Sold units and photo retention

When a unit sells, two things matter: an accurate record of the sale for your reports, and not paying to store photos you no longer need. Inventory › Sold units is your sales ledger, and photo retention removes photos of sold, removed and archived units after a period you choose, while keeping the vehicle record.

How sales get into the ledger #

The ledger holds one active sale per vehicle. Sales are recorded automatically when:

• a deal is marked delivered (see Deals and desking);
• a sale invoice is paid in full (see Invoices and payments);
• an auction purchase settles (see Deposits and settlement).

Recording a sale also marks the vehicle Sold if it was draft, available or pending.

View sold units #

1. Open Inventory › Sold units.
2. Choose a From and To date, a Rooftop (if you have more than one) and a Status (Sold, Unwound or All).
3. Select Show.

Each row shows the sale date, vehicle, rooftop, salesperson and source (Deal, Invoice, Manual entry or Auction). Price and fees appear if you can see deals, accounting or costs, and the customer appears if you can see customers and all leads. Select a vehicle to open its Sale panel.

Record a sale by hand #

1. Open the vehicle and find the Sale panel.
2. Open Record a sale by hand.
3. Enter the Sale date, Sale price, and optionally Dealer fees, Trade allowance, Trade ACV, Salesperson and a Note.
4. Select Record sale.

(open full size)

1. Sale date: your dealership's calendar day.
2. Sale price (with dealer fees beside it).
3. Trade allowance and Trade ACV, if there was a trade-in.
4. Salesperson credited with the sale.

Unwind a sale #

If a sale falls through:

1. Open the vehicle's Sale panel and open Unwind this sale.
2. Enter a Reason.
3. Keep Put the vehicle back in stock (available) ticked to make it available again.
4. Select Unwind sale.

The sale stays in the ledger marked Unwound, so your history is complete.

Photo retention #

When a vehicle becomes sold, is removed from a feed (and archived) or is archived, a countdown starts. When it ends, the vehicle's photos are deleted. The default is 90 days.

What is kept: the vehicle record, VIN, stock number, prices, sale details and history. Your website and the console show "Images removed according to dealership media retention policy." instead of a broken image.

The countdown is cancelled if the vehicle goes back to draft, available or pending. A later sale starts a new one.

Change the retention period #

1. Open Settings › Storage & media.
2. Under Photo retention for sold, removed and archived vehicles, choose the Dealership setting: 7, 14, 30, 60, 90, 180 or 365 days, forever, or Use the platform default.
3. Optionally give a rooftop its own period (Rooftop: name), or leave it on Use the dealership setting.
4. Select Save retention. Every pending countdown is recalculated.

The vehicle's Photos section shows when its photos are scheduled for removal.

What is never deleted #

• Photos of active (draft, available or pending) vehicles.
• Photos of vehicles under a retention hold: an open deal or deposit, an active auction, an auction dispute or an unsettled auction purchase. Holds are listed under Retention holds.
• Files that are also used by another vehicle, a website page or an attachment.

Storage & media also shows the storage you use, recent automatic removals and the Photo size setting (the maximum size photos are stored at).

Tips #

• Pick a period that covers your return window and any warranty or dispute questions. 90 days suits most dealers.
• Record off-system sales by hand, so turn and gross reports are complete.
• Use Unwind instead of deleting anything, so you keep an audit trail.

Permissions #

Limitations #