This manual covers every tool on andersonpowersportstools.com. It's organized one section per tool, plus an admin section and a troubleshooting page at the end.

How to use this page

• Search — type any keyword in the search box at the top. Sections that don't contain your keyword are hidden until you clear the search.
• Table of contents — click any item on the left to jump straight to that tool. The current section highlights as you scroll.
• Ask — click the Ask button up top to ask a question in plain English. It answers using only what's in this manual. (Available to admins.)
• Print — use your browser's Cmd+P / Ctrl+P. The manual prints clean, without the sidebar or chrome.

Every tile that can appear on your dashboard, in one screen. Each tool has its own section below.

Why some tools may not show up for you

Each tool has its own toggle on your user account. Roles like admin, manager, user, driver, viewer, and controller control what you can do inside each tool, but the tile only appears if your tool toggle is on. An admin manages this from the home page.

Search live inventory across all five stores and view structured spec sheets. Built for sales staff who need to look something up while talking to a customer.

What you can do

• Browse units by store (5 location tabs), category (UTV, ATV, Motorcycle, PWC, Boat, Snowmobile, Trailer), and condition (New / Used).
• Use the smart search bar at the top — it understands natural phrasing like:
  • Used SxS under 15K
  • RZR XP 1000
  • 2024 Polaris
  • aged Sea-Doo (90+ days on lot)
  • fresh or new arrivals (under 14 days)
  • BT1334 (any stock number)
  • over $50k / under 30,000
• Click a unit to open its training card with engine, transmission, dimensions, suspension, capacity, tires, features, selling points, year changes, and the OEM sources we used.

How the search works

The search is free and instant — it runs in your browser, no AI calls. The dropdown filters (Store / Category / Condition) stack on top of your search, so you can search Maverick and then narrow to just Parker.

If you type something analytical like “best one” or “most popular”, the search will refuse and suggest filter-style phrasings instead. For real analysis questions, use the APS Bot on Sales Recap.

A daily health score for each store's online inventory. Tells management exactly which units to fix today and why.

How the score works

Each unit is scored out of 100 on three things:

Stores get a letter grade based on the rolled-up average:

• A — 90 or higher
• B — 75 or higher
• C — 65 or higher
• D — 50 or higher
• F — below 50

The Top 10 Hit List

For each store, the report ranks the 10 highest-impact units to fix. Ranking accounts for both the unit's price and the severity of its issues, so an unpriced $30K UTV always ranks above a $5K trailer with a small photo gap.

Issue codes you'll see:

• NO_PRICE — the dominant issue. Costs the unit 40 points and floors its dollar weight at $15K so high-ticket items stay on top.
• TOO_FEW_PHOTOS — fewer than 4 real photos.
• STALE_PRICE — price hasn't moved in over 14 days. Brand-new arrivals (less than 14 days on lot) get full credit automatically.

Timbersled exemption

Timbersled units skip the photo check — they're a bolt-on snow conversion kit, not a full vehicle.

Companion to the DSC. Your photographer opens this every morning to see what to shoot today.

The three buckets

• SHOOT — first-of-kind units. The photographer physically goes out and shoots these. Once shot, all matching siblings (same year/make/model/trim) become COPY candidates.
• COPY — a duplicate of something already photographed. Each card shows the seed unit's stock number, photo count, and a one-click link to its Impel viewer so you can copy the photos over without re-shooting. Cross-store: Bullhead can copy from Havasu.
• INDIVIDUAL — used units. Always need their own unique photos because every used unit is one-of-a-kind.

How to use the page

1. Open the page each morning. The lists rebuild overnight from the latest Impel data.
2. Work the SHOOT bucket first — those unblock the COPY bucket downstream.
3. For COPY units, click the seed unit's Impel link to verify the photos look good before copying.
4. Use the search box to filter to a single store, model, or stock number.

Vehicle transport scheduling, driver management, and lot porter runs across all five stores.

What's in here

The dispatch status flow

Every dispatch moves through four states. The badge color changes as it progresses:

1. Pending — created, not assigned yet.
2. Dispatched — assigned to a driver, not picked up.
3. In Transit — driver picked up, en route.
4. Delivered — complete.

