The Encumbered Field Is the First Thing That Kills a Deal
Three options: No, Yes, Paid Already. One field, and it's the field that determines whether you can legally proceed with a financing application. A unit still encumbered at the Registry of Deeds — meaning a previous chattel mortgage or lien hasn't been discharged — cannot be cleanly transferred to a new buyer's financing without resolving that encumbrance first. If you don't have that status documented per unit, you're discovering it at the bank's approval stage, not before, and the deal either delays or collapses.
This template was built by someone managing vehicle inventory on the Philippine financing market, where OR/CR status, LTO district office registration, and Registry of Deeds encumbrance tracking are not administrative niceties — they're the preconditions for every transaction.
What the Financial Architecture Actually Tracks
The financial structure of a vehicle dealer financing deal is more layered than unit cost minus selling price. This template captures the full chain.
Unit cost plus Total repairs done computes Total unit investment — the actual cost basis, not the invoice price. A unit bought for 280,000 that required 45,000 in reconditioning has an investment of 325,000. If you're quoting margins against the unit cost alone, you're misstating profitability on every unit that went through the shop.
On the revenue side: Deal DP and Cash DP track the down payment structure — what was agreed in the deal versus what cash actually arrived. Approved Amount and Approved DP reflect the bank's decision, which may differ from the agreed terms. Proceeds Collectible is calculated as (1 - Approved DP) × Approved Amount — the financed portion the dealer receives from the bank. From that, DI amount (dealer's incentive or discount income, computed as Proceeds Collectible × DI percentage) is separated from the chattel fee.
The amortization scenarios — 24 mos monthly amort, 36 mos amort, 48 mos amort — are calculated automatically from the proceeds collectible and the respective rate fields. When a buyer asks what the monthly payment looks like at 36 versus 48 months, both numbers exist in the record before the conversation starts.
Total Income is the terminal calculation: Total Collectibles + Deal DP minus unit cost, repairs, insurance, transfer costs, agent commission, and Jerrick's commission. This is the actual margin per deal. Not the gross, not the spread — the take-home after all costs are factored.
The Document Status Layer Is the Operations Dashboard
Running a financing portfolio means tracking multiple collection statuses in parallel per unit: OR/CR status (Still on Hand, On Process, Financing Already), proceeds status (On Process, Collected, Uncollected), and DI status (On Process, Collected, DI Uncollected). Each has its own date field. Date forwarded to financing, Date collected, Di date collected — these timestamps tell you where every deal stands in the pipeline without calling the bank or chasing the client.
Status of proceeds and Status of DI as separate tracked fields exist because proceeds and DI often arrive at different times from different bank departments. A deal where proceeds are collected but DI is still uncollected is not a closed deal. Total Outstanding Collectible = Total Collectibles − Proceeds Collected − DI Collected is the real-time exposure per unit.
The Investor Dimension
Three sentences: With Investor, Investor Name, and Investment plus interest amount cover the case where external capital was used to acquire or hold the unit. Investment Turnaround calculates the days from date bought to date collected — the actual holding period for the investor's capital. Interest rate gained divides Total Income by Total Unit Investment to show the return on the acquisition, which is the number an investor wants to see before committing to the next deal.