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GovDeals Quick Reference Guide e4sset Ent Fields Vlhl Decoder- For vehicle auctions, entering the VIN will populate many of the vehicle information fields automatically and add important information for the short and long description fields. Plote: Some VINs are not searchable and will nof o ulate the fields. In this case, com /ete the asset a e manuall . Short Description- This should be exactly what the asset is. Sinqle Assets: Year-Make-Model (example: 1989 John Deere 730 Mower). Groups of Assets: Lot of ........ (example: Lot of 25 Dell Computers). Long Description- Details about the asset. The key for any asset is the operating condition. Status- Recommended to keep as "Ready for Auction". Include all relevant information about the asset(s). Assets will not go to auction until auction dates have been More detailed information in the long description added. Assets that have been placed in the "Hold" status results in less bidder calls and higher auction will have to be moved to the "Ready for Auction" status returns. Asset-specific contact information should before they can be sent to auction. be saved for the asset POC field. Gategory- Select the category that best fits the Conditlon- GovDeals recommends to always use "See asset being sold. If needed, contact your CSR for Description" unless "New/Unused" (new in box/never put recommendations. into service) or "Scrap" (for scrap only) is selected. Quantity- Select "Yes" if a group of items is Inventory ID- Optional Field. ClienYs ID or tracking being sold. number (fixed asset numbers, VINs, vehicle unit numbers or inventory numbers). Asset Information: VIN/Serial number, Make/Brand, Model, Model Year, Odometer/Hour Meter (Actual odometer/hours; do not use a comma), Meter Accuracy, Title Restrictions (used if titles are not "clear". If yes, put the reason in the "Long Description" field). While oational, these fields provide essential information to the bidders and are kev for some GovDeals svstem reports. Authorized Bidder- Defaults to "General Public". If you wish to offer your surplus to a pepartment Billing- If the Department Billing feature restricted group, such as law enforcement or gun has been enabled on your account, choose the proper dealers, select the group from the drop-down list. department from the drop-down menu. Contact your CSR Contact your CSR for more information or select for more information on the Departmental Billing feature. "Authorized Bidder" for a complete descri tion. Excess Reported Date- Optional field. Used Asset ContaCt- Select the appropriate point of contact by clients that are required (or want) to show when for this specific Asset. Bidders will be directed to this POC the asset was declared surplus. for payment and removal. Note: Asset points of contact are setup throu h the "Securi " menu. Q?ddress & Locations- Inspection, Payment, Removal, and Special Instructions: Use the phvsical location of the asset. These felds are optional, but it is highly recommended that Select an address from the "Locations" drop-down you include these important pieces of information about menu. your auctions. Contact your CSR to help you set these up. If you need to add a new address, select "Add Note: Different sets of instructions can be stored for future New" and fill out the address information. use under the "Inspection, Payment, Removal, and Special Once you have added an address, this address will Instructions" menus under the "Maintenance" tab in CAS. If become available in the "Locations" drop-down you have setup one or more sets of instructions, an menu on all future assets that are created. "Instructions" drop-down menu will appear on your asset ent a e above each of the instructions fields.