Inventory Management for Groups
Inventory Management is a site designed to help groups manage their dealers' inventory downloads. This site allows you to view all active dealers' inventories from one site, with one login. With this site, you can view the last time a dealer's inventory was updated; view the history of how often a dealer's inventory was updated and when; view any errors that have occurred in loading; view how many vehicles a dealer has; view how many photos a dealer has; and edit a dealer's vehicles.
Steps on how to use AVV's Inventory Management:
Go to http://webcontrol.avv.com/
Enter your User ID and Password, and then click the “Login” button. Please remember that the User ID and Password are case sensitive.
DOWNLOAD
1) When you login, the initial screen you will see is the "View DMS Download for " screen. You can get back to this screen by clicking on "Download" in the orange task bar. This screen will show you all the active dealers for your group and when they were last updated. On this screen you are shown a chart containing Dealership name, product name, date loaded, capture, database, total errors and comments.
- a) Under the Dealership Name column, you will see all the names of the dealerships that are active for your group.
b) Under the Product Name column, you will see what product the dealer is signed up for, such as "used vehicles" or "new vehicles." If a dealer is signed up for both new and used vehicle downloads, then the dealership will have two records listed in the chart, one for each download.
c) Under the Date Loaded column, you will see the last date data was successfully loaded for the dealer.
d) Under the Capture column, you will see the number of vehicles pulled from the dealer's DMS, or the number of vehicles sent in by email or FTP.
e) Under the Database column, you will see the number of vehicles that the AVV database is showing for each dealer.
f) Under the Total Errors column, you will see the number of errors that occurred in loading the vehicles for the dealer. (Examples of errors are invalid VINs or vehicles missing stock numbers).
g) Under the Comments column, you will see either "Details" or "None." If the column contains "Details," that means that AVV has made extra notes on issues with this dealer in the past. To view these notes, click on "Details."
2) The View DMS Download chart has hyperlinks in the Dealership Name, Date Loaded and Comments columns.
- a) If you click on the Dealership name, you will be taken to a screen that will give you the history of the downloads for that specific dealer. When viewing the history, you can click on any date in the Date Loaded column to view any errors that occurred in the loading for that day. You can also choose how far back you would like to view the history for that dealer by choosing 14, 28 or 30 days from the "Choose Days" drop-down box.
b) If you click on the Date Loaded for a dealership, you will be taken to a screen that will give you the specifics on that day's data. This page has two parts
- i) At the top of the page, you will be given the dealership name, product name, date the data was last loaded, the number of vehicles in the capture, whether or not the data was loaded to the AVV database, the number of vehicles in the AVV database, and the days that AVV dials into the dealer. (Hint: if the dealer is emailing or FTPing their data to AVV, the Dial Days column will be empty).
ii) The next section is Log Details. This section contains information specific to the vehicle data for the dealership. This chart contains the time the data was loaded or that an error occurred, the message, Stock numbers, and codes.
- (1) Under the Message Time column, you will see the date and time that the data was loaded or that an error occurred.
(2) Under the Message Description column, you will be given the details of the message or error. If the data was loaded, the first message will be that the upload was complete and will tell you the number of vehicles that were in the capture file, how many were added, how many were deleted, how many were modified, and how many errors occurred in loading the data.
(3) Under the Stock Number column, if an error occurred with one specific vehicle, such as the VIN was invalid, the stock number that the error occurred on will be shown in this column.
(4) Under the Codes column, you can click on the Help button in this column to get an explanation of the error message.
c) If you click on "Details" in the Comments column, you will be shown any additional notes AVV has made about this dealer in the past.
3) At the top of the View DMS Download page is a "choose a date" drop-down box. By choosing a date from this drop-down box will update the chart to show all dealers' download information for the selected date.
4) The View DMS Downloads chart also is color coded to alert you of problems. The legend for the colors is at the bottom of the page. (Hint: the table will only contain colors if there is a problem with a dealership)
VIEW ALL
1) To view the entire inventory for a dealer, click on "View All" in the orange task bar.
2) Choose the dealership you would like to view the inventory for by choosing their name from the "Choose a dealer" drop-down box.
3) In this view you will be shown all vehicles, both new and used, in one list for one dealer. In this view, you will be shown the Year, Make, Model, Price, Stock Number, Mileage, Type, and if AVV has a photo for the vehicle. Any column in this list can be sorted by clicking on the column heading.
4) If a dealer has over 50 vehicles, there will be an orange button toward the top right side of the page that says "Next 50." By clicking this button, you will be shown the next 50 vehicles. You will then also see a "Previous 50" button that can be used to get back to the beginning of the list.
5) You can also view vehicles that have been marked as sold for a dealer in the AVV database by clicking on the "Display Deleted Vehicles" button directly below the dealership name. (Hint: When a vehicle is marked as sold, AVV does not delete the vehicle, but instead marks it as sold. If a vehicle is in this list, it is no longer online.)
VIEW NEW
1) To view only the new inventory for a dealer, click on "View New" in the orange task bar.
2) Choose the dealership you would like to view the new inventory for by choosing their name from the "Choose a dealer" drop-down box.
3) In this view, you will be shown the Year, Make, Model, Price, Stock Number, Mileage, Type, and if AVV has a photo for the vehicle. Any column in this list can be sorted by clicking on the column heading.
4) If a dealer has over 50 vehicles, there will be an orange button toward the top right side of the page that says "Next 50." By clicking this button, you will be shown the next 50 vehicles. You will then also see a "Previous 50" button that can be used to get back to the beginning of the list.
