GM Vehicle Invoice Service Integration (VISI) in VUE provides new vehicle data for units allocated from the manufacturer. This allows the user to import vehicles from the vehicle invoice interface into inventory, as well as import posting information for posting to accounting.
Locating and Viewing an Invoice
Navigate to: OEM DCS > GM > GM Vehicle Invoice Service
Filter: The action ribbon filter can be used to display Non-Imported, Imported, Adjusted, or All invoices. By default, the grid shows all Non-Imported invoices.
Viewing Invoices
Use the grid filters to find the invoice you would like to view. Click the VIN to open the Vehicle Invoice.
Add to Inventory: For invoices not yet in inventory, the [Add to Inventory] button will open a window that allows the user to import the vehicle invoice into dealer’s inventory. The vehicle can be added to inventory as On Order or In Stock.
View Vehicle: For invoices already added to inventory, the “View Vehicle” button will open the vehicle inventory screen.
Post: For invoices already added to inventory, the “Post” allows the user to either manually mark the invoice as posted or to import the vehicle invoice data into the Manual GL Posting screen for posting. The vehicle must have a stock number to post. Posting manually or by import will flag the invoice as “Posted” which cannot be undone.
View Invoice: Shows the raw invoice data from GM. This is not a “formatted” report; it is a print out of the data transmitted to VUE by GM.
Request Vehicle Invoices
New vehicle invoice data is sent to the dealer each night. If a VIN is not showing in the VUE GM Vehicle Invoice screen, that is expected; the user can trigger a refresh of the invoice data. In VUE, navigate to OEM DCS > GM > Vehicle Invoice Service and click on “Request Invoice Data” in the action ribbon. Next select whether to request vehicle invoices based on invoice date, invoice number, or invoice VIN.
Date Range: Enter a start and end date for the request. All invoices dated on or between these dates will be returned. By default, the current date is populated for both start and end dates.
Invoice Number: Enter the invoice number to request. If available, it will be returned.
VIN: Enter one or more VINs to request invoices for those VINs. The user may enter the full 17 digit VIN or the last 8 digits of the VIN. Note: Only one partial VIN search is allowed at a time.
Posting
Once a vehicle is in inventory, you will have the option to post the vehicle to accounting through the Vehicle Invoice screen.
The Post button is a drop-down that will contain two actions - Post to Manual GL, Mark as Posted.
The Post button will only be available in the action ribbon if the vehicle invoice has been imported to inventory, the vehicle has a stock number, and GM has not adjusted the invoice. The user must also have posting permission in employee permissions settings.
Posting Setup
For the best result, a one-time setup should be completed.
In VUE, navigate to OEM DCS > GM > GM Setups select the “VIS Posting”. At a minimum, the inventory, holdback, and floorplan default accounts should be set up.
Posting & Reversing a Posting
If a posting needs to be reversed, that must be done through the Accounting module. The posting will have to be manually recreated and cannot use the import posting feature.
An icon above the invoice date field will indicate if the invoice has been posted, either manually or by import.
Batch Posting
A batch posting can also be created from OEM DCS > GM > Vehicle Invoice Service browse screen. The “Batch Posting” action ribbon button validates all imported, unposted vehicles. If they pass validation, a posting is created and includes all imported, unposted vehicles.
Validation for Batch Posting
- A list is made of vehicle invoices that meet the following criteria:
- Manufacturer is GM
- Vehicle Invoice is not posted
- Vehicle Invoice is imported to the inventory
- GM has not adjusted Vehicle Invoice
- Default accounts are set up for at least the inventory account, holdback account, and floorplan account.
If all conditions are met, a manual GL posting is created for the invoices that meet the above criteria.
Additional Posting Defaults
Additional posting defaults can be set up to automatically add miscellaneous fees.
- Navigate to OEM DCS > GM > Vehicle Invoice Service and click on “Posting Setup” in the action ribbon.
- Like setups done in OEM DCS > GM > GM Setups, select which Make the additional posting lines should apply to.
- Click the [Add new Posting] button and enter the Car GL Account number, Truck GL Account number, Control Type (if applicable), Description, and Default Amount. Click the [Save] button to save changes
Invoice Adjustments
An adjusted invoice is an invoice that GM has re-transmitted to the dealer with financial or other changes. These invoices cannot be posted via import. Invoices that have already been added to inventory or posted before being adjusted, the dealer must manually update the inventory record and posting.
Unhandled Adjusted Invoices
When the GM Vehicle Invoice Service screen loads, if there are any adjusted, unacknowledged invoices, the user will receive an alert asking if they would like to view the invoices.
When viewing an unacknowledged adjustment invoice, a prompt shows, indicating this invoice was adjusted and that the dealership is responsible for updating the vehicle invoice record and postings if necessary.You can choose to disable the warning for this VIN for all users going forward (i.e. acknowledge the adjustment) or to continue receiving the warning.
-
Yes will mark the adjustment as
“acknowledged” for this vehicle.- Not Yet will cause users to continue receiving this message when viewing this invoice.
