to use the filter on your page. Note these fields will change as you select different inventory types.

Status of Unit Inventory

One of the most important fields while adding or editing inventory is the status field. This will allow your salespeople and customers to see the status of each unit.

1. Available - When putting in stock units this will be your go to status.

2. Pending Sale - If a deal is pending simply change the status from available to pending sale. Note: if you are using the DMS feature on our platform, this will automatically change when a deposit is taken on a unit.

3. Sold - If you are using the DMS functionality, this will automatically show when a trailer has been paid for in full. If you are not using the DMS feature you can manually mark inventory as sold.

4. On Order - This feature allows you to keep track of your units on order! When you order more product simply add the unit into our system and mark the status as on order. This will allow your customers and employees to see what is coming in.

5. Special Order - With the special order feature you can keep better track of what your customer ordered. Take a deposit on a trailer without having it in stock (DMS feature).

6. Available - We realize that a few of our dealers have some inventory on consignment with their manufacturers. Your customer will see this unit as just being available. However, when the unit pushes over to QuickBooks it will go to the appropriate account.

7. Show on Website and Classified - If you do not want your unit (say a special ordered trailer) to show up on your website or push into the integrated marketing websites. Change the drop down to No.

8. Unit Cost

• Cost of Unit: Purchase price from mfg. without shipping, preparation cost, etc.
• Cost of Shipping: Transportation cost.
• Cost of ROs: If there is a repair order associated with this unit it will add the cost into this field.
• Cost of Prep: Cost associated with preparing the unit for sale.
• Total Cost: Cost of Unit + Cost of Shipping + Cost of Prep = Total Cost
• Pac %: Is calculated based off of the Total Cost.
• Minimum Selling Price - This will not show up on your website but is a great way for your salespeople to see what is the minimum selling price allowed.
• Notes: These are for internal use only. For example: Minor dent on side door due that occurred while unloading. Can discount trailer $150 if needed to satisfy customers.

9. Send to QuickBooks Yes or No

• Inventory will not send to QuickBooks unless there is a bill associated with it or an invoice associated with it. Once a bill or invoice is associated it will automatically be set to send.
• You will be warned and prompted to enter the cost of an item, if you are attempting to sell a unit with no cost
• If an item that does not have a bill associated with it is sold, it will then be set to "send to QuickBooks- *yes
• If a unit is floor planned the original bill will be set to paid (or an invoice with the proper vendor will be created automatically) and the bill will be "paid" by the floorplan company. The floorplan company is setup as a "credit card" company.

10. Floor Plan (DMS Only)

• You will need to add your floor plan vendor which we will go over later in this document. However simply put your committed date, balance, interest paid, and so forth. As you make payments to your floor plan company you can easily see the history and keep track of your balances.

11. Lien - in the same tab as Floor Plan you can enter the units lien information.

12. Send to QuickBooks: If you are using our DMS this will allow you to push over your trailer information into QuickBooks. When using the DMS if you associate a bill or floor plan payment with the unit, it will automatically push to your QB account.

13. Non Serialized - If your inventory does not have a VIN number

14. Website Configuration list as Is Featured

• When checked YES, this will show under the Featured Listings Section on your website homepage. This allows you to highlight units that you will like customers to see.

15. Is On Special

• If a unit is on sale, change this drop down to YES. It will show up under the clearance section of your website.

16. Image Overlay: The first thing you must do to get an image overlay on your site is to follow the below steps. While logged in, go to My Account and scroll down until you see Image Overlay.

17. You can add images to your inventory units.

• If you would like an overlay on all images click “All Images” or “Primary Images Only” to only have the logo on the first image.
• Width - this will determine the size of the photo overlay. Make sure to only fill out the width in a percentage. This is the easiest way to size your overlay. You can go up or down on the percentage based on your needs and wants.
• The last step - Click the Click Here to Add box and choose the image (Your Logo) you would like to display.
• Click Save then Click Refresh For All Inventory if you would like the site to begin uploading your image overlay. Note: it can take up to a business day for all of your image overlays to show up.
• Choose if you would like to “Auto enable and generate overlays on new inventory.” This will automatically put your logo on every new unit inputted in the system. Leave this off if you would like to choose which units get an overlay image that can be chosen while adding inventory.

18. Upper and Lower Overlay - On this same screen you can add text to your images for the upper or lower part of the photo.

• Choose from the Text Display
• Choose your color, transparency, size, etc.
• Click Save & Refresh For All Inventory

19. Add Video: If you would like to add a YouTube video that your customers can see while viewing your inventory unit, follow the steps below.

• Go to YouTube (www.youtube.com) and find the video you want to add.

• Click Share

• Click Embed - copy & paste this code into the text box under add video. You can add more than one video to your inventory listing.

20. Featured Display

• Click the options you would like to feature on your listing.

Adding Images

1. Desktop Upload

To add photos while using your computer click → Click here to add

• Select the photos you would like to upload.
• Helpful Tip - You can hold down the control key and select multiple units to upload at a time.

2. App Upload

Upload unit photos using your PHONE! Available both on the Play Store and App Store.

• Android App Store: https://play.google.com/store/apps/details?id=com.trailercentral.android
• Apple: https://apps.apple.com/us/app/trailercentral-operatebeyond/id1498649573

3. Adding PDFs

• You can add PDFs directly on your website that you can print off and hand to customers.

4. Adding Hidden Documents

• This is great for uploading the trailers invoice, certificate of origin, or any other document you do not want your customers to see on your website.

5. Make Sure to CLICK on the SAVE button.

Any questions regarding how to add or update inventory, please click here to view Trailer Central videos, please click here to view TrailerTrader videos, or please click here to view OperateBeyond videos.