There are a variety of reasons why vehicles may have to be removed from your fleet: they reach the end of their useful life, there are accidents and breakdowns, units are sold, etc. The Unit Disposal frame can be used to manage these different disposal processes when it is time to remove a unit from your fleet.
View/Modify
To view or modify disposal and sales history for a unit, type the Unit Number in the Unit Information section or double click in the field to bring up the list of values (LOV) and select a unit number from the list. Tab off the field to load the data.
Disposal
To create a new disposal status and sales history, enter a unit number in the Unit Information section or select one from the LOV. The unit’s Status, Serial Number, Alternate Unit Number (if applicable) and Life Cycle information will automatically populate.
The In-Service Date is the date the unit was placed into service. Replacement % is the percentage of useful life left on the vehicle when it should be disposed of. Expected Life is the expected life of the unit in years. Both the Replacement % and Expected life values are pulled from the unit’s Category code.
In the Disposal Information section, select a Disposal Status from the drop down. Next enter or select a Disposal Reason from the LOV. The Disposal Reasons frame is where these codes are created and maintained. Example reasons are A – Accident, B – Budgeted, C – Cancelled Order, P – Planned Retirement, etc.
You can select a Disposal Cause from the drop down, these codes are created and maintained on the Disposal Cause frame. Examples: 1 – Mechanical Failure, 2 – Breakdown, 3 – End of Useful Life, etc.
Next, enter an Estimated Date for the disposal. The Delete Work Requests box can be check to delete any outstanding work requests the unit may have upon disposal. By default, this box will be checked if System Flag 2133 is set to ‘Y’.
The Date Flagged field will automatically populate once the new record is saved. This date will be the day the save occurred. The Method and Authorized By fields are free form fields, Method has a max length of 24 and Authorized by has a max length of 24 characters. The Employee field is for the employee who is conducting the disposal process.
NOTE: If System Flag 5338 is set to ‘U’ or ‘B’ the Method field will be validated. Disposal Methods can be setup and maintained on the Disposal Method frame.
Replacement Information is optional. The Replacement Unit field can be filled out with the unit number that will replaced the unit being disposed. This unit must already exist in M5. Unit description and the unit’s status will populate automatically, as will Alternate Unit No. and Replacement Fund, if applicable.
Billing/Notes
In the Billing Information section you can give the unit a new billing code. Once a unit is no longer active in your fleet you may want to bill at a different rate to reflect the unit status. Enter a new code in the New field and enter an Effective Date for the new code.
Beneath the Billing Information there is a free form Notes field where you can enter any additional information about the unit’s billing/billing code change.
Sales
The fields on this tab will become active once the unit disposal status is marked as ‘Sale’. There are three sections: Additional Disposal Information, Selling Information, and Financial Information.
Additional Disposal Information:
• Reference Number – this is a free form field, the user can enter a combination of letters and numbers to reference the disposal information.
• Disposal To – free form, if the unit was disposed to a certain entity, enter it here.
• Disposal Date – required field when the unit is flagged as ‘Sale’.
• Disposal Master – read-only, this field will populate if the unit being disposed is associated with another unit.
Selling Information:
• Sale Proceeds – this is enterable, the amount received from the sale of the unit.
• Trade-In Credit – any credit given to the buyer for the trade-in of a unit can be entered here.
• Check Amount – read-only, value is the Sales Proceeds minus any Trade-In Credits.
Financial Information:
• Financier – if there was any financing involved in the sale by a loan office or bank, that information can be entered here.
• Cash Received By – employee or entity who accepted or processed the payment on the sale.
• Pickup Date – if the unit being disposed of will be picked up, enter the date here.
• Bank Issuing Check – can be used to keep track of the bank the check came from.
• Sale Proceeds – read-only, value carried down from the Selling Information section.
• Current Book Value – value pulled from the Unit Accounting frame.
• Sale Expenses – any other expenses associated with the sale that have not been counted in the above fields can be entered here.
• Disposal Prep Costs – any other costs associated with preparing to dispose of the unit that are not counted in the Disposal Jobs field can be entered here.
• Net Proceeds – the Net Proceeds will be the Sale Proceeds minus any Sale Expenses and/or Disposal Prep Costs.
Serial Parts
Over the life of a unit, the system will keep track of any serialized parts installed on the unit. The i-frame on the Serial Parts tab will display read-only information about any serialized parts installed on the unit that is being disposed.
