Vehicle approval packs (GVM plates and modification approvals)

Products that need an engineer (GVM plates, lifts, tyre size changes) ask for the VIN, make, model, year, approval type and photos on the order line. The pack travels from the sale to the supplier’s purchase order.

Where it is

Purchasing → Purchase Orders — The Vehicle & photos chip on a line.
Sales → Orders → All orders — The chip on a sales order line.
Purchasing → Order from HQ — Franchises: can’t send until the pack is complete.

Settings for this

Inventory → Products (edit a product → Basics) — Tick “Engineer needs vehicle details & photos” on one product.
Inventory → Products → Categories — The same switch for a whole category.

Switch it on

Either:

One product: open it in Inventory → Products, edit it, and under Basics tick Engineer needs vehicle details & photos (GVM plate, modification approval). Or
A whole category: in Inventory → Products → Categories, tick Engineer needs vehicle details & photos on the category.

Fill it in

Any sales order or purchase order line for that product shows a chip: Vehicle details & photos needed until it's complete, then Vehicle & photos.

Press the chip (Add vehicle & photos on a new line). It starts from the order's vehicle when there is one.
Required: VIN, Year, Make, Model and Approval type (GVM upgrade, GVM upgrade pre-registration / SSM, GCM upgrade, GVM & GCM upgrade, suspension lift, wheel & tyre size change, engine / driveline modification, body / tray / canopy, seating change, towbar / towing capacity, or Other).
Helpful for the engineer (optional): original and new GVM and GCM, tyre size, front and rear axle ratings, rego and Notes for the engineer.
Photos: choose Vehicle, Completed work or Other, then Take photo, Upload photos or From job photos (copies photos from the job).
Save. The toast says what is still missing.

Where it goes

One pack is shared by every line it travels through: a franchise's PO line, head office's sales order line and the supplier's PO line. A photo added by either business shows everywhere.
When you email the purchase order, small copies of the photos are attached and the email links to the full-size page.
Copy engineer link copies that page's link. Anyone with it can view the details and photos, with no login.

If something's not right

"Add the vehicle details & photos for … before sending (missing …)": a franchise can't send an order to head office until every pack is complete.
No chip on the line: the product (or its category) doesn't have the switch on.
Quotes don't carry packs, and neither do orders linked between two independent businesses.