Creating a dispatch

1. From Dispatches, click New Dispatch.
2. Fill in pickup/dropoff, the unit, the customer, and (optionally) the driver.
3. Save. The dispatch lands in Pending.
4. Assign a driver later by editing it — status moves to Dispatched automatically.

Who can do what

• admin / manager — full control of dispatches, drivers, porters, and porter runs. (Only admin sees User Management.)
• driver — sees only "My Trips" and can update status / timestamps on their own trips.
• viewer — read-only across the whole tool.

The replacement for the monthly Excel recap. Daily deal entry, monthly summaries, F&I tracking, warranty, forecast, and the APS Report Cards live here.

Picking your store and month

The sidebar shows your store selector at the top. If you have access to multiple stores (admins and enterprise users), you'll see an All Stores checkbox plus one for each store. Single-store users just see their store name. Below that is the month picker (defaults to the current month).

When you're viewing more than one store, a Store column appears in the daily log so you can tell at a glance which deal came from where.

The 10 pages

Entering a deal

1. Click the day on the date strip, or click Add Deal.
2. Quick mode shows just the basics — customer, stock #, FE gross, F&I products. Use this for the day's regular flow.
3. Click Show Details to expand the full form (sales price, unit cost, pack, trade ACV, trade allowance, surcharge, rebate). Use this when the financials matter (review, audit, or month-end).
4. The Stock # field auto-populates New/Used, Manufacture, and Unit when you tab out — it looks up against the live inventory snapshot. You'll see ✓ 2024 Polaris RZR on a hit, or "Not in inventory" on a miss.
5. Save. The deal appears in the day's list immediately.

Reading the daily log

Each row shows date, customer, the unit (model and stock number as a muted subtitle), F&I manager, FE gross, C/F status, BE gross, and total. The MTD Forecast Pacing bars at the bottom show whether you're on pace for the month: green is ≥100% of target, orange is 80–100%, red is below 80%.

Exporting the daily log

Use the Export button at the top of the Daily Sales Log to get a clean PDF or PNG image. It fits on a single letter-sized page, includes the pacing bars, and uses a dark header with alternating row colors.

F&I Manager performance reports

On Monthly Summary, the F&I Manager Performance table has clickable manager names (underlined). Clicking opens a print-ready report listing every deal that manager wrote, grouped by F&I product (Reserve, ESC, GAP, Battery, Theft, PPM, Env Guard, GPS, Power Buy, T&W) with totals for each. Auto-prints when it loads — pick "Save as PDF" or hit Print.

Sales By Man drill-down

Click a manufacturer row to expand a per-model breakdown. Then click a model to see the actual deals. Click a deal row to open the deal form (same form used for entry / editing).

Reports — YTD and Rolling 12

The Reports page has three tabs:

• Ad Hoc — pick a date range, optional filters, and a group-by (manufacturer, store, salesperson, month). Results show units, gross, and PVR.
• YTD Comparison — current YTD vs the same period last year. Shows variance and % change.
• Rolling 12 — trailing 12 months of activity.

YTD and R12 are admin / enterprise only. All three tabs have a store multi-select dropdown that filters the visible data instantly (no re-query).

Forecast

The Forecast page (admin edit, controller view) holds annual unit targets, GPU targets, and seasonal indexes per region. The system calculates monthly distributions automatically. All five stores were pre-seeded from 2025 actuals.

The "BE Excludes E" rule

When a deal's status is E (Excluded), it's removed from both the numerator and the denominator of every back-end average (Avg BE/Unit, BE Avg, Avg/Deal, etc.). This is consistent across the whole tool and matches how the APS Report Cards calculate F&I PVR. If you ever see a number that doesn't match what you expect, check whether E deals are being included incorrectly somewhere.