5) You can also view vehicles that have been marked as sold for a dealer in the AVV database by clicking on the "Display Deleted Vehicles" button directly below the dealership name. (Hint: When a vehicle is marked as sold, AVV does not delete the vehicle, but instead marks it as sold. If a vehicle is in this list, it is no longer online.)
VIEW USED
1) To view only the used inventory for a dealer, click on "View Used" in the orange task bar.
2) Choose the dealership you would like to view the used inventory for by choosing their name from the "Choose a dealer" drop-down box.
3) In this view, you will be shown the Year, Make, Model, Price, Stock Number, Mileage, Type, and if AVV has a photo for the vehicle. Any column in this list can be sorted by clicking on the column heading.
4) If a dealer has over 50 vehicles, there will be an orange button toward the top right side of the page that says "Next 50." By clicking this button, you will be shown the next 50 vehicles. You will then also see a "Previous 50" button that can be used to get back to the beginning of the list.
5) You can also view vehicles that have been marked as sold for a dealer in the AVV database by clicking on the "Display Deleted Vehicles" button directly below the dealership name. (Hint: When a vehicle is marked as sold, AVV does not delete the vehicle, but instead marks it as sold. If a vehicle is in this list, it is no longer online.)
ADD
1) If any of your dealers are signed up for the AVV Add/Edit interface, then you can also add vehicles to their inventory by clicking on "Add" in the orange task bar. If your dealers are not signed up for the Add/Edit interface, then you will see "Your dealership has not purchased an Add/Edit interface for vehicles."
2) Choose the dealership you would like to add a vehicle too by choosing their name from the "Choose a dealer" drop-down box.
3) After choosing a dealership name, you will be taken to a screen with text boxes to add all the information on the vehicle into. Once you have entered all the necessary information, click on the "Add Vehicle" button at the bottom of the page.
EDIT
1) If any of your dealers are signed up for the AVV Add/Edit interface, then you can also edit their inventory by clicking on "Edit" in the orange task bar. If your dealers are not signed up for the Add/Edit interface, then you will see "Your dealership has not purchased an Add/Edit interface for vehicles."
2) Choose the dealership you would like to edit by choosing their name from the "Choose a dealer" drop-down box.
3) Once you choose a dealer, you can choose a specific vehicle from the "Choose a USED Vehicle Stock Number" or "Choose a NEW Vehicle Stock Number" drop-down boxes. These text boxes are sorted by year, make and model. If you prefer to view the listing by stock number, click on the "Click Here" link just above the "Choose a USED Vehicle Stock Number" drop-down box. Once the vehicle is selected in the drop-down box, click on the "Edit" or "Delete" button next to the drop-down box depending on the action you would like to make.
- a) By choosing, "Edit", you will be taken to a screen that contains all the information on the vehicle. You can edit any of the information by clicking in the text box and typing in the new information.
b) At the top left of the Edit screen, you can add a photo to the vehicle.
- i) To add a photo to a vehicle, click on the "Browse…" button. This will open your Windows Explorer so that you can select the photo from a location on your computer.
ii) Once you have found the location of the picture on your computer and selected it, click on the "Send File" button. This will automatically send the picture file to the AVV server.
iii) Please remember to keep the picture around 72 DPI, 200 x 300 Pixels, and under 35 KB in size. Also, name the photo by its stock number or full VIN and save it as a jpg image.
c) By clicking, "Delete," you will de-activate the vehicle, so the vehicle will no longer show up in your online inventory.
d) You can re-activate deleted/sold vehicles through the Edit screen. In the "Choose a USED Vehicle Stock Number" or "Choose a NEW Vehicle Stock Number" drop-down boxes, the vehicles at the top of the list are active vehicles, but if you scroll down in each box, the vehicles listed in blue are deleted/sold vehicles.
- i) To re-activate a deleted/sold vehicle, choose the vehicle from the "Choose a USED Vehicle Stock Number" or "Choose a NEW Vehicle Stock Number" drop-down box and click on "Edit."
ii) You can modify any of the information on the vehicle and then click "Edit Vehicle" or you can change nothing and just click the "Edit Vehicle" button at the bottom of the page to re-activate this vehicle.
UPLOAD
1) To view your recent feed statistics, click on "Upload" in the orange task bar.
2) This screen will show you a chart containing the sub group, date sent, file name, file size, number of records, with photos, no price, no color, no mileage, and notes.
- a) Under the Sub Group column, you will see the group for the feed. For example if new and used vehicles are sent as separate feeds, this column will say new for one feed and used for the other.
b) Under the Date Sent column, you will see the date and time of the feeds being sent each day.
c) Under the File Name column, you will see the name of the file that is sent to you for the feed. If your feed is sent in multiple files, each file name will appear in this column, if your feed only has one file, then the name in this column will be the same.
- i) Under the File Size column, you will see the size of the feed for each day.
ii) Under the Number of Records column, you will see the number of records in the file sent each day.
iii) Under the With Photos column, you will see the number of records sent with photos each day.
iv) Under the No Price column, you will see the number of records that are missing prices in the feed.
v) Under the No Color column, you will see the number of records that are missing color in the feed.
vi) Under the No Mileage column, you will see the number of records that are missing mileage in the feed.
vii) Under the Notes column, you will see any additional notes about the feed. This column will not always contain information.
If you have any questions or problems using AVV's Inventory Management for Groups interface, please contact AVV at (614) 839-7878.
© Copyright 2008 Dominion Enterprises