The Vehicle Charge Batch feature in AMS allows you to post the same fees and amounts to multiple vehicles at the same time. Remember: While batch posting can be a huge timesaver, you won’t be able to batch unpost the fees if you use this feature; you will have to unpost each vehicle individually.
The following steps walk you through the process of posting the same charges to multiple vehicles at the same time:
1. Choose Function→Accounting→Vehicle Charge - Batch from the menu (see Figure 1).
The Batch Posting – Search Criteria window, shown in Figure 2, appears.
2. From the Event drop-down list, select an event.
If you don’t select an event, Airbrush is chosen by default, even if it isn’t visible in the field. You will need to select the item that you want to charge to multiple vehicles at once (see Figure 3). Depending on the fee you select, you may be prompted to enter a department code.
3. In the Search By area, select your search parameters (see Figure 4).
4. In the Search Period area, select the date or date range you’d like to search.
You can use the calendar picker to specify your dates (see Figure 5).
When setting the search period, keep the following in mind:
If you select Stock-In Date or Stock-In Date Range and do not specify a sale type in Step 3, your results will include all vehicles not yet registered for any sale (future, current, or past).
If you select Stock-In Date or Stock-In Date Range and do specify a sale type in Step 3, your results will include all vehicles last registered for the specified sale type (future, current, or past).
Remember: If the vehicle has been registered for more than one sale type, only the last registered sale type is considered.
If you specify Sale Date or Sale Date Range & Lots, the results include all vehicles ever registered for the specified sale type & lots (future, current, or past). If the vehicle has been registered for more than one sale type, all registered sale types are considered.
5. Click on Yes if the Batch Posting – Search Criteria warning message appears and asks you to confirm whether you want to continue (see Figure 6).
6. In the Ownership area, select whether you’re searching by buyer or seller (see Figure 7).
Note: If you’re searching by Stock-In Date or Stock-In Date Range, you can search only by seller.
7. If you want to search by stock number, select the Stock # Range check box and enter a range in the boxes that appear (see Figure 8).
8. From the Lots drop-down list, select the lot you’d like to search (see Figure 9).
You can also select the All Lots check box to search all lots.
9. In the Sort By area, select how you’d like the results sorted.
10. When you’re done specifying your search criteria, click on the Search button (see Figure 11).
Your search results appear (see Figure 12).
Warning: If you change the search criteria after the results are displayed, the results are not always reset for the new search.
11. Select the vehicles you’d like to include in the posting.
All selected vehicles are highlighted in blue. If you want to post charges for all vehicles shown, select the All Vehicles check box (see Figure 13).
Tip: You can view a vehicle’s existing charges by right-clicking on the vehicle (see Figure 14).
Note that the standard fee appears by default (see Figure 15).
12. If the amount is different than the standard fee, enter the amount of the fee in the Override Amount box (see Figure 16).
Either the standard fee or the fee you enter will apply to all selected vehicles.
13. (Optional) Add a comment in the Comment area.
14. After you have the correct vehicles selected and the amount you want to charge, click on the Post Charge button in the toolbar (see Figure 17).
A message warns you that the amount will replace any fee already set up for the vehicles (see Figure 18).
Warning: You won’t be able to undo this batch change to the fee charges.
15. If you want to go ahead with the batch posting, click on OK.
If you’ve chosen a sale date, you see a warning that it isn’t recommended to post batch charges at this time. Click on Yes if you want to continue.
A message alerts you that the batch posting has completed successfully (see Figure 19).
16. Click on OK.
You’re given the option to print your posting reconciliation. Should you decide not to print the posting reconciliation, you can do so at a later time in the Reprint section of AMS.
