There are a variety of reasons why you remove vehicles from your fleet, for example:
They reach the end of their useful life.
There are accidents and breakdowns.
Units are sold.
The Unit Disposal frame can be used to manage these different disposal processes when it is time to remove a unit from your fleet.
To view or modify disposal and sales history for a unit, enter the Unit number in the Unit Information section or double-click in the field to display the List of Values (LoV) and select a unit number from the Unit List. Press tab to load the data.
To create a new disposal status and sales history, enter a Unit number in the Unit Information section or select from the Unit List (LoV). The Status, Serial No, Alternate Unit No (if applicable), and Life Cycle information automatically displays.
In-Service Date - The date the unit was placed into service.
Replacement % - The percentage of useful life left on the vehicle when it should be disposed of.
Expected Life - The expected life of the unit in years.
Note: Replacement % and Expected Life values are pulled from the unit’s category code.
In the Disposal Information section, select a Disposal Status from the dropdown. Next enter or select a Disposal Reason from the List of Values. 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.
You can select a Disposal
Cause from the dropdown, these codes are created and maintained
on the Disposal Cause frame.
Examples: 1 – Mechanical Failure, 2 – Breakdown,
3 – End of Useful Life.
Estimated Date - Enter an estimated date for the disposal.
Delete Work Requests - Checkbox can be selected to delete any outstanding work requests the unit can have upon disposal. By default, the checkbox is selected if System Flag 2133 is set to Y.
Date Flagged - Automatically displays after the new record is saved. This date is the day the save occurred.
Method and Authorized by - Free form fields with a limit of 24 characters. If System Flag 5338 is set to U or B, the Method field is validated.
Employee - The employee who is conducting the disposal process.
Note: Disposal Methods can be setup and maintained on the Disposal Method frame.
The Replacement Information section 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, Status, Alternate Unit No and Replacement Fund (as applicable) automatically display.
In the Billing Information section you can give the unit a new billing code. After a unit is no longer active in your fleet you can 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.
In the Using Department Information section, you can enter a new code in the New field and enter an Effective Date for the new code. You can enter a Parking value (for example, FM).
The free form Notes field allows you to enter any additional information about the unit’s billing or billing code change.
The fields on the Sales tab become active after the unit disposal Status is Sale. The Additional Disposal Information, Selling Information, and Financial Information sections appear.
Reference Number – Free form field that allows the user to enter a combination of letters and numbers to reference the disposal information.
Disposal To – Free form field to enter if the unit was disposed to a certain entity.
Disposal Date – Required field when the unit is flagged as Sale.
Disposal Master – Read-only field. Populates if the unit being disposed is associated with another unit.
Sale Proceeds – Enter the amount received from the sale of the unit.
Trade-In Credit – Enter any credit given to the buyer for the trade-in of a unit.
Check Amount – Read-only field. Value is the Sales Proceeds minus the Trade-In Credit.
Financier – Enter the information if financing was involved in the sale by a loan office or bank.
Cash Received By – Employee or entity who accepted or processed the payment on the sale.
Pickup Date – Enter the date if the unit being disposed of will be picked up.
Bank Issuing Check – Used to keep track of the bank the check came from.
Sale Proceeds – Read-only field. Value carried down from the Selling Information section.
Current Book Value – Value pulled from the Unit Accounting frame.
Sale Expenses – Enter other expenses associated with the sale that have not been counted in the above fields.
Disposal Prep Costs – Enter other costs associated with preparing to dispose of the unit that are not counted in the Disposal Jobs field.
Net Proceeds – The Net Proceeds is the Sale Proceeds minus any Sale Expenses or Disposal Prep Costs.
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.
The following fields display: Serial No, Where Now (where the part is currently), how many Times Rebuilt, Purchase Bost, Vendor it was purchased from, Purchase Order number, LTD (Life-to-Date) Time Installed Day(s), LTD Usage Installed, and LTD Start Usage.
The following fields display: Slave, Type, Unit/Comp Desc, Position, Tech Spec, Required, Req At Sale, and Start Date.
The Sale Associations tab displays 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 displays. The Type (unit or component) displays with the Unit/Comp Desc. The Position indicated on the association, if applicable, displays.
The Tech Spec field will display the unit or component tech spec number. The Start Date field will display the date the association began.
Required and Req At Sale are Yes or 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 Main frame.
To remove a disposal Status and sales history from a unit, enter the Unit number in the Unit Information section or double-click in the field to select a unit number from the List of Values.
Select the DELETE button, the Action Required window opens to verify that you are sure you want to remove the sales history from this unit. Select Delete to confirm the deletion.
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.
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 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 dropdown following 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 disposal Estimated Date on the Disposal tab.
The On-Hold checkbox defaults to Yes (selected) 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 checkbox and Tires Returned checkbox indicates Yes when selected. The default is No when the checkbox is clear.
The fields on Sales Value tab will not display until the disposal Status is changed to Sale.
Proceeds section
Sale Proceeds – Enter the amount received from the sale of the unit.
Storage Fees – Enter the amount paid by the buyer if the seller is to store the unit for an extended period of time after the sale.
Other Proceeds – Enter any other miscellaneous proceeds associated with the sale.
Book Value – this value is carried over from the Pre-Sale tab, which pulls from the Unit Accounting frame.
Transportation Cost – Costs incurred by the seller associated with transporting the vehicle to the buyer.
Auction Prep Cost – Costs incurred by the seller while prepping the unit for auction.
Commission – The commission amount that has been paid to an employee, entity, or some other third party for completing the sale of the unit.
Disposal Jobs – Read-only field. It is a sum of the actual costs (plus any markups) of the unit's job where the Job Reason is flagged as Prep for Disposal.
Other Disposal Prep Costs – Enter other costs associated with preparing to dispose of the unit that are not counted in the Disposal Jobs field.
Other Sale Expenses – Enter other expenses associated with the sale that have not been counted in the above fields.
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 field. The value carries over from the Proceeds section.
Trade-In Credit – Enter any credit given to the buyer for the trade-in of a unit.
Check Amount – Read-only field. The value is the Sales Proceeds minus any Trade-In Credits.
The availability of the Sale Info tab depends 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 – Free form field. You 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 field. Enter if the unit was disposed to a certain entity.
Disposal Date – Required field when the unit is flagged as Sale.
Disposal Master – Read-only field. Populates if the unit being disposed is associated with another unit.
Pickup Date – Enter the date if the unit being disposed of will be picked up.
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 – Enter the date if any licenses associated with the unit were turned in after the sale.
Sale Agreement Date – Enter the date the sale was officially agreed to.
Sold By – The employee who made the sale must be an active employee.
Financial Information section
Financier – Enter if there was any financing involved in the sale by a loan office or bank.
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 – Keeps track of the bank the check came from.
See the System Flags Table for a complete listing of system flags.
See the Role Privileges Table for a complete listing of role privileges.
Replacement Model Fund Manager
Asset Management Application Training
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.