Vehicle stock is not a quantity — it is a list of individual, expensive, serial-numbered machines, each somewhere specific, each in some stage of ready. Dealerships that track vehicles as counts spend month-end walking the yard with a clipboard; VIN inventory management software exists to end that walk. xMatix keeps VIN-level inventory on an append-only stock ledger: every unit is a serialised lot with its own location, cost and history, from purchase plan to showroom handover.
Purchase planning that reads the pipeline
Vehicle indenting starts from evidence: replenishment engines project from sales velocity, stock cover and the open pipeline into suggested purchase lines a manager can verify — variant by variant, branch by branch — then release as purchase orders through procurement's approvals.
Inward with a scanner, inspected with a checklist
When the carrier arrives, receiving is barcode-fast: scan-to-receive against the purchase order, each vehicle landing as its own serialised lot. The GRN carries a post-receipt inspection — a PDI-style checklist tab on the receipt itself — so transit damage is recorded while the truck is still in the yard, with a quality gate before the unit becomes sellable stock. Pre-delivery inspection is tracked per unit: the PDI flag on the vehicle's asset record flips only when the PDI work order completes.
VIN-wise stock, branch to branch
Every unit's identity — chassis, engine, batch, cost, dates — lives on its lot and survives movement: branch-to-branch transfers clone the lot to the destination with the same serial and cost, with an in-transit bucket in between, so a vehicle on a trailer is real, valued stock and never a blind spot. Allocation reserves a specific VIN to a specific order — the story continues in invoicing, RTO and delivery, and the full argument in a VIN is a biography.
Common questions
How does xMatix track vehicles at VIN level?
Each vehicle is a serialised inventory lot carrying its chassis/serial identity, batch, cost, location and dates on an append-only stock ledger. Reports, allocation and transfers all operate on the individual unit, not on a model-level count.
What happens at vehicle GRN?
Receiving matches the purchase order, creates one serialised lot per unit, and opens a post-receipt inspection checklist on the GRN itself — damage and discrepancies are recorded at the gate, and a quality gate holds units back from sellable stock until inspection passes.
How is PDI handled?
Pre-delivery inspection runs as a service work order with its checklist, and the vehicle's asset record carries a PDI-done flag that flips only when that work completes — so an un-PDI'd vehicle can't quietly reach a delivery appointment.
What should VIN inventory management software track beyond the VIN?
The unit's whole custody story: the purchase order it arrived against, the GRN inspection result, PDI status, current location and cost, in-transit state during transfers, and the order it is allocated to — so any vehicle's position and readiness is a lookup, not a yard walk.
How do branch-to-branch vehicle transfers work?
An outward transfer releases the unit into an in-transit bucket and generates the inward document at the destination; the lot is cloned with the same serial, cost and dates. The VIN's history is continuous across branches, and in-transit vehicles remain real, valued stock.