This article covers the process of invoicing a Unit Deal section of a Customer Order when some deal options — such as special-order parts — have not yet arrived. The Customer Order stays open so the Deal Service or Deal Merchandise section can be finalised once the parts are received.
Scenario
This feature applies in the following situation:
The dealership has a Customer Order Unit Deal in Blackpurl.
The customer agrees to purchase the unit, which includes deal options (parts) that need to be special ordered.
The deal options are committed on a Deal Service section or a Deal Merchandise section.
The parts may take up to two months to arrive due to lead time.
The customer wants to pay for and take delivery of the unit today.
The dealership wants to invoice the Unit Deal section and receipt payment immediately.
Once the parts arrive, the dealership will finalise the Deal Service section or Deal Merchandise section to close out the remaining options.
Prerequisite for Accounting Integration
If your dealership uses an accounting integration, complete the following setup steps before using this feature. Dealerships without accounting integration can skip this section.
Step 1: Create the Deal Option Clearing GL account
Create a new General Ledger (GL) Chart of Account in your accounting package. This account must be a Current Liability account. We recommend naming it Deal Option Clearing.
This GL records invoiced deal options that have not yet been fulfilled. Because it is a clearing account, it should return to zero once all options are fulfilled and finalised. Add this GL to your end-of-month review list.
Step 2: Resync the Chart of Accounts in Blackpurl
Once the new GL has been created in your accounting package, navigate to Accounting Integration and open the Chart of Accounts section. Resync the Chart of Accounts so the new GL becomes available for selection.
Step 3: Assign the GL to the Deal Option Clearing field
After resyncing, navigate to Control Accounts. Select the new GL in the Deal Option Clearing field, then click Apply. Click through all remaining Accounting Integration sections to finalise the change.
How to Invoice a Unit Deal with Unfulfilled Options
Use these steps when you need to invoice the Unit Deal section while leaving a Deal Service or Deal Merchandise section open for parts that have not yet arrived.
1. Navigate to the Customer Order Unit Deal that needs to be invoiced. Finalise all other aspects of the Unit Deal — including the Trade-In section and Finance — then change the status of the Unit Deal section to Checkout.
2. Click Checkout. In the Checkout dialog, tick the DEAL - APPROVED checkbox and then finalise the checkout as normal. Review any red warning message displayed before confirming the checkout.
3. Review the results in Blackpurl after checkout:
The Unit Deal section status is now Invoiced, but the status of the options will show as Pending.
The Customer Order remains Open to allow the uninvoiced Deal Service or Deal Merchandise section to be finalised once the parts are received.
The Customer Order now includes an Invoice History section listing the Unit Deal invoice.
The following restrictions are now in effect on the uninvoiced Deal Service and/or Deal Merchandise sections:
Additional line items can no longer be added.
Existing line items cannot be deleted, moved, or edited.
For dealerships with accounting integration, the accounting package will record a journal entry for the unfulfilled options to the Deal Option Clearing GL.
How to Finalise Deal Service and/or Deal Merchandise Sections Once Options Are Fulfilled
Once all unit deal options have been received, use the following steps to close out the remaining open sections.
1. Finalise the relevant open section depending on where the deal options are listed:
Deal Service section: Finalise the Deal Service section as normal. Clicking Invoice To Deal will finalise and close the section.
Deal Merchandise section: The process differs slightly from normal. Click the finalise action within the Deal Merchandise section and confirm when prompted.
2. Review the results in Blackpurl after finalising:
Unit Deal section: The status of options is now Fulfilled.
Deal Service or Deal Merchandise section: Status is now Invoiced.
An additional invoice has been generated for the Deal Service section and/or Deal Merchandise section.
If no other sections remain open, the Customer Order will be closed.
3. For dealerships with accounting integration, the accounting package will record:
A journal entry for the fulfilled options to the Deal Option Clearing GL.
This entry clears the Deal Option Clearing GL balance for this Unit Deal, returning it to zero.