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Fields
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Descriptions
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ACCESS:
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The accessories the prospect is interested in for their preferred vehicle.
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ACV:
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Trade-in actual cash value. The cash value of the trade-in is entered in whole dollars.
Example: 5000
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ANNIV:
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Anniversary date of buyer's purchase of a vehicle.
Example: 11/15/2000
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APR:
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Annual percentage rate. Do not enter the % symbol. If we quoted payments, enter the annual percentage rate used. Enter up to 3 decimals.
Example: 12.0 or 6.125
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BEBACKS:
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BeBack is a type of an UP. Enter the number of times a customer has returned to dealership.
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BUYTYPE:
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Type of buy. P for Price including discount. A for allowance. I for incentive. Y for payment. D for difference. L for lease. U for unknown.
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CITY:
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City. Enter as upper and lower case letters.
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COLOR:
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Color of vehicle.
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COMMENTS:
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Comment area. This space may be used for general comments or may also be used for sales plan or follow-up.
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COMPANY:
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Business company name.
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CUSTID:
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Customer ID. Assigned by the system. May be used for direct access to the file.
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DAMAGE:
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Tracks whether or not damage has been done to the leased vehicle.
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DATE:
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Normally today's date. May be the date the prosect first came in to the dealership. (ACTIVITY DATE will change to the date the vehicle is sold only if ACTIVITY SOLD field is flagged Y.) For dates after the turn of the century, enter in a four digit year.
Example: 01/01/2000, 01/01/2001
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DELIVERY:
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Vehicle delivered. Y for vehicle delivered. N for vehicle not delivered. U for unknown.
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DELVDATE:
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Vehicle date of delivery. Required field if using <Re-contact> button feature. For dates after the turn of the century, enter in a four digit year.
Example: 01/01/2000, 01/01/2001
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DEMO:
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Customer accepted a demo. Y for Yes. N for No. U for Unknown.
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DEPOSIT:
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Deposit. Do not enter cents. If the customer left a deposit on the vehicle, enter the amount in whole dollars.
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DEPT:
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Department. (N)ew (U)sed (C)ombination (T)ruck (L)ease.
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DOB:
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Date of birth. Enter either with or without the year.
Example: 01/10/50 or 01/10
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DOBC:
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Date of birth for co-buyer. Enter either with or without the year.
Example: 01/10/50 or 01/10
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EXPER:
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Not Used in TrakMate for WindowsTM. Provided for compatibility with DOS TrakMate.
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END MILEAGE:
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Mileage on vehicle at end of lease.
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FINANCE:
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Dealer after market sale item - finance. Y for yes. N for No.
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FRSTNAME:
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Prospect's first name. Enter as upper and lower case letters. Only the first name should be entered. Do not enter a salutation.
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GROSS:
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Gross profit. If the vehicle is sold, enter the gross profit in whole dollars.
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HOMETEL:
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Home telephone number. The number may be entered either with or without the area code. An extension may also be added.
Example: 5557712808 or 7712808 Ext 33
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INSURANCE:
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Dealer after market sale item - insurance. Y for yes. N for No.
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KEYNO:
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The vehicle’s key identification number.
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LASTNAME:
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Prospect's last name. Enter as upper and lower case letters. Enter the last name as you want it to appear on letters.
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LEASE PAYOFF:
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Payoff figure of lease contract.
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LOANTERM:
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Number of monthly payments. If the payments were quoted, enter the number of months payments are to be made.
Example: 48 for 48 months
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MANAGER:
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Manager initials. Enter exactly as they appear in the configuration file. Must be 3 letters, all caps.
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MATURITY DATE:
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Date the lease or contract is due. If a vehicle is sold as a lease, the maturity date of that lease is required even if the Delivery date is pending. For dates after the turn of the century, enter in a four digit year.
Example: 01/01/2000, 01/01/2001
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MILEAGE:
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Miles on the vehicle upon purchase.
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MNGRCK:
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Manager check. Y for salesperson checked with manager before releasing prospect. N for salesperson released prospect without checking. U for unknown.
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MNGRTO:
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Manager talked to prospect. Y for yes manager talked with prospect. N for manager not involved. U for unknown.
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MNTHPMT:
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Payment amount quoted. Do not enter cents. If we quoted payments, enter the last payment given the prospect.
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NOSALE:
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Prospect didn't buy. P for price or payment too high. C for bad credit. L for locate car for prospect. D for decision maker missing. S for just shopping. U for unknown.
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OPEN:
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This is an open field to track any information alpha or numerical up to 8 characters.
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PAYOFF:
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Payoff amount. Do not enter cents. If negotiations took place, enter the payoff on the customer's trade-in.
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PREFIX:
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Prefix for name fields. Enter as Mr. or Ms.
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PRESENT:
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Presentation completed. Y for Yes. N for No. U for Unknown. Presentation refers to the steps to a sale: greeting, product, lot walk, demo, service, write-up.
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PROPKG:
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Dealer after market sale item - protection packages. Y for yes. N for no.
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QUOTPRC:
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Quoted price. Do not enter cents. If negotiations took place, enter the last selling price agreed to by the customer.
