Reconciling your inventory with the DMS and feeds

Reconciliation is where you decide which system is right when they disagree. MotoDealerHQ compares each DMS sync with your inventory and lists every difference for you to accept or ignore. Feed imports have their own, automatic rule for units that disappear from a feed. Both work the same way at heart: a unit is never marked sold or deleted just because another system left it out.

Before you start #

• The reconciliation page needs the Advanced inventory feature (Pro and Enterprise plans) and a file-drop connection that has synced inventory or sales at least once.
• To accept items you need integrations.dms.manage and inventory.edit (see Permissions).

Review DMS differences #

1. Open Settings › DMS and select Reconciliation. The button shows how many items are open. From a connection page, Reconciliation shows only that connection's items.
2. Narrow the list with Connection, Kind and Status (open, accepted or ignored), then select Filter.
3. For each item, compare the DMS value with the value Here, then:
   • select Accept to apply the DMS value, or
   • select Ignore to keep your value.
4. To handle many at once, tick the items and select Accept selected or Ignore selected. Items that could not be applied are listed afterwards with the reason.
5. After you fix a mapping, select Re-check reconciliation on the connection page. It compares the staged export again without fetching or uploading anything.

The four kinds of difference #

Units are matched by VIN, HIN or serial first, then by exact stock number, then by stock number without case, spaces or dashes. When a connection is tied to one rooftop, only that rooftop's vehicles are checked.

Locked fields #

If someone changed a field by hand in MotoDealerHQ, the field is locked and the item shows a locked badge. Accept is unavailable until you unlock the field on the vehicle (Import-protected fields › Unlock). This protects your team's corrections from being overwritten by an old export.

How ignore and new syncs work #

• Ignore remembers the exact difference. The same difference with the same values is not raised again; if the values change, a new item appears.
• Each sync replaces the previous open items of that connection with a fresh list.
• An incremental sync (one that uses a cursor column) only sees changed rows, so it never raises Here, not in the DMS items.

Units missing from a feed import #

Feed imports handle missing units automatically, with strict safeguards:

1. Only a complete live run counts. A run is complete when the whole feed was read without fetch errors and it has at least half as many records as the last complete run. A half-empty feed is treated as incomplete, and nothing is marked missing.
2. A unit must be absent from several complete runs in a row: the source's Mark missing after N complete runs setting (default 3, minimum 2).
3. Then it gets the status from Then set status to: Pending (review), Archived or Do nothing (flag only). Only Available units are moved, and not if their status is locked.
4. If the unit appears in the feed again, it is restored automatically.

Dry runs and failed runs never change a unit's status.

Tips #

• Accept In the DMS, not here items in small batches, and finish each new draft before publishing it.
• Treat Here, not in the DMS as a prompt to walk the lot: the unit may be sold, on a transfer, or simply missing from the export.
• Ignore differences you expect, such as an internet price that is lower on purpose than the DMS price.

Permissions #

Limitations #