Inventory Management

Vehicle Inventory Guide

Master your lot management from vehicle intake through final sale

In This Guide

• Inventory Overview• Adding Vehicles• VIN Decoding• Managing Photos• Recon Tracking• GPS Tracking• Vehicle Transfers• Trade-In Processing

Inventory Overview

Vehicle Lifecycle Stages

Incoming

Vehicles being acquired (inbound, gate check)

Recon

Vehicles being reconditioned (in service)

Ready

Vehicles available for sale (in inventory)

Sold

Completed transactions

Problems

Issues requiring attention (arbitration, returns)

Key Metrics Dashboard

Total Vehicles

Overall lot capacity tracking

In Inventory

Vehicles ready for sale

In Recon

Work-in-progress tracking

Total Value

Investment and insurance planning

Adding Vehicles

Quick Vehicle Entry

  1. 1
    Navigate to Inventory

    Click "Inventory" in the left navigation menu

  2. 2
    Click "Add Vehicle"

    Look for the blue "Add Vehicle" button in the header section

  3. 3
    Enter VIN or basic information

    Start with VIN for automatic data population

  4. 4
    Complete required fields

    Fill in acquisition details, cost, and initial condition

  5. 5
    Save and continue

    Vehicle will appear in "Incoming" status for further processing

Required vs Optional Fields

Required fields are marked with an asterisk (*). You can add vehicles with minimal information and complete details later during recon.

VIN Decoding

Automatic VIN Decoding

When you enter a VIN, BHPHApp automatically populates:

Make and Model
Year and Trim Level
Engine Specifications
Transmission Type
Body Style and Doors
Drive Type (FWD/RWD/AWD)
Factory Equipment
MSRP and Book Values

Manual Entry When VIN Fails

If VIN decoding doesn't work (older vehicles, damaged VINs):

  1. 1Click "Manual Entry" or skip VIN field
  2. 2Use dropdown menus to select year, make, model
  3. 3Enter VIN manually in the VIN field (for records)
  4. 4Complete remaining vehicle specifications manually

Managing Photos

Photo Upload Process

  1. 1
    Access vehicle record

    Click on vehicle from inventory list or search results

  2. 2
    Navigate to Photos tab

    Look for "Photos" section in vehicle details

  3. 3
    Upload photos

    Drag and drop or click to browse files (supports JPEG, PNG)

  4. 4
    Organize and set primary

    Drag to reorder, set main photo for listings

Recommended Photo Standards

Essential Views

  • Front 3/4 angle (primary)
  • Rear 3/4 angle
  • Both side profiles
  • Interior front and rear
  • Dashboard and odometer
  • Engine bay

Quality Guidelines

  • Good lighting (natural preferred)
  • Clean backgrounds
  • High resolution (minimum 800x600)
  • Vehicle centered in frame
  • Document any damage
  • Maximum 20 photos per vehicle

Recon Tracking

Moving Vehicles to Recon

  1. 1
    Select vehicle from inventory list

    Click on vehicle in "Incoming" status

  2. 2
    Click "Move to Recon"

    Button available in vehicle actions

  3. 3
    Create recon checklist

    Add items needed: mechanical, body work, detailing

  4. 4
    Track progress and costs

    Update completion status and add expense receipts

Recon Categories

Mechanical

  • • Engine and transmission
  • • Brakes and suspension
  • • Electrical systems
  • • Tires and alignment

Body Work

  • • Dent and scratch repair
  • • Paint touch-up
  • • Glass replacement
  • • Trim and molding

Detailing

  • • Interior cleaning
  • • Exterior wash and wax
  • • Odor removal
  • • Final inspection

Recon Time Limits

Vehicles in recon for over 30 days will generate aging alerts. Plan recon work to minimize carrying costs and maximize turn-time.

GPS Tracking

Installing GPS Devices

  1. 1
    Access vehicle record

    Navigate to the vehicle you want to add GPS tracking to

  2. 2
    Click "Add GPS Device"

    Button in vehicle equipment section

  3. 3
    Enter device information

    Serial number, IMEI, and installation date

  4. 4
    Test device connection

    Verify GPS signal and data transmission

GPS Features

Real-time Location

Current vehicle position and address

Location History

Track vehicle movements over time

Geofence Alerts

Notifications when vehicles leave designated areas

Remote Disable

Engine disable for collections (where legal)

Activity Reports

Daily and monthly usage summaries

Device Status

Battery level and connectivity monitoring

Vehicle Transfers

Transfer Process

Move vehicles between locations, lots, or ownership entities:

  1. 1
    Select vehicles to transfer

    Use checkboxes to select multiple vehicles or individual transfers

  2. 2
    Choose destination location

    Select target lot, location, or entity from dropdown

  3. 3
    Add transfer details

    Enter reason, effective date, and any transfer costs

  4. 4
    Complete transfer

    Vehicles will update location and appear in destination inventory

Trade-In Processing

Trade-In Workflow

  1. 1
    Evaluate trade-in vehicle

    Inspect condition, verify ownership, check liens

  2. 2
    Add as new vehicle

    Create vehicle record with trade-in source marked

  3. 3
    Link to customer deal

    Associate trade-in with customer's purchase transaction

  4. 4
    Process title transfer

    Handle lien releases and title work

  5. 5
    Decide: Keep, Wholesale, or Auction

    Move to inventory, mark for wholesale, or send to auction

Trade-In Valuation Tools

Use integrated KBB or NADA values for consistent trade-in appraisals. Document any adjustments for condition or needed repairs.

Still Need Help?

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