Information includes: Serial Number, Where Now (where the part is currently), how many Times Rebuilt, the Purchase Amount, the Vendor it was purchased from, the Purchase Order number, and Life-to-Date (LTD) Time Installed in Days, Usage since installed, Starting Usage.
Sale Associations
The Sale Associations tab will show any associated units or components sold with the unit that is being sold. The fields displayed in the i-frame on the Sale Associations tab are read-only.
The unit or component number will be displayed. The type, unit or component, will be displayed in the Type field along with the Unit/Comp Description. The Position indicated on the association, if applicable, will also display.
The Tech Spec field will display the Unit or Component’s tech spec number. The Start Date field will display the date the association began.
Required and Req At Sale are Yes/No fields that depend on the Min # of Assoc and Min # of Assoc at Sale on the Assoc Tech Spec tab of the Tech Spec frame.
Delete
To remove a disposal status and sales history from a unit, type the Unit Number in the Unit Information section or double click in the field to bring up the list of values (LOV) and select a unit number from the list.
Click the Delete button, you will be asked if you are sure you want to remove the sales history from this unit. Click Delete to confirm the action.
Advanced Functionality
When System Flag 5287 is set to ‘Y’, the Unit Disposal tab will have advanced functionality. The Sales tab from the basic functionality will be replaced by the three tabs: Pre-Sale, Sale Values, and Sale Info.
Pre-Sale
The Pre-Sale tab is used to enter information related to the preparation for disposal. There are three sections, Drop, Values, and Miscellaneous.
The Drop Section fields are all free form fields. The Drop Location must be a valid Parking Location and if entered, there must be a Drop Date entered. The same holds true for Drop Auction Location. It must be a valid Parking Location and if entered, accompanied by a Drop Auction Date.
In the Values section, the Capitalized, Book, National Auto Dealers Association (NADA), and Asking Price Values are all pulled from what is entered on the Depreciation tab of the Unit Accounting frame. You can also select a Sales Class from the Sales Class drop down beneath the Values section. These values are created and maintained on the Sales Class frame.
The third section is the Miscellaneous section. The Sale Ready Date is the date the unit is expected to be sold. This is often the same date as the Estimated Disposal Date on the Disposal tab.
On-Hold check box is defaulted to ‘Yes’ (checked) when a unit is flagged for disposal. This indicates the unit is ready for disposal processing but not ready to be posted for sale. The Returning Tires and Tires Returned check boxes are also Yen/No check boxes. They will default to ‘No’ (unchecked).
Sale Values
The fields on this tab will not display until the Disposal Status is changed to ‘Sale’.
Proceeds Section:
• Sale Proceeds – this is enterable, the amount received from the sale of the unit.
• Storage Fees – also enterable, this amount is paid by the buyer if the seller is to store the unit for an extended period of time after the sale.
• Other Proceeds – any other miscellaneous proceeds associated with the sale can be entered here.
• Book Value – this value is carried over from the Pre-Sale tab, which pulls from the Unit Accounting frame.
• Transportation Cost – any costs incurred by the seller associated with transporting the vehicle to the buyer.
• Auction Prep Cost – any costs incurred by the seller while prepping the unit for auction.
• Commission – any commission amount that may have been paid to an employee, entity, or some other third party for completing the sale of the unit.
• Disposal Jobs – this field is read-only. It is a sum of the units’ job’s actual costs (plus any markups) where the Job Reason is flagged as “Prep for Disposal.”
• Other Disposal Prep Costs – any other costs associated with preparing to dispose of the unit that are not counted in the Disposal Jobs field can be entered here.
• Other Sale Expenses – any other expenses associated with the sale that have not been counted in the above fields can be entered here.
• Net Proceeds – the total amount after all of the above fields in the Proceeds section have been added and subtracted.
Check Section:
• Sale Proceeds – read-only, value carried over from the Proceeds section.
• Trade-In Credit – any credit given to the buyer for the trade-in of a unit can be entered here.
• Check Amount – read-only, value is the Sales Proceeds minus any Trade-In Credits.
Sale Info
The availability of this tab will also depend on the disposal status and if that disposal status is flagged to “Allow Sales Info” on the Unit Status Codes frame.
Disposal Information Section:
• Reference Number – this is a free form field, the user can enter a combination of letters and numbers to reference the disposal information.
• Reference Date – date associated with the reference information.
