Vehicle Stock Management

Module Code: VEH Priority: P1 (Master Data - Inventory Management) Status: Extracted from v5.1 (split from M05 New Car Sales) Dependencies: P0 modules, Company Configuration Old Module Number: M05 (partial - Vehicle Inventory section)

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Related Documentation

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Module Overview

Purpose: Centralized vehicle inventory management system tracking all vehicles from arrival through sale, including stock levels, allocation, location tracking, and inventory optimization.

Priority: P1 (Master Data - Core Warehouse/Inventory)

Dependencies:

• User Access & Security (user access control)
• Access Control & Permissions (inventory access permissions)
• Employee Directory (inventory responsibility assignment)
• Company Configuration (multi-location inventory)

Integration Points: M11 Sales Operations, M12 Service Operations (demo/loaner vehicles), M17 Used Car Sales

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Functional Specifications

6.1 Vehicle Inventory Tracking

Stock Status Categories:

Status	Description	Available for Sale
In Stock Available	Ready for immediate sale	Yes
In Stock Reserved	Allocated to specific sales order	No
In Transit	Ordered from OEM, shipping to dealership	No
On Display	Showroom display vehicles	Yes
Demo Vehicles	Available for test drives	Limited
Sold - Pending Delivery	Sold, awaiting customer pickup	No
Sold - Delivered	Delivered to customer	No
Service Loaner	Used as service loaner	No
In Service	Undergoing PDI or reconditioning	No
Damaged	Needs repair before sale	No

Inventory Data Fields:

Field	Type	Description	Required
VIN	VARCHAR(17)	Vehicle Identification Number (unique)	Yes
Stock Number	VARCHAR(20)	Internal stock number	Yes
Make	VARCHAR(50)	Manufacturer (Toyota, Honda, etc.)	Yes
Model	VARCHAR(100)	Model name	Yes
Year	INT	Model year	Yes
Trim Level	VARCHAR(100)	Trim/variant	Yes
Body Style	VARCHAR(50)	Sedan, SUV, Truck, etc.	Yes
Exterior Color	VARCHAR(50)	Paint color	Yes
Interior Color	VARCHAR(50)	Interior color	Yes
Engine	VARCHAR(100)	Engine specification	Yes
Transmission	VARCHAR(50)	Automatic/Manual	Yes
Drivetrain	VARCHAR(50)	FWD/RWD/AWD/4WD	Yes
Fuel Type	VARCHAR(20)	Gasoline/Diesel/Hybrid/Electric	Yes
Odometer	INT	Current mileage	Yes
Condition	ENUM	New/Demo/Used	Yes
MSRP	DECIMAL	Manufacturer’s Suggested Retail Price	Yes
Dealer Invoice	DECIMAL	Dealer cost	Yes
Current Price	DECIMAL	Current selling price	Yes
Factory Options	JSON	List of factory-installed options	Optional
Factory Packages	JSON	Option packages	Optional

Vehicle Location Tracking:

Field	Description
Current Location	Lot A, Showroom Floor, Service Bay 3, etc.
Location History	Track all location moves with timestamps
GPS Coordinates	If using location tracking system
Assigned Parking Spot	Specific spot number
Last Location Update	Timestamp of last location change
Updated By	Employee who moved vehicle

Vehicle Status Tracking:

Field	Description
Arrival Date	When vehicle arrived at dealership
Days in Inventory	Auto-calculated age
Stock Date	When added to available inventory
Reserved Date	When allocated to sales order
Sold Date	When sales order finalized
Delivery Date	When delivered to customer
Available for Sale Flag	Boolean quick check

6.2 Inventory Receiving

Vehicle Receiving Process:

1. OEM Delivery Notification

   • Receive shipping notification from manufacturer
   • Expected delivery date and time
   • VIN and vehicle details
   • Carrier information

2. Physical Receipt

   • Verify VIN matches delivery paperwork
   • Inspect for transport damage
   • Document any damage with photos
   • Sign carrier receipt
   • Note odometer reading

