Moving stock and leads between rooftops

A stock transfer moves a unit from one rooftop to another with a clear trail: who asked, who approved, who shipped it and when it arrived. While the unit is on its way, nobody at either store can sell it by accident. You can also move a lead, with its tasks and appointments, to another rooftop.

How a transfer works #

While a unit is held, the console, the API and bulk edits cannot mark it sold or archived or change its rooftop. Bulk edits skip it. Deposits are not offered on it, deals on it cannot be signed, and it cannot be scheduled in an auction. Imports keep updating the unit but cannot change its status.

Request a transfer #

1. Open the vehicle from Inventory › Vehicles.
2. Scroll to the Stock transfers card.
3. In Move to, choose the receiving rooftop.
4. In Reason, say why, for example "Customer at the other store".
5. Select Request transfer.

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1. Receiving rooftop — every other rooftop of your dealership.
2. Reason — required. Approvers see it in their notification.
3. Request transfer — creates the transfer with the status Requested.

Only units that are available or in draft can be transferred, and a unit can have only one open transfer at a time. A unit held by a deposit, a deal or an auction cannot be requested.

Staff at the receiving store can also ask for a unit from Inventory › Group inventory when your group shares inventory between rooftops. See group inventory.

Approve, ship and receive #

Approvers get a notification at each step that needs them. Open the transfer from the notification or from Inventory › Stock transfers, then:

1. Select Approve or Reject. You can add a Note. Approval is refused if a deposit, a deal, an auction or the same VIN at another rooftop already holds the unit.
2. When the unit leaves, select Mark in transit. Enter the Transport vendor and, if you can manage costs, the Transport cost.
3. When the unit arrives, select Receive at (store name). The unit's rooftop changes and the hold is released.

To stop a transfer, select Cancel transfer. The requester can cancel before approval; an approver can cancel at any open step.

Notifications go to whoever acts next, never to the person who just acted:

• On request: approvers who cover both rooftops, and group administrators.
• On approval: the requester and the sending store's approvers.
• On shipping: the receiving store's approvers.
• On receipt or cancellation: the requester and the approver.

Find transfers #

Inventory › Stock transfers lists transfers. Use the Status filter to show open transfers (the default), one status, or all. Each row links to the transfer page with the full history. The vehicle page's Stock transfers card shows the unit's own transfer history.

Transport costs #

A transport cost entered on the transfer is posted once, when the unit is received, as a vehicle cost in the transport category with the vendor and a note such as "Stock transfer #12 FROM → TO". It then appears with the unit's other costs. See costs and holding.

Move a lead to another rooftop #

1. Open the lead from Sales › Leads.
2. In Move to another rooftop, choose the Rooftop and enter a Reason.
3. Optionally tick Re-route with the receiving rooftop's routing rules to let your lead routing pick the new owner.
4. Select Move lead.

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1. Rooftop — the store that takes over the lead.
2. Reason — required, and kept in the lead's history.
3. Re-route — uses the receiving store's routing rules, with round robin as the fallback.

Open tasks and upcoming appointments move with the lead. Anyone who does not cover the receiving store is taken off the lead, its tasks and its appointments. The receiving store's managers and the new owner are notified. If you do not cover the receiving store yourself, you are sent back to the lead list. More about leads: leads.

Tips #

• Write a reason the other store will understand. It is shown on the transfer, in notifications and in the audit log.
• If a deal falls through while a unit is in transit, finish the transfer or cancel it before you try to sell the unit again.
• Every step is in the audit log.

Permissions #

Limitations #