APS Report Cards

Three admin pages under the sidebar's Admin Tools section:

1. Import Doc Report — drag in the monthly Doc Report.xlsx file (5 store sheets). It parses in your browser and stores the data.
2. Import Industry Standards — drag in the NCM 20 Group export (20GPS821_*.xlsx). The system warns if the file is over 35 days old.
3. Report Cards — the 5-store tab UI. The first time you open it for the day, the system runs the full pipeline (deals + forecasts + Doc Report + Industry Standards). After that it's cached for the day. Use Print / Save PDF to print one store's card, or Regenerate if you re-uploaded data.

Each card is 5 pages: Exec Summary, New Vehicle KPIs, Used Vehicle KPIs, F&I (with manager breakdown), Fixed Ops.

The floating APS Bot button

Bottom-right of every Sales Recap page is a purple-cyan robot button. Click it to chat with the bot about your sales and inventory data. (Admin-only — see the APS Bot section below.)

Standard operating procedures for all five stores. Browse 25+ pre-built templates, generate new ones with AI, import legacy SOPs from PDF, and refine existing ones in plain English.

Three access levels

Processes uses its own access setting independent of your role:

• None — the tool tile doesn't appear for you.
• View — you can browse and search the library and export PDFs. You can't create, edit, or use AI features.
• Admin — full access: create, edit, AI-generate, import PDF, refine with AI, delete.

An admin sets this on the home dashboard via a dropdown (not a toggle).

The five sidebar pages

Categories

Every process belongs to one of: Sales, Service, F&I, Parts, Admin / HR, or Inventory.

Searching

The library search is full-text and debounced. It searches the title, purpose, summary, every step's action / role / timing, KPIs, and the creator's name. Type a few characters and the list filters instantly.

Editing an existing process

Open any process. If you have Admin access, you'll see Edit and Refine with AI buttons in the header next to Export PDF.

Edit

1. Click Edit. The full editor opens.
2. Change anything: title, category, summary, purpose, applicable stores (use the All-5 toggle or check individual stores), the steps, KPIs, and store-specific notes.
3. For steps: Add Step at the bottom, the ↑ / ↓ buttons reorder, and the trash icon deletes. Each step has Action, Role, and Timing fields.
4. Save. Changes are immediate.

Refine with AI

1. Click Refine with AI. A free-text box opens.
2. Tell Claude what to change in plain English — e.g. “Add a step for verifying insurance before delivery,” or “Make this work for boats too, not just UTVs.”
3. Claude returns the full updated SOP. You'll see a side-by-side preview.
4. Choose Apply to save it, Refine Further to tweak again, or Cancel to keep the original.

Each refine costs about 3 cents.

Generating a new process with AI

1. Open Generate with AI.
2. Describe what you need — e.g. “Saturday detail crew checklist for delivered units,” or “F&I playbook for closing a warranty add-on.”
3. Submit. Claude drafts a structured SOP with steps, roles, timing, and KPIs.
4. Review the preview, edit anything that needs adjusting, and save.

Importing a PDF

1. Open Import PDF.
2. Drag in your file. Claude reads it and extracts the structured fields.
3. If the PDF contains multiple SOPs (common with playbooks), you'll get a checkbox list to bulk-save all of them.
4. Review each, then save.

Cost is roughly 5 cents per PDF.

Exporting

The detail view's Export PDF button generates a downloadable PDF you can print, share, or post.

An AI assistant that knows your live inventory, your sales history back to 2024, and your forecasts. It lives as a button on Sales Recap and as the search bar on Product Trainer.

Two surfaces, two modes

The bot has two ways of answering:

Using the floating button on Sales Recap

1. Look for the purple-cyan robot button bottom-right.
2. Click it. A chat popup opens.
3. Type a question in plain English. Press Enter.
4. The bot streams an answer in 2–5 sentences. If it pulled inventory, the matching units show below the answer in a small table.
5. Follow-up questions stay in context within the same session. Closing the popup clears the conversation.

What you can ask

• How many Maverick R units did we sell at Reno last quarter?
• Top three F&I managers by PVR this month.
• Which store moved the most units year-over-year?
• Show aged Polaris UTVs over 90 days at Bullhead.
• Are we on pace for the month?
• Best day of the week for boat deals? (Sundays are excluded automatically — stores are closed.)