3. System Entry

   • Create vehicle inventory record
   • Enter all vehicle details from window sticker
   • Assign stock number
   • Set status to “In Service” for PDI
   • Assign location (receiving area)
   • Upload photos
   • Attach window sticker document

4. Pre-Delivery Inspection (PDI)

   • Schedule PDI with service department
   • Complete inspection checklist
   • Perform necessary prep work
   • Update status to “In Stock Available”
   • Move to showroom or lot

Receiving Documentation:

Document	Description
Bill of Lading	Shipping document from carrier
Window Sticker	Monroney label with MSRP and options
MSO/MCO	Manufacturer’s Certificate of Origin
Pre-Delivery Inspection Form	PDI checklist results
Damage Report	If any transport damage
Photos	Exterior/interior photos

6.3 Vehicle Allocation Management

Allocation Rules:

Rule Type	Description
First-Come First-Served	Default allocation for available inventory
Priority Customers	VIP customers can jump queue (configurable)
Cash vs Finance	Cash buyers priority (optional setting)
Manager Override	Managers can override allocation rules
Color/Option Match	Best match for customer requirements

Allocation Process:

1. Sales Order Created

   • Customer places deposit on vehicle
   • System searches available matching inventory
   • Presents list of matching vehicles
   • Sales advisor selects specific vehicle
   • Vehicle status changes to “In Stock Reserved”

2. Allocation Lock

   • Vehicle locked to sales order
   • Cannot be sold to another customer
   • Removed from available inventory lists
   • Reserved by employee and date tracked

3. Allocation Release

   • Sales order cancelled → auto-release
   • No progress for 14 days → alert + manual release
   • Manual release by manager
   • Vehicle returns to “In Stock Available”

Allocation Tracking:

Field	Description
Sales Order ID	Linked sales order
Reserved By	Sales advisor who reserved
Reserved Date	When allocated
Reserved For	Customer name
Allocation Expiry	Auto-release date (configurable)
Allocation Notes	Special allocation notes

6.4 Inventory Transfer Between Locations

Transfer Request Process:

1. Transfer Initiation

   • Source location selects vehicle to transfer
   • Destination location specified
   • Transfer reason documented
   • Manager approval (if required)

2. Transfer Preparation

   • Vehicle inspection before transfer
   • Photo documentation
   • Odometer reading recorded
   • Fuel level noted
   • Transfer paperwork generated

3. In Transit

   • Status changed to “In Transit”
   • Carrier/driver assigned
   • Expected arrival date set
   • GPS tracking (if available)

4. Receiving at Destination

   • Inspection for damage
   • Odometer verification
   • Transfer paperwork signed
   • Location updated in system
   • Status updated

Transfer Documentation:

Document	Purpose
Transfer Request Form	Authorization for transfer
Vehicle Condition Report	Pre-transfer condition
Transfer Receipt	Acknowledgment of receipt
Fuel/Odometer Log	Tracking sheet

6.5 Inventory Categorization

Vehicle Categories:

Category	Description	Usage
New Stock	Brand new vehicles from OEM	Primary sales inventory
Demo Vehicles	Low-mileage used for test drives	Can be sold at discount
Executive Demos	Used by management, low miles	Can be sold as certified pre-owned
Showroom Display	Premium placement vehicles	Available for sale
Service Loaners	Provided to service customers	Eventually sold as used
Trade-Ins	Customer trade-ins to resell	Separate inventory management

Vehicle Designation:

Designation	Purpose
Available for Sale	Can be sold immediately
Display Only	Showroom display, not for immediate sale
Test Drive Only	Demo vehicles for test drives
Not for Sale	Reserved for specific purpose

6.6 Inventory Optimization & Analytics

Aging Inventory Reports:

Age Category	Alert Level	Action Required
0-30 days	Normal	None
31-60 days	Moderate	Increase marketing
61-90 days	High	Consider discount/promotion
90+ days	Critical	Aggressive discount, manager review

Inventory Metrics:

Metric	Description	Target
Days Supply	Days of inventory at current sales rate	30-45 days
Turn Rate	How many times inventory turns per year	8-12x
Average Age	Average days in inventory	< 45 days
Stock-to-Sales Ratio	Inventory units / Monthly sales	1.0-1.5
Slow-Moving Units	Vehicles > 90 days	< 5%

Stock Level Management:

Model	Current Stock	30-Day Sales	Days Supply	Reorder Alert
Camry LE	15	10	45 days	No
Highlander	5	8	19 days	Yes - Reorder
RAV4	8	12	20 days	Yes - Reorder

Optimal Stock Calculations:

• Based on historical sales velocity
• Seasonal adjustments
• Market trends
• Manufacturer incentives
• Lead time from OEM

6.7 Vehicle Photos & Documentation

Photo Requirements:

Photo Type	Quantity	Description
Exterior - Front	1	Front 3/4 view
Exterior - Rear	1	Rear 3/4 view
Exterior - Sides	2	Left and right side views
Interior - Dashboard	1	Full dashboard and controls
Interior - Seats	2	Front and rear seats
Engine Bay	1	Engine compartment
Trunk/Cargo	1	Cargo area
Special Features	As needed	Unique features, options

Documentation Storage:

Document Type	Storage
Window Sticker	PDF attachment
MSO/Title	Secure document vault
PDI Checklist	Linked service record
Damage Reports	Photo + description
Inspection Certificates	PDF attachment

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Data Model

Vehicle Inventory Table:

Field	Type	Description
vehicle_id	UUID	Primary key
vin	VARCHAR(17)	Vehicle Identification Number (unique)
stock_number	VARCHAR(20)	Internal stock number
make	VARCHAR(50)	Manufacturer
model	VARCHAR(100)	Model name
year	INT	Model year
trim	VARCHAR(100)	Trim level
body_style	VARCHAR(50)	Body type
exterior_color	VARCHAR(50)	Exterior color
interior_color	VARCHAR(50)	Interior color
engine	VARCHAR(100)	Engine specification
transmission	VARCHAR(50)	Transmission type
drivetrain	VARCHAR(50)	Drive type
fuel_type	VARCHAR(20)	Fuel type
odometer	INT	Current mileage
condition	ENUM	New/Demo/Used
vehicle_category	ENUM	New Stock/Demo/Loaner/etc.
stock_status	ENUM	Available/Reserved/InTransit/Sold/etc.
msrp	DECIMAL	MSRP
dealer_invoice	DECIMAL	Dealer cost
current_price	DECIMAL	Current selling price
factory_options	JSON	Factory options list
factory_packages	JSON	Option packages
current_location_id	UUID	Current storage location
assigned_location_id	UUID	Primary dealership location
arrival_date	DATE	Arrival at dealership
stock_date	DATE	Available for sale date
days_in_inventory	INT	Calculated field
reserved_date	DATE	When reserved
sold_date	DATE	When sold
delivered_date	DATE	When delivered
reserved_for_order_id	UUID	Sales order link
reserved_by_employee_id	UUID	Sales advisor
available_for_sale	BOOLEAN	Quick availability flag
photos	JSON	Array of photo URLs
window_sticker_url	VARCHAR(500)	Window sticker document
created_at	TIMESTAMP	Record creation
updated_at	TIMESTAMP	Last update

Vehicle Location History Table:

Field	Type	Description
location_history_id	UUID	Primary key
vehicle_id	UUID	Foreign key to vehicle
location_id	UUID	Location reference
location_name	VARCHAR(200)	Location description
moved_from	VARCHAR(200)	Previous location
moved_to	VARCHAR(200)	New location
moved_at	TIMESTAMP	Move timestamp
moved_by	UUID	Employee who moved
reason	TEXT	Reason for move

Vehicle Transfer Table:

Field	Type	Description
transfer_id	UUID	Primary key
vehicle_id	UUID	Foreign key to vehicle
from_location_id	UUID	Source location
to_location_id	UUID	Destination location
transfer_status	ENUM	Pending/InTransit/Completed
requested_by	UUID	Employee who requested
requested_at	TIMESTAMP	Request time
approved_by	UUID	Manager approval
shipped_at	TIMESTAMP	Ship time
received_at	TIMESTAMP	Receipt time
received_by	UUID	Receiving employee
carrier	VARCHAR(100)	Transport company
odometer_start	INT	Starting odometer
odometer_end	INT	Ending odometer
condition_notes	TEXT	Transfer condition notes

