Managing Vehicle Titles

In this article describes the process for entering vehicle title information, using the VIN Lookup tool, and running Title Reports.

This article contains the following sections:

• Entering Vehicle Title Data
• VIN Lookup Tool
• Adding VINs to Invoices
• Adding VINs to Seller Settlements
• Reporting

 

Entering Vehicle Title Data

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Important: Please note that VINs must be added to the Title tab in Lot Builder (as described in the steps below) in order for them to appear on Seller Settlements, Invoices, or reports. VINs that are only entered into the lot's metadata fields will not feed through to these places.

VINs that have already been entered into the lot's metadata can be copied and pasted into the VIN field under the Title tab to ensure the VIN appears in these other places. The VINs could also be imported.

 

Manually Entering Title Data

While cataloging in Lot Builder, use the Title tab to enter and track vehicle Title information. This feature is especially beneficial for auction companies who do multi-car sales.

1. Navigate to the applicable auction on the Dashboard, then select Catalogs > Lot Builder.
2. Create a new lot or use the Go to lot drop-down menu to select a lot.
3. Click on the Title tab at the bottom of the page.
4. Check the Title Tracking box.
5. Multiple fields for managing titles will appear (ex. VIN, Title Type and Status, Lien information, etc.).
   • The data entered into this VIN field will automatically also appear in the VIN field under the lot's metadata.
6. Complete the desired fields and click the Disk icon in the top right corner of the page to Save.
   • VINs cannot exceed 17 digits.

Importing Title Data

Vehicle Title and VIN data can be imported follow the same process for importing a catalog into Wavebid. To import VINs, the .CSV must contain at least a 'Lot Number' and 'VIN' column.

Additional title columns can be added. The titles should match those of the fields found under the Title tab in Lot Builder.

For drop-down fields, the data entered into the .CSV must be one of the options found in the drop-down in Lot Builder. For example, the 'Title Status' column on the .CSV cannot contain the data 'In Sally's Office' because that is not one of the options available in the Title Status drop-down in Lot Builder.

When mapping VINs, it is import that the 'VIN' column on the .CSV spreadsheet be mapped to the VIN column header under the Common Wavebid Header tab.

• Selecting the VIN column header located under the Category Wavebid Header tab will result in the VIN being added to the lot's metadata rather than title tracking.

 

VIN Lookup Tool

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Important: Please note that VIN information that populates via the VIN Lookup tool will appear in the metadata fields for the lot- not under the Title tab (as described above).

VINs must be entered under the Title tab in Lot Builder (as described above) in order for them to appear on Seller Settlements, Invoices, or reports. VINs that populate via the VIN Lookup tool can be copied and pasted into the VIN field under the Title tab to ensure the VIN appears in these places. The VINs can also be imported.

1. Navigate to the applicable auction on the Dashboard, then select Catalogs > Lot Builder.
2. Create a new lot or select the lot from the Go to lot drop-down menu at the top of the page.
3. Click the Car icon in the top right corner of the page. A new window will open.
   
4. Enter the VIN of the desired vehicle and click the Search VIN button.
   • VINs cannot exceed 17 digits.                         
5. The vehicle's stock information from the DMV will be populated in the Description field. The vehicle's year, make, model, and VIN will also populate in the Lot Name/Title field for most Wavebid integrations.
6. Click the Disk icon in the top right corner to Save.

 

Adding VINs to Invoices

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VINs can be added to invoices so that they appear in the same field as the Lot Description. 

Please note, VINs must be entered under the Title tab in Lot Builder (as described above) in order for them to appear on Invoices.

1. Navigate to the applicable auction on the Dashboard, then select Auctions > Edit Settings.
2. Click on the Invoices tab.
3. Under the Options menu, check the box to the right of the Show vehicle title information on invoices option.
4. Click the Disk icon in the top right corner of the page to Save.

 

Adding VINs to Seller Settlements

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VINs can be added to Seller Settlements so that they appear in a separate column to the right of the lot.

Please note, VINs must be entered under the Title tab in Lot Builder (as described above) in order for them to appear on Seller Settlements.

1. Navigate to the applicable auction on the Dashboard, then select Accounting > Sellers.
2. Click on the applicable Seller Settlement to open it.
3. Click on the Columns button on the right side of the page and select VIN.
4. The VIN column will appear to the right of the lot.
   • For more information on formatting Seller Settlements to printed or downloaded, see Seller Settlements. For more information on formatting Seller Settlements to be emailed, see Emailing Seller Settlements.

 

Reporting

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Please note, VINs must be entered under the Title tab in Lot Builder (as described above) in order for them to appear on reports.

Auction Level

Follow the steps below to view the Vehicle Title Report for a specific auction.

1. Navigate to the applicable auction from the Dashboard, then select Catalogs > Vehicle Title Report.
2. The resulting report displays all of the information entered for the Title, as well as the lot, buyer, and seller information.
   • Scroll Right to view the all of the columns in the report.
   • Customize what columns are seen on the report by clicking the Columns button on the right side. Click on the column titles to add or remove them from view.                        
   • Click the Export button on the right side to export and/or print the report.                                                                                             

Company Level

Follow the steps below to view the vehicle title information that is not restricted to a single auction.

1. Navigate to My Links > All Auctions > All Titles.                                             
2. Use the various fields at the top of the page to narrow the search.
3. Click the Search button on the right side of the page.
4. The resulting report will display title information from all lots that match the specified search criteria.
   • Search the visible columns using the Search field.
   • Scroll Right to view the all of the columns in the report.
   • Customize what columns are seen on the report by clicking the Columns button on the right side. Click on the column titles to add or remove them from view.             
   • Export the report using the Export button on the right side to export and/or print the report.