How the bot decides what to look at

The bot has access to three data sources and picks which to query based on the question:

• Sales deals — everything from January 2024 forward.
• Live inventory — the current snapshot of every unit on every lot.
• Forecasts — per-store annual targets and monthly distributions.

You don't need to tell it which one to use — just ask the question.

If the bot is wrong

The bot occasionally gets things wrong — usually because it's missing business context. Tell an admin what it got wrong and what the right answer is. Most fixes are a single sentence added to the bot's system prompt.

If you're an admin, the home dashboard shows a User Management table below the tool cards. This is where everything user-related happens.

The roles

Approving a new signup

1. A pending signup shows up in the User Management table with a Pending status badge and a count badge in the header.
2. Click Approve. They're set to user with Trainer + DSC turned on by default.
3. Adjust their role and tool toggles to whatever they actually need.
4. Set their Store and Recap Role if they need Sales Recap access.

If you don't recognize the signup, click Reject — it deletes the user record (with confirmation).

Per-tool toggles

Each user row has switches for: Trainer, DSC, Dispatch, Recap, Migration. Flip them on and off as needed; changes are immediate. The Processes column is a dropdown (None / View / Admin) instead of a switch.

Sales Recap fields

• Store — sets which store's data the user sees by default. Empty = no store.
• Recap Role — one of:
  • user — standard sales entry, read-only on reports.
  • manager — reviews deals, sees manager-level views.
  • enterprise — multi-store visibility (Reno or regional).

Resetting a password

Click Reset Password on any approved user. They receive a Firebase password-reset email immediately. (You'll get a confirmation prompt first.)

Removing a user

Click Remove on a non-self user. This deletes their Firestore profile (with confirmation). Their Firebase Auth account is separate — if you want to fully wipe them, also remove them from the Firebase Auth console.

The Anthropic API key

The Processes Settings page (visible to site admins only) holds the Anthropic API key. It powers all AI features across the site (Processes generation/refine/import, the APS Bot, weekly specs database top-ups). To rotate:

1. Generate a new key at console.anthropic.com.
2. Paste it into the Processes Settings page and save.
3. Update the matching GitHub Actions secret so the weekly specs job picks it up too.

Tracking AI cost

Sales Recap » AI Spend (admin only) is a dashboard that shows today, yesterday, MTD, 7-day, and 30-day Anthropic costs, plus a daily bar chart and the most recent queries. It's computed from token counts logged on every Claude call — no separate billing API needed.

"I don't see a tool I should have access to"

Each tool has its own toggle on your user account, independent of your role. Ask an admin to flip the right switch for you on the home dashboard. After they save, hard-refresh your browser (Cmd+Shift+R or Ctrl+Shift+R).

"Search returned nothing"

The trainer search and the manual search are both keyword-based. Try fewer words. Search hates analytical phrasing like "best" or "compare" — use filter words instead: Used SxS under 15K, RZR at Parker, aged Sea-Doo. For real analysis, the APS Bot on Sales Recap is the right surface.

"My deal totals don't match the report cards"

Check whether you're including E (Excluded) deals in your math. Both Sales Recap averages and the Report Cards exclude E deals from both the numerator and the denominator everywhere. If your spreadsheet includes them, your numbers will be off.

"The page didn't update after a deploy"

Hard-refresh: Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows. The site's static files cache for up to 10 minutes via GitHub Pages, but a hard refresh forces the latest copy.

"Photos page is sluggish"

Use Chrome. Other browsers (notably Comet) struggle with the photo grid because it loads many images. Chrome handles it cleanly.

"The bot got a number wrong"

Tell an admin what it said vs. what the right answer is. Most bot mistakes come from missing business context, not bugs — the fix is usually a sentence added to the bot's system prompt and a redeploy.

"My deal entry form won't close"

That's intentional. Deal and warranty forms only close via the Save or Cancel buttons (no backdrop click, no Escape). Designed to keep you from losing work.

Who to contact

For tool issues, missing access, or bot mistakes: ask Rob. For sales-data questions, your store manager or the controller. For Processes content questions: whoever owns that SOP.