Vehicle Photo Table:

Field	Type	Description
photo_id	UUID	Primary key
vehicle_id	UUID	Foreign key to vehicle
photo_type	VARCHAR(50)	Exterior/Interior/Feature/etc.
photo_url	VARCHAR(500)	Image file path
photo_order	INT	Display order
is_primary	BOOLEAN	Primary photo flag
uploaded_by	UUID	Employee who uploaded
uploaded_at	TIMESTAMP	Upload time

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Business Rules

Inventory Rules:

Rule	Description
Unique VIN	VIN must be unique across all inventory
Stock Number Unique	Stock numbers unique per location
Age Alerts	Alert at 60 days, escalate at 90 days
Photo Requirements	Minimum 8 photos required before listing for sale
PDI Required	All new vehicles must complete PDI before sale

Allocation Rules:

Rule	Description
First-Come First-Served	Default allocation method
Allocation Expiry	Auto-release after 14 days of inactivity
Manager Override	Managers can override any allocation
One Reservation	Vehicle can only be reserved for one order at a time

Transfer Rules:

Rule	Description
Manager Approval	Transfers between locations require manager approval
Inspection Required	Pre- and post-transfer inspection mandatory
Status Update	Vehicle status updated during transfer
Documentation	Complete transfer paperwork required

Pricing Rules:

Rule	Description
MSRP Validation	MSRP must match manufacturer specification
Cost Floor	Selling price cannot be below dealer invoice without approval
Age Discounting	Automatic discount suggestions for aged inventory
Demo Discount	Demo vehicles priced below MSRP based on mileage

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Integration Points

Outbound Integrations:

Module	Integration Purpose
M10 Sales Operations	Vehicle selection for sales orders
M11 Service Operations	Demo/loaner vehicle management
M17 Used Car Sales	Trade-in and used vehicle inventory
M27 Business Intelligence	Inventory analytics and reporting
OEM Systems (External)	Inventory allocation, ordering

Inbound Integrations:

Module	Integration Purpose
Company Configuration	Multi-location inventory
Employee Directory	Inventory responsibility assignment
M10 Sales Operations	Allocation requests and reservations
OEM Systems (External)	Vehicle arrivals, specifications

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User Roles & Permissions

Inventory Access Matrix:

Role	View	Add Vehicle	Edit	Delete	Transfer	Allocate	Price Override
System Admin	All	Yes	All	Yes	Yes	Yes	Yes
General Manager	All	Yes	All	Limited	Yes	Yes	Yes
Inventory Manager	All	Yes	All	No	Yes	Yes	Limited
Sales Manager	All	Yes	Limited	No	Yes	Yes	Limited
Sales Advisor	All	No	Limited	No	No	Yes	No
Service Manager	Loaner only	No	Loaner only	No	No	No	No

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Key Performance Indicators

Inventory Health Metrics:

Metric	Target	Measurement
Days Supply	30-45 days	Total units / Avg daily sales
Inventory Turn Rate	8-12x/year	Annual sales / Avg inventory
Average Age	< 45 days	Avg days in inventory
Aged Inventory (90+ days)	< 5%	Units >90 days / Total units
Stock Accuracy	99%+	Physical count matches system

Operational Metrics:

Metric	Target	Measurement
Receiving Processing Time	< 1 day	Time from arrival to available
PDI Completion Time	< 24 hours	Time to complete PDI
Transfer Accuracy	100%	Successful transfers / Total
Photo Completeness	100%	Vehicles with full photo set
Allocation Accuracy	> 95%	Correct allocations / Total

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Last Updated: November 14, 2025 Version: 6.0 Migrated From: Dealership_System_Documentation_v5_1.md (M05 - partial) Changes: Extracted vehicle inventory/warehouse functionality from sales module, restructured as P1 Master Data