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REBATE:
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Rebate amount. Use numerical and/or alpha characters for amount, and whether it is a F-Factory or D-Dealer rebate.
Example: 750F = Factory Rebate.
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RECEIPT:
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Receipt number for a check or cash received.
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RCD:
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Re-contact date. Prospect will not appear in review until this date. If no date is entered, prospect will appear in review.
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SALUT:
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Salutation. Used as the greeting on letters generated by TrakMate for WindowsTM Salutation will appear exactly as you enter it.
Example: Mr. Miller
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SLSPER:
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Salesperson initials. Enter exactly as they appear in the configuration tab. Must be 2 or 3 characters or numeric codes, all caps for characters.
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SOLD:
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Vehicle sold. Y for yes. N for no. U for unknown. Vehicle should be counted as sold if the customer accepted the terms but the car was not delivered because of financing. (ACTIVITY DATE will change to the date the vehicle is sold only if ACTIVITY SOLD field is flagged Y.)
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SOURCE:
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Field Assignment: each Field Assignment can record up to thirty-six (36) different tags to help you keep track of the response from each individual advertising source. For example: NPJ could stand for a newspaper called the Journal. Question (?) mark is a wild card to allow you to code the source. See Advertising Report for additional information.
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RD:
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Radio
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YP:
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Yellow pages
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BB:
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Billboard
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RF:
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Referral
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PU:
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Phone-up
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DM:
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Direct Mail
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NP:
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Newspaper
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DB:
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Drive By
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TV:
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Television
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UK:
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Unknown
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STATE:
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State or Canadian province codes can be entered, 2 or 3 letter codes. Use upper case letters only. Do not use a period.
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Example:
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NY for New York
ONT for Ontario
CA for California
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STATUS:
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Status of customer.
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ACT:
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Active prospect and will appear in daily review.
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SLD:
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Sold Customer. (CUSTOMER STATUS: SLD does not change ACTIVITY DATE, and does not calculate in TrakMate for WindowsTM reports until you flag ACTIVITY SOLD: Y.)
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DRP:
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Dropped prospect. Does not appear in review.
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STOCKNO1:
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Stock number of vehicle #1. Enter the stock number of the vehicle the prospect is interested in or enter "Locate" if you are trying to find a vehicle for the prospect.
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STRADDR:
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Street address. Enter as upper and lower case letters.
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SURVEY1:
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Customer response to user-defined question 1. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY2:
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Customer response to user-defined question 2. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY3:
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Customer response to user-defined question 3. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY4:
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Customer response to user-defined question 4. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY5:
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Customer response to user-defined question 5. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY6:
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Customer response to user-defined question 6. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY7:
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Customer response to user-defined question 7. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY8:
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Customer response to user-defined question 8. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY9:
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Customer response to user-defined question 9. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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SURVEY10:
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Customer response to user-defined question 10. Rate 0 to 4. O is bad; 1 is fair; 2 is okay; 3 is good; 4 is terrific. O can also mean no and 4 yes.
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T1YEAR:
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Prospect's first trade-in year
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T1MAKE:
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Prospect's first trade-in make. The make must always be entered the same way. Oldsmobile must always be entered as "Oldsmobile," for example.
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T1MODEL:
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Prospect's first trade-in model. The model must always be entered the same way. A GL 4X4 Wagon must always be entered as a "GL 4X4 Wagon," for example.
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TRADE-IN 1 MILEAGE:
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Mileage of first trade-in vehicle.
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TRADE-IN 2 MILEAGE:
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Mileage of second trade-in vehicle.
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TRADALOW:
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Trade allowance. Do not enter cents. If negotiations took place, enter the last trade-in allowance agreed to by the customer.
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UPTYPE:
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UP type. O for Original UP. W for Owner UP. R for Referral. To record Be Backs, Enter a number in Be Back field.
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V1MAKE:
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Make of the first vehicle 1 the prospect in interested in purchasing or has purchased. The make of the car must always be entered in the same way each time it is entered. Pontiac must always be entered as "Pontiac," for example.
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V1MODEL:
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Model of first vehicle the prospect is interested in. The model must always be entered the same way. A GL 4X4 Wagon must always be entered as "GL 4X4 Wagon," for example, including the spaces.
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V1YEAR:
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Vehicle # 1 year. The model year of the vehicle the prospect is interested in purchasing or has purchased.
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VVIN1:
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Vehicle #1's identification number
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WARRANTY:
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Dealer after market sale item - warranty. Y for yes. N for no.
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WORKTEL:
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Work telephone number. The number may be entered with or without the area code. Extension numbers may also be added for a total of 25 characters. (Note: some reports will only display 10-14 characters)
Example: 5557712808 or 7712808 or 771-2808 Ext 33
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WRITEUP:
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Prospect selected a particular model, and we negotiated. Y for Yes. No for no negotiation. U for Unknown.
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ZIP:
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Zip code. Enter as five or nine digits for U.S. zip or seven characters for Canadian Postal Codes.
Example: 84115 84115-9823 or R7B 1X9
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