Sell a vehicle: deal to delivery

Start a deal

A deal is always against a stock unit, so the car, its costs and paperwork stay joined.

• On the unit's page press Sell this vehicle, or
• In Dealer Management → Vehicle Sales→ press New sale and pick the car ("Which car is being sold?").

The deal opens as a Quote with a deal number (DEAL-0001), and the unit shows Under offer.

Fill in the contract

1. Purchaser: search a contact. The buyer is never assumed (the car's contact is its previous owner). Add them in Contacts→ if they are new.
2. Details of purchase: Vehicle price, Options, colour & trim, Dealer delivery, Discount and F&I add-ons (warranty, insurance, paint protection), all inc GST.
3. Tax: the tax category, LCT category and the government charges: Registration, CTP insurance, Plate fee, Stamp duty and Duty calculated on, plus any other fees. Calculate duty then Apply to contract works the duty out. See LCT, stamp duty and on-road costs→.
4. Trade-ins: Add trade-in (see Buy or trade in a vehicle→).
5. Settlement: the deposit (see Take a deposit→), Payment method (Cash, Bank cheque, EFT, Finance, Other), Financier, Finance amount, Estimated delivery and Special conditions (printed on the contract: subject to finance, agreed repairs, delivery undertakings).
6. Press Save contract. An Unsaved changes pill shows until you do, and the browser warns if you try to leave.

The Contract summary on the right itemises every line and the balance. Before signing lists what is still missing: purchaser, vehicle price, stamp duty, statutory warranty, dealer licence on file, the PDI, any unpaid deposit, and (once delivered) the tax invoice. Statutory warranty shows the class (A or B) from the car's age, odometer and state.

Convert, print and sign

1. Press Convert to contract. It stamps the contract date and freezes the vehicle description. The deal is now Under contract.
2. Press Print contract (opens in a new tab), then Print / Save PDF.
3. Have it signed and upload it under Sale documents as Signed sale contract, with the Buyer ID and any Finance payout letter.

A contract can go back to a quote, or be cancelled, from the ⋯ menu (Move this deal).

Pre-delivery and handover

1. On the stock unit press New PDI job and run it in the workshop until QC passes (the PDI on a stock unit→, the QC step→, delivery and handover→).
2. Book the handover with Schedule on the deal if you like.
3. Press Complete sale. It asks first if a deposit invoice is unpaid or the PDI hasn't passed. It marks the unit Sold, hands the vehicle to the buyer (they become its owner), and moves the deal to Delivered.

Invoice and settle

1. Press Create tax invoice. A draft tax invoice is raised from the saved contract figures, once only, with any deposit already invoiced deducted.
2. Approve, send and take payment on it like any invoice (Taking payment on an invoice→). It syncs to Xero once approved (Xero→). Its margin counts the car's full cost from the stock unit.
3. When the money is all in, Mark settled from the ⋯ menu.

Who can do it

The deal list shows to anyone with Dealer Management. Margin figures need See profit & margin %.

If something's not right

• "An open sale already exists for this stock unit": continue that deal, or cancel it first.
• "Set a buyer first" / Complete sale is greyed: pick the purchaser and save.
• "This deal is delivered — its price, buyer and car are frozen": a delivered, settled or cancelled deal can't change. Reversing a sale is a credit note and a buy-back, not a status change.
• "Deliver a deal with Complete sale": delivered can only be reached through Complete sale.
• "Vehicle not yet received": an ordered car must be received into stock before delivery.
• No Create invoice on a quote: a tax invoice is only for a signed deal. Convert to contract first.
• "Dealer licence on file" stays unticked: add your licence number in Dealer Management → Settings→.
• Cancel this deal: the car goes back to For sale if no other deal is open on it.