• Disposal To – free form, if the unit was disposed to a certain entity, enter it here.
• Disposal Date – required field when the unit is flagged as ‘Sale’.
• Disposal Master – read-only, this field will populate if the unit being disposed is associated with another unit.
• Pickup Date – if the unit being disposed of will be picked up, enter the date here.
• Releasing Employee – enter the employee who will oversee the release of the unit.
• Signed Release Date – date of any official documentation associated with the release.
• Driver’s License Received Date – if any licenses associated with the unit were turned in after the sale, enter that date here.
• Sale Agreement Date – the date the sale was officially agreed to can be entered here.
• Sold By – the employee who made the sale, must be an active employee.
Financial Information Section:
• Financier – if there was any financing involved in the sale by a loan office or bank, that information can be entered here.
• Cash Received By – employee or entity who accepted or processed the payment on the sale.
• Paid Date – date payment was received by the buyer or financier.
• Bank Issuing Check – can be used to keep track of the bank the check came from.
System Flags
2133 – Delete Outstanding Work Requests When the Unit is Set to a Disposal Status? (Y/N) – If this system flag is set to ‘Y’, the Delete Work Requests check box will be checked when the Unit Disposal frame loads. If the flag is set to ‘N’, the box will not be checked by default.
5108 – Require Associated Tech Spec Number Change from Work Order? (E/N) – This system flag also has an impact on Unit and Component Disposal frames. When trying to sell a unit with open associations. Flag must be set to ‘E’ to allow combo sales. If set to ‘N’, associations must be ended before unit/component can be sold.
5287 – Use Advanced Unit Disposal Functionality? (Y/N) – When this flag is set to ‘Y’, the Unit Disposal frame will have advanced functionality: Pre-Sale and Sale Values tabs in addition to Sale Info tab as well as attachments, hyperlinks to other frames, and auction information.
5321 – Clear Alternate Unit Number when Unit Marked for Disposal? (Y/N) – Setting this flag to ‘Y’ will control the ability to clear the Alternate Unit number from the Unit Disposal frame. When the Disposal Status is set to any status other than Flag (D), Final (F), Returned (J), or Out of Service (X), the Alternate Unit Number will be cleared.
5338 – Validate Unit/Component Disposal Method? (N/U/B) – If this flag is set to ‘N’, the method on Unit or Component Disposal will not be validated; if the flag is set to ‘U’, the method on Unit Disposal will be validated; if set to ‘B’, the method of both Unit and Component Disposal will be validated.
5378 - Update Replacement Unit on Disposed Units (Y/N) - If set to 'Y' then any user will be able to edit the Replacement Unit on the Unit Disposal frame for a sold (disposed) unit.
If set to 'N' then only users with the UPD SOLD UNIT DISP privilege will be able to edit the Replacement Unit on the Unit Disposal frame for a sold (disposed) unit.
Note: the UPD SOLD UNIT DISP privilege will override this flag when set to N and will allow authorized users to modify the replacement unit data. The authorized privilege will also grant the ability to edit the financial information (Sales Information Tab) regardless of flag setting.
5482 - Clear Occupational Class Code Value When Disposing a Unit? (Y/N) - Setting this flag to N will stop the automatic removal of the operational class code when a unit has the Allow Sales Info (final disposal status) set to Yes on the Unit Status Codes screen. Any flagged status (no sales info allowed) will still function as before; meaning that the Operational Class Code will remain regardless of the flag setting.
Role Privileges
CHANGE OWN NOTES – Allows the user to change their own notes on both Work Order Main and Unit Disposal. They cannot change notes entered by anyone else.
NOTE MANAGER – Allows the user to change any notes entered on Work Order Main and Unit Disposal regardless of who locked it. This privilege will override the above privilege is user has both.
LOCK-NOTES – Authority to ‘lock’ notes to prevent changes.
UPD SOLD UNIT DISP - Allows the user to update the replacement unit and several sales and financial fields to be changed on the Unit Disposal frame after a unit had already been sold or disposed of.
How this privilege works in combination with flag 5378:
When flag = Y, privilege authorized: user can update unit# and financials
When flag = Y, privilege unauthorized: User can update unit, but not financials (existing functionality of Y)
When flag = N and privilege authorized: user can update unit# and financials
When flag = N and privilege unauthorized: User can't update any data
See Asset Management Application Training for more information.
Last Update: 04/21/2020
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.