WHAT IS A SUBLET 


A sublet is work performed by a third-party - such as custom painting or machine shop work completed outside the dealership. 

This third party work will then be billed by the Dealership to the Customer on a Customer Order.


PREREQUISITE:


  • On the relevant Vendor Records, you need to indicate that the Vendors are available for Sublet Purchases
  • This is done by setting up the Vendor with Product and Services
  • This is the link to the relevant article on how to do this - How to Setup Vendor Products and Services


Once the Vendor has been setup and is available for Sublet Purchases, the next step is:


HOW TO SETUP A SUBLET 

  1. The first thing that needs to be done is to setup the Sublet on the Vendor Record.
To do this navigate to the Vendor Record > Product and click on User-added image

User-added image
  1. The New Product window will pop up.
User-added image
Let's go through the requirements:
1.   Type - Click on User-added image and select Sublet
2.   Code - Give the new Sublet a Code (basically a name) ie Paint or Custom
3.   Description - Give the new Sublet a Description ie Custom Paint Job
4.   Cost Method - Click on User-added image and select if the Sublet is a Fixed Cost or Percent Retail
5.   Cost Rate - Type in the cost to the Dealership
6.   Price - Type in how much the Dealership is going to on charge the customer for this Sublet.
     
This will depend on whether the Cost Method is a Fixed Cost ($value) or Percent Retail (%value)
7.   Category - Select a Category for this Sublet
8.   Taxable -  Is the Sublet taxable?  If Taxable is checked, a new field will pop up - Applicable Tax > allocate
the Applicable Tax.
Once complete > click on User-added image


User-added image
Tip:  The dealership can create generic sublets for Vendors and just use them over and over again.  The dealership does not need to create a new sublet each and every time for the same item.



HOW TO ADD A SUBLET TO A CUSTOMER ORDER 

In Blackpurl, Sublets can only be added to Customer Order Service Jobs or Unit Deals.

For our example below we are going to add the Sublet Paint to a Service Job.

  1. In the Service Job > labour, parts & Job item section - click into the Scan or search to add field and type in Sublet.
Select the search keyword Sublet as this will narrow down your search criteria to only search in Sublets and then continue searching for your sublet.

User-added image

  1. Once you have found the Sublet required, click to select.
The Sublet will be added to your Service Job and any changes to Qty or Price needs to be done at this step.  

User-added image

  

  1. Note the status of the Sublet line item is REQUIRED.  

User-added image
  1. This means that a Special Order section is now in play and that the user will need to complete all relevant steps for a Special Order.    
  • Process a Parts Order (Vendor Order - VO) to the Third Party doing the work.

The Sublet will be sitting under the Vendor waiting for the user to add it to a Vendor Order.

For further information, please review our article - How to Create A Vendor Order for a Customer Special Order (Parts and Sublets)


  • Process a Parts Receiving (Vendor Receiving - VR) once you have the work / job back from the Third Party. 
For further information, please review our article - How to Receipt / Receive Parts into your Inventory (including Sublets)

Once you have processed a VR, this will allow you to finalise the Customer Order for the Sublet as the status on the Sublet line item on the Customer Order will be Received.


  • Process a Parts Invoice (Vendor Invoice - VI) once the Tax Invoice has been received from the Third Party.
For further information, please review our article - How to Create a Vendor Invoice - Reconcile Parts Invoice (Parts and Sublets)

Remember that your hard copy Tax Invoice from the Third Party must match the $ figures on the VI in Blackpurl.