AP Floor Plan Payouts and Curtailments – DealerVu Help Center

AP Floor Plan Payouts and Curtailments

AP Floor Plan Payouts and Curtailments

Step 1: Select AP Transactions->Vendor Payment

Step 2: Select Unit Invoices and interest/insurance AP Vendor Invoices

On the top toolbar click on the Add Item icon to open the Select Invoice screen.

When paying out or down floor plan invoices you may choose to select from a list of all invoices attached to the floor plan vendor or to locate and select specific units by stock number or VIN.

Selecting from vendor listing of invoices: Click the drop-down arrow in the Vendor field and just type the first few characters of the vendor name. Select the correct vendor from the list and click on the Refresh button. Remember that you can sort the list by clicking on any of the headings in any one of the columns displayed.

Note: the Description column contains the Stock# and VIN of each unit on an AP floor plan vendor invoice

Click on the left column checkbox to mark unit AP invoices then click the OK button to add the selected invoices to your payment screen.

Selecting by Stock# or VIN: Alternatively, you can find and select units by Stock# or VIN. Note that the Stock# and VIN fields are marked with a green asterisk indicating that anything entered in either of those fields ignores all other search criteria. Just enter a stock# or partial VIN (use any number of the last digits of the VIN from the right of the number) then click Refresh to locate. The filter will narrow down the selection so that you can click the checkbox and click OK to select for the payment screen. If you want to choose another invoice for payment just click on the Add Item icon on the toolbar and repeat the process until all units are pulled onto your payment screen.

Step 3: Indicate value to pay for each selected invoice

On the payment screen, you can edit the value to be paid for each invoice by typing in the payment amount in the Amount Paid field on any selected invoice line.

Note: If you right-click on any of the invoice lines you can open the Vendor Detail record that allows you to check the vendor account or open-source document (the AP vendor invoice) to examine the invoice detail.

Step 4: (Option 1) Pay by Check, print immediately or post and print later in a batch run

To pay the select invoices by check and immediately print the check, either click File->Print Check or press F10.

When the printer dialogue box opens, click Ok to move forward to the check number confirmation/selection pop-up. If you want to cancel out of printing the cheque you need to click Cancel.

Note: Once you have clicked OK the cheque is committed to being printed.

If you want to post the cheque and add it to a batch for printing later, just click on the Post icon on the toolbar. Later the batch can be printed by selecting File->Unprinted Checks from the AP Transactions screen.

Step 5: (Option 2) Record electronic funds transfer and post-payment

If you need to only record a payment made via an electronic funds transfer system or a hand-written cheque, click on the Cheque tab of the payment screen and then click on the Overwrite checkbox. Enter the payment reference in the Cheque# field then click on the Post icon to post the payment.

Connections to Other Areas/Modules:

Related reports - Floor Plan

Note: this report will not show non-Unit AP Vendor Invoices (i.e. interest, insurance or adjustment invoices),

Related reports - AP GL Subledger Report
Floor plan GL account shows postings
Unit Inventory->Unit Detail records allows you to access the floor plan invoice.
Amount Paid shown in the bottom right of the invoice

What can go wrong & what can you do about it?

Can’t find a floor plan AP Unit Invoice: The unit AP Vendor Invoice is not in Posted status. Locate the invoice through the AP Transactions screen and select Posted and then click Save. Re-do your check and the invoice will be available for selection.

Posted or issued a check for the wrong amount: Locate the invoice through the AP Transactions screen and open the payment up on the screen. Click on the Void Check icon on the toolbar to create a void posting. You must click on the Post icon in order to post this void cheque document.

Note: you can alter the date if you need to but you should not date the void before the date of the original check. The void check function with return the AP invoices to unpaid status allowing you to re-select them and pay whatever amount you want on another cheque payment.

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